Required Employee Notices & Important Reminders
The Texas A&M University System Offices
Required Employee Notices & Important Reminders
The Texas A&M University System is committed to ensuring the safety and health of its employees and various policies and regulations have been established for that purpose. (Policy and Regulation Library) As an employee, you should be aware of federal and state laws and The Texas A&M University System regulations that affect you in the workplace. The following are required notices disseminated annually or information that merits a reminder even though not required by law or regulation.
Drug and Alcohol Abuse and Rehabilitation Programs
The Texas A&M University System recognizes the cost of substance abuse to the workplace and is committed to maintaining a safe and healthy environment for all employees. Policies and regulations have been developed to minimize accidental injuries to persons or property; minimize absenteeism and tardiness, and improve the effective job performance and productivity of all employees; identify resources for alcohol or drug rehabilitation for all employees when appropriate; and provide a program designed to prevent the use of illicit drugs and the abuse of alcohol. The awareness and prevention program notice may be viewed by accessing http://assets.system.tamus.edu/files/hr/forms/drug-alcohol.pdf.
Please see System Policy 34.02 Drug and Alcohol Abuse at http://policies.tamus.edu/34-02.pdf and System Regulation 34.02.01 Drug and Alcohol Abuse and Rehabilitation Programs at http://policies.tamus.edu/34-02-01.pdf for more information.
HIV/AIDS in the Workplace
The Texas Department of Health (TDH) offers the HIV/AIDS in the Workplace brochure located at http://www.tamus.edu/assets/files/hr/forms/hivworkplace.pdf in order to educate employees about HIV/AIDS in the workplace. The Human Immunodeficiency Virus Service Act, Chapter 85, Texas Health and Safety Code, specifies that workplace guidelines be established to ensure that the rights and privileges of individuals infected with the Human Immunodeficiency Virus (HIV) are protected. Please see System Regulation 34.04.03 HIV/AIDS in the Workplace and Learning Environment via http://policies.tamus.edu/34-04-03.pdf.
 Important Reminders
- Vacation leave that exceed the maximum number of hours allowed by the state schedule will automatically be credited to the employee’s sick leave balance on the first day of the next fiscal year. Workday instructions to review carryover balance can be found on the Workday help website, “Where can I see how many hours of my vacation time will roll to sick time at the end of the fiscal year?”
- Flexible Work Arrangement agreements should be reviewed at least annually and a new form completed when changes are made to the agreement.
- External Employment forms require renewal each fiscal year or when the external employment arrangement is altered. See system regulation 31.05.02 External Employment for more information.
- Dress Code for System Offices employees is determined by the Chancellor or designee.
- Smoking and Use of Tobacco Products, reference the System Offices Rules 34.05.99.S1 for more information.
- Leave of Absence with Pay System Regulation which includes information regarding death of a family member, jury duty, etc.  (Note, currently a waiver is in place, until May 31, 2023, regarding use of emergency leave for death of a family member. The waiver outlines employees are not required to use the emergency leave within 30 days of the date of death.
Notice of Privacy Practices for Medical Information
A federal regulation, the Health Insurance Portability and Accountability Act of 1996 requires that we provide detailed notice in writing of our privacy practices. This notice located at http://assets.system.tamus.edu/files/benefits/pdf/hipaaprivacy.pdf describes how medical information about you may be used and disclosed and how you can get access to this information.
Employee Assistance Program (EAP)
This confidential Work/Life Solutions service is available to benefits-eligible System Office staff and anyone living in your household. The service offers in-person and telephonic counseling, training and resources to deal with stressful situations such as parenting, death of a loved one or conflicts at work. Please reference https://www.tamus.edu/benefits/guidanceresources/ for additional information.
Workplace Posters
The law requires that employment-related federal and state workplace notices be displayed in a prominent place in your department, including offices in locations outside the Moore/Connally Building. The required notices below may also be found on display in your department’s break room or common area.
Required Federal Workplace Posters
- Equal Employment Opportunity Act (English) (Spanish)
- Family and Medical Leave Act
- Minimum Wage Act (FLSA)
- USERRA Notice – Uniformed Services Employment and Reemployment Rights Act
- E-Verify (English & Spanish)
- Right to Work (English) (Spanish)
Required State Workplace Posters
- Texas Hazard Communication Act (English) (Spanish)
- Unemployment Compensation Act and Texas Payday Law
- Texas Whistle-blower Act
- Worker’s Compensation Communicable Disease (English) (Spanish)
- Employer Notification of Ombudsman Program to Employee (English) (Spanish)
- Notice to Employees Concerning Workers’ Compensation in Texas (English) (Spanish)
Standards of Conduct; State Agency Policy
Standards of Conduct; State Agency Ethics Policy:
https://statutes.capitol.texas.gov/Docs/GV/htm/GV.572.htm#572.051
Employee Standards of Conduct:
https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2113.htm#2113.014
Prohibited Acts of Agencies and Individuals:
https://statutes.capitol.texas.gov/Docs/GV/htm/GV.556.htm#556.004
Use of Motor Vehicle:
https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2113.htm#2113.013
System Offices Human Resources Webpages:
HR Forms/Documents:
Family and Medical Leave Act:
Notices and Reminders: