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UTemp orientation: Key policies

In order to be successful in any job, including the positions here at the UW, it is important to know the policies and guidelines that have been designed and set forth to help us. As public sector employees, we must be aware of Washington State policies and regulations. If we know what the rules are, we can work effectively within the regulations.

Temporary Employment Program Information

See the UW Temporary Employment web page for detailed information about the UW’s temporary employment program.

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Non-Discrimination & Affirmative Action

Protection from Discrimination

Federal and state laws and UW policy protect workers from discrimination based on: Race – Color – Gender – Religion – Creed – National Origin – Disability – Vietnam Veteran – Disabled Veteran – Sexual Orientation – Age – Marital Status. See UW Executive Order 31 – Non-discrimination and Affirmative Action for more information, including definitions.

Prevention of Sexual Harassment

Our University of Washington community is committed to maintaining a civil and compassionate environment. To that end, our community does not condone or tolerate sexual harassment. Sexual harassment is a form of harassment based on the recipient’s sex that is characterized by:

  1. Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature by a person who has authority over the recipient when:
    1. Submission to such conduct is made either an implicit or explicit condition of the individual’s employment, academic status, or ability to use University facilities and services, or
    2. Submission to or rejection of the conduct is used as the basis for a decision that affects tangible aspects of the individual’s employment, academic status, or use of University facilities; or
  2. Unwelcome and unsolicited language or conduct that is of a sexual nature or that is sufficiently severe, persistent, or pervasive that it could reasonably be expected to create an intimidating, hostile, or offensive working or learning environment, or has the purpose or effect of unreasonably interfering with an individual’s academic or work performance.

Sexual harassment is illegal. Faculty, staff, and students who engage in sexual harassment will be subject to corrective or disciplinary action. Violations can lead to severe penalties, up to and including termination of employment or termination from educational programs, as well as possible personal liability.

The University will promptly respond to and take appropriate action concerning allegations of sexual harassment. In addition, the University also prohibits retaliation against anyone for reporting, cooperating with, or participating in the University’s complaint process regarding allegations of sexual harassment (See Administrative Policy Statement 46.3 – Resolution of Complaints Against University Employees).

Complaint Resolution

The University provides a number of resources to members of the campus community who either have been subjected to sexual harassment or have knowledge that a member of our community has been subjected to sexual harassment. Below are some of the resources that help coordinate our RCW 49.60, Title VII, Title IX and University non-discrimination and compliance efforts:

Equal Opportunity and Affirmative Action Office

The overall mission of the Equal Opportunity and Affirmative Action Office (EOAA) is to ensure University compliance with the law and spirit of equal opportunity and affirmative action. Areas of responsibility include issues related to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or status as a disabled veteran or Vietnam-era veteran, or other protected veteran as persons in these groups are part of the University community as employees, students, and members of the public.

Affirmative Action

Affirmative Action is designed to correct the negative effects on groups that have been discriminated against historically. It is the “awareness” part of equal opportunity. Affirmative action regulations serve as tools to identify barriers in the workplace.

The following employee groups are covered by the University affirmative action plan:

  • Black/African Americans
  • Spanish/Hispanic/Latinos
  • Asians and Pacific Islanders
  • Native Hawaiians
  • American Indians and Alaska Natives
  • Women
  • Vietnam era and other covered veterans
  • Disabled veterans
  • Persons with disabilities
  • Persons aged 40 and over
Debunking Myths About Affirmative Action

Myth – Affirmative Action requires quotas.
Fact – Affirmative Action goals are not mandates to hire members of particular groups. Quotas have always been illegal under Affirmative Action.

Myth – Affirmative Action establishes preferences.
Fact – There is no requirement under Affirmative Action to fill any position on the basis of race or gender. To do so would be illegal.

Myth – Affirmative Action means hiring unqualified people.
Fact – All candidates for positions must be qualified for a listed job.

Myth – Affirmative Action is illegal in Washington State.
Fact – Washington State law does not prohibit Affirmative Action in employment. As a federal contractor we must comply with federal laws.

Equal Opportunity and Affirmative Action work together to create a workplace that is fair and free from discrimination.

Data Collection and Reporting

As a federal contractor, the University is required to maintain an Affirmative Action plan. For this reason, the University of Washington requests affirmative action information from all employees upon hire. Employees entering the University workforce are asked to voluntarily identify their race, sex, date of birth, disability, and veteran status. If you haven’t already done so, you may fill out this information online at the Affirmative Action Data Form (AADF).

This information is kept separate from personnel records and is reported in aggregate form to various federal and state agencies. The Affirmative Action Plans are available online.

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Conflict of Interest

University employees are prohibited from engaging in certain activities that may result in personal gain, that conflict with their University appointment or that result in personal use of state resources. The following summarizes the relevant information.

Kickbacks

“Kickback”, as defined by federal regulations, is any money, fee, commission, credit, gift, gratuity, thing of value, or compensation of any kind that is provided directly or indirectly to any prime contractor, prime contractor employee, subcontractor, or subcontractor employee for the purpose of improperly obtaining or rewarding favorable treatment. University employees are prohibited under federal and state laws from accepting or offering kickbacks.

Procurement Integrity

The Procurement Integrity Provisions of Public Law 100-679 (1988) prohibit University employees from offering promises of future employment, business opportunities, money, gratuities or other things of value to federal procurement agents. University employees are prohibited from soliciting information about proprietary or source selection information from any federal officer or employee before a contract is awarded. University employees responsible for a federal contract over $100,000 may be required to certify before the award that they have no information of a violation of the procurement integrity provisions.

Ethics in Public Service Act – Personal Use of State Resources

The Ethics in Public Service Act codified in RCW Chapter 42.52 of the Revised Code of Washington prohibits State of Washington employees from accepting a gift, gratuity or additional compensation for personal services rendered as part of official duties.

Regulations published by the State Ethics Board generally prohibit the use of university facilities and equipment for personal business use with some limited exceptions. UW Administrative Policy Statement 47.2 describes the extent to which UW computers, e-mail, and local telephones may and may not be used for personal non-business use.

University resources may not be used for political purposes.

Outside Consulting Work

Faculty and staff are required to receive prior approval from their supervisors prior to engaging in outside professional work for compensation. See University Handbook IV-47 and Administrative Policy Statement 47.3. University facilities and resources, including computers and e-mail, may not be used in outside work.

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Confidentiality

In all of our jobs we handle information and materials that have varying levels of confidentiality. The UW expects you to use discretion at all times when handling confidential information and documents. If you are not certain what information is permissible to share, please consult with your supervisor, or any recruiter with UTemp Staffing at 206-543-3652.

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Public Records Act

The University of Washington is subject to the State of Washington’s Public Records Act. As a University employee, you are required to fully assist the University in responding to requests for public records. This includes promptly responding to all requests from the University’s Office of Public Records and Open Public Meetings, which has oversight responsibility for ensuring that the University complies with the Public Records Act.

When the Office of Public Records and Open Public Meetings asks you to search for records responsive to a public records request, you must undertake a complete search for any and all records described in the request, including electronic records and records stored off-site in facilities such as those retained by Records Management Services.

All records you identify that are responsive to a request must be provided to the Office of Public Records and Open Public Meetings. This includes records you consider confidential, documents that may be covered by the attorney-client privilege, documents that have passed their retention, or documents that could have been disposed of per contractual obligations but were not.

When the University receives a public records request, all records maintained in any format, hard-copy, electronic or otherwise, that are potentially responsive to a public records request must be maintained and may not be destroyed or altered.

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Whistleblower Legislation—Provisions and Protection

State employees may report improper governmental actions to the State Auditor’s Office. To encourage the reporting of improper governmental actions, employees are protected from reprisal or retaliatory action by the provisions of state law (Chapter 42.40 RCW). See Administrative Policy Statement 47.1 for detailed information.

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UW Policy and Procedure on Workplace Violence

The University of Washington is committed to providing a safe, healthful workplace that is free from violence or threats of violence. For purposes of this policy, workplace violence is any violent or potentially violent behavior that arises from or occurs in the workplace that affects University faculty, staff, and students.

Individuals who engage in violent or prohibited behavior may be removed from the premises, and may be subject to dismissal or other disciplinary action, arrest and/or criminal prosecution. This policy applies to all work locations including offices, worksites, vehicles, and field locations.

The University takes reports of threatening or violent workplace incidents seriously. Employees, supervisors, and managers are expected to follow the University of Washington Workplace Violence Report/Response Procedure to report actual or alleged incidents of violence in the workplace.

In addition to this policy, some units (such as medical centers) have particular legislative or regulatory requirements with which they must comply.

Prohibited Behavior

The University of Washington does not tolerate behavior, whether direct or through the use of University facilities, property or resources that:

  • Is violent;
  • Threatens violence;
  • Harasses or intimidates others;
  • Interferes with an individual’s legal rights of movement or expression; or
  • Disrupts the workplace, the academic environment or the University’s ability to provide service to the public.

Violent or threatening behavior can include physical acts, oral or written statements, harassing telephone calls, gestures and expressions, or behaviors such as stalking.

See the University’s Policy and Procedure on Workplace Violence for complete details.

Domestic Violence in the Workplace

Domestic (relationship) violence is physically, sexually, and/or psychologically abusive behavior that a household member or dating partner uses to establish and maintain control over another person. Such behavior can be violent or threaten violence, and may result in physical or emotional harm or otherwise place a person’s safety and productivity at risk. The University of Washington does not penalize or discipline employees because they are, or have been victims of domestic violence.

The University of Washington does not tolerate domestic violence in the workplace, including offices, facilities, worksites, vehicles or other locations where university business is conducted. Domestic violence perpetrators may be removed from the premises and may be subject to arrest and/or criminal prosecution. Employees who engage in domestic violence in the workplace, or who use University facilities, property or resources to engage in domestic violence are subject to disciplinary action, including dismissal.

Reporting Workplace-Related Domestic Violence

Domestic Violence that intrudes into the workplace is reported by following the University’s Workplace Violence Policy Report/Response Procedure.

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Reporting Suspected Child Abuse or Neglect

The University of Washington does not tolerate child abuse. Suspected perpetrators of child abuse, including University employees, volunteers, or students, may be removed from the premises and may be subject to arrest and criminal prosecution. Employees, volunteers, or students who engage in child abuse in the workplace, or who use University facilities, property, or resources to engage in child abuse are subject to disciplinary action, including dismissal from employment, engagement, or from educational programs.

All University employees and volunteers who have reasonable cause to believe that a child has suffered abuse or neglect must immediately report the suspected abuse or neglect to law enforcement or the Department of Social and Health Services as specified in this policy.

For more information how and what to report, see Administrative Policy Statement 11.8.

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Proper Use of UW Technology

State of Washington laws and regulations govern employee use of digital technologies. It is important that you understand the rules. See Administrative Policy Statement 47.2 for specific information.

E-mail is not secure and under the Washington Public Disclosure Act, state employees have no right to privacy in e-mail.

For more information on this and appropriate use of UW technology, see UW-IT’s Acceptable Use webpage.

Computing Security

Practicing secure computing is everyone’s responsibility. Anyone who obtains your UW NetID and password can:

  • Read your e-mail
  • Send e-mail that will look like it is from you
  • Modify or delete your files
  • Access your personal information
  • Run programs from your account that could disrupt UW networking and computing services

Help protect yourself and your UW colleagues from computer viruses and intruders by learning more about security.

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Proper Use of University Resources, Facilities, and Equipment

University facilities and equipment are to be used to support its teaching, research, and administrative functions. University employees may not use state resources including any person, money, or property under their official control or direction or in their custody for their private benefit or gain, or the private benefit or gain of any other person. This prohibition does not apply to the use of public resources to benefit another person as part of the employee’s official duties. Occasional limited use of University facilities and equipment, including e-mail, Internet access, and phone lines is permitted for other than official state job purposes only if all five of the following criteria are met:

  • There is no cost to the state or the cost to the state is minimal;
  • The use of state resources does not interfere with the performance of the employee’s official duties and does not disrupt other employees;
  • The use is brief in duration and accumulation;
  • The use does not compromise the security or integrity of state information or software; and
  • The use promotes organizational effectiveness or the activities improve the work-related job skills of the employee.

You may NEVER use UW resources for:

  • Conducting an outside business or private employment.
  • Political use, including lobbying, election campaigning, promoting or opposing a ballot or initiative.
  • Supporting, promoting, or soliciting for any outside organization or group unless provided for by law or authorized by an agency head.

For additional information on appropriate use of state resources, visit Chapter 292-110-010 of the Washington Administrative Code (WAC) and the Ethics in Public Service Act.

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Drug-Free Workplace

To help ensure the safety and well-being of faculty, staff, students, and the general public, the University is committed to maintaining a campus environment that is free of illegal drugs and of drugs and alcohol that are used illegally. Accordingly, the University prohibits consuming of alcoholic beverages on University property, except in accordance with state of Washington liquor license procedures. The University also prohibits the unlawful possession, use, distribution, or manufacture of alcohol or controlled substances (as defined in Chapter 69.50 RCW) on University property or during University-sponsored activities (Chapter 478–124 WAC). Though Initiative 502 has been passed at the state level, because of the University’s federal funding, federal law takes precedence. Violation of the University’s alcohol and drug prohibitions is cause for disciplinary or other appropriate action.

These provisions are in accordance with the requirements of the federal Drug-Free Schools and Communities Act Amendments of 1989, and the Drug-Free Workplace Act of 1988. See Administrative Policy Statement 13.7 for detailed information.

Thank you!

Thank you for viewing the UTemp Staffing Temporary Employee Orientation! We hope this information helps you as you begin your new job as a member of the UW community.

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