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Employment Policies
Contents of this Section:
Affirmative Action and Equal Employment OpportunityThe University is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual's race, color, religion, ancestry, national origin, age (over 40 years), sex, sexual orientation, marital status, medical condition (cancer-related and genetic-related), and disability, and other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.
The Office of Human Resources coordinates this policy in relation to the recruiting, compensation and benefit processes. For inquiries concerning the application of Federal and State Laws and Regulations, or to file a complaint regarding employment discrimination, please contact the Affirmative Action Officer in the Office of Human Resources.
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Employment of Relatives
The University will refuse to hire relatives of present employees if doing so could result in actual or potential problems in supervision, security, safety, or morale, or if doing so could create potential conflicts of interest. The University defines "relatives" as spouses, registered domestic partners, live-in partners, children, siblings, parents, in-laws, cousins, aunts and unmcles, or other relatives living in the household. This policy covers biological relationships, marriage relationships, and step relationships. All employees must inform the Office of Human Resources of potential or existing situations concerning employment of a relative.
Current employees who marry or become registered domestic partners, or become related will be permitted to continue working in the job position held only if they do not work in a direct supervisory relationship with one another or in job positions involving conflict of interest. If the situation occurs or family members are employed in the same work area reporting line, each family member must arrange to be relieved from processes concerning any other family members such as: assessing the performance of the family member; considering the family member for reappointment, promotion or salary adjustment; providing a leave of absence for the family member; or participating in other decision separates a possible conflict of interest or impropriety.
If already employed, they cannot be transferred into such a reporting relationship. If the relative relationship is established after employment, the individuals concerned will decide who is to be transferred insofar as a position is available for which the person is qualified. If that decision is not made within 30 calendar days, the University will decide.
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Employment OpportunitiesAdministrators are encouraged to explore career development opportunities at the University. Administrators who have completed the evaluation period may apply for a transfer or promotion. The Office of Human Resources will prepare and display all employment opportunities, as required, for a minimum of 10 working days for administrative positions. The "job posting" includes the job title, minimum qualifications required to perform the job and salary range, in most cases.
In order to be considered for a position, administrators must complete an application for each position they are applying for and forward the application or resume to the Office of Human Resources.
Normally, administrators who are promoted or transferred will have benefits, accumulated leave, and service credit carried over from the previous position.
Administrators may review job postings in the Office of Human Resources or by calling the "job information hotline," which has recorded information available 24 hours per day, at (415) 422-5600. Job postings are also available accessible through the Office of Human Resources' on line application system at https://www.usfjobs.com.
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Proof of Work Eligibility
The University of San Francisco employs only United States citizens or other individuals who have the legal right to work in the United States. The University complies with the rules and regulations of the Immigration Reform & Control Act of 1986. On their first day of work, but within three business days, all employees must complete the Department of Homeland Security Form I-9 (Eligibility to Work) and provide documentation proving their identity and eligibility to work in the United States. The I-9 form is included with the employee's job offer letter and other new hire information documents. The I-9 form is also available at the Office of Human Resources.
If an employee has worked for the University previously, they need only provide this information if it has been more than three years since they last completed their I-9 form for the University or if their current I-9 form is no longer valid.
To retain their employment status, employees must provide proof of continued eligibility no later than 72 hours after their work eligibility expiration date. If prrof of eligibility is not provided by this time, the University will terminate employment.
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New Administrator Orientation ProgramDuring administrators' first few weeks of employment, they will participate in New Staff Orientation. During this program, information is shared regarding the history, mission and philosophy of the University, affirmative action, safety and security. In addition, other programs and services are provided to acquaint new administrators with the University. Benefits orientations are usually held in small groups. New administrators should make an appointment with the Benefits Representative in the Office of Human Resources during the first week of employment, if they have questions.
Administrators are encouraged to ask questions so that they will understand the guidelines that affect and govern their employment relationship with the University.
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Evaluation PeriodAll new administrators and current administrators who change jobs have a 12-month evaluation period. This period is designed to allow an appropriate orientation, training, and evaluation period for the administrator to assess their aptitude, interest, and ability to perform satisfactorily the requirements of the position. During the evaluation period the employment relationship is at-will. The administrator is free to resign at-will at any time, with or without cause. Similarly, the University may terminate the employment relationship at will at any time, with or without cause. The evaluation period may be extended by the supervisor for a maximum of three additional months in consultation with the appropriate Vice President and the Office of Human Resources. Administrators will also receive a formal evaluation after completing six months during the one-year evaluation period.
The supervisor will seek to provide training, guidance, and feedback during the evaluation period, giving the new administrator the opportunity to reach the desired level of performance in a timely manner. All administrators are subject to performance counseling.
Administrators in an evaluation period have the same benefits as all other University administrators, except where specifically stated otherwise in University policies. A new administrator is not eligible to take vacation during the first six months of the evaluation period; however, there may be occasions where approval may be given. A written request must be made by the administrator to the supervisor who will consider the request in conjunction with the Office of Human Resources.
Administrators who have transferred or been promoted or demoted are eligible to use their accrued vacation time during the evaluation period of the new position.
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Performance ReviewsTo ensure that administrators perform their jobs to the best of their ability, it is important that they be recognized for good performance and receive appropriate suggestions for improvement when necessary. Consistent with this goal, performance will be evaluated at least once each year by supervisors. Administrators will also receive a formal evaluation after completing six months during the one year evaluation period. This is the time to discuss the administrator's achievements and to consider performance problems and ways for improvement. Finally, it is a time to plan for the future.
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Outside EmploymentThe University discourages, but does not prohibit, outside employment (holding additional and outside job(s)). However, it does require that there be no conflict of interest involved. In addition, the second job cannot interfere with the administrator's scheduled work hours and work performance.
Freedom of ExpressionThe Mission Statement of the University declares the University's commitment to the highest standards of learning and scholarship in the American, Catholic and Jesuit tradition. As an American university, USF is committed to teaching and scholarship in an atmosphere of academic freedom. As a Catholic University, USF recognizes its role in supporting the educational role of the Roman Catholic Church. As a Jesuit University, USF fosters values from the vision of St. Ignatius of Loyola, founder of the Society of Jesus, of a world created, loved and redeemed by God.
These religious values find their campus expression in many ways, including voluntary religious services, the teaching of theology, a high respect for the uniqueness of each individual, concern for the whole development of the student: intellectual, spiritual, moral, social, psychological and physical. It fosters academic excellence, and prepares men and women who are committed to the betterment of society through their own efforts.
While the University is dedicated to these ideals, it recognizes the rights of its employees to hold and articulate their own values, whether or not these are in agreement with the values expressed above. The University does not discriminate on the basis of religious beliefs. Nevertheless, the University seeks individuals who respect and support its mission. Such respect and support does not call for agreement with Catholic teachings. Nor does it prohibit sincere expression of opinions contrary to Catholic teaching. Rather, it does ask its employees to respect opinions of those with religious beliefs (including Catholic beliefs), not to speak disparagingly of such beliefs, and to support those aspects of the University mission which they can without compromise of their own values. It is the object of the University to foster a campus-wide environment in which values and ethical standards are fully discussed, where students develop a strong sense of personal values and ethical standards which guide them through life.
When speaking or writing as a citizen unrelated to the workplace, an administrator shall be free from institutional censorship or discipline; however, each administrator shall remember that the public may judge the University by his or her utterances. Hence, he/she shall at all times endeavor to be accurate, exercise appropriate restraint, show respect for the opinions of others, and not indicate that he/she is speaking for the institution, when, in fact, this is not so. (This shall not be construed to prohibit the administrator in the course of his or her pursuit of community affairs, from identifying himself/herself and stating the position he/she holds at the University.)
The freedom of expression of administrative personnel does not extend to deliberately misrepresenting or disparaging the teachings of the Catholic Church.
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Personnel RecordsAll official personnel records are maintained by the Office of Human Resources.
Because it is important to have current information in each personnel file, the administrator is expected to notify the Office of Human Resources of any change of name, address, telephone number, education or job related training.
The University observes the Buckley Amendment. Personnel files are confidential; however, they are accessible in the following circumstances:
- A director, supervisor, or University official who has a valid business reason, may review a current administrator's file.
- Administrators who wish to review their files, may do so in the presence of a Human Resources representative by scheduling an appointment at a reasonable time.
Some information may be withheld to protect the confidentiality of another individual.
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Release of InformationThe Office of Human Resources will provide written responses to requests for employment verification provided the request is in writing and that the request is considered to be appropriate. Information regarding dates of employment, job title, and full-time or part-time status will be provided to a valid requestor. Salary information is released only if the request is accompanied by a signed release from the administrator.
Job references may be provided by the Office of Human Resources or a supervisor with personal knowledge of the administrator's employment to prospective employers. Only factual, job-related information on current and former administrators will be released.
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Photo Identification CardsThe University issues an official photo identification (I.D.) card to all regularly employed, full-time and part-time administrators. The card is to be presented whenever identification is required, such as when using the University library or Koret Health and Recreation Center or when requested by a University official. New administrators are issued photo I.D. cards by Public Safety. Lost or stolen I.D. cards should be reported to the Office of Human Resources. A fee may be charged for replacement cards.
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Professional AssociationsAdministrators are encouraged to enhance their knowledge of developments and trends in their career areas. Management personnel are encouraged to become involved in professional associations which relate to their University duties. Participation in professional association activities, conferences, committees, etc., are encouraged but shall not interfere with tasks necessary for effective and responsible job performance.
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Professional Development ProgramsUSF's strength comes from outstanding people who contribute their best to the campus community. The University strives to support its administrators by offering opportunities for them to invest in their professional development through the ARETE program.
"ARETE," Greek for "striving for excellence as a total human being in mind, body, spirit," embodies the mission and goals of USF. The ARETE program and activities support administrators' life-long learning efforts to increase changing job skills and provide service excellence to the campus and the complex urban community and international city of San Francisco.
ARETE programs cover the wide spectrum of management and supervisory development such as training programs and workshops on Team Building, Written and Oral Communications, Leadership, Priority/Time Management, Financial Skills, Computers, Diversity, Orientation to University Policies and Procedures, and Humor and Career Development. Some customized training and retreat/meeting facilitation is also available. All of these services are provided at no cost to the administrator. For more information call the Office of Human Resources, Professional and Organizational Development at extension 6707.
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Reductions in WorkforceThe University may be required to layoff administrators when business needs require a reduction in the workforce. The appropriate Vice President and Office of Human Resources must approve all reductions in force. Laid-off administrators may be offered transfer opportunities when possible.
Laid-off administrators are eligible for recall as vacancies occur, with preferential re-employment rights for a period of six months provided the person meets the educational and experience qualifications and can satisfactorily perform the job available. The University cannot guarantee laid-off administrators will be transferred.
Individuals who are laid off will be given at least 30 calendar days notice or pay in lieu of notice.
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Terms of EmploymentThis handbook is intended for informational purposes only. Neither this handbook nor any language contained herein shall be construed as creating a contract or limiting the right of the University and the employee to end the employment relationship at any time. To the extent that any statement in this handbook is inconsistent with other official policies and procedures or benefit plans of the University of San Francisco, the latter shall be controlling.
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