Bulletin Board Postings
OPP-1 Break Procedure, Meal Periods, and Clean-up Time
OPP-2 Procedure for Reporting Unplanned Absences
OPP-3 Appropriate Dress
OPP-4 OPP Vehicle Operator Rules
OPP-5 Reporting for Overtime and Overtime Meals
OPP-6 Proper Handling of University Property
OPP-7 Responsibility and Security of University-Issued Keys
OPP-8 Vacation Scheduling and Requesting Other Time Off
OPP-9 Procedure and Guidelines for Requesting a Change of Work Assignment (March Preference)
OPP-10 Procedure and Guidelines for Requesting a Change of Work Assignment (Lateral Transfer)
OPP-11 Tobacco Use Policy
OPP-12 Definition of Adjacent Overtime
OPP-13 Computer Use Guidelines
OPP-14 Penn State Identification Card
OPP-15 Emergency Procedure
OPP-16 Use of Electronic Audio Devices During Working Hours
(OPP-1)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Break Procedure, Meal Periods, and Clean-up Time
OPP employees are, at all times, representatives of the Office of Physical Plant and the University. How employees conduct themselves, whether working or on break, has a direct and lasting effect on our customers’ overall perceptions of OPP.
A 30-minute paid break is provided for in the Union-University Agreement. Employees may use their break time in ways most suitable to their personal needs, while keeping in mind that staff, faculty, and students do not know when OPP employees are on break and often form lasting opinions on what they observe.
In an effort to ensure that employees’ behavior while on break does not negatively affect the customers’ impressions of them and of OPP, we are establishing the following procedure for breaks:
1. Normally, a 30-minute break will be taken midway between the start of the work shift and the meal period. For example, first-shift trade employees will take breaks between 9:30 a.m. and 10 a.m. If the work requires a different break time, individuals or crews may determine the appropriate point in the shift to take the break, with the concurrence of the supervisor.
2. Employees may leave their immediate work location only after the break period begins and must be back at the work site before the end of the break period. There is no additional time allotted for travel or clean-up at the beginning or end of the break period.
3. Employees are not permitted to use University or personal vehicles for transportation to and from breaks. University vehicles must be left at the work location during break. Employees may then walk to a break site, if other than their work location. Use of a University or personal vehicle on break is allowable in rare circumstances with the permission of the supervisor.
4. Areas with unique work schedules such as Wastewater Treatment, Steam Plants, or Custodial will continue break procedures as established by the supervisor.
5. When a break cannot be taken or is interrupted because of the nature of the work, the break time does not accumulate or carry over to the next break or shift.
6. Break periods cannot be used to extend the workday for purposes of pay. In other words, employees have to be at work at the end of the break period to receive pay for the break period. Break period cannot be held to the end of the shift, and used to leave work early.
7. Employees are not permitted to sleep in public view during their break.
8. Exceptional work situations may require special break considerations and can be arranged or approved by the supervisor.
Meal Periods
Meal periods are typically at set scheduled times during the shift. Meal periods are 30 minutes in duration and are unpaid time. Employees may travel using their personal vehicle only during meal periods. University vehicles are not allowed to be used for this purpose. However, travel time for meal periods is included in the 30-minute meal period. There is no additional time allotted for travel or clean-up at the beginning or the end of the break period. Supervisors will discuss any special arrangements regarding this procedure with the crew.
Clean-up Time
Time is granted just before quitting time at the end of the workday for cleaning up. This time is not to exceed ten minutes. With approval of the supervisor, time may be extended if work requirements warrant it. Clean-up time for meal periods is included as part of the time allotted for the meal period.
Established as policy March 1, 1975
Revised April 1, 1978
Revised January 20, 1987
Revised May 1, 1989
Revised May 24, 1989
Revised February 21, 2000
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (Number change from OPP-2 to Opp-1 – Clarification of no additional time provided at the beginning or end of break for travel or cleanup – move meal period and cleanup time from OPP-1)
(OPP-2)
DATE: October 9, 2020
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Procedure for Reporting Unplanned Absences
Unplanned Absences:
1. An employee who is unable to report to work due to illness, injury, or family sickness must notify his or her supervisor at least one-half hour prior to the shift start time. Depending upon the nature of the absence, supervisors will inform employees if subsequent contact to Absence Management or Occupational Medicine needs to be made.
An employee must personally report off unless it is impossible to do so.
If an employee is unable to speak with their supervisor when they contact them, they must provide the following information when reporting off:
A. Name.
B. Date and time of call.
C. Reason for absence - be specific:
Illness (identify if experiencing COVID-like symptoms)
Injury (identify if personal or work-related)
Family Sick (identify relationship)
Death in Family (identify relationship)
D. A number where the employee may be reached.
2. An employee who expects to be off work for more than one day must speak personally to the supervisor (or designated alternate) to discuss the absence and expected date of return. The employee should tell the supervisor if the absence should be considered under the provisions of the Family and Medical Leave Act (FMLA).
3. If after reporting to work an employee wants to leave due to an injury or illness, whether work-related or not, or wants to use emergency vacation, the employee must personally contact the supervisor. Only the supervisor, or designated alternate, can authorize departure from work prior to the end of the work shift.
4. If an employee is absent from work for more than three consecutive workdays due to a non-work related illness or injury, medical clearance documentation is required and must be submitted immediately upon return.
Emergency Vacation:
An employee must directly contact his or her supervisor (or designated alternate) for approval of emergency vacation requests. The request for emergency vacation may be denied and the employee may be required to report to work. The supervisor will consider the circumstances which require the absence, workload, manpower availability, and the employee's record of emergency vacation in determining whether or not to grant emergency vacation requests. An employee who fails to report to work when emergency vacation is denied will not be paid and will be subject to disciplinary action.
Established as policy June 1, 1975
Revised April 1, 1978
Revised April 1, 1984
Revised January 20, 1987
Revised January 15, 1991
Revised January 11, 1993
Revised March 1, 1994
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (number change from OPP-3 to OPP-2 – Add references to FMLA)
Revised October 9, 2020 (removed Work Reception Center for reporting off work)
(OPP-3)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Appropriate Dress
To ensure OPP effectively fosters a safe and professional work environment; employees must wear neatly finished attire that is not torn or frayed. Shoes must be close toed, and comply with the PPE requirements of the job.
Walking-length shorts and sleeveless shirts that provide full upper-body coverage may be worn in certain circumstances with permission of the supervisor.
Alcohol, tobacco, or illegal drug related graphics, and offensive or suggestive language are not permitted on clothing. It is difficult to determine what our customers and coworkers may find offensive. Therefore, it is recommended that graphics and text be minimized on clothing.
Proper work attire gives the OPP team a great opportunity to promote a positive impression of our skilled and professional work force.
Established as policy October 25, 1990
Revised September 3, 2001
Revised June 3, 2002
Revised April 1, 2005
Revised February 1, 2016 (number change from OPP-4 to OPP-3 - Reword to stress professionalism and safety)
(OPP-4)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: OPP Vehicle Operator Rules
Each employee is responsible for following OPP Vehicle Operator Rules when driving University vehicles.
1. All operators of licensed departmental equipment must be at least 21 years of age and must have a current, valid operator’s license or CDL with proper category and endorsements. Exceptions to the age 21 are guided by University policy AD20. Each employee is responsible for informing his or her supervisor of any change in the validity of his or her operator’s license. Loss of license resulting from a criminal offense must be reported through the Penn State self-disclosure process.
2. When operating departmental vehicles or equipment on campus streets, University farm roads, or off campus, all rules of the road must be followed.
3. Smoking is not permitted in University vehicles.
4. Employees are responsible for any tickets, fines, or violations incurred while using a University vehicle and will not be reimbursed by the University. University parking tickets will be addressed through the disciplinary process.
5. The use of interactive wireless communication devices (this includes two-way radios and non-hands-free cell phones) for electronic communication by employees of The Pennsylvania State University while on University business is prohibited while operating any vehicles. Drivers may engage in telephone conversation using hands-free methods or devices.
6. When parking a vehicle, employee must turn off the engine, set the parking brake, remove the vehicle’s key, and lock the doors.
7. Any employee involved in any moving vehicle or equipment accident must immediately notify the supervisor and sign a completed vehicle accident report. Police Services must be notified if the accident involves injuries or damage to non-University property.
8. Employee must report all vehicle malfunctions to the supervisor immediately.
9. Operators of University vehicles must:
A. Keep vehicles clean and orderly.
B. Keep motor housing and dashboard areas free of tools and materials.
C. Use seat belts and ensure that passengers use seat belts.
D. Keep windshield and windows clean for clear visibility.
E. Use proper methods for transporting dangerous or hazardous materials.
F. Perform regular operator checks of vehicle and have vehicle serviced when needed.
G. Keep all doors closed when driving the vehicle.
H. Keep vehicles free of decals and stickers, other than OPP identifiers and the American flag.
10. When hauling materials such as coal, ash, dirt, etc., the load should not extend higher than the sides of the vehicle bed. Materials subject to being blown about by the wind or shifting are to be tarped and/or tied down before being transported.
11. OPP vehicles are for official University business and should not be used for personal business such as breaks, meals, errands, etc.
12. Parking and driving on lawns and sidewalks is prohibited unless prior permission has been obtained. Damage done to walks and lawns due to driving on them should be reported to the supervisor.
13. Parking within the drip lines of trees is prohibited unless permission is granted by a landscape supervisor.
14. Overnight parking for OPP vehicles will only be in designated areas, typically near OPP shops and facilities.
15. Employees who are required to drive as part of their work responsibilities must inform their supervisor and complete a self-disclosure form for loss of driving privileges.
Established as policy December 1, 1974
Revised April 1980
Revised November 1981
Revised January 20, 1987
Revised September 3, 2001
Revised June 3, 2002
Revised July 9, 2013
Revised October 17, 2015
Revised February 1, 2016 (Number change from OPP-7 to OPP-4 – Include references to age 21 requirement and AD20, clarify about the using of two-way radios while operating a vehicle, and add items from OPP-8)
(OPP-5)
DATE: January 3, 2022
FROM: Office of Physical Plant
TO: All Physical Plant Technical Service Employees
SUBJECT: Reporting for Overtime and Overtime Meals
1. An employee is required to inform the Work Reception Center of their arrival and departure from campus when working overtime.
A. Check-in: If overtime is adjacent to the end of the regular shift, the supervisor will fill out the check-in time on the Daily Overtime Sheet and provide the information to the Work Reception Center. If overtime is not immediately after the end of the regular shift, the employee is responsible for notifying the Work Reception Center that they have arrived on campus and are working overtime.
B. Check-out: An employee working overtime, regardless of the start time of the overtime, must notify the Work Reception Center immediately prior to leaving work at the end of the overtime assignment.
2. When employees are required to work more than 2 hours beyond the end of their regular shift due to an emergency or unplanned event, the Office of Physical Plant (OPP) will endeavor to supply a meal. If a meal is not supplied, OPP will provide a non-taxable meal reimbursement in the amount stipulated in the collective bargaining agreement. The payment will be made to the employee via direct deposit to the same account used for the employee’s pay.
3. Meals will not be provided for overtime that occurs before the start of the normal shift or on a day normally scheduled off.
4. There are no paid breaks during overtime hours. Employees will be afforded the opportunity to eat every six (6) hours, however, it is unpaid time.
Established as policy July 1, 1980
Revised November 16, 1981
Revised March 1, 1983
Revised January 10, 1991
Revised September 3, 2001
Revised February 1, 2016 (number change from OPP-10 to OPP-5 – Clarification of no paid break during overtime)
Revised September 21, 2020 (added written confirmation that meal tickets are not transferrable and must be used by the employee listed on the meal ticket)
Revised January 3, 2022 (incorporated language from side letter of agreement dated November 3, 2021 for conditions regarding meals to be applied January 3, 2022).
(OPP-6)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Proper Handling of University Property
The removal of University vehicles, tools, equipment, supplies, or materials from the premises is not permitted, either permanently or temporarily, including any material considered to be waste, trash, or recyclables. Borrowing University equipment on a temporary basis may be allowed if it is in the best interests of the University and with the written approval of the supervisor (e.g. training tapes, laptop computer, etc).
Disposal of obsolete, surplus, or scrap equipment, supplies and/or materials must follow PSU Policy BS15.
Established as policy March 1, 1975
Revised February 20, 1995
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (number change from OPP-12 to OPP-6 – Reference to BS15)
(OPP-7)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Responsibility and Security of University-Issued Keys
Each employee is personally responsible for the security of all University keys issued to him or her.
An employee must ensure keys are always in his or her possession or properly secured. Keys will be secured on campus in a location approved by the supervisor except for those required to enter the employee’s reporting location. Keys must be turned into the Work Reception Center prior to resignation, retirement, or at the request of the supervisor.
An employee who loses or misplaces keys will be issued a warning letter.
Established as policy December 2, 1985
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (number change from OPP-13 to OPP-7 – No changes)
(OPP-8)
DATE: October 18, 2021
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Vacation Scheduling Plan and Requesting Other Time Off
Definitions
The following terms are referenced throughout this procedure. Their definitions and examples are shown in the table.
| Term | Definition | Example(s) |
|---|---|---|
| Work Unit | The overall organization. | Office of Physical Plant |
| Work Area | The main divisions within the organization. |
Administrative & Financial Services Building & Grounds Commonwealth Services Design & Construction Utility Services |
| Work Department | The departmental groupings within a division. |
Maintenance Programs & Services (MPS) Building Services Grounds & Equipment Custodial Programs Renovation Services FAS - Network Engineering Materials & OPP Stores |
| Work Crew | The individual work crews within a work department. |
For the purpose of this guideline, based upon business needs work crews can be groups of: 1. Same craft and skill across multiple shops a. 309-03, 323-03 in MPS 2. Same craft and skill in one shop a. 120-10 within each District 3. Same craft and multiple skills a. 322-01, -03, -05 on Vibration Crew 4. Multiple crafts and multiple skills a. 231-02, -03, -04, -06, 232-03 in Service Garage b. All crafts and skills in the Reno Crew |
General Information
General Information applies to all Work Areas
To enable OPP to provide adequate service in all areas of responsibility, while establishing a uniform procedure for the scheduling of vacation time, and giving every possible consideration to the specific desire of the employee, the following provisions shall apply:
1. Technical Service employees shall schedule vacation in advance during the formal vacation scheduling periods. Except for noted special and holiday periods, the number of people allowed off during the vacation scheduling period will be dictated by forecasted business needs, at the discretion of the supervisor in consultation with the manager.
A. Under this circumstance, an employee on temporary transfer will request vacation from their home supervisor.
2. An employee may resubmit a vacation request that was denied during the formal vacation scheduling period once that process has concluded. Consideration of a resubmitted request will occur closer to the time period of the request when business needs are better understood. Such approvals are at the discretion of the supervisor. Business needs will have priority over vacation requests.
A. Under this circumstance, an employee on temporary transfer will request vacation from the temporary transfer supervisor.
B. For requests made after the formal vacation scheduling period, supervisors must confirm a more senior employee’s request for that date was not denied previously.
C. Where competing requests exist at the time of review, approval shall be honored by the greater work unit seniority.
D. Where no competing requests exist at the time of review, approval shall be by honored on a first-come, first-served basis.
3. Supervisors may not grant vacation questions involving overtime and/or differential payments to the person filling in for a vacationing employee unless there is definite proof of an emergency or some other reasonable proof of legitimate absence.
4. On dates previously denied as vacation, employees may be requested to substantiate absences due to sick leave or emergency vacation with a doctor's certification or other reasonable proof of legitimate absence.
5. Expectations for emergency vacation requests are provided in Bulletin Board Posting OPP-2; Procedure for Reporting Unplanned Absences. See OPP-2 for information.
6. An employee who becomes ill on vacation will not be able to charge the time to sick leave unless hospitalized.
7. An employee cannot use vacation or sick leave days until earned. An employee does not earn vacation or sick leave days until he or she has accumulated 88 compensable hours in the month.
8. Vacation approvals will transfer with an employee when moving from one work crew to another within OPP. This transfer will apply only for the current vacation scheduling period. The employee will assume the proper position in the work unit seniority listing for the next scheduling period.
9. Newly hired employees on-boarded after the formal vacation scheduling period will request vacation as normal and be subject to probationary restrictions per the bargaining agreement and University policy.
10. In situations considered by management to be of an emergency nature, the maximum vacation allowance by work department or work crew will be reduced to the extent and duration deemed necessary to offset such emergency. During times of emergency, it may be necessary to cancel previously scheduled vacation time and to recall employees already on vacation.
Formal Vacation Scheduling Periods
11. There are two formal vacation scheduling periods each year when time off is requested.
A. Time off is requested in March to cover vacation for May through October.
B. Time off is requested in September, to cover vacation for November through April (of the next year).
12. Management review of vacation requests will be performed in a timely fashion. Vacation submissions will be considered approved if timely review of properly submitted requests is not completed.
13. Vacation approval is based upon the target allowances for special and holiday periods and at the supervisor’s discretion for all other times based upon minimum staffing levels required to meet the business needs of the work crew.
The intent is to maximize vacation request approvals while still meeting business needs.
A. Subject to manager discretion as noted, on the workday immediately preceding and the workday immediately following any days established as holidays by the Union-University Agreement, the target vacation allowance for work crews is 50%.
B. Subject to manager discretion as noted, on the first two weekdays of the regular deer hunting season, the target vacation allowance for all work crews is 75%. For the remainder of the first and second week of regular deer hunting season, the target vacation allowance for all work crews is 50%.
C. These special and holiday period target allowances are subject to change at the discretion of the manager in order to maintain critical operations and meet business needs.
D. The target vacation allowance for certain 24-hour operations within Physical Plant may vary from those established above at the discretion of the manager.
14. Business needs are different among the various work departments within OPP. Business needs may vary among work crews within an individual work department throughout the year depending on seasonal needs, student/university activities, work commitments, criticality of the work, etc.
15. In order to meet business needs and maximize approval of vacation requests, supervisors will consider vacation requests by job title and/or work crew (i.e. multiple job titles combined) at their discretion in consultation with the manager.
16. The greater work unit seniority shall determine honoring of competitive requests for vacation.
17. Vacation scheduling is performed through the home supervisor, even if the employee is on temporary transfer during the vacation scheduling period.
18. Approval of vacation requests is valid only if the employee has accumulated the total number of vacation days requested when the time comes to start the vacation. It is the employee’s responsibility to conserve the number of days needed for scheduled vacation.
A. In a case where the employee does not have sufficient accumulation, the employee is not approved to be off with pay deduction nor be paid a premium rate for working on days of vacation that must be canceled as a result of having no accumulation.
B. If an employee does not have sufficient accumulation and fails to report to work, a pay deduction and disciplinary action may result from the unapproved absence.
Established as policy January 30, 1974
Revised December 2, 1985
Revised May 1, 1989
Revised January 15, 1991
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (number change from OPP-14 to OPP-8 – Update to better reference current deer seasons)
Revised February 21, 2018
Revised March 1, 2019
Revised October 18, 2021
(OPP-9)
DATE: May 4, 2022
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Procedure and Guidelines for Requesting a Change in Days Off and/or Shift (March Preference)
The following procedures are to be followed for requesting and implementing requesting a change in days off and/or shift (March Preference) in accordance with Article 9.6(c).
1. Request for a change in days off and/or shift (March Preference) must be made by the employee in writing on the OPP March Preference form. The form can be found on the OPP intranet.
2. Request for a change in days off and/or shift (March Preference) must be submitted between March 1st and March 31st of each year. All requests are submitted to the employee’s supervisor.
3. Request for a change in days off and/or shift (March Preference) will be implemented at the beginning of fall semester. All requests will be considered in work unit seniority order.
4. Request for a change in days off and/or shift (March Preference) may be withdrawn up to 60 days preceding the start of the fall semester. If the employee does not withdraw his or her request prior to that time, the request will be binding, unless the person being "bumped" agrees to the withdrawal of the March Preference.
Established as policy May 10, 1971
Revised December 2, 1985
Revised May 1, 1989
Revised January 10, 1991
Revised May 1, 1995
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (number change from OPP-15 to OPP-9 – No changes)
Revised May 4, 2022 (changed wording to reflect the start of the fall semester and clarified change of days on and off)
(OPP-10)
DATE: August 1, 2021
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Procedure and Guidelines for Requesting a Change of Work Assignment (Lateral Transfer)
The following procedures are to be followed for requesting and implementing lateral transfers:
1. Requests for lateral transfer must be made by the employee in writing on the official OPP "Request for Change of Work Assignment" form.
2. Requests for lateral transfer must be submitted at least five days prior to the date of the final approval to fill the vacancy. Completed forms for Trades will be submitted to Human Resources (HR); completed forms for Custodial employees will be submitted to the Custodial Programs Office.
3. An employee may submit more than one request for lateral transfer, but each request must be on a separate form.
4. Requests for lateral transfer will be accepted for a change of work shift, days off, district/building for Custodial / work group for Trades.
5. In any case where more than one eligible employee has a valid request for the same work assignment, it will be offered to the employee with the longest work unit seniority.
The following define the eligibility for lateral transfer:
1. Employees who bid into or accept a position will not be eligible for lateral transfer for one calendar year after the effective date of moving into their new position.
2. After accepting a lateral transfer, employees will not be eligible for another lateral transfer for one calendar year after the effective date of their lateral transfer.
3. Employees will not be eligible for lateral transfer if any of the following conditions exist (however, the original request remains active for 12 calendar months):
A. Has an active warning letter;
B. Does not meet the job bid sick leave standard outlined in the collective bargaining agreement; or
C. Performance does not meet acceptable standards at the time the request is made or during the life of the request.
4. A request for lateral transfer will be active for 12 calendar months, except when a request for transfer is offered and the employee refuses.
5. If an employee is offered and refuses three lateral transfers in a period of six months, they will not be eligible for lateral transfer until one year from the date of the third refusal.
Established as policy May 10, 1971
Revised December 2, 1985
Revised May 1, 1989
Revised January 10, 1991
Revised May 1, 1995
Revised September 3, 2001
Revised June 3, 2002
Revised December 20, 2005
Revised February 1, 2016 (number change from OPP-16 to OPP-10 – Clarification of required submission deadline)
Revised August 1, 2021 - updated to account for selection of days off, district/building (Custodial) / work area (Trades); clarified eligibility.
(OPP-11)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Tobacco Use Policy
In accordance with University Policy AD-32, smoking of any material is prohibited in all University facilities, at all locations, including University-owned vehicles. Smoking or any open flame is also prohibited on both the east and west loading docks of the Physical Plant Building.
Smokeless tobacco and all by-products must be disposed of in a sanitary manner by the user in a proper receptacle. This does not include recycling receptacles, office waste cans, water fountains, restroom fixtures, vehicles, on the floor in buildings, or on the ground in pedestrian traffic areas (such as sidewalks, loading docks, or mechanical rooms).
Established as policy April 3, 1989
Revised June 28, 1995
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (number change from OPP-17 to OPP-11 – No changes)
(OPP-12)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Definition of Adjacent Overtime
Prior to Scheduled Shift: If an employee is called out under Article 17.8(a), such call out shall be considered to be adjacent to the employee’s scheduled shift if the work necessitating the call out either continues into the regular work hours, or is completed within one hour prior to the start of the scheduled shift. For example:
1. If an employee’s scheduled shift starts at 7 a.m. and the call out work ends at 5:45 a.m., then the call out will not be considered to be adjacent to the scheduled shift.
2. If an employee’s scheduled shift starts at 7 a.m. and the call out work ends at 6:15 a.m., then the call out will be considered to be adjacent to the scheduled shift.
3. If an employee’s scheduled shift starts at 7 a.m. and the call out work ends at 7:15, then the call out will be considered to be adjacent to the scheduled shift.
Subsequent to Scheduled Shift: If an employee works overtime, such overtime shall be considered to be adjacent to the employee’s scheduled shift if the work necessitating the overtime starts within one hour subsequent to the employee’s scheduled shift, and the employee is advised of such overtime work before he or she has left campus. For example:
1. If an employee’s scheduled shift ends at 3:30 p.m. and the employee is advised while standing by the doorway at 3:35 p.m. that he or she is needed on an overtime assignment at 4 p.m., then the overtime will be considered to be adjacent to the scheduled shift.
2. If an employee’s scheduled shift ends at 3:30 p.m. and the employee is called at home at 3:45 p.m. and advised that he or she is needed on an overtime assignment at 4 p.m., then the overtime will not be considered to be adjacent to the scheduled shift.
3. If an employee’s scheduled shift ends at 3:30 p.m. and the employee is advised at 3 p.m. that he or she is needed on a one-time assignment at 5 p.m., then the overtime will not be considered to be adjacent to the scheduled shift.
Established as policy April 19, 1994
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (number change from OPP-19 to OPP-12 – No changes)
(OPP-13)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Computer Use Guidelines
Computers are an important tool for technical service employees. As such, it is important that access to computers and network resources are made available to the technical service workforce to complete their job duties and tasks responsibilities. This guidance addresses Office of Physical Plant (OPP) owned resources on and off shift, as well as non-OPP owned resources during an employee’s shift. This guidance does not supersede or alter existing University-wide policies and guidelines governing proper computer access and use.
Authorized applications to access PSU computers and network services
During assigned work time, University computers are to be used for University related business only. Typical business related duties and tasks responsibilities are as follows:
• Time card data entry
• Benefits enrollment and Job Bidding
• Computer based training activities
• Work-related email
• Building Management Systems or CCS controls programs
• Work related vendor search, product data, and safety information
Authorized time to use computers during assigned shift
During assigned work time, University computers and network service utilization must be authorized by the employees’ supervisor.
Where computer systems are an inherent part of any employees jobs, employees are expected to access and utilize the systems to maintain the needs of the University, i.e. Building Management Systems.
Computers can be used for non-University business before and after their assigned shift, during their unpaid lunch break, or during their paid break, only if the computer is not needed by another individual who is currently on shift and is waiting for system access.
Authorized methods to access OPP or other University computers
Technical service employees may access computers in publically available computer labs during the lab’s normal operating hours, to aid or complete their job duties and task responsibility. http://clc.its.psu.edu/home. However, OPP ITS does not directly support these computers, and any issues encountered cannot be rectified by OPP ITS.
Any computer provided by OPP and designated for use by technical service employees may be used to aid or complete their job duties and task responsibilities; this includes computers in the Physical Plant Building, and satellite location such as Area Service shops, Landscape shops, Waste Water Treatment, Power Plant, and alike.
Technical service employees are prohibited from using any departmentally controlled computer lab, except when written permission stating conditions of use has been obtained from the department and is authorized by the employee’s supervisor.
The use of OPP owned portable computing devices at non-University location is subject to the current approval process for tangible assets removal.
Note: For additional information regarding Computer and Network Security, reference Penn State Administrative Policy AD20.
Established as policy October 25, 1990
Revised September 3, 2001
Revised June 3, 2002
Revised April 1, 2005
Revised October 12, 2015
Revised February 1, 2016 (number change from OPP-21 to OPP-13 – Rewrite to reflect current conditions)
(OPP-14)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Penn State Identification Card
For security purposes, the Office of Physical Plant believes it is important that its technical service employees be easily identifiable as University employees.
1. All University employees are issued Penn State identification cards when hired.
2. The Penn State identification card must be worn at all times by technical service employees except when working in established Physical Plant facilities, listed below.
• Steam Plants
• Wastewater Treatment Plant
• Physical Plant Complex
• Within an Area Shop
3. The Penn State identification card must be displayed on the employee’s outer garment and must be visible at all times.
4. Under very rare circumstances, a unit’s manager can determine if a laminated color copy of the PSU identification card can be used in lieu of the actual PSU card. However, the employee will need to have the actual PSU card in their possession and present it whenever asked. The employee is responsible for the cost and time used for producing a laminated card.
5. A Penn State identification card lost while conducting official University business will be replaced by the Office of Physical Plant on one occasion. The employee is responsible for replacing a lost card under any other circumstances.
6. The employee must notify his or her supervisor immediately if a Penn State Identification card has been lost.
Established as policy April 1, 2005
Revised February 1, 2016 (number change from OPP-22 to OPP-14 – Clarifies that employee should notify supervisor of lost ID)
(OPP-15)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Emergency Procedure
In an emergency, an employee should take actions required to ensure/improve their safety. Help should be sought by dialing "911" if a phone is available or by contacting the Work Reception Center by radio. An employee should safely aid others or take actions to secure the site.
As the emergency is controlled, the employee should immediately notify his or her supervisor.
Policy SY41 provides the following specific guidance for Active Shooter Situations.
The StaySAFE: Surviving an Active Shooter Program includes the following steps to protect yourself if an active shooter is in your vicinity:
• Search for an exit: Do what you can to get to a safe place. Leave the area in the opposite direction from any shooter.
• Alert the authorities: Call or text 911. Give as many details about what you saw or heard and your current location. Do not assume that someone else has called – you may have new information for the police.
• Find a place to hide: If you cannot leave, turn out the lights of the room you are in, lock or barricade the door, and hide until help arrives. Avoid hallways, turn your cell phone on silent, and remain as quiet as possible.
• End the threat: This is a last resort when you have no other option; this is the life or death situation. Attempt to take out the shooter however you can. If you choose this option, DO NOT hesitate and be decisive.
Established as policy March 1, 1975
Revised February 1, 2016 (number change from OPP-6 to OPP-15 – Modified instructions and reference to SY41-active shooter)
(OPP-16)
DATE: February 1, 2016
FROM: Office of Physical Plant
TO: All Physical Plant Technical-Service Employees
SUBJECT: Use of Electronic Audio Devices during Working Hours
The use of electronic devices audible to others is not permitted in the following circumstances:
A. In or about University buildings where the noise would interfere with instructional, administrative, or research activities taking place.
B. When such use is specifically objected to by building occupants.
C. When use of such devices would create a safety hazard or work hindrance.
The use of electronic devices with headphones or ear buds is not permitted during work time. This includes hearing protection devices with built-in radio or audio device capabilities.
Established as policy November 16, 1981
Revised April 1, 1984
Revised September 3, 2001
Revised June 3, 2002
Revised February 1, 2016 (number change from OPP-11 to OPP-16)