70.0 UNIVERSITY WORK RULES AND PERSONAL CONDUCT

INTRODUCTION

The guiding policy relating to conditions of work and personal conduct is that the quality of work and the atmosphere in which it is done be consistent with the reputation of AUS as a leading educational institution. An employee’s conduct while working for or representing the university, or when on university premises, should meet acceptable standards of the community and show respect for the law and the rights of others.

PURPOSE

To provide a safe and productive work environment while adhering to professional standards of behavior that foster and promote order, respect and dignity of co-workers and visitors.

SCOPE

All employees and visitors of American University of Sharjah.

70.1 ESTABLISHED WORK RULES

Absenteeism or Tardiness

Employees are expected to be at work on time and to work their full schedule. If an employee is absent from work for any reason, the employee must call his/her supervisor at least one hour before the employee start time of that day. Repeated absenteeism or tardiness will be cause for disciplinary action up to and including termination.

Breach of Confidence or Security – policy 90.0 and 160.0

Because of the nature of work, no breaches of security measures or of confidential business relationships will be tolerated.

Conflict of Interest – reference policy 120.0

Employees are prohibited from transacting any business that competes with the university. You must communicate any such conflict to your supervisor.

Damage to Property

Deliberate reckless or careless damage to the university’s property will not be tolerated. The university, at its discretion, may report such damage of its property to law enforcement agencies.

Discourtesy or Disrespect

All employees must be courteous, polite and friendly to students, visitors, and to fellow employees. No one should use profanity or show disrespect or engage in any activity that could harm the reputation of the university.

Fighting, Threats, or Weapons

Fighting, threatening words or conduct, loud or abusive language, or any other actions that could injure a student, fellow employee, or member of the public, regardless of where such words or actions occur are not allowed. The possession of weapons of any kind on AUS’ premises is prohibited.

Fraud, Dishonesty or False Statements

No employee or applicant may falsify or make any misrepresentations on or about any application, document establishing identity or work status, medical history record, insurance form, invoice, paperwork, time sheet, time card, or any other document. If such a violation is observed this must be reported to the supervisor immediately.

Gambling

Employees may not engage in any form of gambling on AUS premises.

Gifts or Gratuities

Employees may not accept any gift or gratuity of any kind from a customer or supplier unless approved by the respective vice chancellor.

Harassment – Reference Policies 10.0 – 10.1

The policy against harassment and discrimination, strictly prohibits harassment or discrimination based on race, color, sex, national origin, age, disability, or any other category prohibited by law.

Injuries and Accidents

Every injury, no matter how slight, must be immediately reported to a supervisor for first aid treatment or medical care. A doctor designated by the university must see a job related injury/accident employee. Employees may be required to present a doctor’s release before returning to work.

Insubordination

Employees may not refuse to follow the directions of a supervisor or administrative official, unless there is disagreement and discussion of the application of a policy or practice.

Misuse of Property

Employees may not misuse or use without authorization any equipment, vehicle or other property of AUS.

Poor Performance: Reference Policy 20.0

All employees must make every effort to learn their job and to perform at a satisfactory level. Employees who fail to maintain a satisfactory level of performance are subject to disciplinary action.

Misuse of E-mail and Computer Systems

The IT policy contains a code of conduct for use of email and computer systems. Employees who breach this policy may be subject to disciplinary action up to and including termination. Please refer to Annex C-Information Technology Policy located on the AUS web.

Shortages

Employees who handle cash as part of their job duties will be held accountable and may be required to pay for all shortages. Employees who handle cash as a part of their job duties may also be disciplined for such shortages, up to and including termination.

Sleeping or Inattention

To protect the safety of all employees and to properly serve our students, everyone needs to be fully alert while on the job. Sleeping or inattention on the job will not be tolerated.

Substance Abuse – reference policy 140.0

Employees who test positive for the presence of drugs or alcohol may be subject to termination. The Substance Abuse Policy, which is set forth in detail in this handbook, states our position and policy regarding drug and alcohol use.

Theft

Stealing or attempting to steal the university’s property or property belonging to others is strictly prohibited. To protect employees, and the university, AUS reserves the right to inspect all purses, briefcases, packages, lockers, tool boxes, desks, cabinets, vehicles, and any other containers or items on university property. If employees wish to remove any of the university’s property from the premises, they must obtain written permission in advance from their supervisor or department head.

Unlawful Activity

Employees should not engage in any unlawful or unethical activity, including, but not limited to activity either on AUS’ property or off the job, since such activity can adversely affect the university’s reputation.

Unsafe Work Practices

A safety program has been implemented to ensure that everyone understands the importance of safety and to prevent employees and visitors from getting injured. Everyone is expected to follow the rules outlined in the safety policy.
Violation of these or similar rules may lead to discipline, up to and including termination. Obviously, this list is not all-inclusive and there may be other circumstances for which employees may be disciplined or terminated.

70.2 TAKING CORRECTIVE ACTION

The university administers a progressive discipline policy designed to help employees correct work performance or conduct that has become unsatisfactory. The emphasis is on working out problems and restoring harmony and productivity to the work environment. This policy applies to full time staff employees who have completed the probationary period.

Taking corrective action is required when employees fail to correct behavior or performance problems after one or several discussion(s) with their manager/supervisor, depending on the severity of the infraction. Typically, each action taken, at each level of the progressive process, is more severe in consequence if the behavior/performance is not corrected. Remember, certain work rule violations or behaviors may warrant immediate termination, depending on their seriousness.

Corrective action should be taken as soon as possible after the occurrence of an offense. The employee’s immediate supervisor and Human Resource Officer, if requested, are responsible for promptly and thoroughly investigating offenses and obtaining and considering relevant facts, including any mitigating circumstances.

HRSD will keep all the documentation related to the facts of each case including investigations, statements and any other relevant documents. The Director of HRSD shall recommend appropriate corrective action to the appropriate vice chancellor.

The university may impose only one penalty on an employee for the same offence.

External offenses may also be subject to civil or criminal procedures by the relevant authorities.

Counseling or Oral Reprimand

This step is required when the supervisor has held informal discussions with an employee regarding a work habit or work performance problem and he/she fails to correct the problem. A private discussion should be held with the employee describing the behavior or performance issue that needs correcting. The responsibility for a plan of corrective action should rest primarily with the employee although it is appropriate to ask the employee if he/she needs any help from his/her supervisor.

The employee should know that this is a formal corrective action and will be documented and put in his or her personnel file. Throughout this discussion the leader should listen and respond with empathy, to the employee, being careful NOT TO REMOVE THE RESPONSIBILITY FROM THE EMPLOYEE FOR CORRECTING THE PROBLEM. A supervisor may counsel an employee several times before going to the next step.

First Written Warning

This step should be used after a formal oral warning/counseling has been used and the work habit or behavior has still not been corrected. Usually, it is not corrected as a result of unwillingness, rather than inability. It is considered the second step in the progressive process although a supervisor/manager may go directly to this step if the violation/infraction is more serious and warrants such action. A formal letter (Refer to Warning letter) is issued stating what rule was violated or describing the unsatisfactory job performance; the area needing improvement; the desired improvement needed; what the plan of corrective action will be; the date of completion; and, the consequences of not correcting the problem. Again, a discussion should be held in private with the employee to review the contents of the letter. The same format as outlined in the oral warning/counseling process described above should be used. A copy of the letter is given to the employee and another copy is placed in the personnel file, with appropriate notations. The letter is active for a period not greater than twelve months.

Second Written Warning

This step is the third step in the progressive disciplinary process. The guidelines in 2.b.1 apply.

Suspension

Suspensions are primarily implemented in cases where the employee must be removed from the work environment to assist the investigation process or occasionally as a sanction. A meeting is held in private with the employee where he/she is given a written letter (Refer to letter at the end of the section) specifying the reason(s) for the suspension. In addition, it should specify the date and time that the suspension becomes effective. Again, the accompanying letter should be given to the employee with a copy given to him/her and a copy placed in his or her personnel file with appropriate notation.

Termination

The department head should review the matter with a Human Resource Officer and the appropriate vice chancellor prior to making a decision to terminate an employee. If a decision to terminate is determined, the Director of HRSD and the appropriate vice chancellor must approve it. The chancellor should be notified and a meeting with the employee is scheduled.

The meeting should be carefully planned in advance and held in a private office. The department head should have another member of management in the meeting with him or her. The department head may request that an Human Resource Officer be present at the meeting. A chronology of the events leading up to the termination should be reviewed with the employee. The department head should collaborate with the Human Resource Officer to ensure that all keys or other university items are collected, that all final pay and benefits are determined and that there is plan in place in the event that there is a violent reaction from the employee.

Appeal

Throughout the process, an employee retains the right for appeal. The ultimate decision rests with the university chancellor through the appropriate vice chancellor.