Contents of this Section:
and Equal Employment Opportunity
The 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
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 uncles, 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.
Administrators 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
In order to be considered for a position, administrators must
complete an application for each position they are applying for at https://www.usfjobs.com.
Normally, administrators who are promoted or transferred will
have benefits, accumulated leave, and service credit carried over from
the previous position.
postings are accessible through the Office of Human
Resources' on line application system at https://www.usfjobs.com.
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.
During 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.
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.
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.
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
Freedom of Expression
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
The freedom of expression of administrative personnel does not
extend to deliberately misrepresenting or disparaging the teachings of
the Catholic Church.
official personnel records are maintained by the Office of Human
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
- 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.
Release of Information
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.
The 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.
Administrators 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.
The University’s success and resilience comes from outstanding people who contribute their best to the campus community. The Human Resources (HR) Department strives to support faculty and staff by offering opportunities to invest in their professional development.
HR Professional Development provides an array of learning opportunities, including workshops, seminars and online programs. These learning opportunities provide staff, faculty and student employees with essential training and tools to advance the knowledge, skills and competencies necessary for job success. To see the current Professional Development Calendar, please visit the HR website at: http://www.usfca.edu/hr/resource_center/.
For more information, please call the Office of Human Resources, Professional and Organization Development at extension 6707.
on Non-Faculty Staff Layoffs
The purpose of this policy is to provide guidelines for non-faculty staff layoffs. This policy aims to ensure that layoffs are handled in a manner consistent with the University’s values and in compliance with state and federal law.
There may be times when the University deems it necessary to reduce the number of staff doing a particular kind of work to reorganize or reallocate financial resources. The basis for layoff decisions is contingent upon current and future University and/or departmental operational requirements. Seniority, education level, experience, knowledge, and skill-set may be considered when determining needs to fulfill work requirements. Collective Bargaining Agreement (CBA) provisions will be followed where they apply; where CBA provisions do not apply, this policy will be followed.
This policy applies to all regular, full-time non-faculty staff at the University of San Francisco.
Definitions and Selection
As used in this policy, the term staff refers to regular, non-faculty staff at the University of San Francisco. A layoff is the elimination of a position(s) within the University and occurs when the University deems it necessary to reduce the number of staff doing a particular kind of work, to enhance the efficiency and effectiveness of University and/or departmental operations, and/or to contain or reduce expenses. Department leadership will identify the work functions, work groups, units, or departments that will be affected by layoffs. The basis for these layoff decisions is explained in the Policy Statement section.
In the event of a layoff, the University will provide at least one month written notice or pay in lieu of notice to affected staff. Accrued and unused vacation time will be paid in accordance with University policy. Additionally, salary payouts may be provided to staff who have completed their probationary period, according to the schedule below:
Years of Continuous,
Full-time Service with USF
1 year to less than 3
3 years to less than 5
5 years to less than 10
10 years to less than 15
15 years or more
In order to receive salary payouts, affected staff must sign a general release agreement. Salary payouts will be paid in a single lump-sum payment at the end of the notice period. During the notice period, staff who are subject to layoffs are expected to meet all performance standards.
Eligibility for Laid Off Employees
- Staff who are subject to layoffs may apply for available University positions. There is no guarantee that laid off staff will be recalled to former positions or rehired to other University positions.
- Laid off staff who are rehired within six months from their last day of work will retain their previous date of hire from their last position.
- Staff who are rehired for different positions than their original positions must complete a probationary period for one year.
- Staff who return to work after a break in service exceeding six months will not be considered rehires and given a new date of hire. These staff must complete a probationary period and fulfill relevant waiting periods for benefit eligibility.
Staff who are subject to layoffs are eligible for certain benefits during the notice period. Detailed benefits information can be found in the USF Information for Non-Faculty Staff Layoffs pamphlet.
Background Check Policy and Procedure:
The University conducts pre-employment background checks to promote a safe work environment and to assist those hiring in making prudent employment decisions based upon comprehensive job-related information.
The University conducts background checks on all new hire employees. All candidates for full-time and part-time assignments with the University must authorize a lawful background check as part of the application packet. An offer of employment is contingent upon verifying the accuracy of the information provided by the candidate and the background check results will determine his/her suitability for employment at the University.
All background checks are conducted by a third-party service provider (vendor).
University background checks comply with all applicable federal and state laws, including the Fair Credit Reporting Act and the California Investigative Consumer Reporting Agencies Act.
- NEW HIRES: A background check is required for all full-time, part-time and temporary employees.
- In some cases, new hires may start work before the background check has been initiated or completed. Continued employment is contingent upon the satisfactory results of the background check.
- The background check does not relieve the hiring department of its obligation to perform reference and employment history checks or obtain copies of degrees, licenses or certificates required for a specific position.
- REHIRES: A background check is required for all full-time, part-time and temporary employees who have separated from the University and are subsequently rehired.
Initiation of Background Check:
- Once a candidate has been identified for hire a background check consent form is sent by Human Resources to the new hire.
- The candidate returns the signed consent form to Human Resources.
- Human Resources initiates the background check with the vendor.
Background Check Results:
- The vendor forwards the results to Human Resources. The vendor also informs the candidate of the results, provides the candidate an opportunity to review the report, and informs the candidate of his/her rights under the Fair Credit Reporting Act and the California Investigative Consumer Reporting Act.
- If the results are satisfactory, Human Resources finalizes the hiring process.
- If the results are unsatisfactory, Human Resources consults the Hiring Manager and the Office of General Counsel to determine a course of action. The Hiring Manager or Human Resources consults with the employee to determine the basis for the unsatisfactory results.
- The Hiring Manager or Human Resources communicates the final decision to the candidate.
Terms of Employment
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.
Smoke Free Campus Policy
To promote a safe and healthy
learning and work environment for students, staff, faculty and visitors
and to reduce the health risks associated with tobacco smoke, the University of San Francisco is a smoke-free
Smoking is not permitted anywhere
within the boundaries of University-owned or leased property and
vehicles with the exception of two designated smoking areas, one on main
campus and one on Lone Mountain. After a transition period of two
years, these two designated areas will be re-evaluated as the campus
transitions toward a completely smoke-free environment in 2010. The
existing prohibition on the sale and promotion of tobacco products on
the campus continues.
The University’s Smoke-Free Campus
policy is in compliance with state and local laws generally prohibiting
smoking in buildings and within 30 feet of building entrances/exits.
The implementation of this policy is
augmented by an education and awareness campaign that may include but
not be limited to:
of the smoke-free policy to prospective students and staff/faculty
meetings, postings and e-mail notifications.
in staff/faculty human resources manuals, student Fogcutter handbook,
and appropriate web sites.
campaigns employing students and staff/faculty.
smoking cessation programs.
In support of this policy, clear
signage regarding the smoke-free policy and designated areas should be
posted throughout the campus. Supervisory
personnel are responsible for implementation of this policy in their
areas and addressing problems through the existing administrative
structure. Student violations will be handled
through the existing Student Conduct Rights & Responsibilities
To facilitate the transition to a
smoke-free environment and lifestyle, Smoking Cessation Resources are
provided by the University for:
Students - Provided by the Health
- Provided by Well Life Program
USF Service Animal Policy
The following information is provided to help
define the role and the place of service animals at The University of
San Francisco in promoting the safety, dignity, and independence of
persons with disabilities.
As established by the Americans with
Disabilities Act (ADA), service animals may not be excluded from
University facilities or activities, except as provided below. The ADA
defines a service animal as:
"...any . . . animal individually trained to
do work or perform tasks for the benefit of an individual with a
disability, including, but not limited to, guiding individuals with
impaired vision, alerting individuals who are hearing impaired to
intruders or sounds, providing minimal protection or rescue work,
pulling a wheelchair, or fetching dropped items."
To work on campus for the benefit of an
individual with a disability, a service animal must be specifically
trained to perform a service function. If an animal meets this
definition, it is considered a service animal regardless of whether it
has been licensed or certified by a state or local government or a
Service animals whose behavior poses a direct
threat to the health or safety of others or is disruptive to the campus
community may be excluded regardless of training or certification.
The guidelines below have been developed with
the understanding that most service animals working on the USF campus
will be dogs. If another kind of animal is to be
employed as a service animal on campus, the partner (person with a
disability) should contact Student Disability Services (students) or the
ADA Coordinator in Human Resources (staff, faculty, and visitors to the
university) as soon as possible to explore any additional health or
I. TYPES OF SERVICE DOGS
Guide Dog is a carefully trained dog that
serves as a travel tool for persons with severe visual impairments or
who are blind.
Hearing Dog is a dog who has been trained to
alert a person with significant hearing loss or who is deaf when a
sound, e.g., knock on the door, occurs.
Service/Support Dog is a dog that has been
trained to assist a person who has a mobility or health impairment.
Types of duties the dog may perform include carrying, fetching, opening
doors, ringing doorbells, activating elevator buttons, steadying a
person while walking, helping a person up after the person falls, etc.
SsigDog is a dog trained to assist a person
with autism. The dog alerts the partner to distracting repetitive
movements common among those with autism, allowing the person to stop
the movement (e.g., hand flapping). A person with autism may also have
problems with sensory input and need the same support services from a
dog that a dog might give to a person who is blind or deaf.
Seizure Response Dog is a dog trained to
assist a person with a seizure disorder; how the dog serves the person
depends on the person's needs. The dog may stand guard over the person
during a seizure, or the dog may go for help. A few dogs have somehow
learned to predict a seizure and warn the person in advance.
Companion or therapy animals are not
considered service animals.
II. RESPONSIBILITIES OF FACULTY/STAFF/STUDENTS
1. Allow a service animal to
accompany the disabled partner at all times and everywhere on campus
except, where service animals are specifically prohibited.
2. Do not pet a service
animal; petting a service animal when the animal is working distracts
the animal from the task at hand.
3. Do not feed a service
animal. The service animal may have specific dietary requirements.
Unusual food or food at an unexpected time may cause the animal to
become ill or to be distracted.
4. Do not deliberately startle
a service animal.
5. Do not separate or attempt
to separate a partner from her or his service animal.
III. RESPONSIBILITIES FOR PERSONS WITH
DISABILITIES USING SERVICE ANIMALS ON CAMPUS
A student with a disability who utilizes a
service animal must register with the Student Disability Services
office. For use of a service animal by a resident partner or potential
resident partner in University Housing, see Section VI of this document.
Faculty, staff, or university visitors who utilize a service animal
must contact the ADA Coordinator in Human Resources.
The service animal's partner is at all times
solely responsible for the cost of care, arrangements and
responsibilities for the well-being of a service animal as well as any
Service animals on campus must:
1. Meet Non-University Requirements: All
requirements for the presence of animals in public places (vaccinations,
licensure, ID tags, etc.) mandated by state or local ordinance must be
2. Be Healthy: The animal must
be in good health.
3. Be Under Control of
Partner: The person with a disability must be in full control of the
animal at all times. Reasonable behavior is required from service
animals while on campus.
Cleanup Rule: The partner must follow local
ordinances in cleaning up after the animal defecates. Individuals
with disabilities who physically cannot clean up after their own
service animal are not required to pick up and dispose of feces.
IV. REMOVAL OF SERVICE ANIMALS:
Disruption: The partner of an animal that is
unruly or disruptive (e.g., barking, running around, bringing attention
to itself) may be asked to remove the animal from University facilities.
If the improper behavior happens repeatedly, the partner may be told
not to bring the animal onto the University campus until the partner
takes significant steps to mitigate the behavior. Mitigation can include
muzzling a barking animal or refresher training for both the animal and
Health: Animals to be housed in University
housing must have an annual clean bill of health from a licensed
veterinarian. Service animals who are ill should
not be taken into public areas. As stated in
Section III, only animals in good health will be permitted on campus. A partner with an ill animal may be asked to leave
Uncleanliness: Partners with animals that are
unclean, malodorous and/or bedraggled may be asked to leave University
facilities. An animal that becomes wet from walking in the rain or mud
or from being splashed on by a passing automobile, but is otherwise
clean, should be considered a clean animal. Animals that shed in the
spring sometimes look bedraggled. If the animal in question usually is
well groomed, the animal should be considered tidy even though its
spring coat is uneven and messy appearing or it has become wet from
weather or weather-related incidents.
If a situation arises whereas the presence of a
service animal threatens the health or safety of another individual
(for example, in the case of a severe allergic reaction to animal
dander), then the concerned parties must contact either Student
Disability Services or Human Resources to mediate the situation on a
case by case basis.
V. AREAS OFF LIMITS TO SERVICE ANIMALS
Research Laboratories: The natural organisms
carried by dogs and other animals may negatively affect the outcome of
the research. At the same time, the chemicals and/or organisms used in
the research may be harmful to service animals.
Mechanical Rooms/Custodial Closets: Mechanical
rooms, such as boiler rooms, facility equipment rooms, electric
closets, elevator control rooms and custodial closets, are off-limits to
service animals. The machinery and/or chemicals in these rooms may be
harmful to animals.
Areas Where Protective Clothing is Necessary:
Any room where protective clothing is worn is off-limits to service
animals. Examples include the carpenters shop, lock shop, paint shop,
and cogeneration facility.
Areas Where There is a Danger to the Service
Animal: Any room, including a classroom, where there are sharp metal
cuttings or other sharp objects on the floor or protruding from a
surface; where there is hot material on the floor (e.g., molten metal or
glass); where there is a high level of dust; or where there is moving
machinery is off-limits to service animals.
If a student, faculty, or staff member has an
off-campus internship, clinical lab, service-learning opportunity, or
other university-related activity, then the student, staff, or faculty
member must abide by the service animal policy at the off-campus entity.
A laboratory director may open her or his
laboratory to all service animals.
A laboratory director of a research laboratory
or an instructor in a classroom or teaching laboratory with moving
equipment may grant permission to an individual animal/partner team to
enter the research laboratory or classroom or teaching laboratory with
moving machinery. Admission for each team will be granted or denied on a
case-by-case basis. The final decision shall be made based on the
nature of research or machinery and the best interest of the animal.
Exceptions to this policy may be made by the dean or her/his designee.
VI. SERVICE ANIMALS IN UNIVERSITY HOUSING:
Service animals may not reside in University
Housing without written approval of University Housing. Such requests
will be processed, as follows:
requesting individual must provide the Student Disability Services
office appropriate documentation at least 30 days
before prospective housing will be needed for the service animal.
Student Disability Services Office will review the documentation and
seek to arrange a meeting with a University
Housing representative, the person requesting that a service animal be
housed in University Housing,
and a Disability Services Office staff person. Residence Hall
Directors/Managers are not authorized to approve the housing of service
animals in University Housing.
student with a disability who utilizes a service animal
must register with the Student Disability Services office for
authorization to house a service animal.
- A person
who has a service animal on campus (including University Housing) is
financially responsible for property damage caused by his or her service
service animals to reside in University Housing must meet the following
weight restrictions: at least 8 pounds, but not
more than 125 pounds.
The Student Disability Services Office, in
consultation with the Director of University Housing, may approve an
exception to this policy when an exception is deemed necessary due to
Any partner dissatisfied with a decision made
concerning a service animal should follow the applicable Dispute
Resolution Procedures. Students, please refer to
the Fogcutter Services to Persons with Disabilities Policy
Section E or the Student Disability Services Student Handbook Dispute Resolution Procedure. Staff
and faculty members should refer to the appropriate handbook or
collective bargaining agreement.
Remote Hire Policy (Form I-9)
The Remote Hire Policy (Form I-9) can be accessed here.