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Part 7. Human Resources
Section D. Staff Recognition and Awards
Policy Number 7.D.2
Date Issued: November 1, 2001
Approved By: VP for Employee and Campus ServicesEXEMPLARY SERVICE AWARD
A. Policy Statement
It is the policy of The University of Texas at Austin to award up to thirty-two (32) hours of administrative leave per fiscal year to eligible employees who perform specific services or activities that demonstrate truly exemplary performance. The awards shall be made in no less than eight (8) hour increments, except awards to part-time employees, which shall be proportional to their appointments.
B. Scope
This policy applies to all employees who have been employed by the University for at least twelve (12) continuous months prior to being nominated for the award. The award is not available to faculty, teaching assistants, assistant instructors or to students employed in positions that require student status as a condition of employment.
C. Nomination and Selection Process
1. Nominating Procedures
a) Managers and/or supervisors may nominate any eligible employee from their unit(s) for an Exemplary Service Award. The nomination must include an appraisal of the performance that forms the basis for the nomination and the number of hours recommended to be awarded. The manager or supervisor must submit the nomination on the Exemplary Service Award Nomination form, with the most recent performance evaluation attached, and transmit the nomination to the appropriate department/unit head.
b) Department/unit heads shall review all nominations to 1) ensure that the nominee is eligible to receive an award; and 2) make an independent determination that a nominee's documented specific service or activity reflects truly exemplary performance.
Within ten (10) working days of receipt of the nomination, department/unit heads shall forward to the Associate Vice President for Human Resources all nomination documents for employees recommended for Exemplary Service Awards.
2. Selection Procedures
a) The Associate Vice President for Human Resources shall review the nomination within ten (10) working days of receipt to ensure that an Exemplary Service Award is merited and that the number of award hours is appropriate, and then shall forward the recommendation to the President.
b) The President shall review the recommendation within ten working (10) days of receipt and communicate the final decision to the Associate Vice President for Human Resources.
3. Notification
The Associate Vice President for Human Resources shall communicate the decision to the department /unit head who then notifies the employee.
D. Documentation
The specific service or activity that forms the basis for selection for an Exemplary Service Award must be recorded on the employee's performance evaluation.
E. Use of Leave
The administrative leave time given must be used within twelve (12) months of the award and shall be used before use of annual leave. The time is transferable to other University departments. An employee does not receive payment for this administrative leave time upon separating from the University.
F. Departmental and Employee Responsibilities
The department shall enter the number of hours awarded as Exemplary Service administrative leave in the employee's leave balances. The employee shall provide reasonable notice to the supervisor of a request to use the administrative leave. Supervisors, after ensuring that the work of the department or unit can be adequately performed during the employee's absence, shall approve such leave requests.
For Assistance: Questions regarding Exemplary Service Awards should be directed to Human Resource Services or to the web site: http://www.utexas.edu/hr/. Electronic time sheet web site: https://utdirect.utexas.edu/pntime.
Source: Texas Government Code 661.911; New UT Austin Policy