Work Rules and Grievance Procedures

Grievance Procedure                                Children in the Workplace
Political Activity                                         Employee Suggestion Program
Participation in University Committees

Classified Work Rules

Work rules are defined as “rules promulgated by the employer within its discretion which regulate the personal conduct of employees as it affects their employment except that the employer may enforce these rules outside the normal work hours when the conduct of the employee would prejudice the interest of the state as an employer.” The following work rules were issued by the University of Wisconsin System as part of its responsibility under law to inform all classified employees of personal conduct considered unacceptable as a University of Wisconsin employee. These rules have not been established to restrict the rights of employees, but rather to advise them of prohibited conduct which would interfere with the university’s objectives in maintaining an orderly and efficient system.

A classified employee engaging in one or more of the following forms of prohibited conduct may result in disciplinary action ranging from a reprimand to immediate discharge, depending upon the specific form of conduct and/or the number of infractions pursuant to Section 16.28, Wisconsin Statutes and Wisconsin Administrative Code, Chapter ER-Pers 23, or pursuant to existing collective bargaining agreements. An employee who alleges that such disciplinary action was not based on just cause may appeal demotion, suspension, discharge, or written reprimand by following grievance procedures outlined in this handbook and/or contacting a union representative.

Prohibited Conduct

I. Work Performance
A. Insubordination, including disobedience, or failure or refusal to carry out assignments or instructions.
B. Loafing, loitering, sleeping or engaging in unauthorized personal business.
C. Unauthorized disclosure of confidential information or records.
D. Falsifying records or giving false information to other state agencies or to employees responsible for record keeping.
E. Failure to provide accurate and complete information whenever such information is required by an authorized person.
F. Failure to comply with health, safety, and sanitation requirements, rules, and regulations.
G. Negligence in performance of assigned duties.

II. Attendance and Punctuality
A. Failure to report promptly at the starting time of a shift or leaving before scheduled quitting time of a shift without the specific approval of the supervisor.
B. Unexcused or excessive absenteeism.
C. Failure to observe the time limits and scheduling of lunch, rest, or wash-up periods.
D. Failure to notify the supervisor promptly of unanticipated absence or tardiness.

III. Use of Property
A. Unauthorized or improper use of university property or equipment including vehicles, telephone, or mail service.
B. Unauthorized possession or removal of university or another person’s private property.
C. Unauthorized posting or removing of notices or signs from bulletin boards.
D. Unauthorized use, lending, borrowing, or duplicating of university keys.
E. Unauthorized entry to university property, including unauthorized entry outside of assigned hours of work or entry to restricted areas.

IV. Personal Actions and Appearance
A. Threatening, attempting, or doing bodily harm to another person.
B. Threatening, intimidating, interfering with, or using abusive language toward others.
C. Unauthorized possession of weapons.
D. Making false or malicious statements concerning other employees, supervisors, students or the university.
E. Use of alcoholic beverages or illegal drugs during work hours.
F. Reporting for work under the influence of alcoholic beverages or illegal drugs.
G. Unauthorized solicitation for any purpose.
H. Inappropriate dress or lack of personal hygiene which adversely affects proper performance of duties or constitutes a health or safety hazard.
I. Unauthorized or improper use or possession of uniforms, identification cards, badges, or permits.
J. Failure to exercise good judgment, or being discourteous in dealing with fellow employees, students or the general public.

These work rules do not constitute the entire list of violations for which employees may be disciplined. Other rules are provided by statutes, by Administrative Code, and by administrative procedures established by management. Violations of these rules can also result in appropriate disciplinary action. Additional work rules may be established by management to meet special requirements of departments or work units or as circumstances require.

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Grievance Procedure

There may be situations where employees feel that they have not been given fair treatment. The employees should discuss these situations with their supervisors. If the discussion does not result in a satisfactory resolution, a formal grievance is available to use. There are specific procedures that apply to represented and non-represented employees. Represented employees should contact their union representatives for specific information related to filing a formal grievance and non-represented employees should contact the Office of Human Resources.

All employees with alleged grievances in relation to possible sexual harassment and/or discrimination should contact the Office of Equity, Diversity and Inclusion.

Telephone Use

Personal phone calls are prohibited on work time. Personal calls may be made from the university telephones if properly placed outside of work time and charged to a private phone. 

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Children in the Workplace

The presence of children in the workplace must be restricted to occasional visits or emergency situations. This is primarily due to the employer’s liability, efficiency considerations, disruption of the workplace, and consideration for co-workers.

Children are not permitted to run unsupervised in campus buildings nor on the grounds. Parents or guardians are requested to be responsible for the behavior of visiting children and asked to explain workplace rules before bringing children to their work stations.

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Political Activity

As citizens, university employees have the right to engage in political activities. Generally, such activities may not take place on work time or university property or otherwise interfere with the performance of the employee’s job. Classified employees who declare intent to run for public office must take a leave of absence for the duration of the election campaign and if elected must separate from the classified service on assuming the duties and responsibilities of such office.

A complete listing of permitted and prohibited conduct is available in the Human Resources Office. 

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State Employee Suggestion Program

Any state employee, including LTEs, can submit suggestions for improvement in any area of state government operations to the State Employees Suggestion Program. The employee is encouraged to submit ideas for improvements in methods, procedures, or materials that could provide substantial savings or improvements to morale, safety, service, public relations, etc. Suggestions cannot be a part of the employee’s normal job duties or the result of a management-initiated or directed project to be eligible.

Individual cash awards of up to $1000 are presented for meritorious suggestions. The success of this program is dependent on the personal efforts of employees. For more information, please contact the Office of Human Resources.

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Participation in University Committees

University committees include classified employees as committee members. Classified employees are generally appointed to these committees by the Chancellor, Human Resources Director, Equity and Compliance Officer, or through recommendations from the Classified Staff Advisory Council (CSAC).

Participation on committees is encouraged but needs to be approved by the employee’s supervisor. The supervisor will want to ensure the work efficiency of the department is not affected as a result of committee participation. In addition, coverage for the employee’s work station, if necessary, must also be arranged with the supervisor. For more information about participating on university committees, please contact Human Resources. 

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