MESARYA TECHNICAL UNIVERSITY

MTU Board of Trustees’ Policy Manual

• • Section 6: Employment Matters
    • 1: Performance Management
    • 2: Hiring Promotion and Transfer
    • 3: Privileges and Benefits
    • 4: Employee Code of Conduct and Conflicts of Interest Policy
    • 5: Political Activity by Employees
    • 6: Labor Management Relations
    • 7: Disclosure of Information About Candidates for Employment
    • 8: Disclosure of Information About Employees
    • 9: Employment Contracts
    • 10: Dispute Resolution and Employee Grievances
    • 11: Dependent Educational Benefits
    • 12: Mesarya Technical University Staff Council

   

  Section 6: Employment Matters

   

  – Section 6.1: Performance Management

  Adopted Date:October, 2019

  Applicability

  This policy applies to University staff employees except for student employees.

  Policy

  Employees play a valuable and critical role in helping the University fulfil its mission. Supervisors have a responsibility to train and support each employee in understanding job requirements and to assist employees in improving performance. Employees should be treated with dignity and respect. In turn, providing quality programs and services requires cooperation by employees and adherence to established policies, procedures, regulations, practices, and high standards of job performance. In an effort to maximize the contribution of every employee, the University shall inform employees of job requirements and expectations and shall take appropriate corrective or disciplinary action in an attempt to return the employee to positive productive performance.

  Implementation

  The President shall adopt administrative policies and procedures to implement this policy.

  References

  Performance Management Policy, UBPPM Policy 3215

   

   

  – Section 6.2: Hiring, Promotion and Transfer

  Adopted Date: October, 2019

  Applicability

  This policy applies to all staff employees of the University, but does not apply to faculty, athletic coaches, or student employees.

  Policy

  All hiring, promotion, and transfer of staff employees shall be based on training, experience, and past performance, in accordance with the University’s equal employment opportunity and affirmative action policy. Subject to the University’s policy on underutilization: employees of the University shall be given preference for promotion or transfer over outside applicants if their qualifications, ability, and past performance are substantially equal as determined by the University; seniority in MTU employment shall be given weight when two or more employees possess qualifications which are substantially equal as determined by the University; and Northern Cyprus residents shall be given preference in hiring if their qualifications, ability, and past performance are substantially equal as determined by the University.

  Implementation

  The President shall adopt administrative policies and procedures to implement this policy which shall be published in the University Business Policies and Procedure Manual.

   

  References

  See Policy on Equal Opportunity and Affirmative Action for Employees and Students, 2.3   (contains the University’s policy on underutilization).

  UAP 3210 (“Recruitment and Hiring”)

   

  – Section 6.3: Privileges and Benefits

  Adopted Date: October, 2019

  Applicability

  This policy applies to all faculty and staff employees of the University, but not to student employees.

  Policy

  In addition to salary compensation, the University shall provide various privileges and benefits to its employees. These may include, but are not limited to, various kinds of leave, insurance, holidays, retirement, and education benefits.

  The Board of Trustees shall approve the provision of new or expanded benefits if significant budgetary or policy implications are involved.

  Emeritus status is granted to those faculty members of any academic rank and to administrative officers of director level and above who have been full time and who are eligible for retirement benefits under the provisions of the Northern Cyprus Retirement Law at the time of their separation from the University, whether by retirement or resignation. Anyone on disability retirement who subsequently, by reason of age, progresses into regular retirement status shall be designated as emeritus at that time, and here again eligible staff employees must be at director level or above.

  Implementation

  The President shall adopt administrative policies and procedures to implement this policy, including determination of specific benefits, levels of employee contribution, and terms and conditions.

  References

  Policies on Personnel in UBPPM Sections  3400 and 3600
  Dependent Educational Benefits, RPM 6.11.
  Leaves of Absence,  RPM 5.4
  Faculty Handbook C1-C3 and C7-C10.

   

  – Section 6.4: Employee Code of Conduct and Conflicts of Interest Policy

  Adopted Date: October, 2019

  Applicability

  This policy applies to all employees (faculty and staff) of the University, to public and student members of University advisory boards and committees, and other volunteers serving in an official capacity. For the purposes of this policy, the term “employee” shall include all of these individuals.

  Policy

  Employees of the University shall maintain the highest standards of business ethics in transactions with the University, with Northern Cyprus (TRNC) state, and local governments, and with the public. Employees are expected to perform their duties faithfully and efficiently and never give rise to suspicion of improper conflict with interests of the University. Employees shall not accept favours or gratuities from any firm, person, or corporation that is engaged in, or attempting to engage in, business transactions with the University. Subject to specific University administrative policies, employees must avoid any conflict of interest that may affect their independent judgment in the impartial performance of their duties and may not use their positions to enhance their direct or indirect financial interest or use confidential information learned as employees for anyone’s private gain. All employees shall comply with Northern Cyprus (TRNC) conflict of interest laws as well as University policies. No employee shall have any direct or indirect financial interest in any contract for building or improving or for furnishing of supplies or services to the University except as permitted pursuant to the University Research Park Act or unless such contract complies with the provisions of the Northern Cyprus Governmental Conduct Act and the Procurement Code. University employees as well as individuals and firms proposing business transactions with the University shall disclose in advance and in writing any direct or indirect financial interest employees may have in a transaction with the University. Normally employees with a direct or indirect financial interest in a transaction may not participate in any University decisions related to such transaction, except as specified in applicable University administrative policies. Transactions in which the University President has any financial interest must be approved by the Board of Board of Trustees.
  At the beginning of each fiscal year the University President, the Executive Vice Presidents, and all other Vice Presidents must file a Financial Disclosure Document in accordance with UBPPM 3720. Any employee who violates this policy or related administrative policies shall be subject to disciplinary action, up to and including dismissal.

  Implementation The President shall adopt administrative policies and procedures for implementing this policy, which shall incorporate the relevant requirements of state conflict of interest laws and a process for annual disclosure.

  References

  See Regent Code of Conduct and Conflicts of Interest, RPM 1.8;

  See, Policy on Outside Employment, RPM 5.5 (faculty); See UBPPM Policies  3720 .

   

  – Section 6.5: Political Activity by Employees

  Adopted Date: October, 2019

  Applicability

  This policy applies to all employees (faculty and staff) of the University.

  Policy

  All University employees are citizens and, like other citizens, are free to engage in political activities so far as they are able to do so consistent with their obligations to the University, and in accordance with applicable law.

  In order to ensure its autonomy and integrity, the University shall not be an instrument of partisan political action. The expression of political opinions and viewpoints will be those of the individual and not of the University as an institution.

  Under Northern Cyprus (TRNC) state law, employees of the University may not serve as members of the Northern Cyprus Legislature.

  Implementation

  The President shall adopt administrative policies and procedures to implement this policy.

  References

  See UBPPM Policy 3735 ;

  See Faculty Handbook Political Activities of MTU Faculty, C-7 and C-8, approved by the Faculty and the Board of Board of Trustees in October, 2019.

   

  – Section 6.6: Labour Management Relations

  Adopted Date: October, 2019

  Applicability

  This policy applies to all permanent full-time and part-time employees (faculty and staff) of the University.

  Policy

  The Mesarya Technical University Policy on Labour Management Relations states, in part, as follows:

  “Any permanent, full-time or part-time staff employee of the University is free to join and assist any labour organization of his or her own choosing or to participate in the formation of a new labour organization, or to refrain from any such activities, except however, faculty, supervisory personnel, managerial, administrative and professional employees exempt from the overtime provisions of the ILO code, confidential employees and employees engaged in personnel work, temporary part-time employees and temporary full-time employees shall not be represented by any labour organization for the purposes of bargaining collectively with the University on wages, hours, or other working conditions.”

   

  Implementation

  The Board of Board of Trustees has adopted, and hereby reaffirms, a policy on labour-management relations for the University.

  Complete copies of these policies are maintained by the University Counsel, the University’s Human Resources Department, The President may adopt administrative policies and procedures to implement this policy.

  References

  Board of Trustees’ ActionLabour-Management Relations Policy ; Signature Authority for Contracts, RPM 7.8

   

  – Section 6.7: Disclosure of Information about Candidates for Employment

  Adopted Date: October, 2019

  Applicability

  This policy applies to candidates for employment by the University.  This policy does not apply to information relating to current or former employees of the University, or to searches for President of the University.

  Definitions

  The term “candidate” includes any applicant or nominee for a position at the University, except applicants for the position of President of the University.

  Policy

  The identity, the job application, and the resume or curriculum vitae of a candidate are public records and are subject to public inspection in accordance with the provisions of the Northern Cyprus (TRNC) Laws. Certain matters that may pertain to a candidate are exempt under Northern Cyprus (TRNC) laws from public disclosure or public inspection.  Exemptions from the right of public inspection, which the University will generally interpret narrowly, include letters of reference concerning employment and letters or memorandums that are matters of opinion in personnel files.  The University will also treat candidates’ Identity Card numbers as exempt from public disclosure.

  Implementation

  The President, with approval of the Board of Board of Trustees, shall adopt administrative policies and procedures to implement this policy.

  References

  “Appointment of the President of the University,” RPM 1.4;

  “Public Access to University Records,” RPM 2.17  ;

  “Inspection of Public Records, “UBPPM Policy 2300;

  “Recruitment and Hiring,” UBPPM Policy 3210 Section 3.;

  “Personnel Information Disclosure,” UBPPM Policy 3710.

   

  – Section 6.8: Disclosure of Information About Employees

  Adopted Date: October, 2019

  Applicability

  This policy applies to all University staff employees and faculty, but not to student employees.

  Policy

  Staff employees and faculty are not public employees, and certain information about their employment by the University is not subject to disclosure in accordance with the Northern Cyprus Inspection of Public Records Law.  Examples of information that is not subject to disclosure or inspection under Northern Cyprus Inspection of Public Records Law include the name, job title, organization, dates of employment, salary, and job application, resume, or curriculum vitae of each employee.  Examples of information that is not subject to disclosure or inspection under Northern Cyprus Inspection of Public Records Law also include letters of reference concerning employment, and letters or memorandums that are matters of opinion in personnel files.  The University will withhold from inspection under Northern Cyprus Inspection of Public Records Law employees’ personal information, including identity card numbers.

  Implementation

  The President, with the approval of the Board of Board of Trustees, shall adopt administrative policies and procedures to implement this policy.

  References

  “Personnel Information Disclosure,” UBPPM Policy 3710;

  “Public Access to University Records,” RPM 2.17.

   

  – Section 6.9: Employment Contracts

  Adopted Date: October, 2019

  Applicability

  This policy applies to certain administrative employees of the University.

  Policy

  Certain administrative positions within the University are characterized by a level of responsibility such that the University shall reserve the discretion to renew or not renew the periodic employment contracts of these administrators when their contracts expire. The President is authorized to designate these positions from time to time.

  Implementation

  The President shall adopt an administrative policy governing the terms and conditions of employment of these administrators and recognizing the discretion of the University to renew or not renew their employment contracts upon the contracts’ expiration. The policy shall provide that failure to renew the contracts of administrators who are also faculty members shall not affect the rights and privileges of these administrators as faculty members. The policy shall also apply to contracts of athletic coaches.

  References

  UAP 3240 (“Contract Employees”)
  RPM 3.3 (“Appointment of Key Administrators”)

   

  – Section 6.10: Dispute Resolution and Employee Grievances

  Adopted Date: October, 2019

  Applicability

  This policy applies to all staff employees.

  Definition

  A “grievance” is a complaint by an employee that the employee has been adversely affected by a violation of MTU policies and practices regarding:

  (1) the terms and conditions of employment;

  (2) sexual harassment;

  (3) discrimination.

  Policy

  All staff employees shall have access to grievance and dispute resolution procedures.

  Implementation

  The President shall adopt administrative policies and procedures to implement this policy. Such procedures shall provide adequate mechanisms for resolving workplace disputes. Early resolution of disputes through mediation and other techniques shall be emphasized. All supervisors shall be trained in dispute resolution and other management skills.

  References

  UAP 3220 (“Ombudsman Services and Dispute Resolution for Staff”)

   

  – Section 6.11: Dependent Educational Benefits

  Adopted Date: October, 2019

  Applicability

  This policy applies to all faculty and staff employees of the University.

  Policy

  The University wishes to improve employer-paid benefits for faculty and staff to enhance recruitment and retention. As one means of accomplishing this goal, the Board of Trustees authorize the creation of an educational benefits program in which the spouse and/or dependent children of full-time permanent employees may receive a waiver of tuition for up to eight consecutive semesters, not including summer session.

  Implementation

  The President shall adopt administrative policies and procedures to implement this policy which will address eligibility requirements, the number of tuition waivers that will be granted, the process for granting the waivers, and other features of the program.

  References

  UBPPM Policy 3785.
  Privileges and Benefits, RPM 6.3.

  – Section 6.12: Mesarya Technical University Staff Council

  Adopted Date:October, 2019

  Applicability

  This policy applies to all regular University staff employees employed at least half-time.

  Policy

  The Board of Board of Trustees has approved the creation of the Mesarya Technical University Staff Council. The purpose of the Staff Council is to represent all staff as defined above, and to serve as an important source of input into the issues and decisions of the University as they relate to the general welfare of the staff of the University. The Staff Council shall represent MTU staff to the University administration, and the Staff Council President shall serve as an advisory member of the Board of Board of Trustees. The Staff Council shall make recommendations regarding conditions of employment and shall work toward improving wages, hours and conditions of employment for the staff.

  MTU staff may participate, as individuals, in the Staff Council notwithstanding their employment in a position subject to a collective bargaining agreement. The Staff Council shall not supersede or replace collective bargaining units officially recognized by the University, nor shall it have any authority with respect to University collective bargaining agreements.

  Implementation

  The Board of Board of Trustees approved the Constitution of the MTU Staff Council onOctober, 2019. The Constitution provides for staff members elected from among eligible staff employees. Copies of the Staff Council Constitution and the Bylaws are maintained by the Department of Human Resources and the University Counsel.

  References

  MTU Staff Council Constitution and Bylaws, Staff Council UBPPM Policy 1150