Human Resources Handbook SUAGM 1
Human Resources Handbook SUAGM 2
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.
Human Resources Handbook SUAGM 3
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
Human Resources Handbook SUAGM 4
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
Human Resources Handbook SUAGM 5
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
Human Resources Handbook SUAGM 6
Human Resources Handbook SUAGM 7
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
Human Resources Handbook SUAGM 8
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
Human Resources Handbook SUAGM 9
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.
Human Resources Handbook SUAGM 10
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
Human Resources Handbook SUAGM 11
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
Human Resources Handbook SUAGM 12
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.
Human Resources Handbook SUAGM 13
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
Human Resources Handbook SUAGM 14
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
Human Resources Handbook SUAGM 15
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
Human Resources Handbook SUAGM 16
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.
Human Resources Handbook SUAGM 17
Human Resources Handbook SUAGM 18
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
Human Resources Handbook SUAGM 19
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
Human Resources Handbook SUAGM 20
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
Human Resources Handbook SUAGM 21
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
Human Resources Handbook SUAGM 22
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
Human Resources Handbook SUAGM 23
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
Human Resources Handbook SUAGM 24
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
Human Resources Handbook SUAGM 25
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
Human Resources Handbook SUAGM 26
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
Human Resources Handbook SUAGM 27
Human Resources Handbook SUAGM 28
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
Human Resources Handbook SUAGM 29
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
Human Resources Handbook SUAGM 30
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
Human Resources Handbook SUAGM 31
Human Resources Handbook SUAGM 32
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
Human Resources Handbook SUAGM 33
4.01 Strategic Plan
Strategic Human Resources
Development Plan
Human Resources Handbook SUAGM 34
Human Resources Handbook SUAGM 35
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
Human Resources Handbook SUAGM 36
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
Human Resources Handbook SUAGM 37
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.
Human Resources Handbook SUAGM 38
Human Resources Handbook SUAGM 39
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
Human Resources Handbook SUAGM 40
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
Human Resources Handbook SUAGM 41
Human Resources Handbook SUAGM 42
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
Human Resources Handbook SUAGM 43
Human Resources Handbook SUAGM 44
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
Human Resources Handbook SUAGM 45
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
Human Resources Handbook SUAGM 46
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
Human Resources Handbook SUAGM 47
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.
Human Resources Handbook SUAGM 48
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
Human Resources Handbook SUAGM 49
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
Human Resources Handbook SUAGM 50
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
Human Resources Handbook SUAGM 51
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
Human Resources Handbook SUAGM 52
Human Resources Handbook SUAGM 53
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
Human Resources Handbook SUAGM 54
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
Human Resources Handbook SUAGM 55
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
Human Resources Handbook SUAGM 56
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
Human Resources Handbook SUAGM 57
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
Human Resources Handbook SUAGM 58
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
Human Resources Handbook SUAGM 59
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
Human Resources Handbook SUAGM 60
Human Resources Handbook SUAGM 61
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
Human Resources Handbook SUAGM 62
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
Human Resources Handbook SUAGM 63
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
Human Resources Handbook SUAGM 64
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
Human Resources Handbook SUAGM 65
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
Human Resources Handbook SUAGM 66
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.
Human Resources Handbook SUAGM 67
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.
Human Resources Handbook SUAGM 68
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
Human Resources Handbook SUAGM 69
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
Human Resources Handbook SUAGM 70
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.
Human Resources Handbook SUAGM 71
Top Related