University of Oregon Policy Library

The university supports performance management for OAs that is guided by the recognition that performance management is an ongoing process involving coaching, mentoring, and motivating and that effective performance management leads to enhanced performance and job satisfaction. The university further recognizes that the process of addressing poor performance or problematic behaviors should be transparent and rooted in correcting the identified deficiencies.

HR will maintain procedural guidance on OA performance management and corrective discipline.

Employees may have occasional problems or issues affecting their work-related activities and it is important to resolve these as soon as possible. The university encourages employees to resolve disagreements respectfully through informal, frank, and open discussion. HR and the Office of the Ombuds are two resources available to assist with informal resolutions. However, the university also recognizes that occasionally more formal processes are needed.

The OA grievance process establishes procedures for the fair, orderly, and timely resolution of problems or complaints using a thorough review process. The following principles will serve as the foundation for the OA grievance process:

• The university will deal with grievances expeditiously and fairly.
• Grievances and the proceedings under this policy will be treated with the greatest degree of confidentiality possible. However, limitations on confidentiality may include the university’s obligations to investigate grievance allegations, provide individuals accused of misconduct an opportunity to respond, inform appropriate individuals of the imposition of corrective action, or to fulfill duties imposed by law.
• OAs are protected from discrimination and retaliation in connection with exercising rights under this grievance policy.

HR will maintain procedural guidance for the OA grievance process.

The university is committed to providing OAs with time to rest, relax, recharge, and tend to personal responsibilities through university scheduled holidays, vacation time, and sick time. The university is committed to complying with applicable laws governing protected leaves of absence.

HR will maintain procedural guidance regarding the accrual and use of OA paid time off and regulated leave statuses.

It is the expectation of the university that every employee will leave the university through an ethical, consistent and clear process with a full understanding of their rights and benefits, regardless of the nature of their separation.

HR will maintain procedural guidance regarding the separation from employment for OAs.

Officers of Administration Positions

Officers of Administration (OAs) are a skilled and valued group of employees who hold a variety of professional positions at the University. OA positions are generally unclassified (as defined by UO policy 580.020.0006), part of the exempt service under Oregon law, or supervisory, confidential, or managerial, as defined by Oregon law and UO policy or practice. OA positions shall be designated as such by HR.

Concurrent Appointments:

Some employees may hold OA and non-OA appointments at the same time. HR will designate the employee’s primary appointment. HR’s designation shall be subject to authorization by Academic Affairs if one or more of the appointments is a faculty appointment. Subject to the terms of applicable collective bargaining agreements, in the event a primary and secondary appointment differ with respect to the same employee right, responsibility, or condition of employment, the policies and procedures of the primary appointment shall control. Disciplinary actions that may impact a tenured faculty appointment, however, regardless of whether the tenured faculty appointment is a primary or secondary appointment, shall follow the applicable faculty employee disciplinary policies and procedures, unless expressly waived by the affected employee.

Policies and Procedures

HR is responsible for administering OA-specific policy and procedural guidance. As of the date the OA policies are signed by the President (Implementation Date) and unless there is a pending disciplinary process or grievance filed prior to the Implementation Date, OAs are subject to these OA employment policies and procedures, as amended from time to time. Pending disciplinary processes and grievances filed prior to the Implementation Date are subject to the policies applicable prior to the Implementation Date. Except as described in this policy or as specifically referenced in the OA policies and procedures, OA employment policies and procedures shall apply to the exclusion of other University employment policies and procedures addressing the relevant subject matter that formerly applied to OAs. OAs are also subject to University policies of general applicability and the policies and procedures specific to their respective divisions, departments, or units (collectively “unit level policies”). In the event of a conflict between the OA policies and procedures and unit level policies, the OA policies and procedures control. OAs understand that these policies and procedures do not constitute a contract or guaranteed employment. OAs are encouraged to review these policies and procedures and to contact HR with any questions.

Past Practice

Notwithstanding the above, and consistent with past practice, OAs shall be considered faculty for the following purposes:

1. Coverage under the University’s Faculty Records Rule, which implements ORS 352.226, by establishing restrictions on access to covered employees’ personnel records and clarifying that covered employees shall have full access to their own personnel records, except as otherwise authorized by law and the University’s Faculty Records Policy, UO policy 571.030.
2. Library access and privileges.
3. Coverage under the University’s Conflict of Interest Policy, which implements ORS 244.020, by setting forth procedures for the management of potential conflicts of interest and/or commitment.