President’s Exemplary Service Award

Handbook of Operating Procedures 5-5020

President’s Exemplary Service Award

I. Policy Statement 

It is the policy of The University of Texas at Austin (“University”) to award up to thirty‐two (32) hours of administrative leave per fiscal year to eligible employees who perform specific services or activities that demonstrate exemplary performance. This award shall be called the President’s Exemplary Service Award (“award”). The awards shall be made in no less than eight (8) hour increments, except awards to part-time employees, which shall be proportional to their appointments.

II. Reason for Policy 

The reason for the policy is to recognize exemplary service for eligible employees of The University of Texas at Austin

III. Scope & Audience 

This policy applies to all employees who have been employed by the University for at least twelve (12) continuous months prior to being nominated for the award. The award is not available to faculty, teaching assistants, assistant instructors or to students employed in positions that require student status as a condition of employment.

IV. Definitions (specific to this policy) 
V. Website (for policy)
VI. Contacts 
Contact Details Web
Human ResourcesAddress:

Mail Code J5600 ·∙ P.O. Box V ·∙ Austin, Texas 78713

VII. Responsibilities & Procedures 
  1. A manager/supervisor may nominate any eligible employee from his/her unit for a President’s Exemplary Service Award using the nomination form found on the HRS website. The nomination must include justification for the basis of the nomination and the number of hours recommended to be awarded (8 hour increments up to 32 hours.). The exemplary service or activity cited may be subsequent to the employee’s most recent performance evaluation.
  1. The manager/supervisor must submit the nomination on the President’s Exemplary Service Award Nomination form, along with the most recent performance evaluation which must be satisfactory or higher, and transmit the documents to the appropriate department/unit head.
  1. Department/unit head shall review all nominations received to 1) ensure the nominee is eligible to receive an award; and 2) make an independent determination that a nominee's documented specific service or activity reflects exemplary performance.
  1. Within ten (10) working days of receipt of the nomination, the department/unit head shall forward to the appropriate vice president, dean, or his/her designee for review and approval.
  1. Approval or denial of the nomination request will be forwarded to the department/unit head and then the manager/supervisor who initiated the nomination. If award hours are approved, the manager/supervisor shall notify the employee of the award. In addition, the manager/supervisor or the unit timekeeper shall credit the hours to the employee and the employee’s usage of the hours on the employee’s timesheet as President’s Exemplary Service Award-Administrative Leave.
  1. Use of Award Leave:
  1. The employee shall provide reasonable notice to the manager/supervisor of a request to use the administrative leave. Manager/supervisor, after ensuring the work of the department or unit can be adequately performed during the employee's absence, shall approve such leave request. Employee shall record those hours taken from President’s Exemplary Service Award-­‐Administrative Leave on his/her timesheet, and the manager/supervisor shall approve as such.
  1. The hours awarded must be used within twelve (12) months of the award date and taken before annual leave. The time is transferable to other University departments. An employee does not receive payment for this leave time upon separating from the University.
XI. History 

Previously HOP 7.D.2