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Administrators' Conduct
Contents of this Section:
Code of Ethics and Conflict of Interest Policy
The University of San Francisco achieves its mission of teaching, research and
community service in a manner consistent with its Catholic, Jesuit mission and
philosophy. Administrators are expected to conduct themselves in a manner which
is also consistent with this mission and philosophy.
The University respects the dignity of all individuals. In return, the
University expects each individual to show that same respect and concern for
others within the University community, so that all members of our community
can achieve their full potential. When it has reason to believe that the
conduct of some members of the community prevent or hamper others from
performing their work, the University may intercede.
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Conflict of Interest Policy
As defined by policy, a conflict of interest is considered to exist in any
instance where an individual's actions or activities on behalf of the
University involve an advantage to the individual, and an adverse effect on the
University's interests. It can also result when the conflict of interest
prevents administrators from exercising care, skill and judgment on behalf of
the University in the performance of their assigned duties.
Acceptance of Gifts, Gratuities and Entertainment. The University
prohibits all administrators from accepting any personal gift or gratuity with
a value in excess of $100 from outside organizations, corporations, companies,
partnerships or other entities which provide or are seeking to provide goods or
services to the University. Promotional items which outside organizations use
as part of their regular marketing programs are excluded from the $100
limitation.
No administrator may accept business entertainment from any outside
organization which would be considered excessive. The acceptance of occasional
invitations to dinner, sporting events, theater presentations, etc. is
acceptable in most circumstances. Administrators must consult with and report
to their superiors any instances of gifts or gratuities offered to them by any
outside organization, or any attempt to influence the performance of their
assigned duties through the offer of gifts, gratuities or excessive
entertainment.
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Confidentiality
All confidential information concerning past and present employees, students,
clients, donors and firms with which the University does business is to be
maintained in strict confidence. However, the Office of Personnel Services will
confirm dates of employment. Administrators should, therefore, never share or
discuss such information without clear and prior authorization. Failure to
protect confidential information could result in disciplinary action up to and
including termination of employment.
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Performance Counseling
The University takes a progressive counseling approach to help Administrators
alter performance deficiencies or policy/rule infractions.
Progressive performance counseling means that most performance deficiencies
and procedural infractions are dealt with through a systematic and progressive
series of interventions. Typically, minor first offenses are treated with oral
counseling or reprimands. Serious, or more frequent violations such as moral
turpitude, may warrant immediate termination.
Deficiencies and infractions include, but are not limited to, unsatisfactory
work performance, inappropriate conduct and rule violations.
Levels of disciplinary actions include, but are not limited to:
- Oral Reprimand
- Written Reprimand
- Final Warning (possibly with time-off)
- Termination
The disciplinary action chosen will be based on a number of factors, which
include, but are not limited to, the work record of the administrator, previous
occurrences of similar incidents, previous performance action taken, the
severity of the incident and the likelihood that changed behavior would result
from the penalty.
Performance counseling, suspension and discharge decisions should be
coordinated with the Office of Personnel Services.
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Personal Appearance
Discretion on the part of administrators in the style of dress and personal
appearance is essential to the image and efficient operation of the University.
Administrators are expected to dress in a manner appropriate to their work
environment and to the type of work performed. Some departments may have their
own policy or dress code appropriate to the nature of the work done within that
department. Administrators should consult with their supervisor regarding any
dress code requirement specific to their department.
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Appeal Procedure
Administrators are provided with a process for resolution of employees' rights
violations as specified in this handbook. (See Appeal Procedure Appendix A)
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Safety
The University of San Francisco strives to make the working environment as safe
as possible in order to eliminate or reduce conditions which may result in
personal injury and property loss to administrators, visitors and students.
Administrators must abide by the safety policies and procedures of their
department and carry out their job functions in a safe and productive manner.
It is the duty of every administrator to remove hazards when they can and to
report those hazards which they are unable to remove.
Working safely is no accident. It is each administrator's responsibility to
perform his/her work in a manner safe for the administrator and others. Any
item or article of dress that could restrict the administrator's sight or sound
or restrict movement is prohibited. This may include, but is not limited to,
shaded glasses meant for outdoors and personal audio equipment with head sets
or ear plugs.
Administrators failing to adhere to these standards are subject to
performance counseling.
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Sexual and Other Unlawful Harassment Policy
Sexual harassment is prohibited by the Civil Rights Act of 1964, Title VII,
Section 703, and the Education Amendments of 1972, Title IX.
The University is committed to providing faculty, administrators and
students a work and academic environment free of sexual harassment.
The University does not tolerate sexual harassment in any form and such
conduct may result in disciplinary action up to and including dismissal or
expulsion. This policy applies to University staff and students.
Specifically, no faculty, staff or student may threaten or insinuate, either
explicitly or implicitly, that a faculty, student or staff member's refusal to
submit to sexual advances will adversely affect their employment, evaluations,
wages, advancement, assigned duties, working hours or any other condition of
employment, career development or academic standing.
Whether committed by faculty, students, supervisors or non-supervisory
staff, sexual harassment in the workplace and in the educational environment is
prohibited. This includes, but is not limited to such unwelcome acts or
statements as: sexual flirtations, advances, touching, propositions, continual
verbal commentaries about an individual's body, sexually degrading words used
to describe an individual and/or the display in the workplace or educational
environment of sexually suggestive objects or pictures or when an offensive or
abusive atmosphere or hostile environment is created by the harasser.
Filing a complaint or reporting sexual harassment will not prejudice a
student, faculty or staff member's position or status, nor will it affect
future employment, compensation, work assignment or academic status. Several
University officials are empowered to address this problem. Please refer to the
University's formal policy on Sexual and Other Unlawful Harassment, copies of
which are available in the Office of Personnel Services, in the student
handbook, in the University's Policy and Procedure Manual in each department,
and in the appropriate collective bargaining agreements.
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Solicitation and Distribution
Solicitation by Administrators for any commercial purpose is not
permitted during the working time of the soliciting administrator or the
employee being solicited. Working time does not include break periods, meal
times, or other specified periods during the workday when administrators are
not engaged in performing their work tasks. Distribution of circulars,
handbills, or literature of any type during working time is not permitted.
Violation of this rule will subject an administrator to discipline up to and
including discharge. Solicitation and distribution by any other person is
prohibited at all times on University premises.
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Substance Abuse
In accordance with the Drug-Free Workplace Act of 1988 and the Drug-Free
Schools and Campuses Act of 1990, the University of San Francisco has
established the following policy guidelines regarding substance abuse in the
workplace.
- Unlawful manufacture, distribution, dispensation, possession or use of a
controlled substance is prohibited on University premises or other workplaces
if individuals performing work on these premises are compensated by the
University of San Francisco.
- Failure to abide by the University's Drug-Free Workplace Policy may result
in suspension from work without pay and mandatory participation in a drug
rehabilitation program on the first offense and termination on the
second.
- If convicted of any criminal drug statute violation occurring in the
workplace, you are obligated to notify the Office of Personnel Services in
writing within five (5) calendar days after conviction.
A copy of the complete Substance Abuse Policy is available from the Office of
Personnel Services.
The University of San Francisco recognizes drug and alcohol dependency as
treatable conditions and offers a faculty/staff assistance program for
University faculty/staff with substance dependency problems. Faculty and staff
are encouraged to seek assistance for drug and alcohol-related problems and may
request leaves of absence for this purpose, in addition to using approved
vacation or sick leave, or attending the faculty/staff assistance programs
outside regular working hours. Information obtained regarding an employee
during participation in a faculty/staff assistance program will be treated as
confidential.
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Conditions of Employment
The employment relationship between the administrator and the University shall
continue until either party brings about its termination in accordance with one
or more of the following:
Suspension and Administrative Leave - The University reserves the
right to suspend an administrator without prior notice. Actions which could
warrant this action include, but are not limited to: fighting, insubordination,
theft, time card/sheet violations, endangerment of oneself or another person,
being under the influence of alcohol or drugs while at work and other
unacceptable behavior or acts of moral turpitude.
Administrative leave can be with or without pay and is usually reserved for
situations in which subsequent action may be dependent on the outcome of an
investigation or review. Administrative leaves must be approved by the
respective Vice President.
See "Performance Counseling" on page 24 for additional information.
Termination Without Cause - The administrator may terminate his/her
relationship with the University without cause by providing 30 days written
notice to his/her supervisor. The University may terminate the administrator
without cause by providing 30 days written notice or pay in lieu of notice
during the administrator's first year of employment or completion of the
evaluation period if it has been extended beyond one year.
Termination with Cause - The University takes a progressive
performance counseling approach to assist administrators to correct performance
deficiencies or policy/rule infractions. If it is necessary to terminate an
administrator who has completed the evaluation period, the following provisions
will apply for written notice or pay in lieu of notice. After one year of
employment or completion of the evaluation period, if it has been extended
beyond one year, the University may terminate an administrator with cause
(which may include progressive counselling) and will provide 30 days written
notice or pay in lieu of notice, during the first year of employment, 60 days
written notice or pay in lieu of notice during the second year of employment,
90 days written notice or pay in lieu of notice during the third year of
employment or thereafter.
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Personal Integrity
Administrators may be disciplined or discharged when they violate ethical or
legal standards in such a way that they seriously harm the reputation of the
University or compromise the ability of the administrative staff member to
function effectively in the work place. Such violations shall include but not
be limited to: conviction of a felony; acts of dishonesty, violence, serious
breech of University regulations; threatening physical harm to another, and
public scandal. In such cases the staff member shall not be entitled to advance
written warning or notice of termination, or pay in lieu of such notice.
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