Human Resources Handbook SUAGM 1 SUAGM...His educational management represents a profound commitment to teaching students to have a vision to face the future, contribute to the continued

Human Resources Handbook SUAGM 1


SISTEMA UNIVERSITARIO ANA G. MENDEZ

Vice Presidency for Human Resources

Date of Revision: August, 2014

Copyright © Sistema Universitario Ana G. Méndez, 2014 This material is copyright protected. No person is authorized to copy this material either

partially or in its entirety. Employees shall not use this material for any purpose other

than as a reference during their employment with Sistema Universitario Ana G. Méndez.


Table of Contents

Welcome to SUAGM! .................................................................................................... 7

Our History .................................................................................................................... 8

Institutional Mission ................................................................................................... 10

Mission Statement ...................................................................................................... 10

VISION 2020 ................................................................................................................. 11

Strategic Vectors ........................................................................................................ 12

Institutional Values ..................................................................................................... 13

Philosophy and Purpose ............................................................................................ 14

Vice Presidency for Human Resources ..................................................................... 15

2.10 Employee Records .................................................................................................................................... 23

2.11 Compliance with Immigration Law ........................................................................................................... 23

2.12 Conflict of Interest .................................................................................................................................... 24

2.13 Non-disclosure Rule ................................................................................................................................. 24

2.14 Secondary Employment Rule ................................................................................................................... 25

2.15 Employment of Relatives .......................................................................................................................... 25

2.16 Personal Relations in the Workplace ....................................................................................................... 26

2.17 Social Welfare Reform Act (ASUME) ....................................................................................................... 26

2.18 No-Solicitation Rule .................................................................................................................................. 26

Compensation ............................................................................................................. 28

3.01 Classification and Compensation Plan ................................................................................................... 28

3.02 Salaries ...................................................................................................................................................... 28

3.03 Regular Work Days ................................................................................................................................... 28

3.04 Rest Periods and Meal Breaks ................................................................................................................. 29

3.05 Direct Deposit ............................................................................................................................................ 30

Strategic Human Resources Development Plan ....................................................... 32

4.01 Strategic Plan ............................................................................................................................................ 32

Recruitment and Selection of Human Resources ..................................................... 35

5.01 Recruitment ............................................................................................................................................... 35

5.02 Conditions for Internal Candidates .......................................................................................................... 35


5.03 Selection .................................................................................................................................................... 36

5.04 Appointments and Changes ..................................................................................................................... 36

Mandatory Insurances ................................................................................................ 39

6.01 Social Security .......................................................................................................................................... 39

6.02 Unemployment Insurance ........................................................................................................................ 39

6.03 Occupational Accident or Illness Insurance - State Insurance Fund .................................................... 39

6.04 Social Insurance for Motor Vehicle Operators ....................................................................................... 40

Benefits ........................................................................................................................ 42

7.01 Employee Benefits Program ..................................................................................................................... 42

Leave of Absence ....................................................................................................... 44

8.01 Vacation Leave .......................................................................................................................................... 44

8.02 Sick Leave ................................................................................................................................................. 45

8.03 Maternity Leave ......................................................................................................................................... 45

8.04 Paternity Leave ......................................................................................................................................... 46

8.05 Lactation Law ............................................................................................................................................ 46

8.06 Family and Medical Leave ........................................................................................................................ 46

8.07 Personal Leave .......................................................................................................................................... 48

8.08 Immediate Family Death Bereavement Leave ......................................................................................... 49

8.09 Sports Leave ............................................................................................................................................. 49

8.10 Jury Duty Leave ........................................................................................................................................ 50

8.11 Criminal Case Witness Leave ................................................................................................................... 50

8.12 Military Service Leave ............................................................................................................................... 51

8.13 Municipal Legislator Leave ...................................................................................................................... 51

8.14 Automobile Accident Leave ..................................................................................................................... 51

Safety and Health at Work .......................................................................................... 53

9.01 Identification Card Use Policy .................................................................................................................. 53

9.02 Emergency Management .......................................................................................................................... 53

9.03 Visitor Access to Installations ................................................................................................................. 54

9.04 Security Inspections ................................................................................................................................. 54

9.05 Use of Equipment and Official Vehicles .................................................................................................. 54

9.06 Parking Areas ............................................................................................................................................ 55

9.07 Property Returns ....................................................................................................................................... 55

9.08 Property Receipt Forms ............................................................................................................................ 56

9.09 Managing Violence in the Workplace ...................................................................................................... 56

9.10 Use of Computers ..................................................................................................................................... 57


9.11 Use of Telephone and Postal Service ...................................................................................................... 57

9.12 Adequate Use of Internet and Email Systems ......................................................................................... 57

9.13 Medical Exams .......................................................................................................................................... 58

9.14 Reasonable Arrangements ....................................................................................................................... 59

9.15 General Rules on Occupational Safety .................................................................................................... 59

10.01 Attendance Rules and Regulations ....................................................................................................... 61

10.02 Personal Appearance .............................................................................................................................. 62

10.03 Use and Abuse of Drugs, Alcohol and Cigarettes ................................................................................ 62

10.04 Corrective Action Policy ......................................................................................................................... 63

10.05 Rules of Conduct in the Workplace ....................................................................................................... 64

10.06 Conduct That Leads to Corrective Action ............................................................................................. 65

10.07 Conduct That Can Lead to Immediate Dismissal .................................................................................. 68

10.08 Termination of Employment ................................................................................................................... 69



Welcome to SUAGM!

elcome to Sistema Universitario Ana G. Méndez (SUAGM). We are pleased that you are part of

our work team. On behalf of all our employees, we offer you our warmest welcome and wish you lots of

success.

We are very proud of our history and our contributions to the educational system. We are a leading institution.

To maintain that level of leadership, we depend on the quality of our human resources. By joining us, you have

become part of a prestigious organization which is committed to education. We hope you will develop personally

and professionally with us, en route to our vision of being "recognized as an institution of excellence in learning,

research and service, with great community relevance and responsibility and a growing global projection.

At SUAGM, we believe that each employee contributes directly to the growth and goals of the Institution and that

employment should be more than a way of earning a living – we believe that work must provide personal growth

and satisfaction. We hope you feel proud to be a part of our team.

We have developed this Handbook to communicate the expectations that our organization has regarding our

employees, we developed this Handbook to communicate the expectations that our organization has on the

implementation of our human resources, policies, programs and available benefits. It is the responsibility of

every employee to read it and to comply with the policies contained herein and with any subsequent

amendments. You should familiarize yourself with this Handbook and use it as a reference when you have any

doubts regarding your employment at SUAGM. If you cannot find answers to your questions in this Handbook,

or if you need clarification or additional information, contact the Vice Presidency for Human Resources. SUAGM

reserves the right to amend, modify or totally or partially delete the contents of this Handbook. Changes will be

notified and will apply from their effective date on forward. We hope your professional experience with us will be

pleasant and enriching.

Welcome!

Victoria de Jesús, Ed.D.

Human Resources Vice-President

1.01


Our History

n 1949, three visionary educators: Ana G.

Méndez, Florencio Pagán Cruz, and Alfredo Muñíz

Souffront, founded the “Puerto Rico Junior College”

(today Universidad del Este) in Río Piedras – the first

institution of higher education to offer short two-year

careers. The "Puerto Rico Junior," as it was

traditionally known, offered employee degrees in

Secretarial Sciences, Natural Sciences, Business

Administration and transfer programs in Liberal Arts.

Educational excellence, an atmosphere of collegiality, and creative work, led to the birth of other prestigious

institutions from the “Puerto Rico Junior College”: Colegio Universitario del Turabo in 1972 (now Universidad del

Turabo); Colegio Universitario Metropolitano in 1980 (now Universidad Metropolitana); and the Center for

Televised Studies in 1978 (now Sistema TV with its WMTJ television station - TV Channel 40/26).

Currently, Sistema Universitario Ana G. Méndez (SUAGM), is comprised of Universidad Del Este, Universidad

Metropolitana, Universidad Del Turabo, the Ana G. Méndez University-Virtual Campus, 13 University Centers

across the island, one in the State of Maryland, within the Greater Washington, D.C. Metropolitan Area, and

three in the State of Florida (Metro Orlando, Tampa Bay and South Florida). SUAGM, which serves more than

45,000 students, also has its own television station: Sistema TV, Channel 40.

1.02


Dr. José F. Méndez

Presidente

In 2014, Dr. José F. Méndez celebrates 40 years of service as

President of SUAGM

Under the leadership of Dr. José F. Méndez, who has been serving as President since 1974, SUAGM has

become the second largest private university system on our island, boasting a sustained growth in recent years,

and the only one with an educational and cultural television station, Channel 40/26, affiliated to the Public

Broadcasting System (PBS).

Dr. José F. Méndez has managed to successfully implement innovative projects and educational programs that

include successful partnerships with other universities in Puerto Rico, Central America, the United States, and

Europe.

In recent years, Dr. José F. Méndez has established important relationships within the United States Congress

and federal agencies. As a result of these, the public and private education system in Puerto Rico has been

strengthened. Similarly, and as part of his efforts to achieve a greater international projection for

SUAGM, Dr. Méndez has promoted the development of strategic alliances with ambassadors of different

countries, which has enabled the establishment of joint projects for the benefit of its institutions.

His educational management represents a profound commitment to teaching students to have a vision to face

the future, contribute to the continued educational, social and cultural strengthening of the country, and rescue

the highest values which enhance us as human beings and as a people.


Institutional Mission

A "mission" statement constitutes an official expression that defines and establishes clearly the identity of the

Organization (Who are we?), its nature (What are we?), its purpose or reason for being (Why do we exist?),

and who are its clients or public (Who do we serve?). The mission is made operational through a series of

general objectives that define in greater detail several areas of priority for the organization.

At present, the natures of Sistema Universitario Ana G. Méndez (SUAGM) operations, as well as the different

elements that characterize it, are the result of many years of development and constant growth. Throughout

these years, the entity has evolved organizationally, from a small community college to a multi-institutional

University system of great complexity.

Mission Statement

Sistema Universitario Ana G. Méndez (SUAGM) is a nonprofit system of higher education, whose mission is to

promote the well-being and economic, social, and cultural development of Puerto Rican society, as well as that

of other Hispanic community sectors outside of Puerto Rico, through the expansion of educational

opportunities for the benefit of the communities it serves.

SUAGM operates, develops and comply with its educational mission in a multi-institutional format through an

articulated system consisting of the following components:

Central Administration

Universidad del Este (UNE)

Universidad del Turabo (UT)

Universidad Metropolitana (UMET)

Universidad Ana G. Méndez-Campus Virtual (UVAGM)

Sistema TV (educational television channels)

The fulfillment of SUAGM’s educational mission is the primary function and responsibility of its institutional units -

UNE, UT, UMET, UVAGM and Sistema TV. Moreover, the main function of the Central Administration structures

and units is to advise, facilitate and provide support to the institutional units in different specialized areas, as well

as to ensure the development and adequate compliance of systemic policies and processes.

1.03


VISION 2020

Excellence, Innovation, Responsibility

The new Strategic Vision Statement that will steer our development establishes that by 2020:

Sistema Universitario Ana G. Méndez (SUAGM) will be recognized as an institution of excellence in learning,

research and service, with great social responsibility and a growing global expansion.

SUAGM will stand out for its decisive contribution to the country’s economic and social development, providing

innovative solutions to the developmental needs of Puerto Rico, and will be recognized as the leading institution

servicing the educational needs of Hispanic communities outside of Puerto Rico, the United States, and other

communities it serves.

SUAGM will be characterized as a transforming entity, of constant innovation and great financial strength,

centered on the human being, and making effective use of its technological, physical, and managerial resources

in support of its mission.

1.04


Strategic Vectors

To meet its Vision, SUAGM will establish strategies, goals and long-term systemic and institutional initiatives,

following a structure comprised of eight (8) strategic priority vectors. These vectors are classified as core

vectors, support vectors, or measurement and improvement vectors.


Institutional Values

istema Universitario Ana G. Méndez and its institutions will govern all their operations, actions and

academic, student, and administrative initiatives, under and in strict adherence to the following institutional

values as their rule and organizational behavior parameters:

Excellence: as its highest aspiration in all its teaching, research, and service efforts.

Freedom: of thought and expression as the indispensable basis for the pursuit and dissemination of knowledge.

Respect: for the diversity and dignity of human beings.

Integrity: in all its actions as an educational entity.

Equity: Recognizing the value of education as a tool to access better opportunities and to develop a human

being’s potential.

Innovation: constantly, to ensure the relevance of its programs and services.

Social responsibility: to attend the needs of the community, the country, and the humanity of which we are all

part.

1.06


Philosophy and Purpose

istema Universitario Ana G. Méndez (SUAGM) is a nonprofit corporation whose essential purpose is

to promote the cultural, social and educational well-being of Puerto Rican society through the provision of

educational opportunities to diverse sectors of the community which it serves. Its fundamental purposes

are as follows:

1. Every human being has the right to an education, regardless of race, color, gender, place of birth,

origin, social or financial status, impairment, physical or intellectual limitation, political or religious

beliefs.

2. Human potential development requires an open door policy that is conducive to benefit students of

the academic programs, within the limits of their competencies and motivation.

3. Academic excellence should be the primary aspiration of educational institutions, and this aspiration,

in turn, should result in a commitment to serve their students.

4. Academic institutions should become active and integrated components of the communities they

serve.

5. Faculty members should participate in the development of stimulating programs for the benefit of

their students and for their own professional growth.

6. University institutions should analyze and understand the needs of Puerto Rico in order to contribute

effectively to the enrichment of its human resources and to achieve positive contributions to the work

force.

7. The educational development of students should balance the development of academic skills and also

the personal growth which can enable them to integrate themselves into their communities and effectively

contribute to these.

8. The fundamental commitment of Sistema Universitario Ana G. Méndez is to provide academic services to

students with the goal of enabling them to achieve their individual human potential.

9. Sistema Universitario Ana G. Méndez promotes a better quality of life for its students, employees, and

the community in general that serves.

1.07


Vice Presidency for Human

Resources

t SUAGM, we understand that our highest values are respect, equity, integrity, excellence, freedom, and

social responsibility, all directed towards the attainment of our established goals. These qualities

govern the development and growth of our Institution, our employees, and our students. In this manner, we are

committed to providing the highest level of quality in our services.

The professional Human Resources Team has the mission to facilitate the integrated development of SUAGM

human resources. It promotes high standards of quality for the selection, training, development, and

compensation of our human resources.

Through its programs and initiatives, the Vice Presidency for Human Resources promotes a culture of teamwork,

harmonious interpersonal relations, and the continuous search for the highest levels of productivity.

We understand that a well-trained, committed, and motivated human being is a core factor in the realization of

the objectives and strategic goals of our university system. To achieve this, we offer our employees:

1. Constant communication between the administration and employees through the promotion of effective

meetings, orientations, and the distribution of official newsletters of the Vice Presidency for Human

Resources.

2. A Performance Evaluation System, with the purpose of facilitating the evaluation of individual

performances, emphasizing employees’ achievements, and providing a mechanism for positive feedback.

This system allows for the identification of those areas of growth which help us plan and facilitates

training for the professional development of employees. The Recognition Program aims to recognize

employees who have excelled in their performance.

3. The opportunity to grow professionally through the award of benefits such as Tuition Exemption and

Study Leaves makes it possible for our employees to acquire more knowledge and skills related to their

area of work.

4. An employment benefit program that offers protection to human resources and facilitates financial

improvement and retirement planning.

1.08


5. The opportunity to compete for senior positions.

6. Equal employment opportunities for any person, without discrimination by reason of race, gender, color,

age, national origin or social status, marriage, physical or mental impairment, political, religious, or labor

views or ideas, status as a veteran, and any other category protected by law.

7. A salary administration, based on the equitable principle that each employee is paid according to the

functions of the position held.



2.01 Commitment to Institutional Quality

The SUAGM Board of Directors recognizes, endorses and firmly supports the University System’s continued

process of organizational strengthening through the implementation of a quality model in all System

components. Similarly, it endorses and supports improvement initiatives arising from this process.

Our fundamental commitment resides in the common goal that SUAGM remains constantly seeking to improve

its quality in all its work areas. With this goal in mind, we will devote our best effort and talent to carry out priority

tasks and promote the satisfaction of the needs of our customers.

As a result of this initiative, we aim to:

1. Improve academic processes and services to students in such a way so as to increase their level of

learning and academic achievement, resulting in graduates that are trained to effectively integrate

themselves into society.

2. Greater student personal satisfaction and academic achievement.

3. Increase student retention.

4. Become the first choice for university studies.

5. Consistently increase the effectiveness and productivity of all processes.

All of us who are a part of SUAGM recognize and accept the challenge of a real, individual, and institutional

commitment towards the achievement of our educational mission, in line with the strategic priorities and goals in

our development plans.

2.02 Employee Relations Policy

Our experience has shown us that when employees share openly with their superiors, an optimum work

environment is developed and higher performance. We urge our employees to communicate openly and directly

with their supervisors and express their ideas or suggestions for the continuous improvement of constitutional

processes.

We will protect the rights of all community members to express themselves, in an effort to maintain a direct

relationship between employer and employee.

2.01

2.02


2.03 Equal Employment Opportunity Policy

It is the policy of Sistema Universitario Ana G. Méndez to provide equal employment opportunity to all persons

regardless of their age, race, color, gender, sexual orientation, sexual preference, national or social origin, social

status, political affiliation, political or religious ideas, being a victim, or being perceived as a victim of domestic

violence, sexual assault or stalking.

This commitment also applies to disabled individuals, disabled veterans, and veterans of the Vietnam Era who

are qualified and whose disability does not impede the performance of essential tasks of their position.

In order to comply with this policy, our system maintains an Affirmative Action Plan, which allows for the

employment and promotion of individuals from protected groups in positions for which they have the necessary

training, experience, and skills.

Our non-discrimination policy applies, but is not limited to, the following activities: recruitment and selection of

personnel, compensation and benefits; training and professional development; promotion, demotion, transfer

and reassignment; severance; disciplinary action; terms and conditions of employment. It is the responsibility of

all employees to contribute in a positive and constructive manner in the compliance with our policy. To help us

achieve our goals and ensure our commitment, managerial responsibilities and objectives aim to its

fulfilment and to make every effort to this end.

The Affirmative Action Plan is available for inspection at the Vice Presidency for Human Resources.

In addition, this policy applies to any other category protected by law.

2.04 Sexual Harassment Policy

It is SUAGM policy and the affirmative duty of all members of the System (faculty, non-faculty and students),

candidates for employment, and third parties (visitors, suppliers, contractors, etc.), to maintain a work

environment free of sexual harassment and discrimination.

Sexual harassment is defined as any unwanted sexual advance, requirement of sexual favors, or other verbal or

physical conduct of a sexual nature, which affects or interferes substantially with job performance, the workplace

environment, or with academic performance, in the case of students.

Any person who feels he/she has been discriminated against in any of the aspects related to his/her employment

or who feels he/she has been sexually harassed in the performance of his/her duties within SUAGM premises,

2.03

2.04


must report it to his/her supervisor, to the Vice President for Human Resources or to a Human Resources

representative, without fear of any reprisals.

In the same manner, any member of the System must report any observed or witnessed incident that could be

construed as discrimination or sexual harassment to the Vice Presidency for Human Resources or designee, for

its prompt investigation. This person must be available to participate in the investigative process.

The Vice Presidency for Human Resources will investigate and promptly resolve, to the extent possible, all

allegations of sexual harassment. If probable cause is determined against the accused, SUAGM will take

appropriate disciplinary measures which could lead to suspension or dismissal from employment, expulsion for

students, and termination of visiting privileges or business to third parties.

Any allegation of sexual harassment or discrimination which is determined to be unfounded or ill-intentioned

during the investigative process may entail the same disciplinary actions mentioned above against the person

filing the claim

2.05 Sexual Harassment Grievance Filing Procedures:

1. The Vice Presidency for Human Resources will address, without delay and in a confidential manner, any

complaint associated with sexual harassment on the part of any SUAGM member, employment candidate

or third-party, as defined above.

2. The person who believes that he/she has been the victim of sexual harassment at work shall file a

complaint, preferably in writing, to his/her supervisor, Dean, or director of the unit to which he/she is

assigned. These, in turn, shall refer the matter immediately, within a period which shall not exceed five

(5) working days, to the Human Resources representative assigned to the Institution.

3. An authorized Human Resources employee shall interview the complainant to obtain the details of the

situation and document these. The alleged harasser and any person with knowledge of the alleged facts

will also be interviewed.

4. The investigator or the Investigating Committee according to strict compliance with the applicable policy

will submit a report of findings and recommendations to the Vice President for Human Resources, who in

turn will determine the appropriate corrective action, in accordance with applicable policies and

procedures.

5. The Vice President for Human Resources or his/her representative will notify the parties involved of the

outcome of the investigation.

Refer to the current Sexual Harassment Policy.

2.05


2.06 Grievance Resolution Policy

SUAGM recognizes the importance of providing a speedy and efficient procedure to resolve complaints in a fair

and equitable manner. Actions taken in the course of finding a resolution to any complaint must be fair,

courteous, and respectful to the dignity of the persons involved in the procedure.

Complaints should be resolved internally within the authority level closest to the complainant. This policy is

established in order to allow any employee to bring forth any matter that, in his/her opinion, is affecting his/her

conditions of employment, work environment or employment rights.

Refer to the current Grievance Resolution Policy.

2.07 Code of Ethics

The success and prestige of SUAGM operations are based on the principles of satisfactory performance, the

ethical conduct of our employees, loyalty, and compliance with our institutional values. Our projection of integrity

and excellence requires full compliance with the laws and regulations applicable to our Institution, as well as the

careful observation of the highest standards of integrity in our personal conduct. SUAGM’s continued success

depends on the confidence and integrity of our clients and we dedicate our efforts to preserving that confidence.

Our employees are committed to SUAGM and our clients and act according to our code of ethics.

At SUAGM, we will comply with all applicable regulations and laws. We hope that our management and

employees operate the Institution in full compliance with relevant laws and thus suppress any illegal or dishonest

act which violates the ethics of the Institution.

In general, the use of good judgment, based on SUAGM values, can guide you regarding the acceptable rules of

behavior for our organization. If faced with a situation in which it is difficult to determine the appropriate action to

follow, it should be discussed openly with the Vice Presidency for Human Resources so as to obtain advice and

guidance.

Compliance with this policy on how to behave according to the rules of conduct and ethics is the responsibility of

every SUAGM employee. Non-compliance, or disregard to compliance with this policy, could lead to disciplinary

actions, including termination of employment.

For more details regarding the Code of Conduct for SUAGM Officers, Employees and Agents, please refer to the

current Executive Order, promulgated to that effect, and to the Statement of our Institutional Values.

2.06

2.07


2.08 Performance Evaluation System

All administrative employees in regular posts participate annually in the Performance Evaluation System. This

Evaluation System measures the performance of employees based on goals and objectives previously agreed

upon between supervisors and employees. In addition, the skills needed for the position are also

evaluated. The goals and objectives become the employees’ Work Plan and are consistent with their duties and

responsibilities, which ensures that employees understand what is expected of them during a particular time

period. The Performance Evaluation System enables employees to determine a Development Plan which aims

to strengthen and develop skills, abilities, and areas of improvement for the optimum performance of their duties

and responsibilities.

We urge supervisors to conduct regular follow-up meetings with employees in order to inform them how they are

performing their duties, suggest and provide ways of modifying performance where necessary, and thus ensure

the attainment of organizational goals and objectives. It is the responsibility of every supervisor to comply fully

with the evaluation process of their employees.

2.09 Attendance and Punctuality

All employees shall comply with the operational schedule established at their work unit and report daily to work

in a timely manner. Employees shall record their daily attendance to work through the mechanism provided by

Sistema Universitario Ana G. Méndez. Registration of attendance is a responsibility of employees, which may

not be delegated or assigned to another person.

It is important to note that all employees must notify their supervisor prior to any absence or tardiness. In the

event that an employee cannot notify beforehand, he/she must inform his/her supervisor about it during the first

(1) hour of his/her work day. (See also paragraph four (4) of the section titled Conduct That Can Lead to

Immediate Dismissal, on page 61 of this Handbook).

If an employee is absent for three (3) days or more, without prior notification or justification to his/her immediate

supervisor, this shall be construed as abandonment of employment. Continuous absences or tardiness shall be

considered a detriment to the efficiency of employees towards SUAGM.

Sick leave shall be charged against accumulated sick days in accordance with existing labor laws. An

employee, who is absent due to illness for more than two (2) consecutive days, must submit a Medical

Certificate through his/her supervisor to the Vice Presidency for Human Resources.

2.08

2.09


In addition to a Medical Certificate, SUAGM may request that employees see a physician selected by the

Institution to determine whether they are fit to return to work. In those cases in which absences are due to

personal situations, the days of absence may be charged against the balance of the employee’s regular vacation

leave days, provided there is an agreement in writing between the employee and SUAGM, and that the

employee maintain in accrual those vacation days which by law they must take each year in a consecutive

manner. Any absence without the authorization of the immediate supervisor may be deducted from the salary of

employees. An absence from work of an employee who does not have sufficient leave accrued could result in a

salary adjustment for that employee.

2.10 Employee Records

All employees have an official record containing documents related to employment which is kept in the custody

of the Vice Presidency for Human Resources and is the property of SUAGM. Copies of any of the documents

that comprise the record will not be provided. However, all employees shall have the right to review it in the

presence of Human Resources personnel. The official employee record is a confidential document. The record

contains employees’ personal history data related to their work and performance. The record includes

information about work performed, positions held, education, trainings, dates of employment, classification,

compensation, and benefits, among others.

In order to ensure that salaries reflect the proper deductions and that beneficiaries and dependents are updated,

it is the duty of employees to report any changes in their personal status to authorized Human Resources

representatives. These changes include: change of name, address, telephone number, marital status,

dependents, attained academic degrees, and name of the person to be notified in case of emergency, among

others. The Executive Order # RH-13-213-001 establishes the Conservation Policy and Availability of

Documents in transition; all documentation will be digital as well as the employee file.

2.11 Compliance with Immigration Law

SUAGM is committed to employing only United States citizens and foreigners who are authorized to work in the

United States. SUAGM will not discriminate based on citizenship or national origin.

In accordance with the Immigration Reform Act (Immigration Law amended in 1986), each new employee, as a

condition of employment, must complete the employment eligibility form (I-9) and submit the updated

documentation that establishes such eligibility and identity.

Those employees with questions or in need of additional information about the issues expressed regarding the

Immigration Law can contact the Human Resources Office at their Institutions.

2.10

2.11


2.12 Conflict of Interest

Employees are obligated to carry out their functions within the parameters that prohibit real or potential conflicts

of interest. The purpose of these guidelines is to provide general direction to employees so that they can clarify

issues related to the acceptable terms, in accordance with operational standards of the organization.

A real or potential conflict of interest occurs when an employee can exert influence over a decision that may

result in his/her personal gain or to a relative as a result of SUAGM negotiations. For purposes of this policy, a

relative is any person with whom employees have a blood relationship, or to whom they are married, or whose

relationship with employees is similar to a blood relationship or marriage.

SUAGM will not assume a "presumption of guilt" by the mere existence of a relationship between employees and

external firms. However, if employees have influence over purchasing transactions, contracts, leases or others,

it is necessary that it be reported to the Vice Presidency for Human Resources or to their immediate supervisor

as soon as possible to safeguard established interests and protect both parties.

Personal benefits will be understood to encompass not only those instances where employees or their family

members have direct participation in the firm with which SUAGM does business, but also when employees or

their relatives receive incentives, prizes, substantial gifts, or special considerations as a result of any transaction

or business in which SUAGM is involved. Therefore, employees are encouraged to make managerial decisions

within the highest parameters of honesty and integrity and avoid any potential conflict of interest which affects

SUAGM.

For more details refer to the current Code of Conduct for SUAGM Officers, Employees and Agents, enacted

through an Executive Order.

2.13 Non-disclosure Rule

Protection of confidential information and trade secrets is of vital importance to SUAGM’s interests and success.

Confidential information includes, but is not limited to, the following examples:

1. Financial information.

2. Information or lists regarding clients or employees.

3. Marketing strategies.

4. Proposals and projects under development.

5. Innovations.

2.12

2.13


Employees who make inappropriate use of confidential information or who reveal organizational trade secrets

will be subject to disciplinary action, including termination of employment and appropriate legal action, even

when they do not benefit directly from the revealed information.

Any official document containing information that is confidential, privileged, or related to the operations or

administration of the Organization, must contain the copyright disposition. Every employee and professor will be

obligated to sign a confidentiality agreement.

2.14 Secondary Employment Rule

Employees may have a secondary job with another organization provided they comply satisfactorily with the

performance of their responsibilities in their work at SUAGM. All employees will be evaluated by the same

standards of performance and will be expected to meet established work schedules at SUAGM, regardless of

the requirements and demands of their employment with other organizations. It is the responsibility of

employees to report secondary jobs to the Vice Presidency for Human Resources by completing the entire form

created for these purposes.

If SUAGM determines that a secondary job of an employee interferes with his/her performance at SUAGM,

affects the image of the organization or of the employee, or represents a conflict of interest with SUAGM, the

employee may be asked to resign from his/her secondary job. SUAGM will consider a secondary employment

as a conflict of interest when it adversely impacts an employee’s performance of his/her responsibilities at

SUAGM, or when it is with a competing organization or supplier of SUAGM.

2.15 Employment of Relatives

SUAGM will consider candidates referred by employees on equal terms with other applicants. However, to

ensure the best effectiveness in our labor relations and service to our customers, we have adopted the following

general rules with regard to employment of spouses and family members:

1. We will not employ candidates to occupy positions where they would be under the supervision of a

close family member or where they would be supervising a close family member.

2. In the event that a familial relationship develops subsequent to employment and that

circumstances referred to in the preceding subparagraphs apply, efforts will be made to try to assign one

of the employees to an equal or similar level position in another work unit, provided it is possible for the

organization.

Any situation related to these rules which has not been covered by the above shall be evaluated by the Vice

Presidency for Human Resources who will determine the course of action to follow.

2.14


2.16 Personal Relations in the Workplace

SUAGM does not hamper the development of personal relationships in the workplace among single people

where there is no conflict of interest between the offices where the employees work. However, SUAGM

discourages all personal relationships which are likely to jeopardize the Institutional image, reputation and

security of employees that comprise our Institution. If a personal or amorous relationship between employees

affects the operation of the work unit, it could be grounds for termination of employment.

2.17 Social Welfare Reform Act (ASUME)

In accordance with the Social Welfare Reform Act (Personal Responsibility and Work Opportunity Reconciliation

Act of 1996), SUAGM must provide employees' personal and employment-related information to the Child

Support Administration (Administración para el Sustento de Menores – ASUME, for its acronym in Spanish).

Those employees with questions or in need of additional information about the Social Welfare Reform Act may

contact the Vice Presidency for Human Resources.

2.18 No-Solicitation Rule

All types of sweepstakes, sales, random games, and collections are prohibited, particularly when these involve

the exchange of money. Neither is the distribution of flyers or any kind of propaganda permitted, particularly

during work hours. Any exception to this rule must be authorized by the Vice Presidency for Human Resources.

This will prevent interruptions in the operations of the Institution, interference with work, and inconvenience to

our coworkers.

2.16

2.17

2.18



Compensation

3.01 Classification and Compensation Plan

The Vice Presidency for Human Resources is governed by a Classification and Remuneration Plan, which has a

salary scale assigned to different kinds of jobs in accordance with the relative value of these.

It is important that every employee know the functions of his/her position, as outlined in the Position Description

form. This instrument helps employees familiarize themselves with and know their tasks. Due to the

implementation of cross training programs, the Quality Initiative, and other projects aligned with our systemic

vision, it is possible to assign additional tasks or work experiences to our employees besides their primary

function.

3.02 Salaries

The SUAGM Compensation Plan is based on the principles of equal pay for equal work, internal and external

pay equity, and market competitiveness.

The Plan recognizes the following factors:

1. Minimum requirements for academic preparation and experience.

2. Level of responsibility and complexity of tasks.

3. Degree of recruitment difficulty.

4. Internal structure of the office where the position is located.

5. General compensation level prevalent in a comparable competitive market.

3.03 Regular Work Days

Law No. 379 of May 15, 1948, as amended, establishes that a work day consists of eight (8) hours per day and

forty (40) hours per week for non-exempt employees. Any work period in excess of eight (8) hours per day and

forty (40) hours per week shall be deemed overtime and will be compensated at time and a half or double time,

as appropriate. Employees must have a minimum rest period of twelve (12) hours between each work day in

their work schedule.

The beginning of the work shift or the meal period may be advanced or delayed, but it can never be before the

end of the third hour of work or after the fifth hour, even on a flex-time schedule.

3.03

3.01

3.02


The meal period may be advanced, delayed or reduced through an agreement between an employee and the

Institution, taking into consideration the rest period of twelve (12) hours, without it constituting additional work

time. Any agreement to advance, delay or reduce the beginning of the shift work or meal period must be made

in writing.

Regular work: Consists of forty (40) hours per week and the daily work day is eight (8) hours with one hour to

consume food during five (5) days per week. Employees must report punctually to work every work day.

Official hours: Are determined by the type of operation undertaken by the office and the services offered to

internal and external customers. If it is necessary to work overtime, these hours must be approved by the

supervisor of the corresponding office prior to the overtime being carried out.

Special schedule: The Vice Presidency for Human Resources shall approve those special work schedules

authorized by the respective supervisors for those work units which by their nature may not conform to

established official hours. Example: night and weekend schedules.

Flexible schedule: Employees may request, and the Institution may approve, a flexible schedule for the personal

convenience of employees, which does not interrupt the normal functions of the Institution. Application and

approval must be in writing and should be kept in force in a consistent and stable manner.

Holidays / granted: Will be those set out in the official SUAGM calendar and officially notified to the University

community through the Vice Presidency for Human Resources.

SUAGM reserves the right to recruit during irregular hours or to modify any existing schedule, according to the

need for the provision of services in each unit of work.

The provisions of Law No. 379 of May 15, 1948, do not apply to exempt employees.

3.04 Rest Periods and Meal Breaks

The designated period for meal breaks shall be one (1) hour, unless by reason of mutual convenience for the

Institution and employees and its provision thereof, a period of not less than 30 minutes is established. In the

event of a reduction of the meal break, such a reduction must be stated in writing and would apply to any second

meal break period, should employees have to work overtime.

In the event the employer requires an employee to work overtime, he/she shall be entitled to a second food

consumption period so that he/she won't have to work more than five (5) consecutive hours without having a

food consumption period. If an employee does not work more than two (2) hours, the law allows for this period

to be overlooked, as per agreement.

3.04


3.05 Direct Deposit

Direct deposit is a condition of employment for all employees. Our institution will deposit employees’ bi-weekly

income directly into their designated bank accounts.

3.05



Strategic Human Resources

Development Plan

4.01 Strategic Plan

he Vice Presidency for Human Resources prepares a Strategic Human Resource Development Plan that

consists of workshops, seminars, improvement activities, and other methodologies which facilitate the optimal

development of our employees.

The Plan is prepared according to a survey of necessities, supervisor recommendations, performance evaluation

results, and various tools for the professional and personal development.

The Plan aims towards the development and continuous improvement of our Human Resources to achieve

alignment with the vision of Sistema Universitario Ana G. Méndez.

The current SUAGM leadership has the responsibility to bequeath its best legacy to the Organization through the

identification of new leaders who will provide continuity to the Institution. Therefore, SUAGM has established the

Management Continuity Plan (PCG, for its acronym in Spanish), with the purpose of identifying and developing

high potential talent through a strategy to fill positions of managerial leadership.

4.01


4.01 Strategic Plan

Strategic Human Resources

Development Plan



Recruitment and Selection of

Human Resources

he Vice Presidency for Human Resources has the objective of attracting, recruiting, and retaining

qualified personnel to perform the essential functions of the positions available at SUAGM. In the

recruitment process, an analysis is conducted to determine the academic preparation, skills,

experience and knowledge that will be required of applicants or candidates to the position and how these

harmonize with the requirements and the culture of the Institution.

5.01 Recruitment

The strategic vision of the Personnel Recruitment Division is to identify and attract the best qualified candidates

for positions at SUAGM.

As established in the Jobs Control Policy, once a vacancy is approved or newly created, the Division proceeds to

publish the employment opportunity on our webpage. If necessary, and within budget, the vacancy can be

published in professional newspapers, magazines or webpages. The vacancy announcement includes the

essential functions, academic preparation requirements, skills, experience, and deadline for the submission of

applications.

The process consists of completing the online application available in our webpage at www.suagm.edu. All

applications received for each vacancy announcement will be assessed and candidates who meet the minimum

requirements will be referred for consideration. For additional details, please refer to the SUAGM Recruitment

Policy.

5.02 Conditions for Internal Candidates

In order for a regular SUAGM employee to be considered for a vacant or newly created position, the internal

candidate must have completed at least six (6) months in his/her regular post. This condition is set forth to

ensure the operational stability of work units.

5.01

5.02


All employees interested in being considered for a vacant or newly created position must complete the online

application form. Evaluation of applications will be conducted in according with procedures established in the

Recruitment Policy.

If the internal employee is the selected person, the effective date of the change must be negotiated between the

current supervisor and the supervisor of the position for which the employee is selected. A minimum of two (2)

weeks should mediate before the change is carried out.

5.03 Selection

The Vice Presidency for Human Resources will evaluate employment applications received, and in some cases,

conduct a preliminary interview with pre-qualified candidates.

Candidates who meet the minimum requirements will be referred to the corresponding office. Later, candidates

shall be selected to participate in an interview process with assigned SUAGM officers, depending on the area to

which the vacant or newly created position is attached.

Under no circumstances will job offers be made or employees contracted without prior coordination with and

approval of the Vice Presidency for Human Resources.

Electronic Collection: The Vice Presidency for Human Resources maintains an electronic collection of

applications for administrative and academic areas of SUAGM.

5.04 Appointments and Changes

Types of appointments:

1. Regular: An appointment that begins with a probationary contract for a period of 90 calendar days, and if

successfully completed, the person will continue to render services indefinitely as a regular employee.

2. Term: An appointment extended to a person for a position with a fixed or temporary duration for the

purpose of performing specific tasks or professional services. A term contract for services does not

involve a commitment on the part of the Institution to renew it, nor an expectation of obtaining a regular

job.

5.03

5.04


Types of Changes:

1. Promotion: Change from one position to another with a higher pay scale.

2. Transfer: Change from one position to another with the same pay scale.

3. Demotion: Change from one position to another with a lower pay scale.

4. Severance: Separation from their post due to lack of work, lack of funds or any other justifiable

condition.

5. Dismissal: Justified and final separation of an employee from his/her work.

6. Resignation: Voluntary and final separation of an employee. It is recommended that all employees

wishing to resign from their post submit their resignation in writing to their supervisors, with a copy to

the Vice Presidency for Human Resources, a minimum of 15 working days prior to their last day of

work.

7. Suspension: Justified temporary separation of an employee from his/her post.

8. Service abandonment: Occurs when an employee remains absent from work for three (3) consecutive

days or more, without prior notification, authorization or justified cause.

9. Reinstatement: Return of an employee to SUAGM after having taken a leave of absence, such as a

maternity, military (with or without pay), Family and Medical, or sports leave, among others, or at the

end of a suspension period.



Mandatory Insurances

The law requires that Sistema Universitario Ana G. Méndez make certain deductions from the compensation to

employees. These deductions include Social Security, Income Tax Withholdings, and other deductions

previously agreed upon between employees and SUAGM.

6.01 Social Security

SUAGM contributes an amount equal to that contributed by employees for Federal Social Security. The

contributed amount can change due to amendments to the law.

6.02 Unemployment Insurance

This insurance provides financial protection to employees when they lose their jobs for reasons beyond their

control. Unemployment insurance compensates employees monetarily for the loss of income during a certain

period.

To cover this insurance, SUAGM pays quarterly contributions to the Bureau of Employment Security of the

Department of Labor and Human Resources, which is responsible for managing the benefits to be paid.

6.03 Occupational Accident or Illness Insurance - State Insurance Fund (Fondo del Seguro del Estado)

SUAGM provides an occupational insurance for all employees, free of charge for them, through the State

Insurance Fund. This insurance covers any accident or occupational illness acquired on the job and requiring

medical treatment, surgery, or hospitalization. This law provides a leave of absence of up to one (1) year from

the date of the accident or illness.

Any Employee, who suffers an accident during work, or an illness related to work, must inform their supervisor

immediately regardless of how simple it is. This procedure is necessary to ensure that employees do not lose

their benefits eligibility.

6.01

6.02

6.03


Once an employee recovers from his/her illness or injury, SUAGM will reinstate him/her to his/her former

position, if: (a) the employee requested reinstatement within a period of twelve (12) months from the date of the

accident and within fifteen (15) days after being discharged from the State Insurance Fund; (b) at the time of the

request, the employee is mentally and physically able to perform his/her functions; (c) at the time of the request,

the position previously held by the employee has not been eliminated. This leave shall apply concurrently with

the Family and Medical leave.

6.04 Social Insurance for Motor Vehicle Operators

This insurance provides benefits to personnel who normally and regularly drive a motor vehicle as part of their

services to SUAGM.

6.04



Benefits

7.01 Employee Benefits Program

SUAGM offers a benefits program with the purpose of promoting the general welfare of employees.

The Vice Presidency for Human Resources is responsible for administering these benefits. In addition, we

ensure that they receive appropriate balance between the needs of employees, service requirements and

optimal utilization of available resources.

For details regarding each of our benefits, refer to our Benefits Handbook. Following, we present our program:

1. Health Plan

2. Continuation of Health Benefits under COBRA

3. Savings and 401K Investment Plan

4. Pension Plan

5. Group Life Insurance

6. Temporary Non-occupational Disability Insurance (SINOT, for its acronym in Spanish)

7. Holidays

8. Christmas Bonus

9. Uniforms

10. Savings and Loan Credit Union

11. Bookstore Discounts

12. Recognition Program

13. Tuition Exemption and Time Granted for Education

7.01



Leave of Absence

All leaves must be requested and approved by the Vice Presidency for Human Resources prior to their

enjoyment or use.

8.01 Vacation Leave

Vacation leave with pay for eligible SUAGM employees is structured in accordance with Mandatory Decree

Number 79, which is related to educational organizations that began prior to August 1, 1995, and Law No. 180 of

July 27, 1998, as amended, which regulates the accumulation and enjoyment of vacation and sick days.

Vacation leave provides employees with time to rest, relax, and take care of personal issues. Employees must

plan their vacation leave sufficiently ahead of time so as to be able to inform their supervisors and obtain the

necessary approval prior to their enjoyment.

Employees will accumulate vacation leave after the completion of a probationary period of ninety (90) days.

Employees who successfully complete their probationary period will accumulate vacation leave retroactively to

the date of initial employment.

As a general rule, vacation leave will be awarded annually so as not to disrupt the normal functioning of the

Institution. By agreement between employees and the employer, these can be split provided employees enjoy at

least five (5) consecutive days of annual vacation leave. All employees should enjoy the accumulated vacation

leave by the end of the current fiscal year.

The accumulation of vacation leave days with full pay shall be at the rate of one day and a half (1.5) for each

month in which employee worked 115 hours or more. Faculty members and part of the management and

executive staff accumulate 1.83 days per 115 hours or more worked. Employees who work less than one

hundred fifteen (115) hours in any month will not earn vacation leave days for that month.

Any part-time employee who works more than 115 hours per month will be entitled to the monthly accumulation

and if he/she is not able to enjoy them, these will be liquidated at the end of the fiscal year or at the end of the

contract.

The liquidation for accumulated vacation leave pay shall be carried out in the event of termination of

employment.

8.01


8.02 Sick Leave

SUAGM provides sick leave benefits with pay to regular employees after completing their probationary period.

All regular employees accumulate sick leave days at the rate of a day and a half (1.5) for each month in which

they worked 115 hours or more.

Except in cases of unforeseen circumstances, employees should notify their supervisors of their illness or injury

as soon as it becomes evident that they will be absent from their regular schedule from the beginning of their

work and no later than the day of their absence. In case of any illness that extends for more than two (2) days,

employees must demonstrate it with a medical certificate and the date when they can be back at work, so as to

be entitled to enjoy the leave provided for in this section. It is important to note that supervisors may at any time

request a medical certificate from employees for any unexpected absence or patterns.

Sick leave will only be for absences of employees due to their own illness, if they are unable to perform their

duties or are exposed to a contagious disease that requires their absence for the protection of their health and

that of other employees. This leave is only intended to provide income protection to employees in case of illness

and may not be used for any other reason. This leave can be used to attend to medical appointments and

therefore, employees must notify their supervisors of the dates of these ahead of time.

The benefits of the Family and Medical leave will apply concurrently with sick leave with pay in the event of a

serious health condition that prevents employees from performing the functions of their post. Medical certificates

are privileged and confidential information protected by HIPPA, should be referred to the medical file for each

employee according to the established process.

8.03 Maternity Leave

Pregnant employees are covered under Law No. 3 of March 13, 1942, as amended, better known as the

Working Mothers Law. This law provides for a rest period of four (4) weeks prior to the approximate delivery

date and four (4) weeks after the date of childbirth, with regular salary pay.

SUAGM shall not discriminate against any employee seeking leave for a pregnancy-related disability. These

leave applications will be evaluated according to the rules set forth in this Handbook concerning sick leave and

as established in the State Law that protects working mothers. This law applies to employees who have suffered

a miscarriage.

8.02

8.03


Pregnant employees must inform their supervisors and the Vice Presidency for Human Resources of their

pregnancy status as soon as they become aware of their condition. A medical certificate indicating the probable

date of the birth must be submitted to the Vice Presidency for Human Resources. This certificate must be

submitted prior to the eighth month of pregnancy.

Employees have the option of remaining in their jobs, with the consent of their doctor, up to one (1) week prior to

the approximate date of childbirth and may return to their jobs, with the consent of their doctor, two (2) weeks

after the date of childbirth. Although the maternity leave period can be extended to eight (8) complete weeks, it

must never be less than three (3) weeks.

Absences that occur during pregnancy, other than during the eight-week period, will be applied to sick leave,

Family and Medical leave (if accumulated), or SINOT leave, according to the definition that applies to each case.

In the event of a post-partum complication that prevents their return to work and if the eight (8) weeks of

maternity leave have already expired, employees may enjoy a maximum of twelve (12) additional weeks, without

pay, as certified by their doctor, and obtain benefits through SINOT. It is understood that the use of SINOT

benefits shall be concurrent with the Family and Medical leave for 12 weeks without pay.

8.04 Paternity Leave SUAGM grants employees two (2) days of paternity leave, with pay, to attend the birth or the adoption process of

a child. To use this benefit the employee must complete the license application as soon as possible and submit a

copy of birth certificate or evidence of the adoption petition.

8.05 Lactation Law

Employees who opt to breast-feed their newborn children will be entitled to up to one (1) hour, which can be

divided into two (2) half hours or three (3) periods of twenty (20) minutes each, within each full working day, to

extract breast milk.

8.06 Family and Medical Leave

The Family and Medical Leave Act (FMLA) establishes a leave without pay that allows employees to leave work

for a period of up to twelve (12) weeks to address their own medical conditions and those of their family.

8.05

8.06

8.04


These may include the birth of a child, adoption, foster home, child care, or a spouse or parent with critical health

conditions. A critical health condition is defined as a disease or a physical or mental impairment involving the

care of the patient in a hospital, health center, or medical care at home.

The National Defense Authorization Act of 2008, amended the FMLA to provide two (2) important leave rights

related to military service to eligible employees. These are the following:

1. Eligible employees have the right to up to twelve (12) weeks of leave for any qualifying

requirement that arises due to the fact that a spouse, child, father or mother of an employee is on active

duty, or has been advised of an imminent call to active duty status to support a contingency operation.

2. Eligible employees who are the spouse, child, father or mother, or next of kin of a military person

who is recovering from a serious illness or injury sustained while on active duty, are entitled to up to

twenty-six (26) weeks of absence during a single twelve (12) month period to look after the military

person.

Employees who comply with the requirements of the above mentioned law are eligible to apply for this leave as it

has been described, provided they have been employed by SUAGM for a minimum of twelve (12) months and

have worked a minimum of 1,250 hours during that period. The year within which employees shall be entitled to

twelve (12) weeks of leave will be calculated taking as reference the date of the first time they are covered by

this benefit.

Employees who wish to take this leave must notify their supervisors and the Vice Presidency for Human

Resources 30 days in advance, if foreseeable, and present a medical certificate prior to the beginning of the

leave justifying its need. If the leave is requested for the care of a relative, the certificate must also state that the

employee’s presence is required to carry out the care or medical treatment of his/her relative.

If the reason for taking this leave is not foreseeable, employees should notify their supervisor and the Vice

Presidency for Human Resources as soon as possible, in addition to complying with the requirement to submit a

medical certificate as soon as possible.

SUAGM may require second or third medical opinions regarding any condition which it understands should be

reassessed. Should there be a conflict of opinions, the third opinion will be considered final in determining if this

leave is authorized or not.

SUAGM may require employees to submit medical re-certifications if their leave extends for more than 30 days,

except when it is to care for a newly born or an adopted child or in custody. If applicable, a medical certificate

stating that the employee is fit to perform his/her duties and be reinstated to work may also be required. This

leave may be taken intermittently or on a reduced schedule, provided its medical need is specified in the

corresponding medical certificate.


SUAGM will continue to offer group health insurance benefits provided employees continue paying their

contribution for the payment of the premium, if any, according to the Federal Regulations.

Once employees return from their family and medical leave, they will be reinstated to the same or an equivalent

job with the same work benefits, terms and conditions.

SUAGM may require employees to first exhaust their accumulated vacation leave with pay, sick leave or

disability leave. If employees still need to be absent after that for reasons qualifying for this leave, they will take

the balance of up to twelve (12) weeks of leave without pay under this benefit. All time taken by employees

under disability leave, such as the one provided by the SINOT Law, the State Insurance Fund, Social Insurance

for Motor Vehicle Operators, and Working Mothers, will be exhausted simultaneously with the twelve (12) weeks

per year provided by this benefit.

Employees should report to work on the expiration date of their leave. If an employee does not return to work at

the end of a family and medical leave, SUAGM will presume that the employee has abandoned his/her

employment.

8.07 Personal Leave

SUAGM may provide leave to employees who need to be absent from their employment because they must

comply with some situation or personal matter. Regular employees are eligible to apply for this leave and must

ask their supervisor for this leave as soon they becomes aware of their need to be absent.

Personal leave may be granted at the maximum rate of two (2) calendars days for each year of service. These

days will not accrue from one (1) year to another. Employees can use their accumulated personal leave days by

previous written authorization. These requests will be assessed according to the work flow and the number of

employees available to continue operations in the work unit.

If an employee does not show up to work on the stipulated date, SUAGM will understand this to mean that the

employee has abandoned his/her employment.

8.07


8.08 Immediate Family Death Bereavement Leave

Bereavement leave is granted for the purpose of attending to the issues related to the death of a family member,

if it occurs during regular work days, provided that:

1. The deceased is the spouse, child, mother, father, sibling, or grandparent, for which up to a

maximum of three (3) consecutive days of bereavement leave will be granted, if the death occurred

during regular work days.

Leave granted under this rule is considered as days worked and does not affect accumulated vacation leave

balances. Therefore, employees must submit evidence of the death of a family member to justify this leave.

8.09 Sports Leave

Sports leave shall be granted to regular employees, including Regular Faculty Members. This leave will be

without pay. Employees can charge these days to their vacation leave. To qualify for this leave, employees

must submit certified evidence from the corresponding agencies ten (10) days prior to the requested date. The

length of leave must be specified.

Sportspersons are defined as: athletes, judges, umpires/referees, delegates or anyone else certified as such by

the Olympic Committee of Puerto Rico and persons with disabilities (physical, psychological or sensory) certified

as athletes by the Secretary of Recreation and Sports with previous certification of the local organization

recognized by the International Organization.

Competitions for which employees can apply for this leave:

1. Olympic Games

2. Pan American Games

3. Central American Games

4. Regional or World Championships

5. Special Olympics

While enjoying this sport leave without pay, employees will not accumulate regular vacation or sick leave days

nor continue with other benefits such as life insurance, SINOT, and retirement plans, among others. The

contribution of employees as provided by Federal Regulation is required to continue with the health plan benefit.

The Vice Presidency for Human Resources will provide additional information and guidance regarding benefits,

rights and obligations during the enjoyment of this leave.

8.08

8.09


8.10 Jury Duty Leave

Jury Duty Leave will be granted to employees who are officially summoned to serve as jurors in any Court of

Justice, the District Attorney, an administrative organism, or a Federal or state government agency.

SUAGM recognizes the obligation of employees in complying with their social duty to serve as jury when the

State so requires. Employees will receive regular pay for up to a maximum of fifteen (15) days a year, when

they are called to serve as jurors in State justice forums. If extended more than fifteen (15) days, you must show

evidence to extend this benefit. However, they may use their accumulated vacation leave days with pay if they

so desire. When employees are required to serve as jurors in Federal judicial forums, their leave will be with pay

for as long as they render such services. Employees will be required to submit an official attendance certification

issued by the State or federal court in order to be compensated by this benefit.

Employees will report to work during those days or hours when they are not required to serve as jurors.

Employees must return to work on the next business day after their jury duty ends. Employees must,

immediately upon receipt, present their summons to serve as jurors to the Vice Presidency for Human

Resources to make the necessary arrangements with regards to the days in which the employee will be absent.

SUAGM will continue to provide employees with health insurance and employees will continue to accumulate

vacation leave, sick leave and holidays while fulfilling their jury duty.

8.11 Criminal Case Witness Leave

SUAGM recognizes the duty of their employees to appear before the Court to fulfill their duty to serve as a

witness when subpoenaed to do so. Employees subpoenaed by a court to serve as witnesses will receive pay

for the days they are absent. If summoned by another entity or external organization they will not receive pay for

the days they are absent. However, they may use their accumulated vacation leave days with pay if they so

desire. The summons to appear in Court must be presented to the Vice Presidency for Human Resources as

soon as possible to make the necessary adjustments. Employees will be allowed to be absent during the days

they were summoned by the Court.

8.10

8.11


8.12 Military Service Leave

Employees on active duty in any of the branch of the Armed Forces of the United States of America will be

entitled to leave without pay for military service upon their unit being activated or in order to attend weekend or

summer training and any call to serve actively with their unit. Under this last circumstance, SUAGM will

guarantee the employee’s reintegration once the activity is concluded.

Military leave must be notified to the Vice Presidency for Human Resources at least ten (10) working days prior

to the effective date of the official orders. This requirement exempts those employees who in cases of

emergency or in case orders were not sent or received prior to the start date of the leave.

8.13 Municipal Legislator Leave

Employees who are municipal legislators will be entitled to leave without pay, up to a maximum of ten (10) days

per year, to attend Assembly sessions, meetings and hearings in the performance of municipal legislative

activities specific to the post.

This leave does not apply to employees who are summoned to appear as a plaintiff, defendant, or interested

party. These employees will be allowed to charge their absence from work while attending such summons to

their vacation leave balance.

8.14 Automobile Accident Leave

In accordance with the provisions of the Social Protection for Car Accidents Law of 1968, as amended, which is

administered by the Compensation for Automobile Accidents Administration (ACAA, for its Spanish acronym),

employees may request to be restored to their employment within a period of fifteen (15) days from the date of

discharge after having been incapacitated as a result of a car accident, provided that the request is not

submitted after six (6) months from the commencement date of incapacity.

Employees must be mentally and physically capable to assume such employment at the time they request

reinstatement. If an employee’s position is occupied at the moment the request for reinstatement is submitted,

SUAGM will have thirty (30) days from the date of the request to reinstate the employee. If the employee does

not show up to work on the stipulated date, SUAGM will interpret this to mean that the employee has abandoned

his/her employment.

Absences to attend medical appointments as a result of an accident shall be charged to sick leave while there is

a balance on it. After sick leave balance is exhausted these will be considered leave without pay.

8.12

8.13

8.14



Safety and Health at Work

9.01 Identification Card Use Policy

Use of identification cards apply to all regular staff working at SUAGM. This card identifies us at all official

activities we attend in and out of SUAGM premises while carrying out our functions.

General provisions:

1. Use of identification cards is mandatory while at any SUAGM installation.

2. Cards must be worn visible to the public.

3. The card provides access to SUAGM facilities.

4. Cards are used to record our attendance through terminals/clocks located within buildings or

facilities where employees report to work.

5. Cards are not transferable to any other person.

6. This identification card must be returned to the Vice Presidency for Human Resources in the

event of employment termination.

7. If you lose your card, you should notify it immediately to your Human Resources

representative. This replacement entails an additional cost.

9.02 Emergency Management

Emergencies, such as fires, hurricanes, earthquakes, floods, and electrical power loss, among others, affect the

operations of the Institution in different ways. In some circumstances, these emergencies can cause partial or

total closure of facilities. If an emergency occurs outside of regular work hours which cause the closure of

facilities, a message will be sent to employees through various means of communication and social networks

available. When the decision to close the facilities occurs after the beginning of the workday, supervisors will

notify employees regarding the partial or total closure.

Some employees attached to divisions or departments that work directly in core operations could be requested

to work on a day where the operations cease due to an emergency.

9.01

9.02


9.03 Visitor Access to Installations

To provide security to facilities and employees, only authorized visitors will be allowed to enter. For health and

safety reasons, we do not encourage visits by relatives, children and friends of employees during business

hours. In case of an emergency, employees will be authorized to meet any family member or friend outside the

work area, either in the reception or security area.

All SUAGM visitors must register at the Security and Information Station. Authorized visitors will receive

instructions on where to go. Employees are responsible for the conduct and safety of their visitors. Visitors who

visit our installations frequently to provide services may be subjected to an orientation and safety inspection.

Visitors must comply with the standards of proper conduct and abide by SUAGM regulations. Particularly we

encourage parents to be careful about the presence of children. The family also assumes full responsibility for

their safety on the working premises.

9.04 Security Inspections

SUAGM wishes to maintain a working environment free of drugs, alcohol, firearms, explosives, or other

inappropriate material. To this effect, the Institution prohibits the possession, transfer, sale, or use of these

materials within its premises.

Desks, cabinets (lockers), and other places of storage can be supplied for the convenience of employees, but

remain as property of SUAGM. For this reason, these places, as well as their content, can be inspected with or

without prior notification, by any agent or representative of the Institution. Employees recognize that by using

the mentioned institutional property, their right to privacy will be limited by the employer.

SUAGM also wishes to deter theft or possession of property other than to employees or visitors. To facilitate the

implementation of this policy, the organization or its authorized representative may inspect any package or

belongings of persons entering or leaving the facility.

9.05 Use of Equipment and Official Vehicles

The equipment and vehicles of the organization are of high economic value and difficult to replace. When using

SUAGM equipment and vehicles, employees must exercise care, provide proper maintenance and follow all

instructions for their operation and safety.

9.03

9.04

9.05


Employees are asked to inform their supervisors of any equipment or vehicle that is damaged, defective or in

need of repairs. A prompt reaction can avoid possible additional damage to equipment, as well as to people who

use it.

The improper or negligent use or operation of such equipment or vehicles, or excessive traffic law violations,

may result in disciplinary action, including termination of employment.

9.06 Parking Areas

SUAGM may reserve parking areas for students, employees and visitors through a monthly fee subject to space

availability. Safety rules established for each facility must be followed. Employees and faculty members must

acquire an AVI seal to gain access to the parking lot.

SUAGM or its institutions are not responsible for damage or theft in cars or any other personal property in the

parking area.

The following rules must be followed for the sake of our safety and order in the use of motor vehicles on the

premises of the Institution.

1. Drive courteously. The established maximum speed limit in the parking area or premises of

SUAGM is 10 miles per hour.

2. Make sure you occupy a single parking space.

3. As a condition to use the Institution parking lot, cars will be subject to search without prior

notification, by university, state, or federal authorities in case of any suspicious situation.

4. Cars must park in reverse in order to facilitate evacuation in emergency situations.

9.07 Property Returns

SUAGM will provide you with all the necessary equipment for you to perform your work. Employees will be

required to return all tools or equipment provided and may be charged for their value if not returned when the

assigned task is completed. In cases of termination of employment, employees will return all SUAGM property

to their supervisors.

9.06

9.07


9.08 Property Receipt Forms

In order to remove from the facility any institutional property that has been sold, loaned, or given to any

employee, donated to any entity or that is in the process of being repaired, it must be accompanied by a receipt

form that is duly authorized by a representative of the Accounting Department and by the manager of Property

and Receipt of the institution.

9.09 Managing Violence in the Workplace

It is SUAGM policy to offer a work environment where all employees, visitors, and customers are safe and free

from violence in the workplace.

SUAGM is committed to preventing violence in the workplace and to maintaining a risk-free working environment

for all its employees and visitors. Given the increase in violence within society in general, SUAGM has adopted

the following measures to manage any intimidation, harassment or other threats that may occur on its premises

or during work hours:

All employees and visitors shall be treated with courtesy and respect at all times. Employees must avoid fights,

inappropriate physical or verbal pranks or games, or any other conduct that could be dangerous to others. The

unauthorized possession of firearms, knives and other dangerous devices within the premises of the System,

including the parking area, is prohibited.

Behavior which intimidates or threatens an employee, customer, visitor, even after regular work hours, will not be

tolerated. This prohibition includes all kinds of harassment, whether sexual, racial, related to age, or any other

characteristic covered by Federal, State and local laws.

Employees who suffer a threat or act of violence on the part of another employee, spouse, family member, or

anyone else, must report it to their immediate supervisor or any member of management to take the necessary

security measures. All incidences of this nature will be duly investigated and directed by the Assistant Vice

President for Human Resources or by the corresponding Safety Bureau. Anyone found in violation of this rule

will be subject to disciplinary action which may include termination of employment.

For additional details you can refer to the Protocol for Management of Domestic and Workplace Violence,

enacted by Executive Order.

9.08

9.09


9.10 Use of Computers

The computer equipment is the property of SUAGM. For this reason, such equipment can be inspected, with or

without prior notification, by any agent or representative of the Institution. Inappropriate or negligent use or

operation of computers can result in disciplinary actions, including termination of employment.

SUAGM only has licenses for the computer software it uses. SUAGM is not the owner of such software or their

manuals and unless it receives authorization from the copyright owner of these software, it has no right to

reproduce them.

Regarding the use of software on the SUAGM network or on multiple computers, employees will only use these

in accordance with the license agreement. Employees may not install personal software that is not authorized

by SUAGM on computers of the Institution that are assigned for work use.

Employees who become aware of any improper software use must notify it to their immediate supervisor.

In accordance with the law, any person who participates in the illegal reproduction of computer software can be

punished with the payment of damages and penalties, including fines and imprisonment. SUAGM does not

allow the copying or the use of unauthorized copies of computer software. Employees who violate this policy

shall be subject to disciplinary action, including termination of employment. Employees must comply with

applicable provisions and policies on this subject.

9.11 Use of Telephone and Postal Service

The use of the phone is for official business only. Employees must use good judgment in using this work tool.

SUAGM postal service is available for the official use of the Institution. SUAGM may require employees to

reimburse the cost of any use of these systems that is of a personal nature.

9.12 Adequate Use of Internet and Email Systems

SUAGM uses advanced communication technology systems. These systems are composed of facsimiles, radio

communication transmissions, cell phones, beepers, a telephone message system, Intranet, Internet, e-mail,

teleconferencing, and video conferencing, among others. These systems allow us to transmit, receive and

manage messages and images through the communications network connected to the computer system in and

outside of SUAGM. Such systems should be used appropriately and exercising the best judgment.

9.10

9.11

9.12


1. These systems will be used in a professional manner and must not contain language or images

that may be offensive or discriminatory towards coworkers, customers, or competitors. This includes, and

is not limited to, comments that could offend someone concerning, for example, age, race, sex, religion,

physical or mental impairment, political ideology, national origin, sexual orientation, gender identity, for

being a veteran or any other content that is not appropriate in the best interest of a business

communication.

2. Messages generated or received by contracted personnel in the performance of their work or

while using communication systems belonging to the Institution, will be deemed SUAGM property.

Therefore, the Institution reserves the right to review, monitor or disclose any communications received or

sent through electronic communication systems. Electronic systems must be used only for legitimate

business affairs. You may not generate or receive jokes, games, screen savers, chain messages or

video clips. In addition, to send messages to the entire population without prior authorization is not

allowed. Messages should be sent only to the persons who need to know its content.

3. Neither the Internet nor the e-mail system will be used to transmit sensitive, confidential or

privileged (of high secrecy) information without prior consultation with Information Systems personnel and

following the procedures established for such transmissions.

It is the responsibility of all of our employees to use these communication systems in a judicious and appropriate

manner. Any employee or contracted staff who does not make good use of these systems will be in violation of

these rules. This may lead to corrective action which may include termination of employment. Every employee

must comply with their responsibility to report any violation of these rules to the corresponding Information

Systems Security Coordinator.

It is the responsibility of employees to comply with the applicable policy regarding this subject.

9.13 Medical Exams

The Institution may require a medical evaluation to determine the condition and capacity of employees to

perform their work in situations of apparent risk of accidents for employees or any member of the university

community, excessive absences, or constant aggressive behaviors which present deterioration in productivity or

performance

9.13


9.14 Reasonable Arrangements

SUAGM is fully committed to complying with the Americans with Disabilities Act (ADA) and ensuring Equal

Employment Opportunities to persons with disabilities who are properly qualified. All employment practices are

conducted in a non-discriminatory manner. Employment practices have been revised and these provide real

employment opportunities to persons with disabilities.

SUAGM encourages employees and employment applicants to identity their disabilities to make reasonable

arrangements that will make employees or applicants more productive. As provided by law, SUAGM reserves

the right to refuse arrangement opportunities, if these involve excessive expenses or in one way or another

involve major grievances to the organization.

9.15 General Rules on Occupational Safety One of the important points all employees must consider with respect to their work is the need to work safely for

their own protection and to comply with the safety guidelines prescribed for each area.

1. Always use the personal protection necessary for the work to be performed and verify that these

are in perfect conditions for use and operation (safety glasses, gloves, masks, gowns, safety

shoes, etc.)

2. Comply with the rules of safety signage in your work area.

3. Report any unsafe condition or act in your installations.

4. Take into account the applicable recommendations and procedures for the execution of your

tasks.

5. Carefully read equipment operation Handbooks prior to use.

6. Do not attempt to move heavy equipment without assistance.

7. Smoking inside installations is prohibited.

8. Use of scented candles or incense in offices or work areas is not permitted.

9. Maintain the working area in order and in good condition.

10. Know the location of fire extinguishers.

11. Know emergency plans and related policies.

12. Always and everywhere locate evacuation routes, emergency exits and gathering points.

13. Avoid movement through dark, desolate or secluded places.

9.14

9.15



Employees’ Conduct and

Disciplinary Actions

10.01 Attendance Rules and Regulations

To maintain a productive and safe work environment, SUAGM requires that employees comply punctually with

their work schedule. Absenteeism and tardiness overload the work schedule of other employees and the

organization. Employees must properly notify their immediate supervisor in advance of any occasion in which

they cannot avoid being absent or arriving late for work. In the event that employees cannot notify beforehand,

they must inform their supervisor of the delay immediately upon reporting to work, and in cases of absences,

they must notify their supervisor within the first (1) hour of their regular work schedule. Disciplinary action,

including termination of employment, will be taken against those who engage in poor attendance and excessive

tardiness. (See also, paragraph four (4) of the section on Conduct That Can Lead to Immediate Dismissal, on

page 60 of this Handbook).

Employees shall record their daily work attendance through the mechanism provided by Sistema Universitario

Ana G. Méndez. Employees are responsible for recording their attendance and may not delegate or assign it to

another person. Refer to the Policy on Electronic Attendance Record.

Employees who are absent for three (3) days or more, without having notified or justified their absence to their

immediate supervisor, will be subject to disciplinary action which may include termination of employment.

Continuous absenteeism or tardiness will be considered a detriment in the efficiency of employees towards

SUAGM.

Absences due to illness shall be charged against accumulated sick leave in accordance with existing labor laws.

Employees, who are absent due to illness for more than two (2) consecutive days, must provide a medical

certificate to the Vice Presidency for Human Resources through their supervisors. In those situations where a

recurring absence pattern is observed, supervisors may require employees to provide medical evidence, even if

the absence is two (2) days or less.

SUAGM may request that employees be examined by a doctor selected by the Institution, in addition to

submitting the required medical certificate, to determine if they are able to return to their jobs. In those cases

where absences are determined to be for personal reasons, the days of absence may be charged against the

vacation leave balance, provided there is a written agreement between the employee and SUAGM and the

employee’s vacation leave days that by virtue of law must be taken annually, remain accrued.

10.01


For more information on the attendance standards and mechanized attendance record, please refer to the Policy

on the Electronic Attendance Record.

Attendance audits will be regularly conducted without notice to the areas.

10.02 Personal Appearance

Personal attire and hygiene contribute to the well-being of all employees and to the image of SUAGM. During

work hours, employees must have a clean and neat appearance and be dressed according to the requirements

of their jobs. As a general guide, clothing and shoes should be elegant, sober and look professional at all times.

Consult with your supervisor or Office Director if you have questions regarding what constitutes proper attire.

SUAGM provides uniforms to administrative support staff, student service personnel, maintenance employees

and technical personnel working at our institutions. The use of uniforms is governed by the Policy on Use of

Uniforms. Those employees who do not comply with the rules of proper attire will be subject to disciplinary

action which may include termination of employment.

For more information about the provisions and standards related to the use of uniforms, please refer to the

Corporate Image Policy.

10.03 Use and Abuse of Drugs, Alcohol and Cigarettes

Aware of the harmful and adverse effects that drugs, alcohol, and smoking have in our society and following the

guidelines of the Federal Mandate regarding Drug-Free Schools and Universities and Regulations approved in

34 CFR 33580, we have implemented a Policy on the Use and Abuse of Drugs, Alcohol and Smoking. This

policy applies to all alike, including employees, students and visitors.

The sales, use, consumption, manufacture and possession of alcohol and illicit drugs in campus activities, within

the premises or property of the Institution, and at all off-campus officially sponsored academic activities, is

completely prohibited.

SUAGM may take disciplinary action against those employees, professors or students, who use, manufacture,

distribute, or possess controlled substances which violate the rules related to the consumption or possession of

alcohol or drugs at work or study areas. Being under the influence of intoxicating beverages or drugs within

SUAGM premises is prohibited.

10.02

10.03


The use, possession or distribution of drugs is cause for immediate termination of employment. SUAGM may

administer drug tests according to the parameters established in the Use and Abuse of Drugs, Alcohol and

Smoking Policy.

10.04 Corrective Action Policy

SUAGM is committed to providing the best possible working conditions for its employees. An essential part of

this commitment is to provide an environment which fosters open communication so that employees receive

immediate response on the part of management to each problem, situation, conflict, suggestion, or question.

Dealings between management and employees must be respectful, honest, and fair. Each employee is

expected to perform with a high degree of responsibility, efficiency and commitment in contributing to the

achievement of objectives and work plans at all times. Supervisors are responsible for providing their

employees with proper guidance in relation to this policy and the standards of conduct expected of them. With

this policy, SUAGM aims to fairly and equitably manage the rules of discipline to address misconduct in the

workplace.

In order to ensure that all our employees receive equitable treatment, SUAGM has created uniform and impartial

disciplinary measures. The main purpose of these disciplinary measures is to correct and prevent the

recurrence of unacceptable behaviors.

With the purpose of making employees aware of expected behavior, SUAGM provides progressive discipline.

This process is based on informing employees of their lapse or situation and giving them the opportunity to

correct it. Taking into consideration that employees are our most valuable resource, we believe in the imposition

of corrective actions when blunders are committed. However, some infractions could be of such magnitude that

they could lead to immediate dismissal.

When an employee does not comply with established rules or shows inappropriate behavior, this may result in

the application of disciplinary measures. Any case of misconduct is carefully reviewed by supervisors and

management. This usually precedes disciplinary action. The severity of the action is based on the type and

degree of violation committed. The intent of disciplinary measures is not to punish, but rather to correct or

modify behavior, except in those cases where separation or termination of employment becomes inevitable.

10.04


Disciplinary actions will be taken in any of the following manners:

1. Formal discussion of the problem

2. Verbal warning

3. Written warning

4. Suspension of employment and salary

5. Leave in order to make a decision, or termination of employment, depending on the

severity of the problem and the number of times the employee has engaged in such

conduct. There may be cases in which some of these steps are omitted

Since it is not possible to enumerate all unacceptable behavior, standards of conduct for employees include

some examples that may warrant immediate suspension or termination of employment. However, some of the

problems listed do not necessarily involve serious offenses, but these continue to be unsatisfactory behaviors

which are subject to the progressive discipline policy.

It is not SUAGM’s primary intention to terminate the employment of its employees through these standards, but

to be able to correct the behavior of employees who violate these rules of conduct. Separation from employment

is the last option to be considered in this process.

10.05 Rules of Conduct in the Workplace

SUAGM has established a standard of conduct code in order to ensure the best possible working environment

and order in the System’s operations. It is expected that these are met to protect the interests and security of all

employees and the Institution.

SUAGM understands that the best working conditions prevail where employees demonstrate consideration

towards themselves, their colleagues and their supervisors, as well as towards all those who in some way

interact in the Institution. These rules of conduct must be observed by all employees and it is the responsibility

of all supervisors to insist on their compliance

Rules of conduct are necessary for the proper functioning of the Institution, as well as for the welfare and

protection of all those who work in it. These rules are applicable to all SUAGM regular, temporary, probationary,

part-time or contract employees. The rules apply at all times, including periods of extraordinary work such as

weekends or holidays, as well as in activities sponsored by the Institution outside its facilities.

10.05


No regulation can cover every conceivable situation arising day to day, and neither can all future changes that

may arise be predicted, which is why these rules of conduct may be amended by SUAGM, as deemed

necessary.

In the event any rule or situation detailed below or elsewhere in this Handbook is violated, SUAGM will take

appropriate disciplinary measures against employees, which can range from verbal warnings, up to termination

of employment, taking into account the employee’s history and severity of the infraction.

All employees of the Institution are responsible for and obligated to faithfully comply with the following rules of

conduct:

1. Report to work regularly and punctually and comply with the established work schedule.

2. Observe rules of behavior in a proper, polite, and respectful manner in their relationships with their

supervisors, coworkers, students, and visitors.

3. Efficiently and diligently perform the tasks and functions assigned to their post, as well as other

related tasks which may be assigned.

4. Obey those orders and instructions of their supervisors which are compatible with the authority

delegated to them and with the functions and objectives of the Organization.

5. Maintain the confidentiality of all matters related to their work, unless required by the government

or authorized by the Organization.

6. Work overtime when required by their supervisor.

7. Comply with all regulations, policies and laws applicable to the Institution.

8. Protect the image, reputation, and prestige of the Organization, its employees and directors.

10.06 Conduct That Leads to Corrective Action

The following measures are only benchmarks meant to guide employees in relation to which behaviors are

considered infractions involving corrective or disciplinary actions. SUAGM may discipline any employee after

analyzing the facts of the case and confirming that an employee has acted contrary to training, instructions, or

job description.

The following are examples of conduct which involve corrective or disciplinary action:

1. Being absent without authorization.

2. Being absent or late to work frequently, with or without justification. Maintaining a history or pattern

of absences or excessive tardiness, such as days before or after days off, holidays or paydays, and

Mondays or Fridays.

10.06


3. Not keeping their work area and equipment under their charge organized and clean.

4. Leaving the work area without prior notification and authorization.

5. Performing tasks in a manner contrary to that expected, reflecting a negligent attitude in their

performance.

6. Not remaining in their work area attending to their assigned task, except with permission.

7. Using bulletin boards without authorization or altering, distorting or destroying what was placed on

them.

8. Not recording their attendance, as applicable, immediately upon starting and ending their work day.

9. Recording the attendance of another employee or allowing another employee to do it for them.

10. Not to restart work immediately after completion of the time allowed for meals or rest periods.

11. Consuming food outside of the area designated for that purpose.

12. Using SUAGM vehicles without proper authorization. Lending, assigning or disposing of such

property without authorization. SUAGM vehicles must be driven in accordance with traffic laws.

13. Lazing about, wasting time or sleeping on the job.

14. Playing inappropriate physical or verbal pranks or games.

15. Not reporting accidents.

16. Not cooperating fully with any investigation, incident or accident related to a situation that affects

the functioning of SUAGM.

17. Making use of equipment, property or facilities of SUAGM for personal work or matters not related

to the Institution during business hours.

18. Smoking in unauthorized areas.

19. Photocopying SUAGM material or records without authorization.

20. Not working in harmony with other coworkers.

21. Forcing, enticing or otherwise misleading another employee to violate the standards and rules of

conduct.

22. Performing their assigned job unsatisfactorily, negligently or late.

23. Behaving in a manner that adversely affects the good name or image of SUAGM.

24. Being rude or disrespectful towards SUAGM superiors or employees or any other person on

SUAGM premises or anywhere else employees find themselves in the performance of their work or

because of it.


25. Threatening, intimidating, coercing, or interfering with other employees, supervisors, or persons on

SUAGM premises or anywhere else employees find themselves in the performance of their work or

because of it.

26. Using obscene or abusive language, or insulting gestures towards another employee, supervisor or

person on SUAGM premises or anywhere else employees find themselves in the performance of

their work or because of it.

27. Conducting personal business during work hours.

28. Disclosing SUAGM confidential information, regarding employees, officers or any other person

related to SUAGM.

29. Reporting to work or being during work hours under the influence of any substance such as

intoxicating beverages, drugs or controlled substances, among others, that can adversely affect the

performance of their duties.

30. Not reporting immediately to their supervisor or Human Resources representative any disease or

medication being taken which may affect job performance, or which may adversely affect any

person within the premises.

31. Discrediting SUAGM, its services, or its staff or making statements or false representations, or

engaging in conduct that adversely affects the work of these in any media including social

networking

32. Providing incomplete or incorrect information to SUAGM for any matter related to employment or

duties.

33. Altering any SUAGM record or report, be it for their own benefit or not.

34. Participating in games of chance or raffles for something of value or for money within SUAGM

premises.

35. Inciting any employee or person to fight on SUAGM premises, or anywhere else employees find

themselves in the performance of their work or because of it.

36. Using postage stamps, envelopes, letterhead paper or any type of SUAGM material for personal

purposes.

37. Causing institutional losses through indiscretion.

38. Conducting solicitations or requirements, including, but not limited, to collections, requests for

subscriptions or any similar activity during work which interferes with employees while working.

39. Distributing any literature in the work area, either by employees or through a third party, on SUAGM

premises.


40. Dressing carelessly in detriment to good personal appearance. (We expect all employees to take

the utmost care and interest in their personal cleanliness and clothing. They must dress and

present themselves in a neat, sober, discreet and professional manner, avoiding everything that

may give the impression of carelessness or extravagance, as much as in clothing, as in footwear

and accessories.) Please refer to Section 10.2 Personal Appearance in this Handbook for specific

information on this subject.

41. Being absent without just cause after making a commitment to work.

42. Refusing to work reasonable overtime without just cause, when needed to attend to special or

emergency situations.

43. Working overtime without proper Administration authorization.

44. Not using the protective equipment required to do their job.

45. Not following the established safety procedures in their work area.

46. Failing to provide safety equipment to employees under their direct supervision.

10.07 Conduct That Can Lead to Immediate Dismissal

The following measures are a guide to employees regarding behaviors that can lead to immediate dismissal:

1. Bringing into or using drugs, alcoholic beverages or other intoxicating substances on SUAGM

grounds.

2. Reporting to work or being during work hours under the influence of any substance such as

intoxicating beverages, drugs or controlled substances, among others, that can adversely affect the

performance of their duties.

3. Illegally seizing property owned by SUAGM, other employees, students, visitors, or people related to

the Institution.

4. Being absent for three (3) consecutive days without notification, nor authorization by their supervisor.

5. Not reporting to work at the end of an authorized leave of absence without valid justification.

6. Insubordination.

7. Possessing, carrying, negotiating with or using any deadly weapon or explosives on SUAGM

grounds.

8. Committing immoral acts, using abusive language or threatening with bodily harm anyone within

SUAGM grounds.

10.07


9. Participating in a fight with anyone within SUAGM grounds.

10. Creating incidents which violate institutional order or which obstruct the normal operations of

SUAGM.

11. Altering, removing, destroying, mutilating, damaging or improperly using any property of SUAGM, of

other employees or of any other person within the grounds of the Institution.

12. Publishing or making defamatory statements or which constitute disclosure of privileged information

that affects the image of the Institution.

13. Repeatedly or gravely violating safety rules that put employees or other persons in danger.

14. Inflicting or attempting to inflict harm to an employee or visitor on SUAGM premises or at institutional

activities outside of SUAGM grounds.

15. Being found guilty of immoral conduct, dishonesty or a serious crime by a court.

16. Sexually harassing another employee or person related to SUAGM.

17. Providing incorrect or false information or refusing to provide necessary information on any SUAGM

document or research.

18. Receiving or soliciting items of value such as gifts, gratifications or favors from individuals or

institutions related to SUAGM for employees or their family or friends, if such acceptance can result

in a conflict of interest.

19. Falsifying documents.

20. Steal

21. Possession or use of pornographic material on equipment property of SUAGM

SUAGM reserves the right to determine when these violations on the part of employees can be of such

seriousness that would justify the immediate termination of their employment. Likewise, the Institution reserves

the right to bring charges of a judicial nature against violators in those circumstances that are justified.

10.08 Termination of Employment

Some of the common reasons that cause termination of employment are:

Resignation: Voluntary cessation of an employee to his/her post. Employees must submit their resignation

notice at least fifteen (15) working days in advance.

Dismissal: Termination of employment contract, for example, due to an unbecoming or disorderly pattern of

conduct, an attitude on the part of an employee of not rendering work in and efficient manner or repeated

violations of established rules and policies by an employee.

10.08


Severance: Termination of employment due to lack of work, lack of funds or any other condition beyond the

control of employees, which does not constitute a suspension nor a dismissal. These may be temporary or

permanent.

Retirement: Voluntary separation of employment to qualify for Retirement Plan benefits after having complied

with the established age and years of service requirements.

Revocation of contract: Rescinding a contract.

In any of the above situations, employees will receive payment for pending salary through their last day of work

and for any unpaid regular vacation leave accumulated balance, as well as the benefit that apply in each case.

Note: Some sections of this Handbook apply to both employees and faculty.
