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Part Six

PART SIX

ADMINISTRATIVE

University policies and regulations can be found at www.policies.eku.edu

I.  UNIVERSITY POLICIES AND REGUALTIONS

A.  Policy on Policies (Policy 1.1.1)
This policy describes the process for policy formation and revision at the University.

Policy Statement
Eastern Kentucky University, through the practice of shared governance, formally develops, approves, disseminates, implements, and maintains policies, as defined in this document, through a uniform process. All members of the University community may be involved in developing, updating, recommending, and disseminating University policies and thus must adhere to the precepts set forth in this policy. This document defines a University policy, and also provides a format for the development, revision, approval, and dissemination of such policies. Additionally, it describes the responsibilities of the parties involved in the formulation and adoption of University policies.

This policy enables the University to make policy development and retrieval efficient and consistent. Further, a comprehensive document that outlines the development, revision, approval, dissemination, implementation, and maintenance of University policies allows for more consistent enforcement, greater accessibility, and timelier review. This process will enhance communication, organizational operations, compliance, and accountability.
 Eastern Kentucky University will be guided by the following principles:
 Policies will

  • support the University’s mission, values, initiatives, and strategic goals;
  • be designed to encourage students’ success in achieving their goals while at the same time be intended to maintain the mission of a high quality educational experience;
  • align ownership with authority, responsibility, and accountability;
  • comply with applicable federal and state and local laws and regulations as well as accrediting standards; and
  • be consistent with other university policies; and

 The policy process will

  • be transparent;
  •  honor shared governance by seeking participation from stakeholders;
  •  have a mechanism for evaluation and improvement in a timely manner; and
  •  minimize bureaucratic gridlock.

B.       Authorization for Regulations (Policy 1.1.2)
This policy defines and authorizes University regulations.

 Policy Statement
Eastern Kentucky University acknowledges the statutory authority of its Board of Regents to adopted University policies (both academic and non-academic) that govern the University. It is the responsibility of the President, the administration, and the faculty to administer and implement these policies. Further, it is the expectation of the Board of Regents that the President and the administration will develop a system of regulations that implement the policies or that manage routine operations of the University.

II.  ETHICS AND COMPLIANCE HOTLINE REPORTING

Why Reporting is Important

Eastern Kentucky University is committed to the highest standards of ethical conduct and ensuring compliance with federal, state, or local laws; administrative regulations; and University policies and regulations. To help maintain our high standards of responsible behavior and to protect the reputation of our great institution, every University community member has an individual responsibility to immediately report his/her good faith belief of any actual, or suspected, instance of non-compliance with laws, regulation, and policies.

Since some individuals may prefer to report anonymously, the University offers two easy, confidential mechanisms to make a report:

1.     You may call the Ethics and Compliance Hotline toll free at 1-844-282-9639, and a trained risk specialist will document your information and generate a written report.

2.     You may also develop your own report via the EthicsPoint “Make A Report” option at eku.ethicspoint.com.

 A link to both reporting options may be found at the EKU Colonels Comply website.

                    Non-Retaliation for Reporting

To promote open discussion, the University adopted a strict non-retaliation policy that prohibits any retaliation directed against a University community member for making a good faith report of possible non-compliance with laws, regulations, and policies. Any University community member who commits any form of retaliation will be subject to appropriate disciplinary action.

III.               CAMPUS AND BUILDINGS 

A.      Building Hours

The academic building hours will be as follows:

7:00 a.m. to 5:00 p.m. – Monday thru Friday

Million and Miller

7:00 a.m. to 6:00 p.m. – Monday thru Friday

Coates, Jones, Ellendale Hall, Alumni House, and Whitlock

7:00 a.m. to 10:00 p.m. – Monday thru Friday

Alumni Coliseum, Ault, Beckham, Begley (upper floors), Burrier, Business and Technology Center (closes at 5:00 p.m. on Friday), Cammack, Campbell, Carter, Donovan Annex, Dizney, Fitzpatrick, Gibson, Keith, Memorial Science, McCreary, Moore, Roark, Rowlett, Turley, University Building (lower two floors), and Weaver

7:00 a.m. to 11:00 p.m. – Monday thru Friday

Combs, Wallace, and Stratton (Stratton opens at 6:30 a.m.)

7:00 a.m. to midnight – Monday thru Friday

7:00 a.m. to midnight – Saturday

4:00 p.m. to midnight – Sunday

Foster

6:00 a.m. to 11:00 p.m. – Monday thru Thursday

6:00 a.m. to 8:00 p.m.. – Friday

10:00 a.m. to 6:00 p.m. – Saturday

1:00 p.m. to 10:00 p.m. – Sunday

Fitness and Wellness Center

7:00 a.m. to 12:00 noon – Saturday         

 

Those academic buildings which have classes scheduled.

The following buildings have posted hours: Library, Begley (lower floors), Greg Adams, Donovan (Model), Powell, Keen Johnson, Chapel of Meditation, residence halls, Donaldson Service Complex, Perkins, Ramsey, Stateland Dairy Center

Other than the hours shown above, all academic buildings will be closed to everyone except EKU employees who have been issued keys. Exceptions to this policy (for both on-campus and off-campus groups) may be made through application to the Director, Division of Public Safety. Application must include:  reason for after-hours activity, duration of activity, provisions for ensuring safety and security, and name of person(s) responsible for supervising activity and locking building. Approved exceptions will be granted for a specified time period (e.g. one calendar year, one semester, one week, one night).

The Directors of the Extended Campus Centers and other off-campus facilities will develop a safety and security plan to be reviewed by the Director, Division of Public Safety.

B.  Cafeterias

The cafeterias in the Powell and Stratton Buildings are generally available for faculty use. Faculty may obtain a Colonel Card for use in the University eating facilities.

C.      Drug Free Workplace (Regulation 8.3.7)

Eastern Kentucky University complies with the Federal Drug Free Workplace Act of 1988 and the Drug Free Schools and Community Act Amendments of 1989, and prohibits the unlawful manufacture, distribution, dispensation, possession, or use of alcohol of any other drug or controlled substance in the workplace.  Violators of this policy will be subject to the normal disciplinary procedures of the University.  Individuals convicted by Federal or State Courts for such a violation will be subject to personnel action up to and including termination.  If employment is continued, the employee will be required to satisfactorily participate in an alcohol or drug abuse assistance program approved for such purposes by a Federal, State, or local health or law enforcement agency.  The University provides educational programs designed to inform members of the University community of the dangers of abusing alcohol and other drugs.  These are open to employees of the University and they will be announced through appropriate channels.  Information concerning the dangers of alcohol and other drugs is available through the University Counseling Center, which also provides assessment and referral services.

 

D.      Emergency Building Evacuation for Individuals with Disabilities

Individuals with disabilities need particular assistance during various kinds of emergencies on campus. These emergencies may occur during class. The most obvious of these is a fire evacuation, which demands the immediate evacuation of all persons from any building in which it occurs. Since elevators may not be in use in the case of fire evacuation, special procedures must be followed to ensure the safety of all individuals.

 

Prior to an evacuation situation, faculty and staff should consider the following precautionary steps:

1.     Encourage students and others with disabilities to identify themselves at the onset of a semester. A discussion of their needs is most appropriately done within the privacy of an office. Although the Office of Services for Individuals with Disabilities distributes information about evacuation to those registered through the Disabilities Office, there may be others who are not aware of this information.

2.     Advise all individuals with disabilities, particularly those with hearing, visual, and physical impairments, to discuss evacuation responsibilities with the Office of Services for Individuals with Disabilities. It is imperative that all individuals with disabilities clearly understand what they are to do in an emergency situation, both in class and elsewhere on the campus.

 

If an emergency should occur, faculty and staff are asked to take the following steps:

1.     When responding emergency personnel arrive, advise them of the presence of an individual with a disability. If possible, give information that includes their name, nature of the person’s disability as well as their location within the building.

2.     If there is no response emergency personnel in the area, locate the nearest telephone and call “911.” Report the nature of the emergency. Report the name and location of the individual with the disability. If known, specify the type of disability.

3.     The choice to assist a person with a disability during an evacuation procedure by waiting with them for emergency personnel to arrive or by carrying a person to safety is a personal decision, not a University requirement. Locations to wait for emergency personnel include stairway landings or in new buildings are identified as “area of rescue.”

Throughout the period of evacuation it is very important to remember that in no circumstances should elevators be used to transport a person with a disability unless that procedure is assisted by emergency response personnel. Questions regarding these steps may be addressed by the Safety Coordinator, Public Safety or the Disabilities Office.

E.  Solicitation On-Campus

Inasmuch as solicitation of goods and services on the campus is a potential interference with the educational program of the University, the practice is generally prohibited. However, solicitation for certain worthy causes or those in the best interest of the University may be permitted if cleared through the office of the appropriate vice-president.

The resale of complimentary examination copies of textbooks is unethical and unprofessional. Furthermore, the activities of textbook solicitors are restricted by invitation only under present administrative policy on the campus of Eastern.

F.  Tobacco-Free Campus (Policy 9.6.1)

Policy Statement
EKU supports initiatives designed to foster a healthy campus climate for EKU faculty, staff, students, volunteers, vendors, patrons, customers, guests, visitors, and contractors (“Persons”). This Policy is designed to support health initiatives for EKU and its extended regional campuses by designating all EKU owned, rented and leased property as Tobacco-free, including surrounding exterior spaces and recreational areas.

G. Violence in the Workplace

Eastern Kentucky University, in an attempt to maintain a violence-free workplace, has adopted a zero-tolerance policy toward workplace violence. Accordingly, all acts or threats of violence will be taken seriously. For our purposes, a threat or act of violence shall include, but not be limited to, any act or gesture intended to harass or intimidate another person; any act or gesture likely to damage University property; any act or gesture likely to leave another person injured or fearing injury. Any student that is violent should refer to the EKU Faculty/Staff “911” Guide located at http://faculty911.eku.edu/.

All employees are responsible for helping to maintain a violence-free workplace. To that end, each employee is required to govern themselves accordingly. In addition, any employee experiencing an act or threat of violence is asked to report such act or threat to his or her immediate supervisor and to Public Safety by dialing 911 on an EKU phone or 859-622-2821 if calling from a cell phone. Each act or threat of violence will be investigated, and appropriate action will be taken. Any such act or threat may lead to discipline, up to and including dismissal.

H. Deadly Weapons and Dangerous Materials/Instruments on Campus (Policy 9.4.1)  

 

I.  Utility Disruptions (Plan of Action)

Following is the sequence of calls that Facility Services will initiate if there is a disruption of utilities.

1.   Facility Services will notify:  Vice Presidents’ Offices, Public Safety, and Building Supervisors.  (Emergency phone numbers should be on file in Office of the Director of Facilities Services.)  The President’s Office should see to an immediate web posting.

2.   Vice Presidents’ should notify:  Directors/Deans/Chairs who shall notify faculty.  (Deans will work out emergency contact numbers with Chairs if disruptions occur in the evenings and on weekends.  Any special projects, such as on-going research in chemical labs will work directly with Facility Services.)

Public Safety should place signs on doors of all affected buildings.

The Registration Center will continue to notify Public Safety and Facility Services of all Saturday and Sunday classes.  These locations should have additional notification by Public Safety and Facility Services.  An alternative meeting site should be communicated.

Faculty teaching online courses will be asked to have a backup plan if they are using on campus computers or meeting with class participants

VI.                EQUAL OPPORTUNITY OFFICE

A.      Disability Statement
Any member of the faculty, staff, or student body who believes she or he requires a reasonable accommodation with respect to their employment or participation in any program or activity should contact the Office of Services for Individuals with Disabilities for information concerning the Americans with Disabilities Act (ADA), and the rights provided there under.

B.       Establishing Reasonable Accommodations (Regulation 1.4.4)

C.      Diversity Statement
Eastern Kentucky University is an EEO/AA institution that values diversity in its faculty, staff, and student body. In keeping with this commitment, the University welcomes applications from diverse candidates and candidates who support diversity.

D.      Nepotism (Regulation 8.3.2)
This policy describes the conditions and processes for avoiding nepotism in employment situations.

E.       Non-Discrimination and Harassment (Policy 1.4.1)

F.       Response to Non-Discrimination and Harassment(Regulation 1.4.2)

G.      Sex Fair Language (Equal Opportunity Policies & Procedures)

H.      Sex Offender Registry (Policy 8.3.5)

VII.             FISCAL POLICIES AND PRACTICES

A.      Acquisition of Supplies and Equipment

As a state institution, Eastern can benefit from state, General Services Administration, and cooperative price contracts but is also required to comply with Kentucky’s administrative regulations regarding purchases.  To avoid unauthorized purchases, it is necessary that appropriate procedure be followed.

University departments can procure goods by one of the following means:  Purchase Order, Central Stores requisition, EKU Procurement credit card, or Direct Pay Request.  General purchasing includes the approval and processing of all purchase requisitions submitted by University departments.  Additional information is available at www.purchasing.eku.edu.

B.       Budgetary Process

As a public institution of the Commonwealth, Eastern Kentucky University receives approximately 28% of its operating state appropriation from the General Assembly (2013-14). State appropriations were reduced by 4.5% for the 2016-17 and 2017-18 budget years. Approximately72% of the University’s budget comes from tuition and fees and other sources.  State appropriations are made for a biennium period by the General Assembly upon passage of the Commonwealth’s biennial budget.  Funding recommendations for postsecondary institutions are made to the Governor by the Council on Postsecondary Education.

C.      Code of Ethics (Policy 1.2.1)

D.      Fiscal Misconduct (Policy 6.1.3)
This policy describes the process for handling fiscal misconduct.

E.       Solicitation of Outside Funds

1.     Solicitation of Private Resources
The Eastern Kentucky University Division of University Development is responsible for designing, planning, and implementing fundraising strategies, which increase the level of private giving to the institution.  The Advancement Council will assist and advise the Division of University Development as well as provide a forum for campus wide communication regarding fundraising and management of major donors.  A copy of the fundraising guidelines is available through the Division of University Development.

2.     Gift Management
Gifts in any form, including in-kind gifts of equipment, and or services must be transmitted to the Division of University Development within two days of receipt. All correspondence and/or written instructions from the donor(s) must be included with the gift notification.  The Division of University Development is responsible for depositing gifts to the appropriate account within the EKU Foundation, establishing new accounts, and creating donor information files.  The Division of University Development will assist the Office of Financial Aid with the timely disbursement and acknowledgment of community and civic funded scholarships.  The Division of Student Accounting Services will accept deposits of private funds only from the Division of University Development.
 

The Division of University Development will provide the donor(s) with an acknowledgment letter conforming to the Internal Revenue Guidelines for gift substantiation.  The individual departments or units are encouraged to acknowledge the donor(s) gift as well, however they should not provide a monetary value for the gift in the correspondence.  This procedure is out lined in the Fund-Raising policy and guidelines. 

The Vice President of University Development and Alumni Relations must be fully informed and approve before in-kind gifts are accepted on behalf of the University.  All in-kind gifts must have prior approval from the appropriate Dean or Director, and the Vice President of University Development and Alumni Relations.  This is to insure that legal and other considerations relative to in-kind gifts are satisfied and have a useful purpose.

F.       Travel

All travel for official University business must be approved by the University prior to departure. Within thirty (30) days of completion of travel, travelers are required to submit an approved travel voucher detailing all travel expenses. Current University travel policy and procedures are available at on the policy web page or an overview is available on the Accounting and Financial Services webpage.

VIII.            INFORMATION MANAGEMENT

A.    Bulletin Board & Posting Places (See the Policy on Bulletin Board & Posting Places)
This policy describes the places where materials may be posted on campus and the process for posting.

B.       Campus Mail
The University operates a central mailroom for incoming and outgoing United States Postal Service mail and intra‑campus mail.

All mail to and from units located outside the Jones, Coates, and Student Services Buildings is delivered and picked up by mail service workers twice daily. Intra‑campus mail must be restricted to mail between faculty, student organizations, or other official University business. The delivery of the mail or material of any third party or organization through the mail system is a violation of postal regulations.

Faculty are encouraged to use the complete address as provided in the campus directory for both on‑ and off‑campus mailing.

C.      Marketing & Institutional Branding
The Division of Public Relations and Marketing designs and/or coordinates production and placement of marketing materials, informational announcements and public service announcements.  Requests to advertise University programs and services must be approved by the appropriate area vice president and reviewed by the Division of Public Relations and Marketing.  A copy of the University’s advertising policy is available from the Public Relations and Marketing office.  The Division of Human Resources coordinates the placement of job vacancy notices.

1.     Media Relations

The Division of Public Relations and Marketing coordinates institutional media relations and the preparation and dissemination of news and official University announcements.  Working with members of the University community, the staff prepares materials that inform the various publics and promote institutional initiatives while accurately reflecting programs and services.

2.     Trademark Licensing Program

Eastern Kentucky University’s Trademark Licensing Program is designed to protect the University’s good name and other identifying marks, contribute to a positive institutional image and generate new revenues.  The Division of Public Relations and Marketing, in cooperation with the University’s licensing agent, Licensing Resource Group Inc., Holland, Michigan, administers the program and has responsibility and sole authority to manage use of the University’s trademarks, including all associated abbreviations, nicknames, slogans, symbols and other marks in accordance with federal and state statutes.  A copy of the Trademark Licensing Policy is available from the Public Relations and Marketing office.

3.     Use of University Symbols (Visual Identity Guide)

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