UTMB Management Responsibilities Handbook
Human Resources
Accountability
In the area of human resources, the department head is responsible
for:
• Fostering a departmental environment that respects important
legal and ethical guidelines, including non-discrimination
and affirmative action, as well as compliance with personnel policies.
• Supporting individuals with specific, delegated responsibilities
by clearly delineating roles in the department, and
appropriately responding to compliance issues that are brought to the
department head’s attention.
Department Head Responsibilities
In departments that have a department administrator, the department
head may delegate specific duties to that individual. In delegating
responsibilities to employees, it is essential that the employee clearly
understands the responsibilities delegated; will abide by the policies
and procedures governing the assignment; and understands the administrative
structure that provides advice and has jurisdiction in the assigned
area. While the following list is not all-inclusive, it represents the
more significant human resources responsibilities which may be delegated
by the department head:
• Assign responsibilities clearly and effectively by maintaining
up-to-date job descriptions.
• Provide on-going coaching and feedback for employees related
to job performance and role expectations.
• Maintain up-to-date performance evaluations for all employees.
• Coordinate the resolution of human resources issues and potential
problems, especially in the areas of affirmative action
and non-discrimination, in hiring or promotion, discipline, classification
and pay, workers’ compensation, benefit and claims, and management
of employees with disabling conditions.
• Maintain appropriate documentation to support and substantiate
personnel actions taken in the department, particularly
in the areas of applicant selection (and rejection), performance evaluation,
classification and pay, salary increases, job assignments and hours
worked and paid.
• Maintain a safe workplace by ensuring compliance with all policies
related to security and security clearance.
While the following examples are not all-inclusive, they do serve to
illustrate precautions to be taken in situations that may cause problems.
• Immediately involve the appropriate Human Resources unit and
the Office of Equal Opportunity and Diversity when
any complaint, suit or grievance is filed by an applicant or employee.
• All new employees must complete all required employee file documents
within the first three days of employment and complete
New Employee Orientation at the first opportunity after
hire.
• Managers must monitor to ensure that employees complete required
online training.
• Immediately involve Legal Affairs if a law suit is received
by an employee involving UTMB.
• The classification level of an administrative and professional
(A&P) or classified position can be established
only by the Human Resources Department.
• Employees’ hours worked and paid must be accurately documented
and reported through the official payroll system,
and must comply with pay policies governing the classification. No
action may be taken or leave hours granted based on any system other
than the official UTMB payroll and time and attendance
system.
• The Employee’s Claim for Workers’ Compensation Benefits
form should be submitted to the Employee Injury Management
office by the supervisor within 24 hours of the supervisor’s
notification that an employee has sustained work-related illness or
injury.
• Consultation with Employee Injury Management-must occur before
any temporary job modification is provided by any
UTMB department. The Office of Equal Opportunity and Diversity
must be consulted before any permanent job accommodation is provided
by any UTMB department.
• Consultation must occur with Human Resources before any of the
following actions are taken:
•
dual employment
•
transfer/promotion during probation
•
employment of near relatives
•
any discipline, suspension, or separation of an employee
•
denial of FMLA benefit.
• Departments do not have the authority to grant time off to
employees other than through the regular vacation,
sick, or leave policies of the University.
• Non-exempt employees must not be allowed to work more than 40
hours per week without receiving overtime pay; overtime
must be pre-approved by the employee’s supervisor as per
University policy.
• Departments must follow the recruitment and selection process
outlined by Human Resources for filing all classified
vacancies. A&P and faculty vacancies must be filled using the
process outlined by the Office of Equal Opportunity and Diversity
• Departments must never promise to offer a job to any applicant
(explicitly or implicitly) without securing appropriate
approval from University Administration and approval of the selection
packet by Human Resources.
The divisions of Human Resources that provide expertise and assistance
in these areas are Employee Relations, Employee Injury Management, Recruitment
and Consulting Services.
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