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Guiding Excellence: Empowering our Employees

Table of Contents



The University of Wisconsin-Eau Claire (UW-Eau Claire) Employee Handbook has been prepared to assist you in finding the answers to questions that you may have regarding your employment with UW-Eau Claire. It is recommended that all new and existing employees read and understand the contents of this handbook.

We do not expect this handbook to answer all your questions. Your supervisor and the Department of Human Resources should also be a major source of information on specific procedures.

This handbook or any other verbal or written communication by a management representative should not be considered an agreement, contract of employment, express or implied, or a promise of treatment in any particular manner in any given situation. Many matters covered by this handbook, such as benefit plan descriptions, are also described in separate UW-Eau Claire and University of Wisconsin (UW) System documents.

This handbook states only general UW-Eau Claire guidelines. UW-Eau Claire may, at any time, in its sole discretion, modify anything stated in this handbook, with or without notice. This handbook is subject to the terms of any applicable collective bargaining agreement. This handbook supersedes all prior handbooks. This handbook is not meant to replace UW System or UW-Eau Claire policy.  Where conflict exists between this handbook and written UW System or UW-Eau Claire policy, the policy shall govern.

UW-Eau Claire policy and practice directive related information can be accessed here.

Structure of this handbook

While most of the topics in this handbook impact all employees, we recognize that certain subjects may be specific to a certain employee type or that the information contained in the chapter might be slightly different based on employee type. If no designation of employee type is made, the information applies to all employees. Employee types are defined in Section C. For this document, “supervisor” refers to any employee who is responsible for the oversight and management of another employee.  This can usually be ascertained if the supervisor is required to complete the annual performance evaluations. This may include limited, faculty, academic staff, adjunct and university staff.

Getting more information

Between UW-Eau Claire and UW System, employees receive a lot of communication on many important topics. It is easy to miss an email. UW-Eau Claire Human Resources has provided you a central point to review all UW-Eau Claire and UW System employment, payroll, benefit, and employment policy-related information at the UW-Eau Claire Human Resources website.

Section A: About UW-Eau Claire

A-1: Welcome

Whether you are joining us as a new employee or have been at UW-Eau Claire for some time, we hope you will enjoy your work here and we are glad to have you with us. Your role at UW-Eau Claire is critical to the success of our students and the mission of the university.

A-2: Mission Statements
UW System Mission

The mission of the System is to develop human resources, to discover and disseminate knowledge, to extend knowledge and its application beyond the boundaries of its campuses, and to serve and stimulate society by developing in students heightened intellectual, cultural, and humane sensitivities; scientific, professional, and technological expertise; and a sense of value and purpose. Inherent in this mission are methods of instruction, research, extended education, and public service designed to educate people and improve the human condition. Basic to every purpose of the System is the search for truth.

UW-Eau Claire Mission

We foster in one another creativity, critical insight, empathy, and intellectual courage, the hallmarks of a transformative liberal education and the foundation for active citizenship and lifelong inquiry.

A-3: UW-Eau Claire History and Other Pertinent Facts

UW-Eau Claire was founded in 1916 as the Eau Claire Normal School. In 1927 the name changed to Eau Claire State Teachers College with authorization to offer four years of higher education and to grant the degree of Bachelor of Education. Today, it is one of the 13 four-year campuses in the University of Wisconsin System. UW-Eau Claire now offers over 200 undergraduate and graduate degree programs.

UW-Eau Claire has an enrollment of approximately 9,400 undergraduates between the Eau Claire and Barron County campuses and approximately 700 graduate students in Eau Claire and employs approximately 1,300 faculty and staff between the two campuses.

Among its many recognitions, UW-Eau Claire has been recognized by U.S. News & World Report as one of the best regional universities and the most innovative. UW-Eau Claire is also rated the top in Wisconsin for LGBTQ support. UW-Eau Claire is on the Fulbright top producer list among all public and private universities that offer master’s degrees.

UW-Eau Claire is an athletics Division III university with over 700 student athletes, 166 conference championships and 15 national titles.

A-4: UW-Eau Claire Strategic Plan

Our Bold Vision – National Distinction

  • Distinction in health and human wellbeing
  • Leadership in equity, diversity, and inclusion
  • Integrated undergraduate research and creative activity in all disciplines

Our Collective Action – Meet our Goals

  • Achieve our Guidepost Goals
  • Grow enrollment to 10,200
  • Invest in faculty and staff

Our Enduring Commitment – Support our Strengths

  • An exemplary education
  • Nationally distinctive partnerships
  • Sustainable campuses

Additional information

Section B: Diversity

B-1: Affirmative Action/Equal Opportunity

The University of Wisconsin-Eau Claire is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, ethnicity, color, creed, religion, sex, gender identity or expression, marital status, age, ancestry, disability, veteran status, national origin, sexual orientation, arrest record or other protected status. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, training, compensation, benefits, employee activities and general treatment during employment.

Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to bring these issues to the attention of the Affirmative Action/Equity Officer. UW-Eau Claire will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. To ensure our workplace is free of artificial barriers, violation of this policy will lead to disciplinary action, up to and including discharge. Additional information

B-2: Veterans

Executive Order #137 announced the Wisconsin Veteran Employment Initiative, a statewide program aimed at increasing the number of veterans and veterans with a service-connected disability rating that are employed in state government.

In accordance with Executive Order #137, UW-Eau Claire has prepared and implemented a plan of action to employ veterans and veterans with a service-connected disability rating. It is the policy of UW-Eau Claire to practice nondiscrimination and take affirmative action in employment with respect to covered veterans. UW-Eau Claire is committed to making good faith efforts to employ qualified covered veterans. Additional information

B-3: Consensual relationships

Romantic and/or sexual relationships between faculty or other staff and students, or between supervisors and subordinates, are a concern of UW-Eau Claire in cases where conflict of interest or abuse of power exists. Consensual romantic and/or sexual relationships where a definite power differential between the parties exist may constitute sexual harassment if the effect of such a relationship interferes with an individual’s academic or professional performance or if it creates an intimidating environment upon its termination. Thus, it is in the interest of UW-Eau Claire to provide clear direction and educational opportunities to the university community about the potential risks associated with consensual romantic and/or sexual relationships where a definite power differential between the parties exists. Additional information

B-4: Sexual harassment

It is the policy of the University of Wisconsin-Eau Claire, consistent with its efforts to foster an environment of respect for the dignity and worth of all students and employees of the university, that sexual harassment of students and employees of the university is unacceptable and impermissible conduct that will not be tolerated. Sexual harassment is a form of sex discrimination. It occurs in a variety of situations that share a common element: the inappropriate introduction of sexual activities or comments into the work or learning situation.

Often, sexual harassment involves relationships of unequal power and contains elements of coercion—as when compliance with requests for sexual favors becomes a criterion for granting work, study, or grading benefits. However, sexual harassment may also involve relationships among equals, as when repeated sexual advances or demeaning verbal behavior have a harmful effect on a person’s ability to study or work in the academic setting. Additional information

B-5: Discrimination, harassment, retaliation

The University of Wisconsin-Eau Claire is committed to providing an educational, program, activity, and workplace environment that is inclusive and free of discrimination, discriminatory harassment (including sexual harassment), sexual misconduct, and retaliation, and to the prompt and equitable investigation and resolution of all complaints thereof. In the application of this policy, due consideration will be given to the protection of individual rights to freedom of speech and expression. Additional information

B-6: Inclusive language at UW-Eau Claire

UW-Eau Claire values diversity among our faculty, staff, and students and actively supports the use of inclusive language in which the diverse experiences of students, faculty, and staff are represented and valued with equal respect in relation to socioeconomic status, gender, racial background, sexual orientation, and ethnic background. Additional information

B-7: Americans with Disabilities Act (ADA)

In accordance with the Americans with Disabilities Act (ADA), UW-Eau Claire will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you need assistance to perform your job duties because of a physical or mental condition, please contact the Department of Human Resources. Additional information

B-8: Display of religious holiday symbols on campus

During the holiday season, employees may have questions and concerns about the permissibility of displaying religious holiday symbols on campus. To address these concerns, UW System general counsel has prepared some guidance on the topic. UW-Eau Claire encourages its employees to review this guidance and to be responsible and respectful of others during the holiday season. Additional information

Section C: Employment

C-1: Employment Categories

The Faculty, Academic Staff, and Limited (FASLI) employee category is comprised of faculty, academic staff, and administrators. FASLI employees in the UW System are exempt from the Fair Labor Standards Act (FLSA). For purpose of the document, FASLI employees will identify all titles indicated below:


The Faculty employee category within the University Personnel System is limited to persons who hold one of the following ranks in an academic department or its equivalent in a University of Wisconsin institution:

  • Professor
  • Associate Professor
  • Assistant Professor
  • Instructor

There are two types of faculty appointments:

  • Probationary: an appointment by the Board of Regents upon the affirmative recommendation of the appropriate academic department, or its functional equivalent, and the chancellor of an institution and held by a faculty member during the period which may precede a decision on a tenure appointment.
  • Tenure: an appointment for an unlimited period granted to a ranked faculty member by the Board of Regents upon the affirmative recommendation of the appropriate academic department, or its functional equivalent, and the chancellor of an institution via the president of the University of Wisconsin System.

A probationary faculty appointment is the appointment status held by a faculty member before a decision on tenure is made. A probationary appointment is limited to seven years for a full-time faculty position, although this period may be extended for certain reasons, such as an approved leave of absence.

Academic Staff

The Academic Staff employee category is comprised of employees in non-faculty positions which are unique to higher education. These positions are either fixed term renewable or fixed term with a defined end date.

  • Non-instructional academic staff is a term used to identify academic staff positions that do not have primary responsibility for providing credit instruction and training to students in an academic discipline.
  • Instructional academic staff (IAS) describes positions with primary responsibility to provide for-credit instruction and training to students in an academic discipline.
Limited Appointee

The Limited Appointee employee category within the University Personnel System is comprised of employees who “serve at the pleasure of the authorized official who made the appointment.” Positions assigned to this category include President, Provost, Vice President, Associate Vice President, Assistant Vice President, Chancellor, Vice Chancellor, Associate Chancellor, Assistant Chancellor, Associate Vice Chancellor, Deans, Associate Deans, Chairs, Directors and Athletics.

University Staff

University Staff positions are varied, and duties include administrative support, information technology, accounting, engineering, custodial, and crafts workers. There is a six-month probationary period for University Staff positions.

Exempt Employees

Exempt Employees do not receive overtime pay or qualify for minimum wage. Exempt employees are paid a salary rather than by the hour.

Non-exempt Employees

Non-exempt Employees are entitled to certain protections under the Fair Labor Standards Act, a federal law that sets minimum wage and overtime requirements.  Non-exempt employees are paid hourly and can be paid overtime.

Student Assistant

The Student Assistant employee category within the University Personnel System is comprised of:

  • Graduate students who:
    • hold a fellowship, scholarship, or traineeship;
    • hold an appointment which is intended primarily to further the education and training of the student;
    • are employed to assist with research, training, or other academic programs or projects;
    • and/or have been assigned teaching responsibilities in an instructional department under the supervision of a faculty member.
  • Undergraduate students when:
    • no qualified graduate student is available to perform a function that would normally be assigned to graduate Student Assistants
    • and/or the terms of a supporting grant or contract preclude the use of other normally appropriate titles.
  • Student Help provides part-time and/or temporary administrative, clerical, laborer, technical, or other general support to administrators, faculty, and staff of the institution.
C-2: Hours of operation

Official office hours at UW-Eau Claire are 7:45 a.m. to 4:30 p.m., Monday through Friday, though an individual’s working hours and workdays may vary depending on department requirements and the nature of the position. Each employee will be assigned a specific work schedule and will be expected to begin and end work accordingly. To accommodate business needs, individual work schedules may be changed on either a short-term or long-term basis. Additional information

C-3: Criminal background check

Employment at UW-Eau Claire will require a criminal background check. A pending criminal charge or conviction will not necessarily disqualify an applicant. In compliance with the Wisconsin Fair Employment Act, the university does not discriminate based on arrest or conviction record. Additional information

C-4: Authorization to work/I-9

Employment is contingent upon verification of identity and work authorization as required by the Immigration Reform and Control Act of 1986. New employees are required to complete the Employment Eligibility Verification (I-9) form on or before their first day of employment. Federal law prohibits UW-Eau Claire from employing an individual who has not provided documentation for verification within three days of employment in person.

C-5: Employment for foreign nationals

The UW-Eau Claire sponsors foreign nationals in tenure-track faculty positions for their employment-based work authorization visa (H-1B) and employment-based immigrant petition (I-140/permanent residency). Additional information or contact UW-Eau Claire Human Resources.

C-6: Wisconsin public records notice law

Wisconsin’s Public Records Law is a tool for people to access information about the state government and the official actions of its representatives.  UW-Eau Claire has designated a Custodian of Public Records to meet its obligations under Wisconsin Public Records Law (Wisconsin Statutes § 19.31-19.39). Requests to inspect records or receive copies of public records should be made directly to the Records Custodian. UW-Eau Claire will provide public records resources and regular training for all employees and members of all boards, councils, and commissions attached to this agency in compliance with EO #189. Additional information

C-7: Personnel files and records

All employee personnel files are officially maintained in the Office of Human Resources. Documents in personnel files include but are not limited to: resumes/vitae; official transcripts (provided by issuing institution); copies of benefit forms; payroll-related forms; letters addressing appointment, salary adjustments, title changes, and promotion/tenure; position descriptions; probationary reports; performance evaluations; letters of reprimand; employee development and training documentation; and select training records.

An employee or their supervisor may review their personnel file by scheduling an appointment with Human Resources. Additional information

C-8: Nepotism

Nepotism is favoritism shown or patronage granted by employees to relatives or close friends. In selecting persons for employment, the applicant best qualified and available to perform in the position should receive the offer of employment. No restriction is placed on hiring related persons or close friends. A person so related at any point in time must not participate either formally or informally in decisions to hire, retain, grant tenure, promote, or determine the salary of the other person. Additional information

C-9: Rehired annuitant policy

A Rehired Annuitant is any previous employee who:

  • Is receiving a monthly Wisconsin Retirement System (WRS) annuity; and
  • Had a valid termination of employment; and
  • Served the minimum requirement break in employment between retirement and returning to work for a WRS-covered employer; and
  • Now works for an employer covered by the WRS

Rehired annuitants must meet the required seventy-five (75) day minimum break in employment. This means the length of the separation of employment needed before a WRS annuitant may return to WRS-eligible employment.

A Rehired Annuitant may not volunteer for a compensable position prior to the required 75-day minimum break in employment.

A minimum break in employment is required under Wis. Stat. §§ 40.23 (1) (a) 1 and 40.26 (5) and is defined in Wis. Admin. Code § ETF 10.08 (2) (c).

C-10: Alternative work schedules

UW-Eau Claire is open to exploring alternative work schedules that could include flexible time, non-standard workweek employment, part-time employment, job sharing, telecommuting, or other schedules. Requests for alternative work schedules, including telecommuting, should initially be discussed with the employee’s immediate supervisor. Any approval of an alternative work schedule should be conveyed to the Office of Human Resources. Additional information

C-11: Parking on campus

UW-Eau Claire Parking and Transportation Services makes every effort to provide a variety of parking options to everyone. Permits are required for all visitors, students, faculty, and staff. Additional information

C-12: Identification card

The Blugold ID Card is UW-Eau Claire’s official identification card. This card can be obtained and replaced at Blugold Card Services. Additional information

C-13: Family Educational Rights and Privacy Act (FERPA)

In compliance with the guidelines incorporated in the Family Educational Rights and Privacy Act, 1974 – (FERPA) and Wisconsin Department of Public Instruction (DPI), you are required to take every precaution to protect the integrity of our student records. An educational record is any academic record maintained by the University which is directly related to the student. Additional information

Section D: Workplace Safety

D-1: Worker’s compensation & accident/injury reporting

An employee who is injured at work or while performing a service incidental to their employment is entitled to worker’s compensation benefits. This allows for the payment of medical expenses. It also allows for the payment of lost wages based on two-thirds of the employee’s wages up to a weekly maximum.

All accidents (whether or not medical attention is necessary) must be immediately reported to the employee’s supervisor. It is the responsibility of the immediate supervisor to investigate all workers’ compensation injuries or illnesses and report these to the Department of Risk Management, Safety and Sustainability within 24 hours of an accident by obtaining and completing the required documentation. Further investigation may be made by the Worker’s Compensation Coordinator or the Environmental Health and Safety unit. Risk Management will follow up with Human Resources if Family and Medical Leave Act (FMLA) or other leave is required. Additional information

D-2: Drug free workplace

In accordance with the Federal Drug-Free Workplace Act, Wisconsin Administrative Code, and Wisconsin Statutes, UW-Eau Claire fosters a drug-free, healthful, and safe work environment for all. This applies to all students, employees, and other individuals who perform work for UW-Eau Claire. The unlawful or unauthorized use, abuse, solicitation, theft, possession, transfer, purchase, sale or distribution of controlled substances, drug paraphernalia, or alcohol by an individual anywhere on UW-Eau Claire premises, while on UW-Eau Claire business (whether or not on UW-Eau Claire premises), or while representing the UW-Eau Claire, is strictly prohibited. Employees and other individuals who work for UW-Eau Claire also are prohibited from reporting to work or working while they are using or under the influence of alcohol or any unlawful controlled substances.

UW-Eau Claire maintains a policy of non-discrimination and will endeavor to make reasonable accommodations to assist individuals recovering from substance and alcohol dependencies, and those who have a medical history which reflects treatment for substance abuse conditions. We encourage employees to seek assistance before their substance abuse or alcohol misuse renders them unable to perform the essential functions of their jobs or jeopardizes the health and safety of any UW-Eau Claire employee, including themselves. Additional information

D-3: Smoke free buildings

Wisconsin statutes and UW System policies prohibit smoking inside campus buildings and within 25 feet of campus residence halls. Additional information

D-4: Clery Act

In compliance with the Clery Act, the UW-Eau Claire Police department discloses required information about security and crime on and around the UW-Eau Claire campus. UW-Eau Claire Police provides this information in the UW-Eau Claire annual security report and policy statement which is available on their webpage. Additional information

D-5: Workplace violence

The University of Wisconsin-Eau Claire is committed to an environment which is safe and free from physical assault, threats, and harassing behaviors for its students, faculty, staff, and visitors. All reports of possible workplace violence will be taken seriously by members of the campus community. The emphasis on campus will be proactive. The goals are education and training, early detection and intervention, and fair and expedient resolution. This policy is the result of cooperative efforts of the campus community including administrators, faculty, staff, and students. Additional information

D-6: Concealed carry weapons ban

Wisconsin administrative code prohibits firearms and dangerous weapons in all university buildings including outdoor facilities and permits police to confiscate and remove dangerous weapons from university property. There is no exception to this ban for persons who hold a permit to carry a concealed firearm. Additional information Additional information

D-7: Mandatory reporting requirement for child abuse and neglect (E.O. 54)

Executive Order #54, issued by the Governor of Wisconsin in 2011, requires all UW System employees to report child abuse and neglect if, in the course of employment, a UW System employee observes or learns of such an incident. Additional information

D-8: Minors in the workplace

Maintaining the safety and health of UW-Eau Claire employees, students, guests, and visitors relies upon the control of hazardous conditions and prevention of unsafe behaviors. When the visitors are minors (under 18 years old), diligence to guard against unsafe conditions and unpredictable behaviors must be heightened.

The workplace is typically not an appropriate place for children of employees. However, UW-Eau Claire recognizes that employees may occasionally want to bring children to the workplace for brief visits, specific campus events, situational convenience, or family emergencies. Additional information

D-9: Emergency response and preparedness plan

All employees are responsible for taking precautions to assure their safety by familiarizing themselves with UW-Eau Claire’s emergency response and preparedness plan. The UW-Eau Claire Police department has detailed procedures for specific types of emergencies located on their web page. Emergencies that may be life threatening should be reported immediately to 911.

Other emergencies should be reported to the UW-Eau Claire Police department, (715) 839-4972 or the Department of Risk Management, Safety and Sustainability, Additional information

D-10: Inclement weather and emergency conditions

UW-Eau Claire has an inclement weather plan that provides guidance to the campus community when conditions make travel to and from campus treacherous or other events that cause serious safety concerns.

Additionally, the UW-Eau Claire inclement weather policy provides employees specific guidelines to follow if the campus has a need to implement the inclement weather plan. Additional information

D-11: Operation of vehicles

All employees authorized to drive UW-Eau Claire owned, leased, or rented vehicles or personal vehicles in conducting university business must possess a valid driver’s license and have a completed and approved driver authorization form on file with UW-Eau Claire Risk Management. Any change in license status or driving record must be reported to the employee’s immediate supervisor immediately.

Employees that use state-owned, leased, or rental passenger vans (those that are capable of carrying 12 or more passengers) must complete a hands-on driving assessment or comparable driver training program in compliance with UW-Eau Claire policy. Additional information

D-12: Pets on Campus (UWS 18.08)

The presence of dogs, cats, and other pets is always prohibited in all university buildings except as authorized by the Vice Chancellor of Finance & Administration. The presence of dogs, cats and other pets is prohibited on all university lands unless the animal is on a leash which is physically controlled by the individual responsible for the animal. This section does not apply to police and service animals when those animals are working. Additional information

Section E: Workplace Expectations

E-1: Code of Ethics

All UW System employees are required to comply with the code of ethics applicable to their employment type. These codes are designed to prevent conflicts between an employee’s private interests and public responsibilities. The Code of Ethics protects your rights. Violation of any provision under the Code of Ethics could result in disciplinary action, up to and including termination.

Additional information

E-2: Outside activity reporting

Faculty, academic staff, and limited appointees are free to engage in outside activities, whether or not such activities are remunerative or related to staff members’ fields of academic interest or specialization. However, no member of these staff may engage in an outside activity if it conflicts with his or her public responsibilities to the UW System or UW-Eau Claire. Faculty, academic staff, and limited appointees are required to report annually whether they engaged in outside activities. Additional information

E-3: Attendance and tardiness

Each UW-Eau Claire department/unit is responsible for establishing procedures regarding notification of tardiness and absences. In the absence of such a procedure, employees are expected to notify their direct supervisor as early as possible, but no later than the start of the workday, of any unplanned tardiness or absence. Excessive tardiness, excessive absenteeism, or failure to report tardiness or absence could result in disciplinary action.

E-4: Work breaks and meal breaks

Hourly (non-exempt) employees may be allowed up to a 15-minute work break during the first half of the workday and another 15-minute work break during the second half of the workday. Work breaks are a privilege granted at the discretion of the supervisor, but should not be unreasonably denied.

Work breaks cannot be accumulated or used to compensate for late arrival, early departure from work, or to extend the meal break. Work breaks are not recorded on the timesheet.

The time taken for a meal break is not counted as hours worked and hourly employees should leave their work area during meal breaks. The time scheduled for meal breaks may vary depending on the needs of the work unit and the established work schedule. For example, employees who work from 7:45 a.m. to 4:30 p.m. are permitted 45 minutes for lunch. Meal breaks are recorded on the timesheet.

E-5: Employee dress and personal appearance

UW-Eau Claire encourages employees to dress in a way that is comfortable to them while maintaining an appropriate and professional appearance. Any concerns will be addressed by the immediate supervisor. Some employees may be required to wear uniforms or safety equipment/clothing.

E-6: Use of communication and computer systems
Regent Policy Document 25-3, Acceptable Use of Information Technology Resources

The policy addresses topics such as Acceptable and Unacceptable Uses of Information Technology Resources, Privacy and Security, Other Limitations on Use of Information Technology Resources, Failure to Comply with Information Technology Resource Policies, and Oversight, Roles, and Responsibilities. Additional information

UW System Administrative Policy 1032, Information Security: Awareness

The purpose of this policy is to ensure that all individuals and organizations who access UW System information technology assets are exposed to information security awareness materials and have a level of understanding commensurate with their role within the UW System. Additional information

E-7: Political activity

Employees’ political activities are restricted by UW System Regent Policy and state law in three significant ways:

  • Employees may not engage in political campaign activities during work time.
  • State resources will not be used to engage in political activities at any time (e.g. supplies, equipment, email, telephones, and facilities).
  • Employees may not solicit contributions or services for a political purpose from other university employees while engaged in official duties.

Additional information

E-8: Open meetings law

Wisconsin’s open meetings law requires most government bodies to conduct official business in open meetings and to post in advance public notices of the meetings. Additional information

E-9: Campus activities participation

Employees are encouraged to participate in campus activities. Participation in such activities during work hours requires supervisor approval. Additional information

E-10: Commencement and reception

Participation in commencement activities by faculty and academic staff is strongly encouraged because of the dignity and the impressiveness which their presence and participation in the academic procession add to the occasions. To ensure an adequate representation of faculty members at the two commencements, the following policy has been implemented: faculty members are expected to attend one of the two academic year ceremonies. Requests for an excused absence are to be addressed to the appropriate dean.

The reception for graduates and their families is an important event for those honored and the occasion is enhanced by the presence of faculty and academic staff. Attendance is encouraged. Additional information

E-11: Publicity and statements to the media

All media inquiries regarding UW-Eau Claire and its operations must be referred to the Director of Communications in Integrated Marketing and Communications. Additional information

Section F: Leave Time and Reporting

F-1: Vacation/annual leave

Eligible employees are granted vacation at time of hire and are prorated for the year based on start date.

Once vacation is granted, it may be used before it is earned for that annual period. Based on your employment category, you may earn vacation on a calendar year basis (01/01-12/31) or fiscal year basis (07/01-06/30). Vacation may be used from the first day of employment and like all other paid leave, must be approved by your supervisor. Additional information

F-2: Leave banking

When certain eligibility requirements are met, employees can bank (save) unused vacation for use later. Note: Crafts workers are not eligible to bank unused vacation. Banked leave does not expire and accumulates from year to year without limit. Banked leave can be used like any other paid leave. Use of banked leave, like all other paid leave, must be approved by your supervisor.

For part-time employees, the amount of leave that can be banked is pro-rated based on the employee’s appointment percentage or FTE. Additional information

F-3: Personal holiday

Eligible employees are granted 36 hours (4.5 days) of personal holiday hours per year (pro-rated if part-time).

Eligible employees are granted personal holiday hours at the time of hire and again at the start of the calendar year for university staff and the start of the fiscal year (July 1st) for faculty, academic staff, and limited appointees.

Once personal holiday hours have been granted, they may be used from the first day of employment and, like other paid leave, must be approved by your supervisor. Additional information

F-4: Legal holidays

The UW System grants nine days of paid legal holidays per year to eligible employees. Full-time employees earn eight hours of leave for each legal holiday. Part-time employees earn a prorated amount based on hours worked during the pay period that includes the legal holiday.

  • New Year’s Day (January 1)
  • Martin Luther King Jr. Day (Third Monday of January)
  • Memorial Day (Last Monday in May)
  • Independence Day (July 4)
  • Labor Day (First Monday in September)
  • Thanksgiving (Fourth Thursday in November)
  • Christmas Eve (December 24)
  • Christmas Day (December 25)
  • New Year’s Eve (December 31)

When a legal holiday falls on a Saturday, the employee is granted eight hours of floating legal holiday (prorated, if part-time).

When a legal holiday falls on a Sunday, the legal holiday is observed on the Monday following the legal holiday and the campus is closed.

Due to varying business needs throughout the UW System, some employees may be required to work on a legal holiday. Employees required to work on a legal holiday, or if the legal holiday is on an employee’s regularly schedule day off, they will be granted floating legal holiday.

Floating legal holidays can be used like any other paid leave and must be used by the end of the year in which it was earned (calendar or fiscal year). Additional information

F-5: Sick leave

Eligible employees earn sick leave according to the schedule below. Sick leaves accumulate from year to year. Sick leave can be used for the following reasons:

  • A medical, dental, vision appointment for you or a family member;
  • Your own illness or injury;
  • For temporary care of a family member with an illness or injury;
  • After the death of a family member; or
  • The federal or Wisconsin Family and Medical Leave Act (FMLA) may allow use of sick leave for purposes other than those listed above.

If you miss work due to an absence of more than five (5) working days, you must provide a written physician certification (does not apply if on approved FMLA leave). Additional information

F-6: Leave Usage upon the Death of a Family Member

Employees may use up to three days of sick leave after the death of an immediate family member. An additional four days of sick leave may be used for travel time related to a funeral or other circumstances. Institutions can approve reasonable requests for additional time off or use of additional sick leave on a case-by-case basis. Employees may also choose to use other paid leave (e.g. vacation or personal holiday) instead of sick leave.

Immediate family member includes all the following:

  • Employee’s legal spouse;
  • Employee’s domestic partner;
  • Children of the employee or of the employee’s spouse or domestic partner (biological, adopted, step or foster child, or legal ward);
  • Grandchildren of the employee or of the employee’s spouse or domestic partner;
  • Parents of the employee or of the employee’s spouse or domestic partner (biological, adoptive, stepparent, foster parent, or legal guardian;
  • Grandparents of the employee or of the employee’s spouse or domestic partner;
  • Brothers and sisters of the employee or of the employee’s spouse or domestic partner and the spouse or domestic partner of the brothers and sisters;
  • Aunts and uncles of the employee or of the employee’s spouse or domestic partner;
  • Sons-in-law or daughters-in–law (including domestic partner of the son or daughter) of the employee or of the employee’s spouse or domestic partner; or
  • Other relatives of the employee or the employee’s spouse or domestic partner who reside in the same household as the employee.

Additional information

F-7: Leave of absence

If you need to be away from work for a time, you may be eligible for paid or unpaid leave of absence.

F-8: Paid Leave of Absence

If you use paid time off during your leave of absence, your benefits are not affected by a leave of absence.

F-9: Unpaid Leave of Absence

During an unpaid leave of absence, you generally have two options:

  • Continue coverage during the leave either by paying your share of premiums through payroll before your leave starts or through personal payment to the UW System during your leave (not an option for FSA or HSA). The employer contribution towards any applicable premium will resume for the coverage month on or after you return to work; or
  • Let the coverage lapse. If you let coverage lapse by not paying the premium while on leave, you have 30 days (about 4 and a half weeks) from your return to work to submit applications to re-enroll.
F-10: Family and Medical Leave Act (FMLA and WI FMLA)

The Federal Family and Medical Leave Act (FMLA) and the Wisconsin Family and Medical Leave Act (WFMLA) provide you with the right to take job-protected leave with continued medical benefits when you need time off from work to care for yourself or a family member who is seriously ill, to care for a newborn or newly adopted child, or to attend to the affairs of a family member who is called to active duty in the military.

You may be eligible for more generous leave provisions. Leave taken for FMLA-eligible reasons must run concurrently under FMLA, WFMLA, and other leave provisions available. The leave available under the various provisions is exhausted simultaneously. Additional information

F-11: Catastrophic leave

The Catastrophic Leave Program allows the continuation of salary and benefits for an eligible employee who has a catastrophic need and has exhausted all paid leave. It allows employees to donate earned paid leave credits (except for sick leave or compensatory time) to employees who have a catastrophic need at their own or at a different UW System institution. Additional information

F-12: Bone marrow and human organ donation

Faculty, academic staff, limited appointees, and university staff that earn sick leave, who request to serve as a bone marrow or a human organ donor, are eligible for a paid leave of absence. During the paid leave of absence, employees are not required to use any paid leave. Paid time off includes:

  • Bone marrow donation – up to five (5) workdays off with pay
  • Human organ donation – up to thirty (30) workdays off with pay

If additional time off is needed, employees may either use paid leave or take an unpaid leave of absence. Additional time off is subject to institution approval. Additional information

F-13: Military leave

UW-Eau Claire employees who meet certain requirements are eligible for military leave benefits through the State of Wisconsin. There are two different military leave benefits – an annual 30-day military leave benefit if an employee is in the reserves and a four-year benefit if the employee is called to active duty from the reserves. Additional information

F-14: Time off to vote

All employees who earn sick leave are entitled to up to three (3) hours of leave with pay to vote during the employee’s regular working hours, if the employee is unable to vote during non-working hours.

All UW-Eau Claire employees are entitled to leave to vote during the employee’s regular working hours, but only those who earn sick leave are eligible for a leave with pay to vote. Additional information

F-15: Jury duty

All employees who earn sick leave are entitled to leave with pay when summoned for grand or petit jury duty. While on jury duty you will receive your regular salary in addition to juror pay. When not impaneled for actual service and only on call, the employee should report back to work unless authorized by the institution to be absent. Additional information

F-16: Election official time off on Election Day

Employees who serve as an election official for public elections under the authority of the municipal clerk may serve without loss of pay for scheduled work hours on Election Day, provided they request leave at least seven days prior to the election. The employee may elect to receive their UW pay or the pay received as an election official. If state pay is elected, the pay earned as an election official will be deducted from the UW pay. If an employee uses paid leave (e.g., vacation or personal holiday) on Election Day, pay earned as an election official will not be deducted from the UW pay. Additional information

F-17: Hostage leave

If an employee suffers an injury (e.g., physical or psychological) as a result of being taken hostage, the employee may be eligible for a leave with pay for up to 45 calendar days from the date of the conclusion of the hostage event. Additional information

Section G: Payroll Information

G-1: Pay information/direct deposit

All employees are paid bi-weekly (every other Thursday).

All employees have access to their earnings, tax, leave, and benefits statements through the MyUW Portal. Earnings statements are available on the pay date and will remain on the portal for twenty-four (24) months. For help with accessing your earnings statements in the MyUW Portal review the Earnings Statement Help webpage.

 If the normal payday falls on a recognized holiday, paychecks will be distributed according to the published payroll calendar.

UW-Eau Claire distributes pay using an electronic direct deposit program. Direct deposit is required of all employees.

Earnings statements, located on the MyUW Portal, are the record of earnings and deductions. Employees are expected to examine the statement carefully to ensure the proper earnings and deductions have been made. Any errors should be reported to the Department of Human Resources immediately.

G-2: Leave reports/time reports

Employees are expected to accurately record their absences from work utilizing the leave balances available to them, according to their employee type (exempt or non-exempt).

Faculty, academic staff, and limited appointees must complete monthly leave reports found on My UW System portal. Less than full-time employees must report actual hours absent.

Full-time employees must report leave in half-day and full-day increments. If an employee typically works an eight-hour day, they need to report leave time based on the time used:

  • Less than 2 hours: 0 hours reported
  • 2-6 hours: 4 hours reported
  • Greater than 6 hours: 8 hours reported

Non-exempt university staff must complete a biweekly time report to record actual time worked, including start times, stop times, and leave taken.

Exempt university staff must complete a biweekly time report to record actual time worked and leave taken. Full-time exempt university staff must report leave in half day and full day increments, refer to the chart above.

Time and leave reports are legal documents. Altering, falsifying, or tampering with a leave report or time report is prohibited and may result in disciplinary action, up to and including termination. It is the employee’s responsibility to sign or electronically submit their leave report or time report to certify the accuracy of all leave or time recorded. If any errors or adjustments are needed on previously submitted leave or time reports, employees should work with their supervisor to correct the report. Additional information

G-3: University staff overtime and compensatory time

It is the policy of UW-Eau Claire to provide overtime compensatory leave for overtime hours worked more than 40 hours during the established workweek. UW-Eau Claire provides overtime cash payment only in rare situations which have been pre-approved by the Vice Chancellor for Administration and Finance. All overtime worked must be preapproved by the employee’s supervisor.

Hours on paid leave do not count as hours worked toward overtime.  If an employee exceeds 40 hours in a work week and reports paid leave, the additional hours will be compensated as additional straight time.  The supervisor should not approve these additional hours and instead reduce the paid time reported. 

For purposes of overtime calculation, the workweek begins on Sunday and ends on Saturday. The week in which a shift begins determines the week in which the hours are calculated. FLSA nonexempt employees must be paid a a premium rate or receive compensatory time credits at a rate of 1.5 hours per hour worked in excess of 40 hours in a workweek.  Hours worked do not include hours of paid leave.

Employees will not be allowed to accumulate more than 80 hours of compensatory time. Hours accumulated beyond the 80-hour limit must be paid in cash at the rate at which it was earned. Any compensatory time earned in the previous calendar year, which is not used, will be paid out during the first payroll of May.

G-4: University staff shift differential

Differential pay for non-exempt university staff employees is as follows:

  • Night differential: extra pay for all hours worked on a regularly scheduled shift between 6:00 p.m. and 6:00 a.m.
  • Weekend differential: additional pay for all hours worked between 12:00 a.m. on Saturday and 11:59 p.m. Sunday

Additional information

G-5: Overload and lump sum payments

Overload payment refers to additional non-recurring work or courses taken on by a full-time UW-Eau Claire faculty or academic staff outside of their regular work duties. Lump sum payment refers to payment for a short-term employee who is completing non-recurring duties on an as needed basis. When a full- time employee from another UW Institution works at UW-Eau Claire and is compensated by UW-Eau Claire, an inter-institutional overload payment is provided.

G-6: Additional payroll deductions

UW-Eau Claire offers payroll deductions for a limited number of services including campus parking permits. Enrollment in payroll deduction is coordinated by the UW-Eau Claire office providing the service. Tax implications may apply.

G-7: Taxable reimbursements and incentives

Some UW-Eau Claire employees, in the course of their employment, may receive reimbursements or wellness incentives that are taxable under IRS tax code. Taxable reimbursements and incentives include wellness incentives paid to employees and their eligible dependents by university sponsored health plans, moving and relocation expense reimbursements paid to eligible new employees, and certain travel expense reimbursements (i.e., meals reimbursed for same day travel). The taxable income is reflected on the employee’s earnings statement for the pay period in which it is taxed and will also be included in the taxable income amount on the employee’s annual tax forms.

The benefits information section of this handbook provides a brief outline of the benefits programs UW-Eau Claire offers. This section is intended to serve only as guidelines and is subject to change.

Many of the benefit programs UW-Eau Claire offers allow for employees to enroll eligible family members, including spouse, domestic partner, and dependent children. Domestic partner enrollment requires additional documentation. Imputed income tax on the value of the coverage will be applied to some benefit programs provided to a domestic partner.

After reading the summaries below, if you have specific questions regarding benefits, please contact Human Resources.

G-8: Pay Plan

The Joint Finance Committee (JFC), legislature and Governor approve pay plans as part of biennial budget process.  The pay plan is then approved by the Joint Committee on Employment Relations (JCOER). Participation in pay plan is limited to continuing employees with solid performance. In addition, all mandatory training must be completed to receive pay plan: Sexual Harassment (Title IX); Information Security Awareness; and Mandated Reporter.

Section H: Benefits


H-1: Retirement System (WRS)

The Wisconsin Retirement System (WRS) provides retirement (pension) benefits to UW System employees and to most public employees across the State of Wisconsin. Any employee who meets the eligibility requirements for coverage under the Wisconsin Retirement System is automatically covered and required to pay any applicable employee contribution towards the WRS.

The Wisconsin Retirement System (WRS) provides eligible State of Wisconsin employees with a lifetime retirement annuity, unless an individual only qualifies for a lump sum payout or chooses a separation benefit prior to retirement age. Additional information

H-2: UW 403(b) Supplemental Retirement Program (SRP)

The Supplemental Retirement Program (SRP) allows employees to invest a portion of their income for retirement on either a before-tax basis, an after-tax (Roth) basis, or a combination of both. Participation in the UW 403(b) SRP is voluntary with employees making the entire contribution; there is no employer match. Eligible employees can enroll at any time.

UW 403(b) SRP investment options include 18 best-in-class funds available through TIAA and Fidelity, with a separate Guaranteed Fixed Rate Annuity for each provider. Participants can also choose to work through a self-directed brokerage window. Additional information

H-3: Wisconsin Deferred Compensation (WDC)

Wisconsin Deferred Compensation (WDC) allows employees, including graduate assistants, rehired annuitants, and student hourly, to invest a portion of their income for retirement on either a pre-tax or post-tax (Roth) basis or a combination of both. Participation in the program is voluntary; employees make the entire contribution. There is no employer match. Eligible employees can enroll at any time.

The WDC program is a supplemental retirement savings program authorized under Section 457 of IRS code. Although similar in many respects to the tax- sheltered annuity program, the WDC program differs in that it allows participants to begin receiving a distribution of their funds any time after termination of employment or retirement without penalty. Additional information


H-4: State Group Health Insurance

The UW System offers comprehensive health insurance and prescription drug benefits to eligible employees and their eligible family members. The state group health insurance program is administered by the Department of Employee Trust Funds (ETF). All plans offer hospital, surgical, medical and prescription coverage. Additionally, each health plan offers a high deductible health plan option.

If you do not need health insurance coverage through the State Group Health Insurance program, you may be eligible for up to a $2,000 opt-out incentive. Additional Information

New employees and those who are newly eligible are granted a 30-day enrollment period upon their initial hire/eligibility date. Employees with health insurance have an annual opportunity to make changes during the annual benefits enrollment period each fall. Additional information

H-5: Health Insurance Marketplace

The health insurance marketplace is an option for people to obtain health insurance. UW-Eau Claire will provide the required health insurance marketplace notice to all employees at the time of I-9 completion. Additional information

H-6: Supplemental insurance plans

Dental Wisconsin is a plan that offers two coverage levels (select and PPO) designed to work in conjunction with the state group health dental coverage and includes some orthodontic coverage for dependents under age 19.

VSP vision insurance provides an annual eye exam, and helps offset the cost of frames, lenses, and contact lenses. Additional information

H-7: Flexible Spending Account (FSA) and Health Savings Account (HSA)

The FSA program allows you to set aside money on a pre-tax basis to pay for eligible medical and dependent care expenses annually. Employees can decide how much to set aside, and that amount is deducted from each paycheck before federal, state and FICA taxes are calculated so you save money on taxes.

Healthcare FSA is used to pay for eligible medical, dental, vision and prescription expenses that aren’t covered by your insurance. Employees who are enrolled in a high deductible health plan are NOT eligible for a healthcare FSA.

Dependent Day Care FSA is used to pay for eligible dependent care expenses such as after school care, baby-sitting fees, adult or child daycare and preschool.

Limited Purpose FSA is only available for employees who enroll in the high deductible health plan and health savings account. It is used to pay for eligible dental, vision and post-deductible expenses that are not covered by insurance.

Health Savings Account (HSA) is a required account for employees who enroll in the high deductible health plan.

HSA is a pre-tax savings account used to pay for eligible medical, dental, prescription and vision expenses (like the healthcare flexible spending account). Additional information

H-8: Income Continuation Insurance (ICI)

The ICI program is an “income replacement” benefit plan that provides up to 75% of your gross salary (based on a maximum salary of $120,000/year) if you become ill or injured and you are unable to work. Additional information

H-9: WRS Disability Retirement

Employees hired before October 16, 1992, who meet certain service requirements, may choose between an LTDI benefit and a WRS disability retirement annuity. A WRS disability retirement annuity is payable for life, calculated on your years of WRS service, the number of years remaining until your normal retirement age, and your three highest years of earnings. Additional information

H-10: Life Insurance

UW-Eau Claire offers multiple term life insurance plans to help fit the individual needs of its employees. Each plan provides different coverage level options and many of the plans provide benefits in addition to death benefits. Eligible employees may enroll in one or more of the life insurance plans offered. Additional information

H-11: Accidental Death and Dismemberment (AD&D)

The AD&D insurance plan offers accidental death and dismemberment insurance for employees and their spouse or domestic partner and eligible children. You may select coverage levels that range from $25,000 to $500,000. Additional information

H-12: Long Term Care Insurance

Long term care insurance covers services that are typically not covered by health insurance but are vital for the patient, such as assistance with activities of daily living. Coverage for care in non-institutional settings, such as assisted living, adult day care, and in-home care, is also available. Additional information

Additional Benefit Programs

H-13: Employee Assistance Program (EAP)

The Employee Assistance Program (EAP) provides you and members of your household with confidential resources to address personal/work-related concerns, assist with legal/financial situations or help with work-life balance. Access to EAP services is employer-paid. You do not need to be enrolled in the State Group Health Insurance Program to use the EAP services.

EAP services are administered by Kepro for UW-Eau Claire. Contact Kepro for services or access their tools and resources by:

  • Phone: (833) 539-7285 or (877) 334-0489 (TTY)
  • Website: (use SOWI as the Company Code to create an account)

EAP services are available to employees for twelve (12) months following termination of employment. Additional information

Section I: Career Development

I-1: Career Opportunities

Employment opportunities at UW-Eau Claire are posted on the Job Postings webpage.

I-2: Faculty Tenure

Regent Policy Document 20-23, Faculty Tenure describes the authority of the UW System Board Of Regents to grant faculty tenure. A tenure appointment is an appointment for an unlimited period granted to a ranked faculty member by the board of Regents.

A probationary appointment is an appointment held by a faculty member during the period which may precede a decision on a tenure appointment. Additional Information Additional Information (pages 50-60)

I-3: Faculty Tenure Clock Stoppage

UW System and UW-Eau Claire faculty personnel rules allow probationary faculty to “stop” the tenure clock for several reasons (i.e., childbirth, adoption etc.). A faculty member may request a delay of up to one year.

For specific information, contact Human Resources (

Tenure clock stoppage results in extending the probationary period. Personnel rules UWS 3.04 apply. Additional Information (page 53)

I-4: Faculty Promotion

Faculty promotion is a significant career achievement. Promotion in rank is not automatic based solely on years in rank. It represents the recognition from the academic departments, the colleges, and UW-Eau Claire on the accomplishments and contributions of the faculty member. Additional Information (pages 61-65)

I-5: Faculty Sabbatical

Faculty sabbatical program, established under state statute, are leaves granted for the purpose of enhancing teaching, course and curriculum development or conducting research or any other scholarly activity related to instructional programs within the field of expertise of the faculty member taking such leave. Employees may qualify for sabbatical after completion of six full years of UW System service. Faculty on a sabbatical leave of absence will receive 100% pay for one semester or up to 65% pay for a full academic year. Additional Information Additional Information (pages 46-47)

I-6: Instructional Academic Staff Promotion

Instructional Academic Staff (IAS) promotion provides opportunities for eligible IAS in either one of two title series- Lecturer and Clinical Assistant/Associate/Professor.

The “Lecturer” title series provides formal classroom or laboratory instruction in an academic discipline.

The “Clinical Professor” title series has been approved and is in use at UW-Eau Claire for members of the instructional academic staff in the Health Professions programs where a large component of the program and accreditation requires the employee to be heavily involved in ongoing practice and maintenance of current skills in the delivery of patient services, as well as teaching and supervising students in the program. Additional Information (page 93-95)

I-7: Non-Instructional Academic Staff Promotion

This program has been suspended due to the Title and Total Compensation Project. More information will be coming in the future.

I-8: Equity and Merit Compensation

The guidelines for granting increases in compensation outside of the Board of Regents approved pay plan are currently being developed. Additional Information

I-9: University Staff Title Changes

Positions are assigned official titles based on position functions. To ensure that titles assigned to filled positions are consistent and accurate, the review of formal title assignments will be on an ongoing basis and will be based on current position descriptions. The title change of a filled position may occur because of a substantive change in duties or progression within a title series. When functions of a filled position evolve over time such that the current title is no longer the “best fit”, or the incumbent gains a certain level of experience, a title change of the filled position may result. This process is identified either as job re-titling, or a promotion/progression. Additional Information

I-10: Employee Educational Assistance

UW System Administrative Policy 210, Educational Assistance for Faculty & Staff provides the rules governing tuition reimbursement.

Reimbursement is available to all Academic Staff and Faculty who hold appointments of half time or greater and University Staff employees who hold project appointments or appointments with an expectation of continued employment. Temporary employees, Employees-in-Training, Graduate Assistants, and Student Help are not eligible. Additional Information

Section J: Employee Relations

J-1: Position Descriptions

Creating and maintaining an accurate position description helps an employee know what the job expectations are by clearly defining the work to be performed in relation to the overall goals of the work unit. The position description outlines the position title, work unit, position type, and percentage of appointment, the physical requirements, and the essential and marginal functions of the job. The position description is used by management in the recruitment and selection, training and development and performance evaluation of the employee.

The Department of Human Resources assigns each position to a specific title and salary range based upon a review of the essential and marginal functions of the job. The position descriptions are maintained by Human Resources. The position description should be reviewed by the supervisor and the employee during the annual performance evaluation process. Additional information

J-2: Probationary Periods

University staff positions require a probationary period. The standard duration of a probationary period is six months. Periods of up to one year can be used for supervisory and public safety positions, or positions with distinct seasonal-related duties, such as power plant operators, for whom an entire annual cycle of review may be appropriate. Additional information

For faculty, Wisconsin Chapter UWS 3, Faculty Appointments requires the faculty of each institution, after consultation with appropriate students and with the approval of the chancellor, to develop rules relating to faculty probationary periods. Probationary periods have a maximum of seven years. Additional information

J-3: Performance Evaluations

UW-Eau Claire is committed to providing a performance evaluation system for all academic and university staff employees. The method to document position expectations and results is accomplished through a performance appraisal process.

Annually, supervisors of instructional and non-instructional academic staff and university staff employees are expected to meet with their employees to discuss department/unit goals, employee career goals and supervisory position expectations. Information is documented on the individual development plan for instructional academic staff and the performance appraisal form for non-instructional academic staff and university staff. The original, completed appraisal becomes part of the employee’s electronic p-file in HRS. Forms, templates, supervisor handbook and additional resources are located at the link below.

All faculty shall be evaluated annually according to the bylaws and/or rules of the respective department/college. Additional information

J-4: Faculty Review

It is the policy of the Board of Regents that a periodic, post-tenure review of tenured faculty members is essential to promoting faculty development, including recognizing innovation and creativity; enhancing the educational environment for students; and identifying and redressing deficiencies in overall performance of duties through a supportive and developmental remediation process. Additional information (pages 65-70)

Probationary faculty: Each UW institution shall have an evaluation for non-tenured faculty review and development. The purpose of the evaluation process is to promote development of professional skills and academic excellence and identify areas for improvement, along with recommendations for performance improvement. Additional information (pages 53-57)

J-5: University Staff Bargaining Unit Information

2011 Wisconsin Act 10 provided significant changes to collective bargaining for university employees. The bill limited collective bargaining for public employees to wages, contracts limited to one year, and wages frozen until the new contract is settled. Collective bargaining units are required to take annual votes to maintain certification as a union. Employers are prohibited from collecting union dues and members of collective bargaining units are not required to pay dues. As a result, the number of employees represented by a collective bargaining agreement may vary from year to year. Please contact the Department of Human Resources to determine your union representation status.

J-6: Workplace Expectations and Disciplinary Guidelines

Employees shall respect the rights of others, exhibit a level of behavior supporting the university mission, the best interests of the university, perform assigned duties in an orderly and efficient manner, and adhere to all state, UW System, and UW-Eau Claire policies and practice directives. When these expectations are not met, then disciplinary action may be administered.

This policy applies to all employees and is designed to be positive and corrective. Employee discipline is a very serious action that is undertaken with care, objectivity, and full consideration for the rights and interests of both the employee and the university. Discipline shall be administered in a judicious manner that strives to be corrective rather than punitive and appropriate to the offense. Additional information

J-7: Grievance Procedures

A grievance is a written complaint by an employee requesting relief in a matter which is of concern or dissatisfaction related to a suspension, dismissal or layoff as well as working conditions or workplace safety. Prior to filing a grievance, an attempt should be made, if possible, to resolve the issue through discussion between the employee and supervisor. Employees may request assistance from the Department of Human Resources to facilitate a fair resolution. Additional information for faculty and academic staff  Additional information for university staff

J-8: Faculty and Academic Staff Personnel Rules

Faculty and academic personnel rules are a portion of the Wisconsin Administrative Code specific to the UW System. UW-Eau Claire has provided further definition of many of them with information specific to UW-Eau Claire employees. Additional information

J-9: Governance

The University Senate governs faculty and academic staff. For information about University Senate, employees should refer to the University Senate webpage.

The University Staff Council governs university staff. For information about the University Staff Council, employees should refer to the University Staff webpage.

Section K: Exiting Employment

K-1: Separation Checklist

All university keys, uniforms, ID cards, and equipment provided to the employee must be returned by the resignation date, and the employee and supervisor should complete a separation checklist.

Human Resources will advise the employee regarding continuation of benefits and other separation information. Employees will receive their final paycheck after their last day of work, according to the pay schedule. The final paycheck may include pay for earned unused vacation or annual leave. If an employee is overdrawn because of the use of unearned vacation, the value will be deducted from the final paycheck.

An Employee Experience Interview will be scheduled with Human Resources. A meeting invitation will be sent for the interview prior to the employee’s departure.  Employees are encouraged to communicate concerns about the work climate in their department or unit to Human Resources. Such information will be maintained in a confidential file in Human Resources and will not become part of the employee’s personnel file.

Employees leaving UW-Eau Claire due to retirement, resignation, or non-renewal of appointment should complete the separation checklist. In the event an employee is unable to complete the exit checklist, it should be completed by the supervisor. Additional information

K-2: Notice of Resignation or Retirement

As you leave UW-Eau Claire to start a new chapter in your life, there are responsibilities that you have to ensure a successful employment separation process. Upon resignation, retirement* or leaving UW-Eau Claire, submit a letter or email of resignation to your supervisor. It is recommended this be submitted at least two (2) weeks in advance for University Staff and thirty (30) days or more for Academic Staff and Faculty, if possible.

Exiting employees should contact the Department of Employee Trust Funds (ETF) for information regarding their annuities and/ or separation benefits related to the Wisconsin Retirement System (WRS).

If retiring, contact Human Resource ( prior to your last day on campus to determine benefits and complete any paperwork required for retiring.

K-3: Discharge/Termination

At times it may become necessary for UW-Eau Claire to take disciplinary action which may involve discharge/termination. Employees should be cognizant of the workplace expectations and disciplinary actions policy.

K-4: Layoff

Layoff procedures are governed by Wisconsin Statutes, UW System policy and UW-Eau Claire policy and practice directive. Additional information

K-5: Death of an Employee

The Department of Human Resources will work with appropriate family members and the supervisor of the deceased employee to ensure that employment and benefit information and documentation is appropriately disseminated.

In the event of the death a retired UW-Eau Claire employee, family members should work with the Department of Employee Trust Fund (ETF).

K-6: Emeritus Status

Emeritus status is awarded to retired faculty, academic staff, and university staff based upon defined criteria. Individuals who are awarded this status have certain privileges and benefits at UW-Eau Claire that help them to stay involved with their department and the campus community. Additional information

Section L: Additional Resources

This handbook provides only a snapshot of the information that employees will be subject to during their employment. This section will provide you quick access to additional information:


If you have questions or need assistance, please contact your division's Human Resource Partner or the Department of Human Resoruces at 715.836.3131 or

Revision History
Date Revision
10/01/2023 Initial Issuance


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