Employee Relations Information | UAMS Human Resources (2024)

Americans with Disabilities Act (ADA)

Signed into law in 1990, the Americans with Disabilities Act (ADA) is civil rights legislation that works to increase the inclusion of people with disabilities in all aspects of community life, including employment.

The ADA and the ADA Amendments Act of 2008 (ADAAA) give civil rights protections to individuals with disabilities similar to those provided to individuals on the basis of race, color, sex, national origin, age, and religion. The ADA and ADAAA also assure equal opportunity for individuals with disabilities for access to businesses, employment, transportation, state and local government programs and services, and telecommunications.

Employees can send an email toemployeerelations@uams.edufor assistance on initiating the ADA interactive process.

Initiating the ADA Interactive Meeting Process

Compliance with the Americans with Disabilities Act (ADA) Policy

FAQs – ADA Knowledge Article

Affirmative Action/EEO

It is the policy of UAMS to provide equal opportunity to all applicants and employees consistent with all legal protections offered by state and federal laws. This is applicable to all phases of employment to include hiring, promotion, transfer, and treatment of UAMS employee.

This office is responsible for ensuring compliance with our Affirmative Action Plans. These plans guide our institutions commitment to diversity and fairness regardless of race, color, religion, sex, sexual orientation, disability, national origin or veteran status and prohibits discrimination in all employment transactions.

We must comply with Federal Regulations and the affirmative action plan offers our campus a management tool. The plans serve as a guide in monitoring progress and developing operational processes to enhance equal opportunity in all sectors of employment.

Employees can send questions toemployeerelations@uams.edu.

Affirmative Action Laws and Policies

Equal Employment Opportunity Notice – Posting Requirements

Complaint Reporting

UAMS is committed to providing a workplace environment that emphasizes the dignity and worth of every member of its community. The ability of UAMS to meet its mission will increasingly depend on, and be strengthened by, incorporating constructive diversity and inclusion in its employees and students. i-safe is anall-inclusiveincident reporting system that provides a confidential, safe way to report incidents involving sexual harassment or gender discrimination, discrimination or discriminatory harassment, and professional misconduct. i-safe also provides information regarding the student complaint process, UAMS Police Department, and the Employee Assistance Program (EAP).

Launch the i-safe reporting system

Conflict Resolution/Mediation

Mediation can be used to address workplace conflict or concerns, including communication problems, working relationship difficulties, among others. The goal of mediation is to identify and correct the underlying cause(s) of disagreement. Mediation may focus on specific instances or general issues within a department. The goal of DPC is to promote an inclusive and respectful work environment.Leaders should send an email to EmployeeRelations@uams.edu to inquire about conflict resolution mediation services. Other mediation services are provided by Organizational Development.

Corrective Actions

TheEmployee Discipline Policy, Administrative Guide 4.4.02, provides appropriate steps to take when an employee demonstrates substandard performance, misconduct, or other offenses that violate UAMS rules, regulations, or policies.

The Employee Relations team is a resource for supervisors and/or employees who may face a situation involving corrective action up to andincluding termination.The team will provide consult and guidance during the review process.We will review guidelines established for fair and just analysis and management of errors or unsafe acts that may occur in the workplace.

The following tools will assist you in documenting and executing various corrective actions:

Drug Testing

The University of Arkansas for Medical Science supports the concept of a drug-free workplace, as enacted by the federal Drug-free Workplace Act of 1988 and by the State of Arkansas Executive Order OE-89-2, issued March 30, 1989. The University will also comply with applicable state laws and regulations. As part of our commitment to providing a drug-free workplace, UAMS has established a drug testing program that consists of (1) pre-employment drug testing, (2) for-cause drug testing, and (3) random drug testing. Reference theDrug and Alcohol Testing Policy, Administrative Guide 3.1.14, for additional information.

Pre-employment and random drug tests will be performed on individuals who are considered for employment and employed in positions that have been designated as safety sensitive positions.

For-cause drug tests will be performed on any employee who is suspected of being in an impaired state while on duty.

The Employee Relations team provides oversight for managing the processes for the random and for-cause (reasonable suspicion) drug testing.

For-Cause Authorization Form(includes detailed steps for initiating for-cause drug testing) Updated May 2024

Drug and Alcohol Testing Policy – Administrative Guide 3.1.14

Testable Positions

Drug Free Schools and Communities

Impaired Employee EAP Referral Process – Updated August 2023

Employee Separation (Offboarding)

Department managers, supervisors, or designees are expected to ensure completion of the employee separation process, for both voluntary and involuntary terminations, in a timely manner. Completion of the separation process ensures compliance with Administrative Guide Policy 4.5.16, Employee Separation.

This two-step process consists of:

Completion of the Terminate Employee Action in Workday within 5 business days following the date of termination.
Completion of the Separation Clearance Form in the Employee Separation System within 30 calendar days following the date of termination.

Should the employee fail to return UAMS property, deductions may be made from the employee’s final paycheck to cover the assessed value of equipment and other fees.

Checklist: Offboarding Checklist for Managers Updated May 2023

Knowledge Article: Offboarding Knowledge Article – Expectations for Supervisors – Updated May 2023

Training: Offboarding Expectations for Supervisors Training

Policies:

Board Policy 405.6 Termination and Eligibility for Rehire

Employee Separation – Administrative Guide 4.5.16 Updated May 2023

Unreturned items:

Procedure: Unreturned Badge ID and Asset Valuation Process Fee Procedure

Form: Unreturned Property Asset Valuation Request Form

Employee Personal Property:

Personal Property Inventory Log Updated June 2024

Exit Survey (Participants – Voluntary departing faculty and staff)

In the spirit of continuous improvement, effective February 2, 2022, UAMS began conducting Exit Surveys for all voluntary departing faculty and staff. A third-party platform, People Element, will initiate an invitation for survey participation in order to collect valuable feedback for UAMS.

The Exit Survey is a formal, structured questionnaire that offers opportunities for UAMS to assess overall work experiences for departments, faculty and staff. People Element will send an invite (via email, phone, or text) to request participation in completing the survey.

This feedback will allow UAMS to hear the collective voice of our workforce and take targeted action. In addition, the feedback will be used by UAMS to:

Make UAMS a better place to work

Identify what drive faculty and staff to be engaged

Improve faculty and staff retention

Promote organizational effectiveness

Survey Flyer- Employee Separation Process

Frequently Asked Questions (FAQs)

Questions and answers related to Employee Relations programs, processes, and procedures.

ADA Knowledge Article
General Knowledge Article
Pregnant Workers Fairness Act (PWFA)

Grievances

Supervisors and employees should try to resolve workplace problems or disputes initially by talking directly with the employee. However, there are some instances that cannot be resolved solely with the supervisor. Please refer to the below policy and send an email toemployeerelations@uams.eduwith questions regarding the grievance process, after your review of the policy.

Employee Grievance – Administrative Guide Policy 4.4.16

Faculty Grievance – Administrative Guide 12.5.01

UASP 405.6 Termination of Employment

Posting Requirements

The U.S. Department of Labor (DOL) requires UAMS to have updated federal and state posters/notices posted in all buildings where UAMS employees work. This includes buildings on and off campus, including Regional Programs sites and all buildings owned by UAMS and/or in which space is used by UAMS. These posters should be placed conspicuously in areas where employees and applicants may readily observe them, such as a hallway or a break room.

Click on link below to access required postings.

Equal Employment Opportunity Notice – Posting Requirements

Pregnant Workers Fairness Act (PWFA)

This Act was signed into law in 2023, with the final regulations going into effect, June 18, 2024.

The Pregnant Workers Fairness Act (PWFA) requires a covered employer to provide a reasonable accommodation to a worker’s known limitations related to pregnancy, childbirth, or related medical conditions, unless the accommodation will cause the employer an undue hardship.

Employees / managers may initiate a PWFA reasonable accommodation request through the Employee Self Service (ESS) portal in Service Now: PWFA Accommodation Support. The process is simple. There are four preliminary questions to be answer so that the Employee Relations Partner can provide better assist in meeting the needs of the employee, upon case assignment.

Fact Sheet: Initiating the PWFA Accommodation Request Fact Sheet

FAQs: PWFA Frequently Asked Questions

Policy: Compliance with the Americans with Disabilities Act (ADA) Policy

Tip of the Month: Pregnant Workers Fairness Act (PWFA)

Remote Work

Members of the UAMS Workforce may work remotely in certain circ*mstances using a Hybrid WFH Model. Working remotely is a work alternative for employees whose job responsibilities are suited to such an arrangement and which must be approved by the employee’s department head. The nature of an employee’s job duties and the business needs shall determine which Hybrid WFH Model to select (subject to change at the sole discretion of the department head). All remote work duties must be measurable and quantifiable, to ensure job duties are performed. The department head will monitor and review the remote work arrangement on an ongoing basis to assess its effectiveness. UAMS, the department head, and/or the immediate supervisor may alter the schedule or terminate the agreement at any time at their sole discretion.

An employee’s duties, obligations, responsibilities, and conditions of employment with UAMS must be unaffected by working remotely. Employees who work remotely in a Hybrid WFH Model must sign a remote work agreement.

Remote Work Policy

Remote Work Agreement Updated July 2022

Sexual Harassment – Title IX and Title VII

All employees have a right to work in an environment free of discrimination, which includes freedom from harassment. UAMS takes the safety and security of our students, faculty, staff, non-employees, guests and visitors seriously. Title IX and Title VII compliance is essential to ensuring and promoting a safe and secure environment, optimum for learning, research and creative work. Reporting sexual misconduct is critical to UAMS’ timely response to eliminate harassment, prevent recurrences, and address its effects.

Launch the i-safe reporting system

Learn more aboutTitle IXhere.

Training

The Employee Relations team has trainings that will assist leaders with understanding the expectations regarding compliance with Federal and State employment laws, UAMS policies and related U of A System policies. It is imperative that consistent application is present in the investigation process to include understanding of management needs and employee rights.

Those individuals in supervisory roles are encouraged to work proactively by taking available trainings in advance of employee behavior related incidents to ensure understanding of clear expectations.

Employee Relations has developed four new “Just In Time” (JIT) 20 minute trainings for leaders. These trainings entail what every supervisor needs to know. Completion of these trainings will equip leaders with knowledge and understanding on how to be more proactive, in advance of an employee related incident. The trainings guide supervisors, step-by-step, on how to understand and address those challenging Employee Relations matters.

When Should you Conduct a Coaching or Counseling Session
Effective Documentation
Writing Effective Disciplinary Notices
Conducting Workplace Investigations

Please click here for more information on available trainings offered by Employee Relations.

Unemployment Insurance Claims

You are covered under Arkansas employment security law for unemployment benefits. Youmaybe eligible to receive benefits due to the loss of your job or changes in your normal work hours. The Arkansas Department of Workforce Services (ADWS) administers this program and facilitates employer compliancewith the Arkansas Employment Security Law.

Click on the link below to obtain information regarding filing an unemployment claim.

Filing an Unemployment Insurance Claim