University of Pittsburgh Staff Materials
The University Staff Handbook provides members with an overview of the University’s best practices. Any policy or procedure listed in a Teaching Center document is a supplement to official University Policies and Procedures.
Additionally, the Office of Human Resources provides a bank of resources for new staff orienting themselves to Pitt and Pittsburgh. Visit New to Pitt? for more information.
University of Pittsburgh Fact Book
The Office of Institutional Research publishes an annual fact book that includes current and historical information about the University including students, degree programs, faculty, finances, research, computing, libraries, and institutional advancement. Please read the University of Pittsburgh Fact Book at your convenience.
There are multiple publications sponsored by the University, including:
- Pitt Magazine
- The Pitt News
- University Times
- Staff Council Newsletter
- Teaching Center Newsletter
Please stay current with University happenings by reading through each edition of these publications.
Pitt Passport is the University portal. Upon using your Pitt credentials to log in, you will have access to a series of menus that detail Pitt events, services and information, Life on Campus and academic and professional resources. It is through Pitt Passport that you can access PeopleSoft (the student administration system), Pitt Worx (for timecards, time-off allocations, etc.), Microsoft One Drive (a file sharing system), and more. Please note that you will be required to use multifactor authentication to gain access to Pitt Passport. Please set up your multifactor authentication as soon as possible.
The University’s Information Technology department is responsible for our data networking, security, telephone and voice systems, and Pitt Passport, among many other services. This office publishes a variety of websites that will help you with general information about our IT infrastructure, including things like:
- Data Risk Classification and Compliance
- Microsoft Teams
- Multifactor Authentication
- My Pitt
- Telephone and Voicemail
- Pitt VPN (Pulse Secure) for remote access to department folders and systems
- Security Resources and Services
- Zoom Video Conferencing
The University offers a 24/7 Help Desk for all things technology through Pitt Information Technology. If Teaching Center IT Support is not available or cannot assist with a technical issue, feel free to contact the Pitt IT Help Desk via live chat, phone or online form. You can find more information in this document in the Information Technology section.
According to University Policy 07-02-05, we are required to appropriately limit access to areas containing confidential or sensitive information. This includes the ability to monitor the movement of people, equipment, and supplies into or out of those areas. Only those individuals who need access to private and confidential information in order to perform their work-related job responsibilities should have access to it, and they should only access the minimum amount necessary. Additionally, it is the policy of the University to comply with the Health Insurance Portability and Accountability Act (HIPAA) and any applicable related state laws that are not preempted by HIPAA. The Teaching Center requires all staff to submit a confidentiality agreement as part of their on-boarding experience.
According to University policy, all staff are required to complete the University Performance Appraisal Program, which includes an annual appraisal, a three-step review process during the Provisional Period of Employment, and reviews for special circumstances. It applies to all regular full-time and part-time staff as identified in the Staff Classification System.
Time Record Keeping
Time Records must be kept for all staff employees. The established University workweek is 37.5 hours, working 7.5 hours per day. Your work schedule will be established between you and your supervisor. At the end of the work week, complete your electronic timecard through Pitt Worx. Your supervisor will review your timecard and submit it to Human Resources. You will update your time card through Pitt Passport. We strongly recommend completing your timecard on the last business day of the work week. The University will announce any amended deadlines due to holidays or recesses.
Staff schedules can vary greatly from unit to unit within our Center, and will depend upon the needs of the University. In all cases, University Policy 07-04-01 (Work Hours and Location) applies. The Teaching Center, as with all University full-time employees, has an 8.5-hour workday with a one-hour lunch. Exempt workers are required to work 7.5 hours per day or until the work is There is no overtime or comp time for exempt employees at the University of Pittsburgh.
The official University hours, and the general Teaching Center hours, are 8:30 a.m. to 5 p.m. for regular full-time staff. Deviations from this schedule will be made to accommodate business needs and must be arranged with and approved by your supervisor. Regardless of individual modifications, each unit within the Center must have coverage from 8:30 a.m.–5:00 p.m. or as needed based on University business.
Remote Work/Interim Flexible Work Arrangements**
According to the Interim Flexible Work Arrangement policy, staff may be permitted or required to perform their employment duties off- campus and not inside a University building, or even in other cities, states, or countries. Staff who will work from a remote location (including home, other office, or other location that is not a University address) are required to submit an Interim Flexible Work Arrangement agreement for approval of the remote work arrangement. There are many positions within the Teaching Center for which working remotely is not a possibility. Please speak to your supervisor if you have any questions about this policy.
For a full list and explanation of all time-off categories, visit the Office of Human Resources’ Time Off page.
If you are sick and unable to work, you must notify your supervisor via telephone, text message, or email no later than 30 minutes before your normal start time that day.
Regular full-time staff members accrue sick time at the rate of one paid sick day for each month worked. Sick time may be used only for health reasons and for family care obligations and other conditions that have a bearing on physical and mental welfare. Your pay will be docked when more sick days are taken than you have accrued.
Under University policy, if sick time extends beyond three consecutive work days or if you have a foreseeable need for leave within 30 days, an employee is required to:
- Notify your supervisor or department administrator
- Call MetLife at 1-888-777-7418 to file for Family and Medical Leave Act (FMLA).
Taking time off is important! Vacations are good for your health, your outlook, and your productivity.
In a Center as large as ours, some consideration is required for scheduling time off, and there are certain times when we all need to be on campus. So we have some standard practices we follow:
- If you are a regular full-time staff member, you earn paid vacation time for each month worked at the Vacation cannot be taken before it is earned and must be scheduled and approved in advance by your supervisor. The supervisor has the right to deny a request based on operational and departmental needs. Vacations must be approved by your supervisor in advance to enable each unit to plan for adequate coverage.
- Vacation time for Teaching Center staff will typically not be approved during these times:
- Two weeks prior to the first day of the fall
- The first two weeks of the fall and spring
- Special exceptions will be evaluated on a case-by-base basis.
Regular, full-time staff are granted two personal days with pay each fiscal year (July 1 through June 30). Personal days must be scheduled in advance with your supervisor.
Release Time for Education
Employees who are using University tuition benefits are expected to take classes outside of normal working hours. In the event that a required class is only available during working hours, an employee and his or her supervisor can discuss alternative work arrangements. Staff should be aware that this kind of arrangement is not guaranteed and can only be granted in situations where job duties can be performed at an alternative time. For additional information, visit the Office of Human Resources’ Education Benefits page.
Teaching, Consulting, and Other Outside Work
The primary activities of full-time staff members in the Teaching Center are those duties and responsibilities assigned to individuals by their supervisor.
Many Teaching Center staff members teach at the University as a part-time faculty member. Teaching on an occasional or regular basis can add to the staff member’s ability to perform his or her duties, by helping to better
understand the role of the faculty member in the classroom. In order to be most effective at performing primary, full- time job duties, Teaching Center staff are not permitted to teach more than one class per term at Pitt. The Teaching Center strongly cautions staff against taking on an outside teaching load that has the potential to have a negative impact on primary job responsibilities.
Some staff members occasionally serve as consultants for other universities. This work must be disclosed in the conflict-of-interest process, and staff must take vacation days if the work is to occur within normal business hours. The normal vacation policy applies for scheduling time off.
The University does not prohibit you from performing non-University work outside of your regular working hours. However, if the outside work results in a conflict of interest or otherwise interferes with the performance of duties on campus, you may be asked to choose between jobs. In all cases, if you are performing non-University work, you may be asked to provide information about the work so that your supervisor is able to assess any possible conflict of interest. Further, the University prohibits you from performing non-University work while on the job and from using University equipment, including computers, printers, supplies, etc., for this work.
For a full list and explanation of all time off categories, visit the Office of Human Resources’ Time Off page.
The Workers’ Compensation law provides loss and medical benefits to employees who cannot work, or who need medical care, because of a work-related injury. Detailed information can be found on the Workers’ Compensation website.