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Staff Handbook
General Policies and Guidelines
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Staff Handbook Contents:
-Welcome to the University of Pittsburgh
-Introduction
-Nondiscrimination Policy
-At Will Employment
-Employment Status for Staff Positions
-Wage and Salary Administration
-Paid and Unpaid Time Off From Work
-Benefits Programs
-Retirement From the University of Pittsburgh
-Employee Relations Procedures and Guidelines
-General Policies and Guidelines
-Employee Services
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General Policies and Guidelines
Access to Employee Personnel Files
Staff salaries, personnel data, and all aspects of University
affairs that have not been released as public information are confidential. If
you are an active staff member and wish to review your personnel file, you
should refer to Policy 07-06-05. If you believe that there is an error
in the record, a statement to that effect may be added as a part of the
permanent file. You may also request that your department process the
appropriate forms to initiate corrections. You should make arrangements through
your departmental administrator if you wish to review your departmental
personnel file.
Affirmative Action
On February 28, 1992, the Board of Trustees passed a resolution
reaffirming the University’s commitment to affirmative action. The resolution
commits the University to the following goals:
- to achieve diversity in the racial/ethnic and sex composition of its workforce at all levels;
- to enhance opportunities for enrolling, retaining, and graduating students from underrepresented groups;
- to provide accessibility and accommodation to individuals with disabilities;
- to create a campus environment free of bigotry and harassment; and
- to engage minority- and women-owned businesses as vendors and suppliers.
The Office of Affirmative Action has responsibility for providing
leadership, coordination, and oversight for the University’s affirmative action
program. Given the size, complexity, and collegial nature of the University,
the Office of Affirmative Action cannot do this alone. The campus community
contributes to the University’s commitment to affirmative action through the
work of senior administrative officers, deans, directors, department heads,
managers, supervisors, and various campus-wide, school, departmental, and
student committees and groups as well as individual faculty, staff, and
students.
For additional information, refer to Policy 07-01-03, or contact the
Office of Affirmative Action at 412-648-7860.
Alcoholic Beverages
All University staff members must fully comply with all laws of the
Commonwealth of Pennsylvania, including those regarding the possession and
consumption of alcohol on University property. The following are specific
provisions:
- No one may provide alcohol to a person under the age of 21 or to anyone visibly intoxicated.
- No one may permit the possession or consumption of alcohol by a person under the age of 21 or by anyone visibly intoxicated.
- No one under the age of 21 may occupy licensed premises where alcohol is served, unless under supervision.
- No one under the age of 18 may dispense alcoholic beverages.
At any University function, the host is the most senior official
present from the school, department, or other segment of the University
sponsoring the function. The host is responsible for ensuring that Pennsylvania
law relating to alcoholic beverages is strictly observed and is responsible for
compliance with these guidelines. If you are over the age of 21, you may
consume alcoholic beverages (in compliance with Pennsylvania law) at official
University functions on campus. However, consumption of alcohol, intoxication,
or the misuse of alcohol while on the job is prohibited.
Violation of the above is a serious infraction and will result in corrective
action.
AlertLine
AlertLine is a toll-free telephone line, 1-866-858-4456, that
University of Pittsburgh employees can use to report certain irregular or
troublesome workplace issues so that these issues can be investigated and
resolved.
AlertLine is available to all full-time and part-time faculty, staff, and
research associates at the Oakland and regional campuses and other off-campus
work locations. Callers can remain anonymous. The line answers 24 hours a day,
seven days a week, and can be accessed from any telephone in North America,
including pay telephones.
Issues that can be reported on the AlertLine include:
- Financial improprieties, including fraud, theft, falsification of records, and improper use of University assets.
- Human resource matters, including perceived harassment, discrimination, misconduct, and other workplace issues.
- Research compliance concerns, including conflict of interest, improper charging of grants, violation of human subject research regulations, and violation of other research compliance rules.
- Other legal/regulatory matters, such as those pertaining to environmental health and safety.
Issues that are best reported in other ways:
Many specific workplace issues can be best handled by bringing them to the attention
of the workplace manager or supervisor. Problems concerning employee benefits
are most readily resolved through the benefits staff in the Office of Human
Resources. AlertLine is not intended to replace existing compliance hotlines or
established grievance procedures. Note that calling the AlertLine does not
constitute providing legal notice to the University of Pittsburgh. If you
believe the concern is life threatening, call your University police or
security department.
Anti-Harassment Policy
No University employee, University student, or individual on
University property may intentionally harass or abuse a person (physically or
verbally) with the purpose or effect of unreasonably interfering with such
person’s work or academic performance, or of creating an intimidating, hostile,
or offensive work or academic environment. Consistent with the University’s
Nondiscrimination Policy Statement, this Anti-Harassment Policy includes cases
in which the conduct is based on race, color, religion, national origin,
ancestry, sex, age, marital status, familial status, sexual orientation,
disability, or veteran status. This policy will be applied with due respect for
the University’s commitment to equality of opportunity, human dignity,
diversity, and academic freedom.
For further information, contact the Office of
Affirmative Action at 412-648-7860 or the Employee Relations Section of the
Office of Human Resources.
Attendance
You are expected to report to work regularly and on time. In those
instances when you cannot avoid being late for work or are unable to work as
scheduled, you must notify your departmental administrator within the first
hour of the workday, barring extenuating circumstances that make such
notification impossible or extremely difficult. Poor attendance and/or
excessive tardiness may lead to disciplinary action, up to and including
termination of employment. See Policy 07-04-01.
Computer Access and Use
University-owned computing equipment, networks, services, and
resources, including electronic mail (collectively referred to as the “system”)
are provided for the purpose of conducting University-related activities and
may be used only by:
- Faculty, staff, and students for recognized instructional, research, or administrative purposes within the University.
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Organizations whose use of such services is for
a University-sponsored or recognized public
service. For purposes of administering this
policy, such classification will apply only if
the organization has been designated as
federally tax-exempt under the Federal Internal
Revenue Code and the use of such services is
approved by Computing Services and Systems
Development.
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Faculty and staff under professional consulting arrangements provided: (1) an
application for services is approved by Computing Services and Systems
Development and an external account is established, and (2) a formal
contractual arrangement is entered into with Computing Services and Systems
Development.
Use of computer services for any commercial purpose, partisan political purpose,
or any unlawful purpose or use that infringes on the rights of others,
including privacy, ownership, and equitable access to computing resources, is
prohibited. Computer software and other intellectual property protected by
copyright may not be copied from, into, or by University computing facilities,
except as permitted by law, or by contract with the copyright owner.
Departments that purchase software protected by a copyright are responsible for
the protection of that copyright.
Electronic communication facilities such as e-mail facilities or World Wide Web
servers may be used only for University-related activities. Fraudulent,
harassing, or obscene messages may not be sent or stored. The University
retains the ability to access all data on the system for all lawful purposes
including managing the system, protecting the security of the system,
investigating incidents involving the use of the system, and ensuring
compliance with federal, state, and local laws and University policies.
Willfully exceeding the limits of authorization, damaging, modifying, altering,
destroying, copying, disclosing, or taking possession of a computer, computer
system, computer network, or any other University computing facility or gaining
unauthorized access to any software, program, documentation, data, or property
contained in any computer, computer system, or computer network will result in
disciplinary action. The unauthorized downloading or transferring of
copyrighted materials, including movies, video games, software, and music, is
not permitted and may subject the user to University disciplinary action and
civil and criminal penalties.
For additional information about University computing policies, refer to
University Policy 10-02-05, Computer Access and Use, available at the
University’s Web site.
Please visit the Information Technology Web site,
www.technology.pitt.edu,
for information about University computing services and policies, including the Computing Ethics and Guidelines document.
Conflict of Interest
The University must be able to have trust and confidence in you, and you must at
all times act in good faith with due regard for the best interests of the
University. A potential or actual conflict of interest arises if and when a
financial or other personal interest unduly influences your commitments and
obligations to the University. Not all conflicting interests are prohibited.
You must, however, at least disclose to the University administration actual or
proposed transactions with the University to which you (or an immediate family
member) are a party or with an organization in which you (or an immediate
family member) have a financial interest. Your disclosure obligations and
procedures are spelled out in Policies 07-05-02 and 07-05-03.
Withdrawal from Decisions
Staff shall not exercise University decision-making authority or exert influence
concerning any organization or transaction in which they have a personal
interest.
Misuse of Information
No staff member shall, for personal gain or for the gain of others, use any
information not available to the public that was obtained as a result of
service to the University. No staff member shall personally exploit any
business opportunity in which the staff member knows or reasonably should know
the University is or would be interested, unless the University first consents
thereto in writing.
Gifts and Favors
No staff member shall solicit or accept for personal use, or for the use of
others, any gift, favor, loan, gratuity, reward, promise of future employment,
or any other thing of monetary value that might influence or appear to
influence the judgment or conduct of the staff member vis-a-vis University
business. Staff members may accept occasional unsolicited courtesy gifts or
favors (such as business lunches, tickets to baseball games, or Christmas
baskets) so long as the gifts or favors have a market value under $200, are
customary in the industry, and will not influence or appear to influence the
judgment or conduct of the staff member vis-a-vis University business. The
supervisor may exempt a staff member from the restrictions in this paragraph as
to a specified gift or favor. The exemption shall be in writing with a
statement of the basis therefore. Individual administrative units within the
University may impose further restrictions on gifts or favors for staff members
within the unit.
Reporting Suspected Violations
An allegation of violation of the University’s Conflict of Interest Policy and
the basis for the allegation shall be communicated, confidentially and
preferably (but not necessarily) in writing, to an administrator in the
supervisory line of the alleged violator or, if that would be problematic, to
the Internal Audit Department, the Office of General Counsel, or the Conflict
of Interest Office. Measures shall be taken to ensure that no adverse action is
taken, either directly or indirectly, against a complainant who makes
allegations in good faith.
Additional Disclosure Requirements for Certain Employees
University administrators and staff who are classified as Administrator IV or V
or above, and others who have been specifically designated by their
supervisors, are subject to the more specific provisions of the Conflict of
Interest Policy for Designated University of Pittsburgh Administrators and
Staff (Policy 07-05-02). University faculty, researchers, and
administrative employees who can materially influence research are also subject
to the more specific provisions of the Conflict of Interest Policy for faculty
(Policy 11-01-03).
Confidentiality of Medical Information
Medical information about individual staff members is to be treated
confidentially. The University will take reasonable precautions to protect such
information from inappropriate disclosure. Any staff member who has legitimate
access has a responsibility to respect and maintain the confidentiality of that
medical information.
Copyrights and Photocopying
University copyright policies provide for copyright ownership in works authored
by staff members and for allocation of royalty income (Policy 11-02-02)
and outline federal legal restrictions on reproducing copyrighted material (Policy
10-04-01).
Defense and Indemnification of Staff
The University will furnish each current and former staff member of the
University (except as may be prohibited by law) with legal defense and payment
of judgments, fines, penalties, settlements, and any other expenses actually
and reasonably incurred in connection with an actual or threatened action suit
or other legal proceeding (civil, criminal, administrative, or investigative)
brought against such staff member by reason of being or having been a staff
member of the University, or by reason of serving or having served the
University as a member of, or representative to a committee, board, or other
entity outside the University, so long as the staff member’s actions or
omissions were within the scope of his or her University duties or authority,
were in good faith and in a manner reasonably believed to be lawful and in the
University’s best interest, and the acts or omissions did not constitute
willful misconduct, gross negligence, or recklessness.
For the complete policy and procedure, which include important conditions, limitations, and
requirements not set out in the above summary, see Policy 07-06-06 and
Procedure 07-06-06, or contact the Office of General Counsel at 412-624-5674.
Disabilities Resources and Services
The Americans with Disabilities Act (ADA) prohibits discrimination against
qualified individuals with disabilities in employment practices. The ADA also
requires that employers provide reasonable accommodations to qualified
individuals with disabilities, so long as it does not impose an undue hardship
on the employer.
Requesting an Accommodation
Employees or applicants who believe that they have a disability necessitating an
accommodation should contact their supervisor or the Office of Disability
Resources and Services (412-648-7890). It is the responsibility of the employee
with a disability to self-identify and inform the University that an
accommodation is requested. Documentation of the disability will be required
(see www.drs.pitt.edu/documentation.html). Requests for reasonable
accommodations will be determined by management on a case-by-case basis
involving a cooperative effort among the employee, the supervisor, and
Disability Resources, with due consideration of the documentation that has been
submitted.
Reasonable Accommodation
A reasonable accommodation can be a change or adjustment to a job or work
environment that affords an employee with a disability the opportunity to
perform the essential functions of the job. If a reasonable accommodation is
required, an employer must provide an effective reasonable accommodation, but
not necessarily the particular accommodation preferred or requested by the
employee.
Essential Functions
Essential job functions are those duties that an employee must be able to
perform in the position with or without reasonable accommodation.
Services to Faculty and Staff with Disabilities
See www.drs.pitt.edu.
Donations and Solicitations
The United Way campaign and Pitt Internal Campaign (PIC) are
University-sanctioned solicitation drives. Contributions to Pitt’s Internal
Campaign enhance the dimension and quality of University programs and support
the academic excellence of the institution. Payroll deductions may be used to
make contributions to these campaigns. However, participation decisions are
strictly personal, and lack of participation shall not be held against you.
In addition each April the University joins more than 400 other Pittsburgh
companies, universities, and agencies to collect canned goods and household
items for distribution to needy local residents through the Greater Pittsburgh
Community Food Bank. This drive is called Pitt’s Partnership for Food.
In an effort to ensure a productive and harmonious work environment, persons
not employed by the University may not solicit donations or distribute
literature in the workplace at any time, for any purpose. You may have
interests in events and organizations outside the workplace. However, you may
not solicit donations or distribute literature concerning these activities
during working time. In addition, the posting of written solicitations on
University bulletin boards is restricted. If you have a message that you think
might be of interest to the workplace, you may submit it to the Office of Human
Resources for approval.
Drug-Free Workplace/Drug-Free Schools Policy
The University of Pittsburgh is committed to maintaining a drug-free workplace,
and prohibits the unlawful manufacture, distribution, dispensation, possession,
or use of a controlled substance on University property or as part of any
University activity. If your salary is paid from federally funded grants or
contracts, you must notify the University through your supervisor of any
criminal drug statute conviction or a violation occurring in the workplace no
later than five days after such conviction. Violation of this policy will
result in disciplinary action including but not limited to a warning, written
reprimand, suspension (with or without pay), dismissal, and/or mandatory
participation and successful completion of a drug abuse assistance or
rehabilitation program approved by an appropriate health or law enforcement
agency. Faculty, staff, and students of the University must also comply with
the laws of the Commonwealth of Pennsylvania on the possession and consumption
of alcohol.
Contact the Office of Human Resources for a copy of the complete
Drug-Free Workplace/Drug-Free Schools Policy and see Policy 06-02-01.
Employment Applications
The University relies upon the accuracy of information contained in the
employment application, as well as the accuracy of other data presented
throughout the hiring process and employment. Any misrepresentations,
falsifications, or material omissions in any of this information or data may
result in the University’s exclusion of the individual from further
consideration for employment or, if the person has been hired, termination of
employment.
Employment—Proof of U.S. Citizenship and/or Right to Work
The Immigration Reform and Control Act of 1986 requires that American employers
hire only American citizens and aliens who are authorized to work in the United
States. In compliance with this Act and University policy, the University
requires that all new staff members submit to the Office of Human Resources
appropriate documents attesting to identity and employment eligibility and
complete Form I-9 prior to or within the first three days of work. This form
and copies of the documents provided by the staff member will be processed by
the Office of Human Resources and then filed in the staff member’s file. See Policy
07-01-04.
Employment of Relatives (Nepotism)
The University strives to employ the most qualified individuals available for
all positions. The University does not consider family relationship a
disqualifying factor for employment, but special consideration will not be
given to relatives of current employees. Efforts by employees to exert any
influence to help relatives secure positions at the University are considered
improper. Employment depends exclusively on the applicant’s qualifications and
suitability for the position.
The employment of relatives in the same area of the University may cause
conflicts and problems, real or perceived. A relative is any person who is
related by blood or marriage, or whose relationship with the staff member is
similar to that of persons who are related by blood or marriage. Although the
University has no absolute prohibition against hiring relatives of existing
staff members, an administrator is not permitted to employ his or her own
relatives, and a relative may not be the only signing authority on the
relative’s Payroll Employee Record form. If a situation occurs where a
departmental administrator would be required to supervise a relative, one or
the other must obtain a transfer from that area or resign their position within
60 working days.
The University reserves the right to monitor situations in which relatives work
in the same area. In case of actual or potential problems, the University may
take prompt action, including reassignment or, if necessary, termination of
employment for one or both of the individuals involved. In the event that more
than one member of a family is employed by the University, family members may
not intercede on behalf of relatives in any matters concerning employment,
including salary, working conditions, or job performance. See Policy 07-05-02.
Environmental Health and Safety
The University is committed to the health and safety of all staff members and to
protecting and enhancing the environment. The University administration and
staff share responsibility in achieving a safe and healthful work environment
Safety and health programs are described in the University’s Health and Safety
Manuals and the Environmental Health and Safety Web site. These programs are
designed as a supplement to the rules, regulations, standards, and codes
applicable to the diverse operations of the University. Each work area should
provide access to www.ehs.pitt.edu
or have copies of safety procedures available for your review and
reference. The Department of Environmental Health and Safety maintains active
programs in hazardous waste management, biosafety, fire safety, laser safety,
and chemical hygiene.
You should review the University safety, health, and environment-related
resources to determine needs for required training, personal protective
equipment, and hazard communications.
Questions or inquiries should be directed to the Department of Health and Safety at 412-624-9505
or answered by accessing the Web site at www.ehs.pitt.edu.
You are encouraged to discuss health and safety programs with your supervisor
and to read and understand the available University guidance documents. The
dangers to staff members and others that could result from disregard of prudent
practices or the recommendations of the University’s programs may be grounds
for disciplinary action.
Extreme Weather Conditions
The University has established guidelines for all campuses of the University
concerning operations during periods of extreme weather conditions or other
emergency circumstances. Only the chancellor has the authority to officially
close the Pittsburgh campus of the University. The presidents of the regional
campuses are authorized to officially close their respective campuses.
Cancellation of classes does not mean that the University is closed. In the
event that you are unable to report to work at the appointed time, you should
contact your supervisor within the first hour of the workday. For further
guidelines and a listing of radio and television stations that will announce
modifications to normal University operations during extreme weather
conditions, see Policy 07-04-02. To view the most recent correspondence regarding
extreme weather conditions from the Associate Vice Chancellor,
click here.
Notifications also will be posted on the
University’s Web site, www.pitt.edu.
Financial Obligations
The University will not employ an individual who is in default of any type of
financial obligation to the University without a written agreement to fulfill
the financial obligation within a specified period of time. You are subject to
dismissal if you are in default of a financial obligation to the University,
unless satisfactory repayment arrangements are made and fulfilled.
Hours of Work
Normal University business hours are 8:30 a.m. to 5 p.m., Monday through Friday.
You receive one unpaid hour for lunch. For pay purposes, the pay week begins at
12:01 a.m. Sunday and ends at midnight the following Saturday. Departmental
administrators may vary these schedules to accommodate business needs. In all
cases, the standard workweek is 371/2 hours per week.
Legal Services for University Business
The University’s Legal Services Policy spells out the circumstances under which
you should or must consult the University of Pittsburgh’s Office of General
Counsel attorneys in connection with University business.
For further information and specific details, see Policy 01-05-01.
News Services
University News within the Department of University News and Magazines handles
contacts and relations with local, regional, national, international, and
University print and electronic media on behalf of the University
administration and all schools, departments, and centers not covered by the
health sciences or sports information bureaus. The news unit works with
faculty, staff, and administrators in planning and implementing programs to
inform various external and internal audiences of news about, and events taking
place at, the University of Pittsburgh. The department produces Pitt Magazine,
Pitt Med, Researchreview, the Pitt Chronicle weekly University
newspaper, and the weekly Pitt in the News e-mail report. All requests
for news services are to be directed to 412-624-4202.
Organization Development Consulting Services
The Organization Development department of the Office of Human Resources serves
as a partner with our University community clients to help them create and
realize their strategic plans, achieve greater levels of effectiveness, develop
effective support systems, and help their staff attain higher levels of
performance and demonstrate consistent positive change in the workplace. We do
this by providing comprehensive consulting along with high-quality products,
services, and results-based solutions. Departments and schools may request
assistance with any of these organizational issues.
The Organization Development consulting team works with the University schools
and departments to achieve greater efficiencies in work processes and increase
effectiveness and productivity among faculty and/or staff. Products and
services offered include strategic planning sessions to develop or clarify
vision, mission, values and goals; organization analysis; work redesign;
organization restructure; process improvements; performance management;
competency identification and modeling; executive coaching; and organization
interventions such as customer service, leadership development, team building,
and group dynamics. Organization Development also administers the Faculty and
Staff Development Program and the Human Resources Development Track for Supervisors.
Outside Work
The University does not prohibit you from performing non-University work outside
your regular working hours. However, if the outside work results in a conflict
of interest or otherwise interferes with the performance of duties on campus,
you may be asked to choose between jobs. In addition, if you are performing
non-University work, you may be required to provide information about such work
sufficient to permit your departmental administrator to assess any possible
conflict of interest. Further, the University prohibits you from performing
non-University work while on the job and from using University equipment,
including telephones or supplies, for non-University business. The use of the
University campus mail system is limited to University business.
Patents and Rights to Inventions, Creations, and Other Intellectual Property
All rights in and to any and all inventions, creations, ideas, techniques,
methods, developments, and improvements (“inventions”) that you (either alone
or in conjunction with others) conceive, make, reduce to practice, or obtain
during employment with the University are the property of the University of Pittsburgh.
In consideration of your employment, you are required to make full and prompt
disclosure to the University of all inventions and, at the University’s request
and expense, you will at any time or times execute and deliver to the
University such foreign and domestic patent applications, assignments,
copyrights, and other papers and take such other action (including without
limitation testifying in any legal proceeding) as the University considers
necessary to vest, perfect, defend, or maintain its rights in and to such
inventions. The University claims ownership and control of the worldwide patent
rights that result from the activity of its faculty, staff, and students.
The University Technology Transfer Committee considers disclosures of
inventions by you and determines whether to proceed to obtain a patent. The
inventor may receive a portion of the net financial returns from the sale,
licensing, or other transfer of patent rights. The current University Policy on
Patents and Technology Transfer determines the rights of the inventor and
contains a procedure for submitting an invention for the consideration of the
University Technology Transfer Committee. See Policy 11-02-01.
Copyrightable works that have been produced by University staff members who
have been specifically directed to produce those works in the course of their
employment or who produce those works under the supervision and control of the
University are “works made for hire.” The copyright interests in those works
automatically vest in the University.
Software, other than educational courseware, that has been created or developed
at least in part on the University’s computer systems, will be proprietary to
the University. Other copyrightable materials that have been created using
University resources will also be owned by the University. The creator of these
works may share in royalties arising out of the license or sale of the works.
Such royalty sharing does not apply to works made for hire. See Policy 11-02-02.
Personal Phone Calls and Mail
Personal phone calls should be kept to a minimum. Calls must not interfere with
your work, and this privilege should not be abused. The University’s address
cannot be used for personal mail, and personal mail cannot be processed through
the University’s postage meters.
Personal Use of University Resources and Services
Use of University resources for personal non-University purposes is not
permitted. University services and resources include, but are not limited to,
photocopiers, local and long-distance telephone and facsimile service, mail
service, staff support, supplies, and equipment. See Policy 05-08-01.
Publicity
See “News Services.”
Public Office
The University recognizes your right to seek and serve in elected or appointed
public office at the municipal, county, state, or federal level as long as such
service does not constitute a conflict of interest or interfere with the proper
performance of your responsibilities at the University. If seeking or serving
in public office interferes with University duties, you must request or may be
required to take a leave of absence without pay. Such leaves will be made in
accordance with the guidelines found in the Leave of Absence section of this
handbook except that such leaves of absence may not exceed 24 months. If you
are unsuccessful in your bid for election, or complete your term of office, you
may be reinstated as a member of the University staff in accordance with the
terms of the leave.
Radiation Safety
The University is committed to maintaining a safe working environment when using
sources of ionizing radiation. The University administration, staff, and
students share the responsibility in achieving a safe environment. All uses of
radioisotopes, particle accelerators, X-ray producing machinery, and other
sources of ionizing radiation fall under the jurisdiction of the University
Radiation Safety Committee and its operating arm, the University Radiation
Safety Office.
The committee has the administrative responsibility for safe usage, obtaining
licenses, authorization of individuals to use sources, purchase approvals, and
disposal of radiation sources. Detailed information is available in the manual Regulations
Regarding the Safe Use of Sources of Ionizing Radiation. Work with
radioactive materials must be carried out under the control of an “Authorized
User” approved by the Radiation Safety Committee. All other sources of ionizing
radiation must be registered with the Radiation Safety Office and must have a
designated person responsible for their safe use. Researchers, laboratory
personnel, and other users of ionizing radiation sources must receive general
training provided by the Radiation Safety Office. Specific training must be
provided by the authorized user or other responsible individuals.
Experimenters have the primary responsibility to maintain a safe working
environment and to comply with the regulations of the Pennsylvania Department
of Environmental Protection and the U.S. Nuclear Regulatory Commission.
Additional rules are imposed by licensing agreements with these agencies and by
the University Radiation Safety Committee. Administrators must plan for and
provide approved facilities, then enforce regulations and rules.
The Radiation Safety Office implements Radiation Safety Committee policies and
procedures. It is staffed with professional health physicists, qualified
technicians, and support personnel. Radiation Safety Office personnel are
available for information about safe uses of radiation sources, procurement,
waste disposal, transfer of sources, exposure measurements, record keeping,
environmental assessments, licensing, and regulations. The office maintains a
Web page at www.radsafe.pitt.edu,
which contains key manuals, news, application forms, etc. The Radiation Safety
Office is located in Room G7, Graduate School of Public Health, telephone
412-624-2728, or e-mail RSO@radsafe.pitt.edu.
Recycling
The University has implemented a campus-wide recycling program, and asks all
staff members to fully participate. Doing so not only helps to preserve the
environment, but also produces revenue for the University. Materials are
collected in desk-side or hallway containers, and include white and colored
paper, cardboard, plastic and glass beverage bottles, and aluminum beverage
cans. For further information on services provided by Facilities Management,
call 412-624-9500 or access the Web site at
www.facmgmt.pitt.edu.
Reference Checks
It is the usual policy of the University to check employment history and
references of job candidates, both internal and external. Background checks in
appropriate cases may include criminal history, motor vehicle history, credit
history, and other records. For some occupations, the University is required by
law to ask prior employers for certain information. In the event of a proposed internal transfer
of a current staff member or rehire of a former staff member, before an offer of employment can be made
it is necessary to document that a reference was obtained from a supervisor in the candidate’s most recent
University department – preferably the candidate’s immediate supervisor – who is reasonably familiar with the
candidate’s work performance.
Research Integrity
All members of the University community who participate in research projects
must adhere to the highest standards of integrity in research. In addition to
traditional University standards, federal regulations now impose strict
policies and procedures on the University for dealing with possible research
misconduct. A valuable guide to research ethics is the University’s Guidelines
for Ethical Practices in Research. Allegations of possible violations
of research ethics are investigated and, if wrongdoing is found, sanctioned
under the procedures described in the University’s Research Integrity Policy
(11-01-01).Both of these documents may be obtained at
www.pitt.edu/~provost/ethresearch.html
and www.pitt.edu/HOME/PP/policies/11/11-01-01.html,
respectively, or from the University’s research integrity officer (412-624-3007), who is also
available to answer questions about the interpretation or application of research standards.
Sexual Assault Services Office
The University’s Sexual Assault Services Office is committed to raising an
awareness of sexual exploitation, assault, and discrimination, and to
eliminating gender-based violence and exploitation in the University community.
The office provides counseling, referrals, resources, and individual
consultations for faculty, staff, and students.
For additional information, call
the Sexual Assault Services Office at 412-648-7930.
Sexual Harassment
The University of Pittsburgh is committed to maintaining an academic and working
environment free from all forms of sexual harassment. Sexual harassment
violates University policy as well as state, federal, and local laws. It is
neither permitted nor condoned. The official University definition of sexual
harassment is:
any unwelcome sexual advance, request for sexual favors, or other verbal or
physical conduct of a sexual nature when: (1) submission to such conduct is an
explicit or implicit condition of employment or academic success, (2)
submission to or rejection of such conduct is used as the basis for an
employment or academic decision, or (3) such conduct has the purpose or effect
of (a) unreasonably interfering with an individual’s work or academic
performance; or (b) creating an intimidating, hostile, or offensive work or
academic environment.
It is also a violation of the University’s policy against sexual harassment for
any employee or student at the University to attempt in any way to retaliate
against a person who makes a claim of sexual harassment. Any individual found
to have violated the University’s policy against sexual harassment will be
subject to appropriate disciplinary action, including, but not limited to,
reprimand, suspension (with or without pay), termination, and/or expulsion.
Disciplinary action taken will depend upon the severity of the offense.
If you believe you have experienced some form of sexual harassment or want
further information, you may contact the Office of Affirmative Action or the
Employee Relations Section of the Office of Human Resources. Copies of the Sexual
Harassment Policy and Procedures and the Combating Sexual Harassment
brochures are available from the Office of Affirmative Action. See Policy 07-06-04.
Smoking Policy
Smoking is prohibited in all University-owned and leased facilities and in all
University vehicles. See Policy 04-05-03.
Staff Recognition
The Office of Human Resources sponsors an annual recognition ceremony in honor
of staff who have completed certain levels of years of service at the
University. Honored staff receive a certificate and a University-related gift.
Recipients of the Chancellor’s Award for Excellence for Staff also are
recognized annually.
Staff Responsibility
You are expected to adhere to University policies, as well as city, state, and
federal laws. Furthermore, you are expected to demonstrate respect and
sensitivity toward colleagues, students, and the general public; report to work
on time; maintain University and departmental confidentiality; and dress in an
appropriate manner in the workplace, as determined by the departmental
administrator.
Technology Help Desk
The Technology Help Desk, operated by Computing Services and Systems
Development, serves as a single point of contact for all information technology
services at the University. The Technology Help Desk is available 24 hours a
day, seven days a week, to answer all information technology-related questions.
For more information, please call 412-624-HELP [4357] or visit the Information
Technology Web site at www.technology.pitt.edu.
Travel and Business Expense
The University will reimburse you for approved and authorized expenses incurred
while on University business and/or related travel when the expense is:
- actual and reasonable;
- necessary in the performance of University business;
- supported by a valid proof of expense such as a cash or other original receipt, unless otherwise provided in the Travel and Business Expense Policy; and
- in compliance with all the conditions established in the Travel and Business Expense Policy.
You may not use University funds to entertain fellow employees at lunches,
holiday parties, or similar activities that are not directly related to
University business or otherwise sanctioned by the appropriate University
official. All airline, hotel, and car rental reservations must be made through
a University-certified travel agency.
For details on the reimbursement of travel and business expenses, see Policy 05-07-01, contact the Office of Travel
Management at 412-624-4433, or access the Web site at
www.pts.pitt.edu/Travel/index.html.
University Marketing Communications
Official promotional publications for the University of Pittsburgh must be
reviewed and approved by the Department of University Marketing Communications.
All institutional identity stationery items—letterhead, envelopes, and business
cards—must be provided by this department. All display and broadcast
advertising should be cleared through the Department of University Marketing
Communications. This department provides assistance in purchasing print space
and air time and in writing, editing, and designing promotional publications
and advertisements. All printing paid for by the University must be coordinated
through University Marketing Communications. For more information call
412-624-4370. See Policy 08-01-01.
University Name, Titles, Seal, and Logos
University name, titles, seal, and logos, including letterhead
stationery, may be used only for official business authorized by the
University. When conducting University business over the telephone, you should
identify yourself as a University staff member. See Policy 08-01-01.
Violent, Threatening and/or Intimidating Behavior
The University of Pittsburgh is committed to maintaining a safe workplace for all faculty, students, staff and visitors; physical violence and/or threatening behavior will not be tolerated. Violent, threatening, intimidating or other wrongful hostile behavior that occurs on property that is owned or controlled by the University, or that is otherwise connected to University employment, programs or interests (e.g., behavior during work-related business trips or that results in adverse media coverage) is strictly prohibited. Prohibited behaviors include, but are not limited to, oral or written threats and/or intimidation, physical acts against persons or property, stalking and possession of weapons. Such behavior may result in criminal arrest and prosecution and/or disciplinary action up to and including termination of employment. Purported joking or bantering intent will not excuse behaviors that could reasonably be perceived as prohibited.
Anyone witnessing any such behavior or the planning or preparation for such behavior should immediately notify the University Police Department at
412-624-2121; if a University staff member is involved please also notify the Office of Human Resources at 412-624-8048. The University is committed to promptly and thoroughly investigating reasonable complaints of violent, threatening and/or intimidating behavior. In addition, any individual who obtains a temporary or permanent Protection From Abuse Order or Restraining Order listing any University location as a protected area should provide a copy of the Order to the University Police Department.
Please note that the Faculty and Staff Assistance Program is a University benefit that is available to all Faculty and Staff members as a confidential resource to assist them with issues such as managing stress, family problems, issues in a relationship, resolving conflicts and a variety of other concerns.
Visitors to Labs and Shops (Including Minors)
As an extension of its educational responsibilities, the
University of Pittsburgh allows and encourages community representatives,
members of the public, and students to visit University facilities. However,
because of safety and liability issues, visitations by such groups and
individuals to laboratories and shops must be under the direct supervision of
an authorized faculty or staff member, or part of a formally organized open
house, guided tour, or supervised educational program.
Children are not authorized to visit laboratories and shops, except as a
participant in a formally sponsored tour or educational program with permission
of an informed parent or guardian, or with parental permission and as the guest
and under the supervision of a University student or faculty or staff member.
At no time should children be permitted to use or be exposed to unreasonable
hazardous chemicals or materials or dangerous procedures during their visit.
Children of University students, faculty, and staff members are not authorized
to be in laboratories or shops on either an attended or unattended child care
basis. For the purpose of these guidelines, “children” refers to minors under
18 years of age who are not students or employees of the University.
The organization unit chair/director, shop supervisor, or laboratory principal
investigator bears primary responsibility for ensuring that University
students, faculty, and staff members under their direction are aware of and
adhere to these guidelines.
Weapons and Dangerous Substances
The use, possession, or manufacture on any University property
of firearms, explosives, weapons, or other dangerous articles or substances
that may be injurious to persons or property is strictly prohibited without
University authorization. Any violation will result in disciplinary action up
to and including filing criminal charges and/or termination of employment.
Web Communications
The Department of University Marketing Communications’ Web
Team maintains the University’s institutional Web pages and offers custom Web
solutions to all official academic and administrative units of the University
community. The Department of University Marketing Communications’ Web Team
ensures that the Web sites of official academic and administrative units reach
their full potential, are produced economically, and reflect the excellence of
each school, program, or department. For more information call 412-624-0813.
Whistleblower Law
The “Whistleblower Law” of the Commonwealth of Pennsylvania
prohibits an “employer” from discharging, threatening, or otherwise
discriminating or retaliating against an employee regarding the employee’s
terms and conditions of employment because the employee makes or is about to
make a good faith report, orally or in writing, to the employer or appropriate
governmental authority about an instance of “wrongdoing” or “waste.”
An employee alleging a violation of this Act must show by a preponderance of
the evidence that, prior to the alleged reprisal, the employee or person acting
on behalf of the employee had reported or was about to report in good faith,
orally or in writing, an instance of wrongdoing or waste to the employer or an
appropriate authority. There is no violation if the action by the employer
occurred for separate and legitimate reasons. The terms “wrongdoing” and
“waste” are defined in the Act as follows:
Wrongdoing—A violation that is not of a merely
technical or minimal nature of a federal or state statute or regulation, of a
political subdivision ordinance or regulation, or of a code of conduct or
ethics designed to protect the interest of the public or the employer.
Waste—An employer’s conduct or omissions that result in substantial
abuse, misuse, destruction, or loss of funds or resources belonging to or
derived from commonwealth or political subdivision sources.
Workers’ Compensation
Workers’ compensation is a statutory program that provides
medical coverage and, in some instances, income maintenance if you are disabled
as a result of an occupational injury or illness. You must report any
work-related injury or illness to your supervisor immediately. All claims for
workers’ compensation should in turn be reported by your direct supervisor to
the Workers’ Compensation Office immediately, but in any event no later than 24
hours from the time a claim/incident is reported. If you sustain on-the-job
injuries or illnesses, you are required to seek treatment by a
University-approved medical provider for the first 90 days of treatment.
For a list of the approved medical providers and a copy of the claim form, contact
the Workers’ Compensation Office at 412-624-1198 or your supervisor.
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