Policies & Procedures
The University community is proud of its appearance and its tradition of excellence in education. That pride is reflected in attention to the physical facilities, the landscape, and the professionalism of University personnel. Each member of the University community shares a responsibility in maintaining a professional image by dressing and grooming appropriately for his or her respective position.
Uniforms may be required for specific positions, as deemed necessary by the University.
In the event of an emergency, deans, department heads, and supervisors have the responsibility to give instructions to students, faculty, and staff and provide safety measures until otherwise directed by the Campus Police or other properly identified emergency personnel.
11.2.1 Fire Alarm
11.2.2 Tornado Warning
Additional emergency information is contained in the Campus Emergency Plan.
Faculty, staff, and student employees of the University are required to pay all outstanding financial obligations due to the University in accordance with the due dates established for such obligations. For faculty, staff, and student employees who do not pay such financial obligations, the University will seek such remedies as are allowed by law.
A University identification card will be issued to regular full-time and regular part-time employees at no cost to the employee. The employee should obtain an identification card on the first day of employment or at the time the employee completes the required paperwork. An identification card may be obtained at the Student Activities Office, Monday through Friday, between 8:00 a.m. and 5 p.m. If this time is not convenient, the employee should contact the Student Activities Office to arrange for a convenient time.
The employee’s identification card is required for access to certain events and/or facilities. The identification card will admit the employee and immediate family members residing at the employee’s home to designated official University-sponsored events. In addition, the identification card may be used for Library privileges and use of the Student Activity Center.
The identification card does not authorize the holder to obligate the University in any manner. The identification card is the property of the University and must be returned to the Employment and Benefits Office at the time employment is terminated.
The University is committed to maintaining a workplace environment that is safe and secure for all employees of the University. Threats, threatening behavior, acts of violence, and unwanted attention directed against other employees, visitors, or guests by an employee of the University will not be tolerated.
All personnel are responsible for notifying their supervisor and/or Campus Police of any threats which they have witnessed or received or heard about. Even without an actual threat, employees should also alert their supervisor to any behavior which can be regarded as threatening or violent when that behavior is job-related or might be carried out in the workplace. Employees are responsible for making this report regardless of the nature of the relationship between them and the person initiating the threat or threatening behavior.
The provision of a safe workplace and the protection of employees from threats to their safety cannot be effectively accomplished unless supervisors and Campus Police are informed of these circumstances.
The purpose of this policy is to establish procedures to be followed when a University student and/or employee is infected with a communicable disease. Such diseases include, but are not limited to, hepatitis, meningitis, mumps, AIDS, whooping cough, measles, diphtheria, chicken pox, and tuberculosis.
The University is committed to providing a working and learning environment free of health hazards for its students and employees. So long as medical evidence supports, with reasonable medical certainty, that a particular disease is not communicable by the casual contact normally found in the workplace or classroom, or through airborne transmittal, those areas will not be considered to be hazardous as a result of the presence of an infected student and/or employee.
The University will comply with all federal and state laws applicable to students and employees with communicable diseases.
The confidentiality of information regarding individuals infected with a communicable disease shall be respected. As long as a student and/or employee with a communicable disease is able to pursue his or her education within the established academic standards and/or continue performance of job duties and medical evidence indicates that his or her condition is not a threat to themselves or others, the student or employee is to be treated consistently with other students and/or employees.
Discrimination against or harassment of the student and/or employee infected with a communicable disease is prohibited. The University will make educational materials on communicable diseases available for students and employees through the Office of Student Affairs and the Employment and Benefits Office.
Individuals with a communicable disease shall be required to inform the proper University personnel that they have a communicable disease. Failure to do so may cause a student to be administratively withdrawn from classes and may lead to disciplinary action for the employee, up to and including dismissal.
A student must inform the Dean of Students if he or she has been diagnosed as having a communicable disease. It will be the responsibility of the Dean of Students to notify the appropriate administrator(s) within the normal channel of communication of this situation. In the event the student is a minor and the minor’s parents or legal guardians are aware of the disease, the student’s parents or legal guardians shall have a concomitant duty to so inform the Dean of Students. An employee must inform the Coordinator of Employment and Benefits if he or she has been diagnosed as having a communicable disease.
The University shall request from the student and/or employee (or if the student is a minor, from the parents or legal guardian of the minor), a medical report from a licensed physician, which may be reviewed by a physician designated by the University. The University reserves the right to request that the student and/or employee be examined a second time by a physician designated by the University. The medical report or medical evidence will be used to assess each reported illness on a case-by-case basis.
Those evaluating the case will include the Dean of Students or Vice President for Business Affairs and other appropriate administrative personnel, in conjunction with the student and/or employee (the student’s parents or legal guardians if the student is a minor) and, if requested by the student and/or employee, the student’s and/or employee’s physician. A determination shall be made, based on medical evidence concerning the nature of the risk posed by the illness, the likely duration of the risk, the severity of the risk, and the probability that the disease will be transmitted and will cause varying degrees of harm. If, upon the request of the Dean of Students or Vice President for Business Affairs, the student and/or employee refuses or otherwise fails to provide the medical report, the student and/or employee will not be allowed to return to the University until such time as the medical report is provided. Should the illness persist, an updated medical report from a licensed physician shall be provided not less than every six (6) months as required by the University.
The student may be administratively withdrawn from classes if it is determined on the basis of medical evidence that his/her continued attendance poses an unacceptable risk to himself/herself or to others.
The employee may be placed on administrative leave if it is determined on the basis of medical evidence that his/her continued attendance poses an unacceptable risk to himself/herself or to others.
Keys shall be authorized for issue only to persons with a substantial need for access to specific facilities, and they shall be issued only after verification of administrative approval on a properly executed Key Request Form . Keys must be picked up in person at the Employment and Benefits Office.
Keys remain University property, entrusted to the individual keyholder for his or her exclusive use and should never be exchanged or loaned. No one has authority to produce, duplicate, or alter a University key, except the Physical Plant Office. Unauthorized use or duplication of a key is cause for disciplinary action, up to and including dismissal.
An employee is responsible for reporting any lost or stolen keys immediately to his or her supervisor, the Campus Police Office, and the Employment and Benefits Office. When a key is lost or stolen, the employee must pay a replacement charge of $25. If the key is found after the $25 has been paid, the money will be refunded if the building and/or office was not re‑keyed as a result of the key loss.
All keys must be returned to the Employment and Benefits Office during the termination clearance process or at the time of a job change, office relocation, or lock change.
11.8.1 Display of Political Literature and Campaign Placards
11.8.2 Control of Litter
11.8.3 Proper Disposal of Litter
Lost, misplaced or stolen personal items such as jewelry, keys, clothing, etc., regardless of where found, should be turned in immediately to the Campus Police Office. Do not turn in lost items to individual departments on campus.
Student identification cards should be turned into the Office of Student Affairs.
If an employee finds discarded equipment and/or equipment no longer in use, he or she should call the Purchasing Department. The Purchasing Department will make arrangements for the reallocation and/or disposal of such property. For additional instructions, see Inventory Procedures issued by the Budgeting and Accounting office.
Any statement made on behalf of the University to the public through the press or through any other agency shall be made by the Board of Regents and/or the President of the University or the President’s designee. This policy is not intended to and should not be construed to abridge the rights and privileges of any employee of the University to publicly express his or her personal opinions on any matter or to abridge constitutional rights of employees to comment on matters of public concern or to prohibit any other rights of communication established by law.
11.11.1 Parking Permits
The permit holder is responsible for all charges resulting from citations issued against his or her permit number, regardless of the identity of the driver; therefore, employees are encouraged to remove parking permits from vehicles which will no longer be operated by the employee.
11.11.2 Traffic Regulations
Payment for a citation is made in the Bursar’s Office in Markham Hall. The citation must be presented with the payment.
It is the policy of the University to provide up-to-date information on University activities using various communication methods including the posting of notices (flyers). Approval and coordination must be obtained from the Dean of Student Affairs prior to any posting. Flyers are not to be posted on walls or doors, but should be placed on designated bulletin boards.
Outside sales solicitations or presentations in University facilities are prohibited unless authorized by the Vice President for Business Affairs whether or not employees are on duty. This restriction does not apply to private entities under contract with the State who are acting in an official capacity as agents of the State.
The Director of Public Relations must approve all layouts or copy for all publications.
The University does not endorse any commercial product, program, enterprise, or idea. Under certain circumstances, the University’s name or symbols may be used in connection with advertising or promotional material. Permission and approval of all copy must be obtained from the Director of Public Relations. The University from time to time may wish to reach a certain public by purchasing advertising in the media. The material contained in this advertising may include matters related to increasing enrollments, promotional advertising, or informational material related to specific policies, projects, departments, and curricula. With the exception of staff employment advertising, which is coordinated through the Employment and Benefits Office, no contracts for advertising should be entered into and no oral or written commitments should be made by any University employee for advertising without the approval of the Director of Public Relations.
11.15.1 Food Services
The University provides a long-distance authorization code for University business communication. Inappropriate use of the authorization code may result in loss of privileges and/or disciplinary action, up to and including dismissal.
University Computing Services offers technology assistance to all employees. All purchase decisions relating to computers, telecommunication equipment, software, and peripherals are made by Academic Computing Services. Academic Computing Services will also repair, maintain, transfer, relocate, and dispose of all computer and technology equipment. Requests to reassign computer equipment from its present use should be directed to the Coordinator of Academic Computing Services by department heads or directors. Academic Computing Services will maintain an inventory of all computer equipment. Department heads and directors are also responsible for an annual physical inventory of all computer equipment for which they are accountable. Theft of computer equipment must be reported to Academic Computing Services as soon as possible.
Data originated or stored on State computer equipment is State property. Employees are authorized to access only data which is essential to their job function. Employees shall not make or permit unauthorized use of any University data or seek personal or financial benefit or allow others to benefit personally or financially by knowledge of any data which has come to the employees by virtue of their work assignment.
Employees may enter, change, and delete data only as authorized within their job functions. Employees may not knowingly include or cause to be included in any record or report a false, inaccurate, or misleading entry, nor may they knowingly alter or expunge from any record or report, or cause to be altered or expunged, a true and proper entry.
Employees will not release University data except as required in the performance of their job, as directed in writing by his or her supervisor, or as may be required by law.
If an employee obtains access to data that he or she is not authorized to view, the employee should exit from that data and report the problem to his or her supervisor and the appropriate Computing Services unit.
Employees who suspect or know of any violation of access or usage must report it immediately to the appropriate Computing Services unit.
Employees must become familiar with and adhere to the University’s Computer Use Policy. Violations of this policy may be cause for disciplinary action, up to and including dismissal.
11.16.3 Computer Use Policy
Concomitant with free expression are personal obligations of each member of the University community to use computing resources responsibly, ethically, and in a manner consistent with the law and the rights of others. The University depends upon a spirit of mutual respect and cooperation to create and maintain an open community of responsible users.
The University Logo and Seal are reserved for official uses, as in publications of the University, its certificates, diplomas, legal documents, and printed materials used in conjunction with official functions of the University, and may not be used by others without written permission from the Director of Public Relations. Visit the Logos web site for more information.