Types of Employment
Job Classification
Salary Increases
Probationary Period
Attendance and Work Hours
Overtime
On Call/Standby
Payday
Layoff and Rehire
Termination
Transfer and Promotion
Personal Conduct
HIPAA
Change of Personal Information
Grievances
Emergency Medical Assistance
Unemployment Compensation
Social Security
Environmental Health and Safety
Types of Employment
You may be employed in any one of the following categories:

Full-Time Regular (FR): Employees hired for a position scheduled to comply with the University's standard 37.5- or 40-hour work week. Variations from this standard full-time work week require written approval from the appropriate department head and the appropriate Human Resources or Faculty Affairs Office. These employees are eligible for all University benefits.

Part-Time Regular (PR): Employees hired for a position scheduled at least 19 hours per week. These employees are eligible for some University benefits on a prorated basis.

Limited Part-Time (PL): Employees hired for a position scheduled less than 19 hours per week. These individuals are not eligible for benefits.

Job Classification

Your job at the University is given a classification based on the duties and responsibilities involved. Periodic reviews, audits, and modifications may be made to ensure the continuing accuracy of these classifications.

Exempt employees are “exempt” from the Fair Labor Standards Act of 1938 (FLSA) overtime and pay regulations. Typical exempt employees include administrators, directors, managers, faculty, researchers, and analysts.

Non-Exempt employees are subject to the minimum wage and overtime provisions of FLSA. Typical non-exempt employees include secretaries, office assistants, bookkeepers, and technicians. All non-exempt employees are required to use the Kronos system to maintain individual time records of hours worked on a daily basis.

FLSA establishes minimum wage, overtime pay, record-keeping, and child labor standards. The law provides that the employer “shall not permit” employees to work overtime (more than 40 hours per work week) without payment of an overtime premium.

For most classifications, a minimum and maximum pay range is established. Your job may be considered for reclassification if duties and responsibilities have significantly changed.

This process is initiated by your supervisor and coordinated with the appropriate Human Resources/Faculty Affairs office.

Salary Increases

You may be eligible for a salary increase derived from a transfer/promotion or the reclassification of your position. In addition, you may be eligible for an annual merit increase given satisfactory work performance. Annual merit increases are effective generally on or about June 1. The amount of the yearly increase is contingent upon the availability of University funds and the supervisor's evaluation of your work performance.

Probationary Period

You may be evaluated by your supervisor at the end of the probationary period. Unsatisfactory performance may result in termination of your employment at any time during the probationary period. Successful completion of this period is not to be construed as creating a contract, as guaranteeing employment for any specific duration, or as establishing a just-cause termination standard. Accrued vacation time may not be used until the completion of the probationary period.

Administrative/Professional and Research employee classifications serve a probationary period of 180 calendar days.

Clerical/Technical/Nursing/Service (Hourly-Paid) classifications serve a probationary period of 91 calendar days.

Attendance and Work Hours

Regular attendance during scheduled hours of work, reporting for work on time, and continuing to work until the end of the work period are expected. Each anticipated absence or tardiness must be reported in advance of your work shift to your supervisor in accordance with University of Miami and/or departmental policies and procedures.

Your department determines work-week hours; however, standard business hours for most operations are 8:30 a.m. to 5 p.m. Your supervisor will advise you of your working hours, work breaks, and lunch period. In departments or units in which work schedules vary, the schedules will be announced or posted as far in advance as possible.

Overtime

Non-Exempt Employees
You may be requested to work extra hours during peak work loads or emergencies. If you are a full-time employee and are asked to work more than 40 hours in a week or if you are asked to work on a holiday, you may be eligible for overtime pay. You will not be paid one-and-one-half times your regular hourly rate of pay for hours worked on scheduled days off unless the hours worked are in excess of 40 hours for the work week. If you are a regular part-time employee, you may be eligible for overtime pay after working 40 hours in one week or working on a scheduled University holiday. Overtime is paid at one-and-one-half times your regular hourly rate.

Notice of assignment of overtime work should be given with as much notice as possible. However, in the event of an emergency, the department may require personnel to work overtime at any time prior to or after the end of the regular work shift without advance notice. Working overtime must have the prior approval of the supervisor.

On Call/Standby

If your supervisor determines that you are needed for work outside of your regular work schedule, you may be placed on call or standby for a reasonable period of time. This means you must be immediately available for work. Inform your supervisor of where you can be reached at all times. If possible, you will be given advance notice before being placed on call. You are expected to adhere to your on-call schedule.

Hourly-paid employees will be paid a flat fee or an hourly rate for being on call.

Payday

Exempt: Employees are paid monthly, on the last working day of the month.
Non-Exempt: Hourly-paid employees are paid every other Thursday.
If payday falls on a holiday, you typically will be paid on the regular working day before the holiday.

Direct deposit is mandatory for all employees. You may view your paycheck statement online at myum.miami.edu.

If it appears that there is an error in the calculation of your paycheck, contact your supervisor immediately.

Layoff and Rehire

Occasionally the University finds it necessary to lay off employees due to lack of funds, lack of work, or the reorganization of a department. The appropriate Human Resources office will assist you in your efforts to be rehired for a period of 13 months after layoff. If you are to be laid off, you will be given advance notice. Please make sure that your Human Resources office has your current address before leaving on layoff status.

Termination

Employment may be terminated either by your resignation or by the appropriate department head through the dismissal process. If you decide to leave the University, you are required to submit your resignation in writing according to the following schedule:

  • Non-Exempt Employees: at least two weeks before the effective date of the separation.
  • Exempt Employees: at least one month before the effective date of the separation.
  • This notice period is exclusive of any paid time off. Failure to work the notice period and/or provide the required notice may result in your being ineligible for rehire.
  • If your department finds it necessary to terminate your employment, you will be paid for all hours worked up to the time of separation. You may obtain your paycheck on the next regular payday for the work period in which your separation takes place. Accrued vacation time may be paid at a later date. Your supervisor must complete a Clearance Checklist form before the final paycheck can be released to you.
Transfer and Promotion

To apply for a transfer or promotion, please go to www.miami.edu/careers for application instructions and listings and to apply for any vacant positions. Employees are eligible to be considered for a transfer or promotion after successfully completing six months in their current position and if they have not been subject to any forms of progressive discipline during the past six months.

Personal Conduct

You are expected to maintain a high standard of conduct and abide by the rules of the University, department, and work unit. If you have any questions, you should consult your supervisor. The following examples of misconduct could result in disciplinary action up to and including dismissal. You are encouraged to review the online policy in its entirety:

  1. Excessive and/or unauthorized or patterned tardiness or absenteeism.
  2. Failure to comply with University or departmental policy or regulations.
  3. Refusal to follow instructions of the duly assigned supervisor, i.e. insubordination.
  4. Use of vile, intemperate, or abusive language, fighting, pushing, making a threat, or acting in a threatening manner to any University employee, student, or visitor, or in the presence of a patient, student or visitor.
  5. Negligence resulting in damage or defacement of University property or personal property of others.
  6. Destruction of, falsifying, or omitting information on employment records, University records, or non-University records.
  7. Failure to disclose an arrest or conviction occurring after the date of hire.
  8. Unauthorized access or use of University computing, telephone/voice mail systems, hardware or software, or any other violations referenced in University policies A045, A046, A047, or A055 in the Information Technology section of the University Policy and Procedure Manual.
  9. Unsatisfactory work performance.
  10. Unauthorized use, disclosure, viewing, or accessing of patient information and/or protected health information as defined in applicable state and federal laws, including the Health Insurance Portability and Accountability Act (HIPAA), or as dictated by the University's privacy policies and procedures.
  11. Any action adversely affecting a license or other credentials necessary to perform the responsibilities of one's position.
  12. Loss or failure to obtain and maintain all necessary licenses, privileges, or the suspension or limitation of such.
HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) has established privacy and security standards that you must adhere to in the daily responsibilities of your job at the University of Miami. In accordance with the level of access of your job description, you must respect and keep patient information confidential whether in oral, written, or electronic format, as mandated by the HIPAA regulation and the University HIPAA policy.

Unauthorized disclosure of patient information may result in disciplinary action up to and including termination.

Change of Personal Information

Any change in your name, marital status, number of dependents, citizenship, etc. should be reported immediately. Changes to telephone numbers, addresses, working title, supervisor, ethnicity, and veteran status must be updated online at myum.miami.edu.

Other changes to personal information must be communicated as follows:

Grievances

If you disagree with an action taken concerning your employment, you should try to resolve it with your supervisor. For cases that cannot be resolved at the supervisory level, you are encouraged to try to resolve it through your department's chain of command. If the problem is not resolved through that chain of command, or if you prefer, please feel free to contact the appropriate Human Resources/Faculty Affairs office. The grievance process cannot be used to challenge written University Policies and Procedures. The University has an established grievance procedure to resolve grievances equitably and with the greatest possible speed. For further assistance, contact the appropriate Human Resources or Faculty Affairs office.

Detailed instructions for the grievance procedure can be found in the respective Policies and Procedures, available online at www.miami.edu/hr-policies. Newly hired probationary employees may use only the first two steps of the grievance procedure. For a grievance based on discrimination or sexual harassment, contact the Office of Equality Administration.

Emergency Medical Assistance

You can obtain assistance for medical emergencies by calling the following numbers:

  • Coral Gables Campus: 305-284-6666 (UM Police Department)
  • Medical Campus: 9 + 911 (Miami-Dade County Emergency Rescue)
  • Rosenstiel Campus: 9 + 911 (Miami-Dade County Emergency Rescue)

Unemployment Compensation

You may be eligible for unemployment compensation that pays a weekly benefit if you lose your position through no fault of your own. There are certain State of Florida requirements that must be met in order to receive this benefit.

Social Security

The University participates in the Social Security program. Contributions are shared equally by you and the University.

Environmental Health and Safety

You have the right to be informed of all listed toxic substances to which you are exposed in the workplace and to receive training in safe handling practices and emergency procedures. Request the information from your supervisor. For more information about Environmental Health and Safety programs, visit www.miami.edu/ehs.

Occupational Safety and Health Act (OSHA) Postings

The University of Miami posts notices, which are provided by the Office of Occupational Safety and Health, informing employees of the protections and obligations provided for in the Act. To obtain specific information, including copies of the Act and of specific safely and health standards, please their website at www.osha.gov.