MICHR Policies

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Please review the following Office Policies. When completed, please fill out the certification form to verify that you have read, understand and agree to follow the MICHR Office Policies.

Work Schedules

Staff members are expected to consistently report to work during their regularly scheduled hours.
MICHR business hours are 8:00a - 4:30p. Staff schedules should fall within this time frame, with flexibility permitted at the beginning or end of the day, or upon special arrangement with your supervisor.
Staff member responsibility: Work with your supervisor to set up a regular work schedule. You are responsible for notifying coworkers and clients of your work schedule and any changes to that schedule. Accurately record time worked on your timesheet. Your supervisor may require additional departmental timekeeping.

Lunch Periods

Staff members are provided with an unpaid thirty or sixty minute lunch period.
Staff member responsibility: Determine with your supervisor the length of your lunch period.

Rest Periods

Staff members are provided one 15 minute break for each 4 hour period worked. Breaks cannot be combined and used in place of an unpaid lunch period.
Staff member responsibility: If necessary, notify appropriate person(s) when you are taking a break.

Tardiness

Staff members are expected to arrive for work at their designated start time. Consistent tardiness in excess of 30 minutes will be addressed by a supervisor.
Staff member responsibility: If you expect to be more than 30 minutes late notify your supervisor, unless circumstances beyond your control prohibit communication. If tardiness becomes a consistent problem (more than 3 times per month) the following shall occur: verbal discussion, written warning, then required use of vacation time to cover the tardiness.

Vacation

Regular staff members are provided vacation time for rest and convenience. Vacation accrual is based upon employment status and length of service. Vacation balances are provided on staff pay stubs.
Staff member responsibility: You must submit an email request to your supervisor when requesting vacation time. Please note: Vacations are granted at the supervisor's discretion. Supervisors may also impose a cutoff date (i.e., two or four weeks) by which staff must submit their vacation requests, in order to fairly approve all vacation requests. Supervisors may also limit the number of consecutive weeks off. You must be aware of your own vacation availability and not request in excess of your available balance. Record vacation time on your timesheet using the appropriate code.

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Sick Time

Regular staff members are provided paid sick time for personal illness or injury, pregnancy, childbirth or for preventative medical and dental care or to provide care for an incapacitated, ill or injured family member. A family member is defined as the staff member's spouse or same-sex domestic partner (with whom they share living accommodations and expenses), the child, sibling, parent, grandparent or other related individual whose care is the responsibility of the staff member, spouse or same-sex domestic partner. Short-term sick time cannot be used for more than 10 consecutive days. Regular staff members are eligible for up to 15 days (120 hours) annually. Short-term sick time does not accrue but is renewed annually on the first of the month of the anniversary of employment. For information on extended sick time, please see your supervisor or the Standard Practice Guide. In the event that a staff member is absent due to illness for 10 consecutive days or for chronic illness, after 10 intermittent days in a three-month period, Work~Connections will be contacted.
Staff member responsibility: l When taking unexpected time off for illness or injury you must inform, by phone or email, your supervisor. Supervisors must inform the administrative office manager of all staff absences. Should excessive use of sick time occur within a short period of time, as determined by the supervisor, a coaching session may be scheduled to determine the reasons for the absences and steps needed to improve attendance. If adequate justification cannot be provided, the coaching session will be considered the first step of corrective action. If excessive absence continues, further corrective action will be taken. Supervisors will meet with the staff member to discuss the seriousness of the situation and to develop strategies to correct the problem. Written notification of the corrective action may be provided to the staff member and a review period established, at the supervisor's discretion. To take time off for preventative appointments, an email request must be submitted to your supervisor. Record sick time on your timesheet using the appropriate code. Be aware that separate codes exist for outage due to illness/injury and outage due to preventative appointments.

Holidays

The University observes seven holidays annually: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the day following and Christmas Day. When a holiday falls on a Saturday it will be observed on the preceding Friday. When a holiday falls on a Sunday it will be observed the following Monday. Staff members may substitute up to three holidays, within a fiscal year, in order to observe other significant days, such as religious ceremonies or birthdays. When requesting substitution of a holiday, notify supervisor in writing on or before July 1st of each fiscal year or no later than 30 calendar days after date of hire in the first fiscal year of employment. In addition to the above holiday time, four season days are provided to regular staff members to be used between the Christmas and New Year's holidays.
MICHR's policy: MICHR is closed between Christmas and New Year's. Staff requesting to work during this time period should discuss this with their supervisor.
Staff member responsibility: If you intend to substitute holidays you must provide written notification to your supervisor by July 1 or within 30 days of your hire date, if after July 1. Record holiday time on your timesheet using the appropriate code.

Funeral Time

Staff members are provided up to three days (24 hours maximum) of paid time off work to attend the funeral or memorial services of an immediate family member. An immediate family member is defined as a staff member's spouse or same- sex domestic partner (with whom they share living accommodations and expenses), the son, daughter, parent, grandparent, grandchild, brother, sister (or the spouse of any of them) of either the staff member or their spouse/same-sex domestic partner or any other related person living in the staff member's household. If a staff member requires more than three days off, vacation may be used with supervisor's approval.
Staff member responsibility: You must notify your supervisor of the death, specifying your relationship and estimated time off. Record funeral time on your timesheet using the appropriate code.

Jury Duty and Witness Pay

Regular and probationary staff members will be excused without loss of pay for jury duty or when called to testify unless the staff member is a plaintiff in the matter. Staff member responsibility: You must provide your supervisor with a copy of the call to witness or jury service. Upon return to work you must provide your supervisor with written verification from the court clerk of the dates and times served. Record time on your timesheet using the appropriate code and submit a copy of your written verification with your timesheet.

Miltary Service Leave

University of Michigan faculty and staff members in the Armed Forces Reserves or National Guard who are called to active duty are placed on Military Service Leave. Under the Uniform Services Employment and Reemployment Rights Act (USERRA), Military Service Leave is treated the same as any unpaid leave of absence. See the HRAA website for complete information: http://www.umich.edu/~benefits/events/military.htm
Staff member responsibility: You must provide supervisor with a copy of the order to report for duty when the order is issued. You must provide a written verification from the military unit of the times, dates, and compensation received to immediate supervisor upon return to work.

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Emergency Closing

The University of Michigan may order an Emergency Closing due to severe weather, natural disaster or other circumstances. Announcements will be made to major units as well as University and public media. During an Emergency Closing staff will not lose their regular compensation. MICHR administration may issue a departmental emergency closing at which time staff members will be notified of the details and their options. If for some reason, MICHR needs to close, a message will be left on the general number (998-7474).
Staff member responsibility: You should make every reasonable effort to report for work as scheduled if operations are being maintained in the employee's department. If reasonable attempts to report for work fail, notify supervisor of inability to report and the conditions that prevent doing so.

Staff Development/Tuition Support Program

The University of Michigan encourages professional growth by offering tuition support when courses are taken for credit and successfully completed. Please see your supervisor or the Standard Practice Guide for details. Required paperwork for the University tuition support program must be completed and submitted to your supervisor. As an alternative to Tuition Support, MICHR will provide $2000 (pro-rated based on FTE) per fiscal year (July 1 - June 30) to each staff member to be used for educational purposes. This may include memberships, certification expenses, educational courses, examinations, travel for meetings, registration fees and dues, licenses, etc. Funds must be used within a single fiscal year. Any unused balance will not carry over and the program is not guaranteed to be offered every year. Use of these funds must be given prior approval by your supervisor. A completed education fund request form must be completed, approved by your supervisor and submitted to the administrative office manager.
Staff member responsibility: Provide your supervisor with a completed education fund request form. Supervisors must provide a copy of the signed form to the administrative office manager. Keep a record of your use of these funds. For tuition reimbursement, provide the necessary documentation to your supervisor.
Note: PCards cannot be used to pay for tuition.

Mandatory Training

Every MICHR staff member is required to complete the following training. If the staff member transferred from another UM Department and already completed this training, the completion certificate must be provided to us for our files.

• HIPAA
• PEERRS
• MICHR Travel & PCard Policies
• MICHR Office Policies & Procedures

Performance Evaluations

Annual employee performance evaluations are submitted to Human Resources in conjunction with the annual salary program. MICHR management may also conduct informal mid-year performance evaluations to assist staff and management in identifying both problem areas and excellence in performance.
Staff member responsibility: At the time of the annual performance evaluation your supervisor will provide you with instructions.

CERTIFICATION
Please follow the link above to complete the certification form verifying that you have read, understand and agree to follow the above MICHR Office Policies.

Revised 06/08

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