SECTION G: GENERAL ADMINISTRATIVE POLICIES AND PROCEDURES
TABLE OF CONTENTS
G. GENERAL ADMINISTRATIVE POLICIES AND PROCEDURES
Commercial Transactions and Solicitations
Publicity and Publications
Distribution of Non-University Sponsored Publications
Audio Visual Materials
Lost and Found
Animals on Campus
Injuries, Fire, Theft, Earthquake
Campuswide Environmental Health and Safety Program
Campus Smoking Policy
Secretarial Services and Student Assistance
Solicitation of Funds
Gift Acceptance and Acknowledgment Procedure
Travel Policies and Procedures
Use of State Cars
(Reference: PM 83-14, 9/1/83)
I. General Provisions
The following policy is defined to regulate the possession and consumption of beer and/or wine on campus by members of the University community and by recognized University organizations and organizational units.
The privilege of consuming beer or wine may be extended with the expectation that these activities are to be held under conditions which complement the orderly operation of the University. Off-campus groups and organizations contracting with the University for use of facilities are also subject to these regulations.
Possession or Use of Alcoholic Beverages Prohibited
The possession or use on campus of distilled spirits is prohibited at all times except in the privacy of individuals campus apartments. The possession, sale, serving or use on campus of beer and wine is prohibited at all times, except when approval for a specific event, time, and place has been granted by an authorized University official in accordance with this policy.
Restriction Based Upon Age
California state law provides criminal penalties for the possession or consumption of alcoholic beverages by persons under 21 years of age and for persons who furnish, give, sell, or cause to be sold, furnished or given away, any alcoholic beverage to a person under the age of 21. (State Alcoholic Beverage Control Act, Sections 25658 through 25665.)
II. Conditional Use of Alcoholic Beverages
A. Officially recognized campus organizations (student, staff, faculty, administrative), may sponsor an event on campus at which beer and/or wine are served, but student organizations are not authorized to sell alcoholic beverages. In sponsoring such events, the organization and its officers accept the following responsibilities and conditions:
1. To observe all applicable state laws and University policies, including compliance with the standard application procedure;
2. To assume responsibility for all damages incurred during the activity;
3. To clean and restore a facility to its original condition after an authorized event;
4. To maintain decorum appropriate to the University setting (the sponsoring organization shall cease serving beer or wine at the request of an appropriate University official. "Appropriate University official" as used in this section shall include a campus police officer or the administrator assigned to be present at the event by the President or her/his designee. If the occasion should require it, any administrator senior to the designee may exercise this authority);
5. To limit participation in an authorized event to the membership of the sponsoring organization and its invited guests and for a reasonable time frame only;
6. To refrain from advertising to the public on or off campus the availability of alcoholic beverages;
7. To provide for the distribution of non-alcoholic beverages other than water at any event where alcoholic beverages are served, and these should be distributed in the same manner as alcoholic beverages;
8. To assure that no minor or intoxicated person is served alcoholic beverages; and
9. To assure that consumption and serving of beer and wine is at or in the facility designated for the event.
B. Beer or wine may not be sold on campus, without a license issued by the alcoholic Beverage Control and written permission by the University.
1. "Selling" alcohol includes an exchange for money, tickets, tokens, or anything else of value.
2. If admission charges are made for a social function, alcoholic beverages cannot be served as part of the admission price.
3. Generally such sales will be in connection with food service or for brief ad hoc fund raising activities.
III. Administrative Responsibility for Policy Implementation and
A. Policy Implementation
1. Student groups may request permission to hold a group-sponsored event at which beer and/or wine are to be served by submitting an application to the Director of Student Programs at least ten (10) working days prior to the proposed event. Depending upon the nature of the event and the facility requested, more time may be required. The source of funds to pay for any beer or wine served shall be included in the request. Money received from students as part of their mandatory fees is not to be used to purchase beer or wine. The request shall also affirm that payment of an admission charge to the event is not a precondition to being served beer or wine at the event. In addition to this special procedure regarding the serving of beer and/or wine, established procedures for reserving university facilities and all other procedures as set forth by the Student Programs/ Union office shall be followed.
If the Director of Student Programs denies an application, the group may appeal to the Vice President, Student Affairs, whose decision will be final.
2. Faculty or staff groups may request permission to hold a group-sponsored event at which beer and/or wine are to be served by submitting an application to the Dean of Faculty Affairs at least ten (10) working days prior to the proposed event. If the application is denied, the group may appeal to the Vice President for Administration, whose decision will be final.
3. University related groups (for example, the Dominguez Theater Guild or a sports boosters group) may request permission to hold a group-sponsored event at which beer and/or wine are to be served by submitting an application, endorsed by the University liaison person for the group, to the Associate Vice President of Faculty Affairs at least ten (10) working days prior to the proposed event. If the application is denied, the group may appeal to the Vice President for Administration, whose decision will be final.
4. Off-campus groups not University related will be limited by the terms of the written contract which will indicate beer or wine license, insurance coverage, etc. Such groups will announce and enforce the prohibition against all alcoholic beverages, including beer and wine, unless a specific contrary agreement has been made with the University.
B. Policy Application Off-Campus
University groups or organizations holding University events in a restaurant, club, hotel, etc., where alcoholic beverages are normally served may make special arrangements for the serving of those beverages at off-campus functions, but they are subject to state law for purchasing and/or supplying alcoholic beverages to any minor. The University exercises no supervision and assumes no responsibility to control the serving or consumption of alcoholic beverages off the University campus.
If a University group appears to encourage or tolerate the misuse or abuse of alcohol at off-campus events, an investigation will be conducted to determine if that group should be allowed to continue to identify itself with the name of the University.
C. Policy Enforcement
1. The Associate Vice President of Faculty Affairs is responsible for the general enforcement of this policy and the approval of applications (in coordination with the Director of Student Programs when a student group is involved).
2. The Department of Public Safety will assist with enforcement of this policy for protection of security and to enforce applicable laws.
3. Violations of this policy by individuals may cause disciplinary action to be taken.
4. Violation by any University or student club or organization or related group could, after notice and hearing, be cause for withdrawal of certain campus privileges or loss of recognition of the organization or denial of the use of campus facilities for a specified period of time.
SUMMARY OF CSUDH POLICY ON THE USE OF FACILITIES AND GROUNDS FOR COMMERCIAL TRANSACTIONS AND SOLICITATIONS
(Reference: PM 80-03, 2/4/80)
(Note: The complete policy statement is available from the Public Safety Office, SCC A-122.)
Commercial transactions and solicitations on campus are permitted only when an "Application for Permit to Engage in Commercial Transactions or Solicitations" has been received and approved. (Forms are available in the Public Safety Office, SCC A-122).
Approval may be granted if the proposed activity:
(l) aids the educational objectives of the campus;
(2) does not interfere with the operation of the campus;
(3) is not prohibited by law;
(4) occurs between 8:00 a.m. and 8:00 p.m. Monday through Thursday or 8:00 a.m. and 3:00 p.m. Friday;
(5) occurs only in specified public areas; and
(6) is conducted without threat, harassment, loud noise, litter, or impairment of pedestrian or vehicle traffic.
No permit is required for the following types of transactions or solicitations:
(1) appointments made in advance with prospective buyers;
(2) private sales between members of the University community;
(3) sale or display of published materials when:
(a) materials are not available at campus bookstore,
(b) conditions of time, place and manner stated above are met,
(c) materials are not in violation of the laws dealing with obscenity and commercial term papers;
(4) distribution of handbills and circulars in buildings and on grounds when:
(a) conditions of time and manner stated above are met,
(b) classrooms are not entered without permission of instructor.
Distribution of Non-University Sponsored Publications
The Student Handbook contains a statement concerning the campus policy for the distribution of handbills, newspapers, brochures, etc., on the campus. This policy is based upon State law which permits individual State Universities to control the dissemination of such materials. Information about this policy or the State laws described may be obtained from the Vice President, Student Affairs.
On January 1, 1978, a new copyright law became effective. The measure extends the copyright period from 28 years, with the option of renewal for another 28, to the life of the author plus 50 years. The law also establishes guidelines, which are excerpted below, for classroom and interlibrary use of copyrighted materials.
It should be noted that not all materials are copyrighted. Most government documents and material published without copyright notice are examples of material in the public domain and are not subject to copyright. Unpublished works and older classics are also exempt from the law.
The complete text of the current copyright statute (Public Law 94-533) can be found in the U.S. House Congressional Record dated October 19, 1976. Law in this area is dynamic and changing. Recent court decisions may impact the interpretations given here and should be checked for currency. There has also been a Unit 3 Memorandum of Understanding on Intellectual Property Rights (January 21, 1997) between the CSU and the CFA. Copies are available in the Office of the Associate Vice President for Faculty Affairs. For any questions concerning the copyright law, first contact the Reference Department in the Library. Thereafter, if questions remain, contact the Campus Information Officer.
An instructor may make a single copy of the following for use in scholarly research, in teaching, or in preparation for teaching a class:
1. A chapter from a book.
2. An article from a periodical or newspaper.
3. A short story, short essay, or short poem, whether or not from a collected work.
4. A chart, graph, diagram, cartoon, or picture from a book, periodical, or newspaper.
An instructor may make multiple copies of the following for classroom use only, if distribution is limited to one per class student:
1. A complete poem, if it is less than 250 words and printed on not more than two pages.
2. An excerpt from a longer poem, if it is less than 250 words.
3. A complete article, story, or essay, if it is less than 2,500 words.
4. An excerpt from a prose work, if it is less than 1,000 words or 10 percent of the work (whichever is less).
5. One chart, graph, diagram, drawing, cartoon, or picture per book or periodical.
However, an instructor may not:
1. Make multiple copies of a work for classroom use if it has already been copied for another class in the same institution.
2. Make multiple copies of a short poem, article, story, or essay from the same author more than once in a class term or make multiple copies from the same collective work or periodical issue more than three times a term.
3. Make multiple copies from works more than nine times in the same class term.
4. Make a copy of works to take the place of an anthology.
5. Make a copy of "consumable materials, such as workbooks.
The University Library may, for interlibrary-loan purposes:
1. Make up to six copies a year of a periodical published within the last five years.
2. Make up to six copies a year of small excerpts from longer works.
3. Make copies of unpublished works for purposes of preservation and security.
4. Make copies of published works for purposes of replacement of damaged copies.
5. Make copies of out-of-print works that cannot be obtained at a fair price.
The use of audiovisual materials in the classroom (other than those materials purchased by the University directly from copyright holders) is primarily governed by the doctrine of "Fair Use." "Fair Use" is discussed in Section 107 of the statute as follows:
...the fair use of a copyrighted work, including such use by reproduction in copies or phono-records or by any other means specified [in the previous section], for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research, is not an infringement of copyright. In determining whether the use made of a work in any particular case is a fair use the factors to be considered shall include:
a) The purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
b) The nature of the copyrighted work;
c) The amount and substantiality of the portion used in relation to the copyrighted work as a whole; and
d) The effect of the use upon the potential market for or value of the copyrighted work.
Among the criteria above, (d) appears to be the most significant. Thus, faculty should always consider whether the use in question (copying programs from television, duplicating 35mm slides, copying cassettes, etc.) will cause some financial harm to the copyright holder.
Interim University Policy Regarding Copyright and Publication Rights
This interim policy will remain in effect until revised, revoked, or superseded by a California State University system wide copyright policy.
Copyright is a form of monopolistic privilege granting exclusive publication rights to authors or owners for a specific period of time, in the words of the United States Constitution, "to promote the progress of science and useful arts."
This policy applies only to California State University Dominguez Hills supported products as that phrase is defined herein.
Members of the University community should understand that copyright protection arises from both common law and statutory law. The common law and statutory law protect unpublished products and until the author or owner makes it available to the public or authorizes its publication, the author or owner retains the exclusive right of first publication. The author or owner may make a limited use and exposure of the product to the public while preserving his or her rights by restricting or limiting circulation of copies to certain persons for a specific purpose, such as for criticism or use in a classroom. In contrast, once the product is made generally available, it is dedicated to the public unless it bears a proper copyright notice. An author or owner who makes the product generally available to the public without a proper copyright notice in effect dedicates the product to the public or places it in the public domain, and exclusive rights therein are lost, and the product may be used by anyone for profit or otherwise.
Members of the University community are cautioned to use care not to cause valuable intellectual products to be placed into the public domain which were University supported and should have become property of the University under this policy.
It has been the traditional practice of higher education in this country that books and other copyrightable materials created entirely through the individual initiative of an employee belong to the employee and that the employee has the right to copyright the material and to receive any subsequent royalties. On the other hand, where the employee either has been hired to create a specific product or has been assigned the duty to create a specific product, it has been the practice for colleges and universities to claim the copyright in the exclusive ownership of the final product. It is a purpose of this policy to affirm these traditional practices.
Nevertheless, there are many possible variations between the two examples noted. These variations occur when an educational institution or system supports, in one form or another, employee research and creative effort. In such instances, the traditional practice of higher education fails to offer clear conclusions in regard to who owns the copyright in products produced, at least in part, through the support of the educational institution or system.
It is a further purpose of this policy to provide a clear and equitable means to determine the respective rights of California State University Dominguez Hills and the employee in products supported by the State University.
Ad hoc Campus Copyright Committee: A committee appointed by the University President containing an equal number of faculty and administrators with some knowledge of the subject matter involved in the product.
Assignments of Rights: Generally, an assignment of rights is a transfer of rights under a copyright or otherwise by the owner.
Author: For purposes of this policy, an author h one or more individuals, singly or as a group, who has created, written, developed, originated, or produced any copyrightable product. The term author does not include those who contribute, in a purely support staff manner, to the production of a copyrightable product.
University: University means California State University Dominguez Hills and includes various extension, summer and external degree programs, innovative programs, and consortium programs, if any.
Contractual Agreement: Any agreement between the University and other individuals or parties.
Copyright: A copyright is the right of the owner not to have his expression of creative or intellectual labor copied or commercially used without his consent.
Employee: The term employee includes executive, administrative, academic, nonacademic, and student assistant employees employed by The California State Universities. The term employees, for purposes of this policy, also includes students not employed by the University and any other persons who are employed in the development of a product, in other than an incidental manner, and who used without personal charge, the equipment, materials, or staff services of the university.
This right extends to lecture notes developed by an employee in the course of his employment with the campus. (William V. Weisser, 273 Cal. App. 2d 726 1969.)
Fair use is a use of the copyrighted materials which is permitted by law even though no express authorization is granted by the copyright owner.
Infringement: A copyrighted work is infringed when a substantial portion of it is copied or used for composition beyond fair use without the permission of the copyright owner.
License: A license creates a contractual relationship in which the owner, under a copyright or otherwise, grants permission for use of the copyrighted material.
Other than an Incidental Manner: A work is produced in other than an incidental manner when the employee has made a significant use of University resources, or has used a significant period of time for which he has been compensated by the University to develop the product.
Owner: The term owner refers to the party who owns or controls rights to copyrightable material, whether under copyright or otherwise, and who has the right to sell, assign, distribute, or license the use of such material.
Product: The term product includes, but is not limited to, writings, musical or dramatic compositions, sound recordings, films, lecture notes, videotapes and other pictorial reproductions, computer programs, listings, flow charts, manuals, codes, instructions, software, and other copyrightable works.
Public Domain: Material is said to be in the public domain if it is not protected by a copyright law, and has been made public and therefore available for copying without infringement.
California State University Dominguez Hills Sponsored Product:
A. Materials are California State University Dominguez Hills sponsored if:
1. The author has employed in his developmental work, in other than an incidental manner, and without personal charge to him, the equipment, materials or staff services of California State University Dominguez Hills or has used time for which he has been reimbursed (including released time), in other than an incidental manner, to develop the product; or
2. The author has been commissioned by the campus or assigned the specific task to develop the materials.
B. Materials will be deemed to have been produced by the employee on his own time and with his own resources, if they are produced while the employee is on a sabbatical leave from the California State University.
C. Materials will be deemed to have been produced by the employee on his own time and with his own resources, if they are produced pursuant to a class in which the employee is enrolled.
IV. Procedure to Determine if a Product is University Sponsored
Any employee who has a question as to whether particular materials will be considered California State University Dominguez Hills supported, should initiate inquiry as to their designation. The employee should prepare a report of the relevant facts and forward it to his immediate supervisor or instructor. The immediate supervisor, after appropriate consultation, including consultation with his supervisor, shall submit 8 written recommendation on the matter to the University President who will establish an ad hoc campus copyright committee which shall recommend a decision. Any decision reached by the campus President is, on request of the employee, subject to review by the Chancellor's Office. In those instances in which a product is produced by an employee working with Q consortium or some entity of The California State Universities the question will be referred to the Office of the Chancellor.
A. Ownership of the copyright of a California State University Dominguez Hills supported product shall be vested in the University when the author has been assigned the duty or commissioned by the California State University Dominguez Hills to produce the product.
California State University Dominguez Hills shall copyright the materials when it appears that copyrighting will be in the best interest of the University and the employee, but this shall not affect an employee's right to make use of the contents of the materials in forms other than the California State University Dominguez Hills sponsored form, so long as the University copyright is protected in the subsequent use. Further, it is the policy of the University that an employee may actively encourage marketing of University copyrighted materials he or she has created. In this regard, the University shall assign all rights necessary, consistent with this policy, to enable an employee to actively pursue the marketing of a product created by him or her. Finally, if the University elects not to copyright the product, the employee may do so upon serving notice of his/her intention to do so, and conveying to the University a license to use, free of charge, the product within The California State Universities, for educational purposes, for the life of the copyright, and any renewal thereof.
Any materials copyrighted by the University pursuant to this policy shall accord the employee full recognition as the author of the product. Further, the author shall retain the right to periodically review the material to determine its continued relevancy and accuracy, and the author may, with the approval of the campus President who will be advised by an ad hoc committee, make updated notations in the product as appropriate. In the event the author determined that further use of the product would be damaging to his professional reputation, he may request the University to discontinue use of the product. In the event the University determines after such request to continue the use of the product, the author may appeal this decision to the Office of the Chancellor whose decision shall be final.
B. When an employee has produced any other California State University supported product he shall retain ownership of the copyright in such product, subject to the conditions set forth in this statement of policy. When the employee owns the copyright in the product, The California State University will receive from the employee a license to use the product free of charge, for educational purposes, for the life of the copyright, and any renewal thereof throughout The California State University System.
VI. Policy on Use of Products
A. This policy identifies two categories of use of copyrighted materials.
1. Internal Use: Use within The California State University for educational purposes, and;
2. External Use: Use within The California State University for other than educational purposes or use by anyone outside The California State University.
B. Use of California State University Sponsored Products Internal to The California State University.
It shall be the policy of the University that all products copyrighted pursuant to this policy shall be available for use without fee of any kind for any educational purpose by any campus or any entity of The California State University.
C. Use of California State University Sponsored Products External to The California State University.
1. When a university sponsored product is marketed in which the employee owns the copyright, The California State University will receive 50% of any royalties up to a $5,000 maximum. After the University has received $5,000, the employee will receive all royalties if the University has, in effect, been totally reimbursed for the expenses incurred by it in sponsoring the product.
2. In the case of a copyrightable product being developed by an employee who has been commissioned to create the product, the University will own the copyright and the final product and will be entitled to 50% of all royalties derived from the copyright and the employee will be entitled to 50% of all royalties.
3. In those instances in which more than one author has developed a product, the authors themselves must determine their respective share of any royalties.
VII. Production and Use Involving Non-University Agencies or Involving Other Education Institutions or Systems
The University may administer funds provided by non-university agencies (such as the Federal Government) or in conjunction with other government entities or a consortium thereof under contract or grant to pay for staff time, services, or materials incident to the production of educational materials. In such cases, the University may enter into agreements with such agencies recognizing their rights, in whole or in part, to the ownership of the materials produced and to the net income from their use, and to reasonable participation in determining the conditions of use. The University President will inform staff members receiving payments from funds provided by non-University agencies for the production of educational materials as to the rights reserved to such agencies under the agreement between these agencies and the University.
The University has a policy on facilities and scheduling which may be obtained from the Office of the Director of Facilities Planning.
(Reference: PM 82-23, 8/3/82)
Faculty members will be issued keys to their offices and to classrooms, laboratories and other facilities in which they have official responsibilities. Legislation passed during the 1971 session has made it a crime to duplicate keys to State facilities, and under no circumstances should keys be given to students. Laxity in control of keys can result in poor security of student records, equipment, and faculty offices. Keys are to be returned to the Office of Public Safety upon terminating service.
A $10.00 charge will be assessed for each lost or stolen key, up to a maximum of $50.00 per occurrence.
LOST AND FOUND
The Office of Public Safety serves as clearinghouse for lost and found articles.
At the present time, there is one delivery of mail per day from the post office to the University. Mail is delivered twice each day to departmental and school offices.
Personal mail is not to be picked up by the University mail service. There are two US. Mail receptacles on campus for the convenience of the University community, one at the front of the campus by the flag pole, and one at the rear of the Leo F. Cain Educational Resources Center. (Check the listing of times attached to the receptacle for the twice daily pick up by the US. Post Office.)
All faculty, staff, and students are required to have a parking permit or pay a daily fee to park a motor vehicle on the campus. The schedule of parking fees is listed in the University catalog. Permits may be purchased at the cashier's window.
Animals at Large on Campus
(Reference: PM 82-35, 11/9/82)
Over the years there has been concern about animals at large on the campus being a threat to reasonable standards of sanitation, comfort, and safety.
Pursuant to Section 89031 of the California Education Code as well as Title V of the California Administrative Code, notice is given of the following:
1. No dog or other animal will be led or permitted to enter any University building. It is especially important that no live animal be in any room where food or beverages are kept or served.
2. No dog or other animal will be permitted on this campus unless it is on a leash of six feet or less in length that is secured by a competent person's hand. For safety and sanitation, that person is responsible to clean up any of the animal's feces.
3. A "seeing eye" dog being used to assist a blind person is exempt from this Directive.
4. No wild animal (e.g., lion, tiger, elephant, etc.) is to be brought on campus without the advanced permission of the University.
Employees of the University are expected to assist with the enforcement of this Directive by both personally complying and informing people about the regulation and by reporting violation to the Department of public Safety on ext. 3639.
Injuries, Fire, Theft, Earthquake
All emergencies should be reported to the Office of public Safety. Minor first aid treatment is available at the Student Health Center from 8:00 a.m. to 7:00 p.m., Monday through Thursday and 8:00 a.m. to 5:00 p.m. on Friday. All work-related injuries must be reported to the supervisor who will assist in completing proper forms. First treatment for work-related injuries is provided by the Student Health Center.
Damage to public property and equipment by fire which occurred unobserved or theft of property and equipment should be reported to the appropriate school dean, who will transmit the information to necessary administrative offices. Structural damage would be similarly reported.
Campuswide Environmental Health and Safety Program
It is the policy of California State University, Dominguez Hills to establish and maintain an environmental health and safety program for the protection of students and employees of this University.
As part of this program, it is the responsibility of this university to accept those guidelines set forth in The California State University System wide Policy on Health, Safety and Loss Control.
1. Make the safety of employees, students and the public paramount.
2. Give safety precedence over expediency or shortcuts.
3. Make every attempt to reduce the possibility of accident occurrence.
4. Comply with all applicable state and local legislation pertaining to fire hazards, accident prevention and safety of working conditions.
5. Make every effort to establish programs aimed at reducing the potential physical, mental and economic hardships that can affect injured employees.
The campus, during certain periods at night and in the early morning before classes, is a lonely place. Persons coming to the campus early, leaving late, or working on weekends, should notify the campus police that they are on campus. Faculty should encourage their students to leave evening classes together and walk with each other to their cars. Students remaining after an evening class to talk with an instructor should walk with the instructor to the parking lot. A Student Patrol is available to escort persons to parking lots in the evening. Contact the Office of Public Safety and request an escort or personally ask one of the Student Patrol persons visible around the buildings in the evenings. A college campus can be a potentially dangerous place. Criminal acts are reduced when an atmosphere is developed in which every member of the campus community feels responsible for the safety of others. Use the "buddy system," it really works.
Campus Smoking Policy
(Reference: PM 83-01, 1/17/83-Superseded by PM 91-01)
California State University Dominguez Hills has a responsibility to its students and employees to provide a safe and healthful learning and working environment. The University recognizes the harmful effects of involuntary contact with smoke. It also recognizes the need to preserve the reasonable individual rights of smokers as long as doing so does not interfere with the right of the non-smoker to a smoke-free environment.
The following policy shall be effective August 15, 1991:
1. Smoking is prohibited in all campus buildings; including offices, work areas, classrooms, lecture halls, laboratories, libraries, theaters, practice rooms, listening rooms, gymnasiums, the Student Union, meeting rooms, lobbies, lounges, supply rooms, kitchens, hallways, stairwells, elevators, eating areas, and restrooms. Certain areas external to buildings which do not have adequate ventilation (e.g. patios, stairways and walkways) may also be designated as non-smoking areas by the Director of Environmental Health and Safety.
2. Smoking is also prohibited in all State automobiles, vans and trucks.
3. Exceptions include: designated smoking areas in the cafeteria and other buildings as determined by the Director of Environmental Health and Safety, Student Housing (which shall be governed by its own policy), and the Velodrome (which shall be governed by the Velodrome Governing Board).
4 . When artistically required, smoking is permitted as part of a university-sponsored theater or dance performance/rehearsal.
Effective implementation of this policy depends upon all members of the University community acting with common courtesy and sensitivity to others. Members of the campus community who willfully violate the University smoking policy will be subject to disciplinary action through recognized administrative channels and/or in accord with the applicable collective bargaining agreement. Alleged violations of this policy should be reported through the appropriate complaint procedure. There shall be no reprisals against anyone seeking assistance in enforcing this policy. For information regarding the appropriate procedure, please contact the following: for faculty, the Associate Vice President for Faculty Affairs; for students, the Vice President for Student Affairs; and for staff, the Director of Personnel.
New employees will be notified of the policy by the Personnel Office upon employment. This policy shall be included in the University Catalog, Schedule of Classes and other informational publications.
Appropriate signs designating no smoking and smoking areas shall be posted. At least one copy of this policy shall be posted in each campus building.
Secretarial Services and Student Assistance
Allocations of secretarial services and student assistants are made by the school deans or department heads.
Employee Policy for SOLICITATION OF FUNDS from Off-Campus Individuals and Organizations, the Community at Large, or from on-campus Individuals or Organizations
(Approved July 6, 1976 ; revised August 19, 1977 by President Gerth Memo)
Proposals for the solicitation of funds from on and off-campus individuals and organizations or the community at large are to be made through the appropriate administrative lines to a dean. After the dean reviews the proposal, the proposal should be presented to the University Advancement, which serves as the President's designee for the approval of such proposals and is also available for consultation during initial proposal development. It is the responsibility of University Advancement to consult with the President, Vice Presidents, or other members of the administration, when appropriate, prior to approval of proposals for solicitation.
Gift Acceptance and Acknowledgment Procedure
(Reference: PM 82-12, 4/28/82)
The overall policy of gift acceptance for the general fund programs of the University is clearly spelled out in Article 8 of Title 5. The Chancellor has delegated most of the responsibility for the acceptance of gifts to the Presidents. Title 5 does not apply to the Foundation.
In order to ensure full compliance with all the state requirements for record keeping on gift acceptance, a gift acceptance form is to be completed by the unit receiving each such gift. (The corresponding document for gifts to the Foundation is the 'deposit memo.') Please note that no gift can be accepted or deposited without the appropriate documentation.
Solicitation in this document is defined as an action by a University group or individual which results in funds generated from a gift of money, the sale of merchandise, a product, or a gift in kind which is to be used by University programs or organizations. Funds generated from campus performances or activities, which are under the jurisdiction of a school or department, and are an adjunct to the instructional program, are excluded from this policy and procedures.
The deans (and all other donees) should continue to acknowledge receipt of gifts, and should send a copy of each acknowledgment letter to the President.
Once the President's Office is alerted to the receipt of a gift, University Advancement, the President's designee, will write a letter of acknowledgment to the donor, using the information on the form or memo. University Advancement will write to all donors, regardless of the size of the gift, so the timely and complete submission of gift documentation becomes extremely important.
Gift acceptance forms and deposit memos are available University Advancement.
Telephone service is available for all members of the staff. Phones are to be used for official business only; personal use is considered to be incompatible with State employment. Under the campus centrex telephone system, all long distance calls are billed to the telephone number on which the call is placed. You should consult the instructions in the general information section of the Campus Directory for telephone procedures. All offices in which telephones are located should be locked in order to reduce the possibility of misuse by unauthorized individuals.
TRAVEL POLICIES AND PROCEDURES
The University is funded for in and out of state travel in modest amounts and this is related to the educational program and its support funding. Travel opportunity is also available within grant and contract activities engaged in by individuals.
Requests for travel should be submitted to the appropriate unit administrator. As a matter of convenience, this should be done at least several working days before the projected trip. Requests for out-of-state travel should also be submitted to the Vice President of Academic Affairs at least one week in advance of the projected trip.
Travel expense claims should be submitted as soon as possible after return from a trip and in no case later than the first day of the month following the trip if payment is to be insured. (An earlier date is defined each year for trips made in June, as the fiscal year closes on June 30th.)
Policy on Use of State Cars
(Adopted January 3, 1972; Revised July 1, 1986)
1. State cars are to be used only on official business and are to be driven only by qualified State employees who have a valid GOVERNOR'S DEFENSIVE DRIVER TRAINING COURSE card. Passengers may include only State employees, students, visitors to the university, or associated family members.
2. Reservations for State cars should be made as early as possible to insure availability of vehicles. (Reservations may be made by telephoning the Plant Operations Office at 516-3804 between the hours of 7:30 a.m. and 5 p.m., Monday through Friday.) Please note that campus-based vehicles may not be reserved for more than 3 days (except when the reservation period includes a weekend or holiday), and that no department may reserve more than two vehicles for any single event.
3. When State cars are not available on campus, the cost of alternate forms of transportation will be charged to the department or other organizational unit utilizing such transportation.
4. Additional written information regarding the use of State vehicles is available from Plant Operations.
Go to Presidential Memos