Use of Facilities Policies?

Can you send me your college's Use of Facilities Policies (by non-commercial/external organizations). I am especially interested in policy that might address politicians and other possible controversial organizations who ask to use your space. As an FYI, we are a public college so that will also shape our public policy towards such requests.

Many thanks.
- Pat

Patrice DeCoster, M.S.Ed.
Chief of Staff
SUNY Empire State College
518-580-2937
pat.decoster@esc.edu

Policies on Use of Institutional Name

Hello, all -

If you're working on this holiday, I hope it is a productive day!

We are reviewing our policy on the use of the institution's name for commercial purposes. As a state agency and an academic medical center, we don't allow it, but we are wondering if there is any room for discussion. Have any of your institutions taken up this issue lately? And what was the result?

Thanks for any sharing.
Christine

Christine Tata, Ph.D.
Director of Policy Administration
UT Southwestern Medical Center
214-648-2866
Christine.Tata@utsouthwestern.edu

Communication of New/Amended Policies

Happy Friday!

I'd like to see how other universities communicate policy changes. Our policy office (i.e. me J) is housed in the Office of Institutional Compliance I am reminded of the 7 elements of an effective compliance program on a daily basis. Since policies and procedures are one element, we want to make sure we are doing everything possible to notify and educate the university community regarding policy changes.

Currently we make notifications in the following way:

1. Notice in e-newsletter that is sent to all faculty/staff
2. Targeted emails to VPs, stakeholders, chairs of univ standing committees
3. Reliance on committee members to relay changes to those in their area
4. Website page devoted to listing changes

If possible, I'd like to do more. Any and all suggestions are welcome.

Thanks,
Heather

Heather M. Foster
Policy Specialist, Institutional Compliance & Risk Services
The University of Texas at San Antonio
210-458-5537
Heather.Foster@utsa.edu

Indexing Policies

Our organization is getting ready to move our policies to another application and we'd like to start off on the right foot. Would anyone have an information regarding "indexing" policies, or tips regarding indexing? (The company we will be working with should have thoughts on this subject, but we'd like to hear other ideas as well.)

Any information would be appreciated.

Melissa

Melissa K. Binder, ECMP
Contract Coordinator, Legal Services
Lancaster General Health
717-544-4888
mkbinder@lghealth.org

Good Academic Standing and Financial Aid

Does anyone have a policy revoking academic scholarships for students who fail to maintain good academic standing?

Ruth Leah Finkelstein (Suhler)
UTMB Health
409-747-1247

Copyrighted Material Use Policy

Colleagues:

I hope that you are enjoying a safe and joyous New Year!

Today, I am searching for sample policies on the use of copyrighted Materials (and/or policies on the reproduction of copyrighted materials for teaching and research). Please share.

Thanks,
Akilah

Akilah M. Ali, J.D.
Research and Policy Development Specialist, Office of President
Southern University System
225-771-5560
Akilah_ali@sus.edu

Steps in the Policy Revision Process

Fellow members,

I have been given an assignment to develop a timeline and process to support Vice Presidents and the President as they routinely review and update policies. I am relatively new to policy work and so for some time I have been trying to get my arms around a "process" that will work consistently for everyone. Each division approaches policy a bit differently. Would any of you mind sharing the basic steps in the process you use from identification of a policy in need of revision to finished product ready for board approval? As I begin this assignment, I would appreciate any guidance your collective experience will certainly offer.

Cheers,

Sarah L. Brown, M.B.A.
Legal Assistant/Public Records Officer, Office of General Counsel
Shawnee State University
740-351-3046
sbrown@shawnee.edu

P&P WRT Faculty Bringing Child Into Class

Hi & Happy New Year One & All,

I have a liability question. For faculty/lecturers or anyone that is teaching a class at your respective institutions, is there a policy that addresses liability concerns when faculty/lecturers bring their children to the classroom? Additionally, if they do bring their children to the classroom, does the policy speak to the need to have a liability waiver form that they sign? Further on, do any of you have a policy that addresses what happens if students bring their children to class? Do any of you have a policy as to what kind of liability does the faculty member/lecturer/institution assume?

I look forward to your thoughts & guidance. In advance, thank you.

Regards,

Tim Willette
Policy Analyst & Information Officer, Finance & Business Operations
UC Riverside
951-827-7321
tim.willette@ucr.edu

Tenure and Permanent Residency

Happy New Year!

Does anyone have a policy that addresses tenure and permanent residency status?

Thank you,
Kim

Kimberly Fearney
Office of Audit, Compliance and Ethics
University of Connecticut
860-486-6195
kim.fearney@uconn.edu

Data Governance

A question before the holidays:

Who takes the lead with Data Governance at your institutions? Is it lead by the IT department, Institutional Effectiveness Offices, Institutional Research Offices, etc? We need both policies and procedures for data governance, including a governance model.

I would also like to express my sincere thanks to the members of this listserve for their help and assistance with a wide range of policy questions. The University of Connecticut recently launched a new policy site (http://policy.uconn.edu) and this group has been instrumental in helping us develop or update our University Space Policy, Credit Hour Policy, Moving/Reimbursement Policy, and more.

Best wishes,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Identification and Safety

Greetings and happy holidays everyone!

One of the policies that is currently under review by our institution is that of Security Identification Badges. This policy spells out which areas must have an ID badge on at all time (high risk, often research areas), the standards for the badges, who's responsible for monitoring compliance, etc. That responsible unit is asking how other institutions might handle this topic. I would appreciate your response to the following associated questions:

At your institution:

1. Are all or any subset of your employees required to wear ID badges? If a subset, do you have defined audiences centrally or is the requirement coming from individual colleges/departments?
2. If you have implemented a requirement that all employees wear an ID badge, and this implementation occurred anytime in the past five years, how did you deal with resistance especially from the faculty?
3. What is the expected course of action to be taken and by whom, if there are individuals in secured areas that are not wearing a badge? This may include employees or others.

Thank you so much for your help!
Michele

Michele Gross
Director, University Policy Program
University of Minnesota
612-624-8081
m-gros@umn.edu

Medical Centers, Policy on Policies, & University-Wide Policies

All:

I am looking for advice or current practice on how universities treat their medical centers when it comes to university-wide policies. Do they issue completely separate policies? Do some university-wide policies apply to them and others not? Do they all apply? Do you set standards they must follow when setting medical-center specific policies?

If you have a medical center and address this through your policy-on-policies, I'd appreciate it if you'd send a link or the actual policy.

If you can share advice in an e-mail, that would be great. Or, if you are willing to have a phone conversation, I am in all next week - e-mail me and we can set a time.

Thanks!
Eunice

Eunice Hornsby, Ph.D., M.S.L.
University Policy Coordinator, Office of Human Resources
The Ohio State University
614-688-8643
ehornsby@hr.osu.edu

Awarding of College Credit for Military Training/Experience

All:

I hope all is well with everyone. I am searching samples of the above referenced policy from your institution. Can anyone help? Need a draft for a board meeting on Friday.

Thanks,

Akilah M. Ali, J.D.
Research and Policy Development Specialist, Office of President
Southern University System
225-771-5560
Akilah_ali@sus.edu

Institutional Data Policies

Curious if anyone has a policy about making data publicly available concerning grades in a course. I'm not talking about an individual student's grades, which are protected by FERPA, but rather a course-wide or section-wide grade distribution. If this information is publicly available, are there any requirements or restrictions on who may obtain it?

Thanks!

Kevin L. Long, Ph.D.
Senior Planning and Policy Analyst
Montgomery College
240-567-7972 kevin.long@montgomerycollege.edu

Guidance WRT Security Camera Systems (Request for, Approval of, Implementation, Maintenance, Complianct, and Enforcement)

Hi to Each & Every ACUPA Aficionada/os,

I hope all of you are doing well & looking forward to a short respite over the winter break. I am looking for any & all helpful assistance in assessing the need to institute a policy & associated procedures concerning the implementation & use of campus security cameras, please. Any & all assistance, including reference to existing documentation, is much appreciated. In advance, thank you.

Regards,

Tim Willette
Policy Analyst & Information Officer, Finance & Business Operations
UC Riverside
951-827-7321

Teaching Loads

Dear Colleagues:

Do any of your institutions have a institution-wide policy on teaching loads for faculty? Or, is that regulated by your individual schools/colleges or departments?

Thank you,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

University Lactation Accommodation: Guidelines or Policy

ACUPA-ites

For those of your institutions that have a formal pronouncement on this issue, can you tell me whether it is a Capital P Policy or guidelines - and why you decided to go one way or the other?

This is actually a State requirement in California, just fyi.

Thanks,

Nancy Capell
Office of the President
University of California
510-987-9044

University Volunteers

Dear ACUPA members -

Does your institution have:

1. A policy regarding university volunteers
2. If you do have such a policy, does it apply to alumni volunteers and guest speakers?

As always, thank you for any input!

Cara O'Sullivan
Policy Officer: Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

Personal Health Information

Good day, everyone.

I have been charged with overseeing the development of a policy that will provide our research and academic communities with guidelines for the safe handling of clinical data. I am on reconnaissance on two fronts:

1. Does your institution/Faculty of Medicine have such a policy?
2. Do you know of people with experience in this area of policy development (who would be willing to work with the University of British Columbia)?

Thank you.

Christopher Pryde
Director, IT Operations
University of British Columbia
604-671-3817
christopher.pryde@ubc.ca

Policy Approval Letter / Memo

Dear ACUPA members:

I'm looking for a letter / memo to attach to new / revised policies that have gone through the policy review process and are being submitted to University Officers for approval. Anyone have anything like that?

Thanks
Mike

Michael J. Moody, CIA, CISA, CIG
Director of Compliance, Office for Audit and Advisory Services
Northwestern University
847-491-4956
mjmoody@northwestern.edu

Inclusive Language Policy?

Hello group,

I am researching examples of Inclusive Language Policies. Some schools call them Bias-Free Communication guidelines. I'm wondering if anyone has institutional policies and/or guidelines they are willing to share. I'd greatly appreciate it.

Thanks
Tiesha

Tiesha N. Hogue-Shankin
Paralegal: University Counsel Office
Grand Valley State University
616-331-2067
hogueti@gvsu.edu

Does Your Institution Have a Policy for Handling Conflicts Between Course Content and Students' Sincerely Held Beliefs?

Dear ACUPA members:

Does your institution have a policy for handling conflicts between course content and students' sincerely held beliefs? If so, does this policy provide a procedure on how a student can request an accommodation in course content? Does it also provide some sort of guidance for faculty as they evaluate these types of requests and give suggestions for ways in which to make an accommodation? (An example of an accommodation might be a medical student who is against abortion is not required to perform one or assist with one - but to fill the course requirement, she is allowed to observe the procedure instead.) Does your policy also provide an appeal procedure for the student if the faculty turns down the request?

Thank you in advance for any references to such policies.

Cara O'Sullivan
Policy Officer: Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

No Smoking or Tobacco Free?

Holiday Greetings everyone.

Would you share your policies on the use of tobacco policies? Are the majority of you limiting the restriction to smoking are do the policies also exclude smoke free products (ie. Chew) and what about e-cigarettes?

Ruth Leah Finkelstein (Suhler)
UTMB Health
409-747-1247

FERPA Training

Can anyone share their campus policy and procedures for FERPA training? A quick Google shows most universities have developed and deliver their own training and certification programs for staff and faculty. We are doing an evaluation of our past practices and your experiences would be most welcome.

Thanks
Bob

Robert E. Meyers, Ms.Ed.
Educational Program Manager, Office of Information Security
West Virginia University
304-293-8502
remeyers@mail.wvu.edu

Receipt and Management of Funds

Hi, folks! Do any of you have a policy that you can share regarding "source of funds"? Our concept of this policy would be that it would cover the receipt of funds by the institution and what entities are to manage the funds (University Foundation, Research Foundation, Sponsored Projects Office, Departmental Sales and Service Account, etc.)

Thanks for any help that you can provide.

Debbie Shaver
Director, Office of Research Services & Sponsored Programs
Executive Director, Georgia Southern University Research & Service Foundation
Georgia Southern University
912-478-0580
dnshaver@georgiasouthern.edu

Conflict of Interest Committee

Colleagues,

I am looking for some qualitative advice regarding Conflict of Interest committees.

We went the route of establishing a Conflict of Interest Committee for staff, and a Conflict of Interest and Commitment Committee for faculty - 2 policies and 2 committees, both chaired by our non-voting Director of Audit. The head of audit now believes that it is inappropriate for that incumbent to act as both auditor and chair of these committees. In addition, there is a suggestion that the VP:HR should be the chair of both, or that the committees be combined.

Could you please share any wisdom or experiences which would assist us in this review.

Many thanks,

Gary Taylor
Director : University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194
gary.taylor@kaust.edu.sa

External Teaching Policy

Happy Thanksgiving!

Does anyone have an External Teaching by Faculty and Staff Policy they would want to share?

Thank you,
Kim Fearney

Kimberly Fearney
Office of Audit, Compliance and Ethics
University of Connecticut
860-486-6195
kim.fearney@uconn.edu

Scheduling and Events Management

Dear ACUPA Members,

Does your institution do a great job of scheduling and managing university events? For example, if a faculty researcher wants to reserve a room on campus for a half-day workshop for 100 people, is there a process that permits the faculty member to identify a room and book it online? Another example: the President's Office wants to ensure that his signature holiday event doesn't conflict with any other university event, so staff check a university master calendar, which presents up-to-date, real-time, information on all events being held on campus or sponsored by the university off-campus.

I am interested in "use of university facilities" policies, "special events" policies and any related policies. Thank you in advance for responding and have a great holiday!

Best regards,

Anita English, MPA
Howard University
202-238-2612
anitaenglish06@gmail.com

Employee Receiving Compensation for Being Bumped From Flight

Happy Friday All,

Scenario 1: An employee is traveling to a conference and gets bumped from the flight, but still makes the conference/meeting/event without any delay. The airline chooses to compensate travelers for their inconvenience by giving them a travel voucher of $200 to be used for their next ticket purchase. Can/should the employee keep this money?

Position 1: Since the employee was able to attend the job-related event, the university essentially got what it paid for. The inconvenience was experienced by the traveler and therefore it is appropriate for them to keep the voucher.

Thought 2: The employee would not have received the voucher had they not been traveling for business purposes. It would therefore be a personal gain and the money/voucher should be transferred to the university.

Problem: Possibility of employees discovering the loophole and offering to give up their seat knowing it would not interfere w/ their ability to perform the business related activity. They get the voucher and this is would be a personal gain.

Any thoughts, policies, guidelines, experiences you'd be willing to share?

Thanks,
Heather

Heather M. Foster
Policy Specialist, Institutional Compliance & Risk Services
The University of Texas at San Antonio
210-458-5537
Heather.Foster@utsa.edu

Student Abuse by Faculty

Good morning all,

I hope everyone is ready for Thanksgiving festivities next week. I am on the hunt for policies related to student abuse by faculty. More specifically, we're not looking at sexual or physical abuse but instead are focused more on intellectual/verbal abuse of a student by a member of the faculty. Does anyone have policies/procedures related to this subject?

(My apologies to the UT Listserv for getting this twice).

Thank you,

Kelli Higgins
UT Southwestern Medical Center

ACUPA 2012 - Proposal Reminder

Dear ACUPA members,

This is just a reminder that we are still seeking proposals for policy sessions at the ACUPA 2012 meeting to be held in Denver. We want to encourage you to share your experiences with others through this exciting venue. The original invite is shown below. Please do not hesitate to contact us if you have any questions (T Michael Ford at 812-855-8678 or Michele Gross at 612-624-8081.).

Thanks and happy Wednesday!
Michele

Michele Gross
Director, University Policy Program
University of Minnesota
612-624-8081
m-gros@umn.edu

Classroom Recordings policies or guidelines

Hi, everyone - hope you have a good Remembrance Day/Veterans Day tomorrow.

Our university wants to develop a policy or guidelines for audio and video classroom recordings. This would likely cover:

1. recordings made by faculty to post on class websites
2. recordings made by students for their own reference
3. recordings made by either students or faculty and posted on public websites, Facebook, YouTube, etc.
4. recordings made by the university for simultaneous or later broadcast to students in other classrooms or off-campus locations

Any information you can provide about policies or practices at your university would be useful.

If this is a hot topic, I could also compile a list of the responses I get and then circulate this list to everyone later.

Cathie

Cathie Fornssler
Committee Coordinator: Office of the University Secretary
University of Saskatchewan
306-966-5036
cathie.fornssler@usask.ca

Employment-at-Will Statements

Hi Everyone,

I hope your weekend was good.

I am looking for some guidance on how to handle Employment-at-Will statements. How are they shared/communicated? Where are they housed?

Any help received is greatly appreciated.

Best,
Jayne

Jayne M. Del Sesto '05, '10 MBA
Policy Coordinator: Compliance, Internal Audit & Risk Management
Johnson & Wales University
401-598-2183
jayne.delsesto@jwu.edu

Use of "Electronic Cigarettes" in a Smoke-Free and Tobacco-Free Environment

ACUPA Members,

We've recently received a question regarding the use of "electronic cigarettes" in a smoke-free and tobacco-free environment. I don't know much about an electronic cigarette, but apparently its use does involve slightly heating a mixture of proplyene glycol, glycerin, water, flavoring and nicotine (http://www.e-cig.org/about/).

Anyway I was checking to see if any of you have had to adjust your smoke-free or tobacco-free policies for this new device? If so, is it banned or allowed - per your smoking/tobacco policies?

Thanks!
Dan

Dan Montez
Director, Office of Policy and Efficiency (OPE)
University of Colorado
303-860-5711 dan.montez@cu.edu

Policies on Awarding Tenure

Colleagues,

I am researching a "basic" question with a fairly complex philosophy on educational policy. The question is "where does tenure reside?" Can you please share whether or not your policies/practices indicate if tenure is granted at/resides in the department, school/college, or institutional level? You need not include links to your policies but the URLs or PDFs are certainly welcomed.

My thanks in advance,
Serenity

Serenity Rose King
Assistant Provost
The University of Texas at Dallas
972-883-6749
serenity.king@utdallas.edu

Categories of Institutional Policies and Role of the Policy Office

Colleagues,

I am inviting feedback and discussion on how ACUPA member institutions define and differentiate among different types of policies and how does this relate to the scope of responsibility of the Institutional Policy Office.

At University of Medicine and Dentistry of New Jersey (UMDNJ) we have identified four categories of policies. The categories are as follows:

1. "Board of Trustees & Presidential" policies apply university-wide and are approved by the Board of Trustees or the President;
2. "Functional" policies apply university-wide, established by the Vice Presidents responsible for specific function, e.g. Human Resources, Finance,
3. "School" policies apply to specific school, established by the responsible Dean; and
4. "Healthcare Unit" policies apply to specific healthcare unit, established by the responsible President/CEO.

The policy of policy defines the framework and requirements for all categories of policies. However, the institutional policy office manages the life cycle management process for only the first category of policies (a) while serving in an advisory role for the other three categories.

Will appreciate hearing about how you have addressed this issue within your environment. Many thanks.

Sincerely,

Anu Motiwala, MS, MBA, MPH
Director, Office of Policy and Project Management
University of Medicine & Dentistry of New Jersey
973-972-3120
motiwala@umdnj.edu

Policies on Reporting and Addressing Concerns of Misconduct

Hi Folks:

We are looking for other examples of policies that address misconduct as they apply to all university employees (not just Faculty). We have surveyed some large Universities, and have found policies on Research Misconduct - but this is more narrow that what we are looking for.

The University of Minnesota has such a policy:

http://www.policy.umn.edu/Policies/Operations/Compliance/MISCONDUCTREPORTING.html

We are looking for what other institutions are doing to address the same issue.

Thanks in advance for any replies.

Eva

Eva C Young
Policy Librarian, University Policy Office
Office of Institutional Compliance
612-624-4372
young041@umn.edu

Policy vs. Procedures

After having functioned relatively well since our policy review process was established almost 3 years ago, we have hit a bump in the road regarding the responsibility of the Policy Review Committee to review and approve the procedures that are implemented to support the policy.

Our Policy Template includes a section on Procedures, with the following definition "A statement that prescribes specific actions to be taken to conform to established policies, allowing for the orderly implementation of those policies."

Over the last couple of years, we have been reviewing current policies for which procedures have already been established. Some policies include all of the procedures within the body of the policy itself, while others just include a general statement and then a link to the procedures from the department's website. This is the case mostly for Personnel and IT policies where the procedures are usually more complex.

We are now at the point where we are reviewing new policies, and there are a couple of people on our committee who feel that the procedures do not need to be finalized until after the policy is approved. The majority of the committee, however, feels that the procedures should be written before the meeting with the policy review committee, provided at the same time the policy is provided to the committee, and approved by the committee concurrently with approval of the policy. This difference of opinion has created some tension on our committee. Unfortunately, at our last meeting when the debate on this issue became fairly heated, our university counsel sided with the minority and even went so far as to say that we would be acting "beyond the scope of our responsibilities" by insisting on reviewing and approving the procedures. Following our meeting, the university counsel apologized to me and admitted he was wrong, but the damage had been done.

Our next meeting will be devoted to discussing this issue. I have since met with the University Counsel along with the VP for Administration & Finance (our champion) and the Internal Audit Director (who had for years pushed the need for this process and has said that is it now the most effective committee at the University) to confirm the committee's role and responsibilities based on our initial charge, the "Policy on Policies" and our policy template. We all agreed that the Committee does have a duty to review and approve the procedures that accompany university policies, whether or not they are contained in the policy itself or linked via a department's website. The University Counsel suggested that I merely tell the committee members that this is the decision, it is how we are to operate, and it will no longer be debated, but I would rather have this be a conclusion that is made by the committee members themselves as the result of our discussions. Our Univ. counsel is not a member of the committee, but attends meetings on an ad hoc basis and is planning to attend this upcoming meeting. I do not, however, think that I can count on him to admit in front of the committee that he was wrong at the last meeting, and has told me that he doesn't plan to say much during the meeting.

I would like to hear your thoughts on the subject and any words of wisdom that you'd like to share. I feel that we are at crossroads of sorts and the way this is handled will be important to our success.

Sorry for my long-windedness and thanks in advance for any advice you may have.

Thanks!

P/S - I am so happy to hear about the conference being planned in May. I'm there!

Donna W. Meeks
University Policy Manager and Executive Secretary to the Board of Visitors
Old Dominion University
757-683-3072
dmeeks@odu.edu

ACUPA Conference

Dear policy colleagues:

My manager and I are very excited at the prospect of attending the ACUPA conference in May. We have forwarded the information on to other colleagues at UVU who are heavily involved in policy development.

I would find useful not only an annual conference such as this, but online events such as:

• Quarterly online meetings as suggested in the survey
• Webinars that address specific topics.

Cara O'Sullivan
Policy Officer: Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

Title IX, VII

Dear ACUPA Members,

Does anyone have great Title VII and IX policies to share? Thanks much.

Anita English, MPA
Howard University
202-238-2612

Join in the fun!

Dear colleagues,

Do eyes glaze over when you tell people you work with policy? Do you feel a strong urge to rewrite any document you receive in policy-friendly terms?

Never fear, other policy "wonks" just like you do exist, and you'll have an opportunity to meet with them face-to-face. Our planning committee of seven universities is pleased to announce ACUPA 2012!

Thanks to the efforts of Dan Montez from the University of Colorado, we have an opportunity to partner with WACUBO (Western Association of College and University Business Officers) at their 2012 Conference. The ACUPA policy sessions will be open to WACUBO members, and conversely, ACUPA members may attend WCUBO sessions.

By joining forces, we will be able to enjoy their keynote speakers, take advantage of negotiated hotel rates, and have the facilities/support needed to make this a successful conference!

The current plans

When: 5/6-5/9/2012
Where: Denver, Colorado
Registration: ~$500
Travel expenses: airfare, lodging (the conference rate before taxes is $143), meals not covered by the conference registration

We need to hear from you! We are at the point of sizing the potential participation from our ACUPA membership. A short survey form is linked here http://www.surveymonkey.com/s/acupasurvey for each of you to complete and return by October 25, 2011. We recognize that every institution is struggling with finances, but we hope by announcing this opportunity early, you are able to work out the time and budget to be able to join us. This will be a great opportunity to learn and network with other members from our organization.

Next steps
We will continue with the planning process while the survey responses are being gathered. We are beginning work on a form for those of you to complete if you are interested in presenting or co-presenting at the conference.

We'll get back to you with more details in early November. If you have any questions or suggestions, please email them to Michele Gross at m-gros@umn.edu or call 612-624-8081.

Hope to see you then!
Michele Gross ( on behalf of the planning committee)

ACUPA 2012 Planning Committee
Joshua Adams, Cornell University
Nancy Cappell, University of California
Candice Fischbach, University of Texas
T. Michael Ford, Indiana University
Heather Foster, University of Texas
Michele Gross, University of Minnesota
Dan Montez, University of Colorado

Michele Gross
Director, University Policy Program
University of Minnesota
612-624-8081
m-gros@umn.edu

Financial Aid Policy

With the new change to Financial Aid regs that went into effect on July 1, I am curious to know how many institutions combine their financial aid policy into one policy along with the student academic standing policy? Or, do most of you use separate policies?

Thanks.

Walter Lanier
Milwaukee Area Technical College
lanierw@matc.edu

Compliance, Risk Assessment and Policy

Colleagues:

In touching on topics addressed through this Listserv in April and May, do any of your institutions have:

1. Compliance Office/Officers
2. Formally recognized on-campus Risk Assessment Officers/Programs

Additionally, are these entities approached in a comprehensive manner to include policy making, revisions, etc.?

Furthermore, are these entities based out of one central office/location or are they separate?

If they are related or tied together in some form or fashion we would be interested to know what type of relationship has been established and how it works. Similarly, if these entities function on their own, we would be interested to know why this format was established and how it works. Please be sure to include how policy directly ties or does not tie to your compliance office or risk assessment program.

Thanks in advance,

JEN

Jennifer Dobrowski
Special Projects Assistant to the VPFO, Vice President for Finance and Operations
University of North Dakota
701-777-3511
jen.dobrowski@email.und.edu

Monitoring Employee Long Distance Phone Calls

Good Afternoon,

Does anyone have established procedures or practices for monitoring employees making long distance phone calls using agency phones.

Thank you for any assistance that you may be able to provide.

Sincerely,
Barbara Lechtanski

Barbara Lechtanski
Public Records Officer and University Policy Coordinator, Office of the President
Western Washington University
360-650-2728
Barbara.Lechtanski@wwu.edu

Parental Leave for Adoptive Parents

Dear ACUPA members;

I am looking for information as to how your institutions handle parental leave for adoptions vs. birth parents? We currently provide 6 weeks of paid leave for female employees who give birth, and 2 weeks paid leave (with option of an additional 4 of unpaid leave) to adoptive parents and male employees whether birth or adoption of child.

Do you offer the same length of time, or do you differentiate? And how much time do you provide?

Thanks for your help!
Michele

Michele Gross
Director, University Policy Program
University of Minnesota
612-624-8081
m-gros@umn.edu

Dept Policies and Extending - Deviating From Univ-wide Policies

All:

I'd appreciate hearing about your practices related to the questions below. If they are addressed by your "policy on policies," a link to it would be great. I'm asking because we haven't been super-specific about these practices here at Ohio State, and it looks like we're about to take a stand.

1. Do you let units "deviate" from or get exceptions to university-wide policies? If so, how are these differences managed at your institution?
2. Do you let units "extend" a policy - meaning further interpret it or place additional restrictions on particular practices? If so, how are managed at your institution? Is there any sort of approval from the policy owner and/or through the university policy process?
3. Do you let units issue new or unique policies at the unit level? If so, how are these managed? Is there any sort of approval process?

Thanks for your help. - Eunice

Eunice Hornsby, Ph.D., M.S.L.
University Policy Coordinator, Office of Human Resources
The Ohio State University
614-688-8643
ehornsby@hr.osu.edu

Gifts and Gratuities

Good morning,

I am interested in learning what policies your institutions have in place regarding gifts and gratuities to individuals - what can or cannot be accepted, the circumstances under which such gifts are acceptable, who is allowed to or restricted from accepting gifts and gratuities, etc. Could those of you who have policies covering this topic please send them to me (or just links to them online)?

Many thanks,

Jessica Teets
Coordinator, University Policy Office
Purdue University
765-494-6373
teets@purdue.edu

Space Utilization Policy

Dear Colleagues:

The University of North Dakota is interested in drafting a space utilization policy. Any samples or suggestions your institution is willing/able to provide would be greatly appreciated.

Thanks in advance,

Jennifer Dobrowski
Special Projects Assistant to the VPFO, Vice President for Finance and Operations
University of North Dakota
701-777-3511
jen.dobrowski@email.und.edu

Nepotism Policies - Who Can Be a Party to Nepotism

All:

Ohio State is in the process of updating our Nepotism Policy.

We are interested in how other institutions describe who may be a party to nepotism. We currently include only "immediate family" in our definition - we have an expansive definition of immediate family - but are looking at expanding that to those in "close relationships."

Question:

How does your institution define who might be a party to nepotism? For example, is it only immediate family members, and if so who would that include? Do you consider nepotism with individuals other than immediate family members, and if so who would that include?

Thank you for sharing how you handle this either in policy or practice. I'd appreciate anything you have - links to policies, current/draft verbiage, or approaches you're considering.

-Eunice

Eunice Hornsby, Ph.D., M.S.L.
Office of Human Resources
The Ohio State University
614-688-8643

FERPA Rule on Conditional Disclosures

Hello,

34 CFR 99.33(a)(1) requires that certain disclosures authorized under FERPA must be made "only on the condition that the party to whom the information is disclosed will not disclose the information to any other party without the prior consent of the student." There are numerous exceptions under which the "condition" does not apply, but, when it does apply, the institution has an obligation to notify the party receiving the records of this condition [34 CFR 99.31(d)]. Nowhere do I see an obligation to obtain an acknowledgement or agreement from the recipient regarding non-disclosure to others.

My question is, does any institution currently require a parent or other third-party recipient of FERPA-protected records to sign a form or otherwise indicate acceptance of the condition that they not re-disclose the records without the student's consent? If not, do you use any sort of form that fulfills the requirement of notification of that condition? I would really like to see what others are doing before I start recommending any changes to our policies or forms.

Thanks!

Robert Schur, JD
Director, Office of Policy & Compliance
Colorado State University
970-491-1059

Moving and Reimbursement Expenses

Dear Colleagues:

UConn is in the midst of discussions to update our Reimbursement of Recruitment and Moving Expenses Policy. This policy would only affect the recruitment of Faculty members. Do any of your institutions have similar policies to share? If interest, here is a link to our current policy: http://policy.uconn.edu/findPolicy.php?PolicyID=271

Thanks,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Pregnancy Testing Policies in Academic Medical Centers

Hello Everyone -

I have a question for the policy coordinators in academic medical centers:

Do you have a policy that you can share that addresses the pregnancy testing of girls and women of childbearing age who are treated and/or exposed to agents or procedures potentially harmful to the fetus, were they to be or become pregnant?

Thanks in advance.

Laura Bourque, MS, MBA
Program Manager, Institutional Compliance Office
MD Anderson Cancer Center
713-745-8713
lbourque@mdanderson.org

Policy & Procedure Management Software

Hello Everyone:

Are any of you actively using a "Policy & Procedure Management Software" program that you would highly recommend?

Aside from the document storing and archiving features, we are particularly interested in something that would aid in the workflow/collaboration of multiple policy-writers (i.e. editing, discussing, signing electronically).

Renita Lewis
University of Maryland

Delegation of Authority - Capital Projects

Dear ACUPA Members,

What is the delegation of signature authority as it pertains to capital projects? I am also interested in learning about the role your boards play in real estate acquisition and development.

Thanks much,

Anita English, MPA
Howard University
202-238-2612

Web Policies for Section 508 Laws and W3's Web Content Accessibility

Hello!

I was checking to see if anyone has or knows of any institutional policies created to ensure all college/university web sites adhere to federal, section 508 laws, and the W3's Web Content Accessibility Guidelines, WCAG.

Thanks!

Dan Montez
Director, Office of Policy and Efficiency (OPE)
University of Colorado
303-860-5711 dan.montez@cu.edu

Online Performance Evaluation

Good afternoon!

Our institution is transitioning to an online performance evaluation system, including a mandatory self-assessment, for all non-bargaining staff and a question has been raised concerning employees with no access to a PC. Does anyone on the list whose institution has moved to an online evaluation system have any language that speaks to this situation, as well as language related to the provision of training on accessing the system?

Thanks!

Kevin L. Long, Ph.D.
Senior Planning and Policy Analyst
Montgomery College
240-567-7972 kevin.long@montgomerycollege.edu

Information Technology Policies

Good Afternoon,

We are revising one of our IT policies and it has unfortunately opened a can of worms. It has been decided that our Handbook will have a chapter devoted to IT Resources and Security. Would any of you mind sharing how you handle IT policies at your institution? Are they in your Handbook or located on the IT site? Is your Acceptable Use policy a stand-alone policy in your HOP, or does it reside somewhere else? Links would be great.

Also, if any of you have tackled this policy topic in the past I'd appreciate hearing the good, bad and the ugly of that experience.

Thanks,
Heather

P.S. My apologies to those on the UT PCG listserv for the duplicate email!

Heather M. Foster
Policy Specialist, Institutional Compliance & Risk Services
The University of Texas at San Antonio
210-458-5537

Policy Review

Good morning all,

I hope everyone had a nice, long weekend. We are currently discussing how often policies should be reviewed. We started off by saying that we would have a three year review period, but we're questioning if a four or five year review period would be more appropriate. Would you mind sharing how often you review policies and how well this works for you?

Thanks,

Tiesha Hogue
Grand Valley State University

Policy regarding body art?

Good afternoon group,

I trust that you are well. One of our departments GVSU is interested in developing a tattoo policy and this is a new one at our University. I was wondering if any schools have a current policy that references tattoos, body art, piercing, etc?

Thank you for your help,

Kelli Higgins
UT Southwestern Medical Center

Job Descriptions

Hi Everyone,

Is anyone be willing or able to share their respective "policy coordinator" (or the like) job descriptions? Any information would be greatly appreciated!

Best,
Jayne

Jayne M. Del Sesto '05, '10 MBA
Policy Coordinator: Compliance, Internal Audit & Risk Management
Johnson & Wales University
401-598-2183
jayne.delsesto@jwu.edu

National Conferences for University Policy Administrators

Hi all,

Does anyone have any information on professional development opportunities such as national conferences, associations, etc. of interest to university policy personnel? Hoping to find information on 2012 possibilities. Thanks all.

Valerie Hodges, MPA
Policy Specialist, University Policy Office
University of North Texas
940-565-4535
valerie.hodges@unt.edu

Open Position - UC San Diego - Policy Coordinator

Dear Colleagues,

The University of California, San Diego campus is conducting a search for a policy coordinator. If you know of someone who might be interested, please let them know the filing deadline is approaching and the first review will commence after September 7, 2011.

#59151 Policy & Delegations Analyst

Payroll Title: ANALYST, ADMINISTRATIVE, SR

Department: POLICY AND RECORDS ADMIN

Hiring Salary Range: $50,722 - $72,739 / Year

Worksite: Campus

Appointment Type: Career

Appointment Percent: 100%

Union: Uncovered

Work Schedule: Days, 8 hrs/day, Mon-Fri

Filing Deadline: Wed 9/7/2011

UCSD or UC San Diego Health System Layoff from Career Appointment or Special Selection: Apply by 08/29/11 for consideration with preference for rehire. Eligible UCSD ACCES clients should contact their Vocational Rehabilitation Counselor for Special Selection; UCSD Health System Special Selection applicants must contact Linda Morgan. UCSD Layoff applicants must leave a message at (858) 534-6333 or call your assigned Sr. Employment Advisor; UCSD Health System Layoff applicants must contact Diane Schmidt to exercise preferential rehire status.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.

Position Description

Under the direction of the Director, Policy & Records Administration, act as a campus Policy Coordinator assisting in the development, coordination, review and distribution of policy statements and delegations of authority to the campus in accordance with UC directives. Assist in the development and implementation of systems designed to preserve and inform the campus community on all matters related to policy, delegations of authority and UC guidelines and directives. Interact with senior campus management and department management to ensure compliance with applicable UC policy directives. Perform high level analysis on a wide range of policy-related campus directives and advise Director on substantive issues.

Serve as an associate campus coordinator for all aspects of the records management program, including related policies and procedures; analysis of vital records and records of historical importance; and staff development and training courses. Provide consultation and review of programs throughout the campus. Develop and publish a campus wide data system for identification, retention and disposition of all official campus administrative records including both physical documents and electronic media. Conduct training classes for campus personnel on policy and delegations of authority systems, records management and privacy issues. Provide assistance to the Director, Policy & Records Administration in support of Policy & Records Administration department functions including supervision of staff as assigned. Serve on campus-wide and system-wide committees as required.

QUALIFICATIONS

• Experience developing and formalizing/writing policy, directives and abstracts.
• Experience gathering, extrapolating and analyzing information and data.
• Experience creating complex correspondence utilizing contract language including contractual conditions.
• Demonstrated experience using a variety of software applications including MS Office Suite 2007, MS Visio 7.0.

PREFERRED

• Experience using Kofax Ascent Capture 9.0 or comparable capture software, email and calendaring systems. Knowledge of electronic document management systems.
• Experience working with electronic and physical storage media including optical imaging, microfilm, microfische, paper documents sourcing and electronic forms and data generation.

SPECIAL CONDITIONS

• Background check is required.
• Position is classified as confidential under HEERA.

UC San Diego is an Equal Opportunity / Staff Affirmative Action Employer that values a diverse workforce and provides reasonable accommodations to people with disabilities.

Heather M. Foster
Policy Specialist, Institutional Compliance & Risk Services
The University of Texas at San Antonio
210-458-5537

Requests for Stakeholder Feedback

Hello All,

At UTSA all new policies, or those deemed to be substantive revisions, are sent to identified stakeholders for a 60 day review/comment period. The notification email is relatively general and does not include suggestions for specific questions to consider when reviewing the policy. I want to encourage reviewers to look deeper than just grammar and content accuracy.

I would like to see if anyone is willing to share information/instructions you provide to stakeholders.

The draft questions we want them to consider are discussed by our advisory committee on the front end, but we would also like to hear stakeholder thoughts. My hope is that stakeholders will give the policy a more in-depth review than may currently be occurring.

Draft questions:

1. Is this policy, or any part of it, helping or deterring us from reaching one or more of our strategic goals?
2. How will this policy impact your department/unit/college?
3. Do you believe the procedures to be appropriate and do you think they will be effective?
/

Any and all advice is appreciated!

Heather M. Foster
Policy Specialist, Institutional Compliance & Risk Services
The University of Texas at San Antonio
210-458-5537

Policy on Emeriti Faculty Privileges

Dear all:

Do any of you have policies on emeriti faculty? We have procedures for granting emeriti status, but seem to be lacking any policy on what privileges or responsibilities that status then entails.

I am particularly interested in policies that define academic responsibilities (e.g., supervising dissertations and theses, etc.)

Many thanks,
Claudia

Claudia A. Rector, Ph.D.
Assistant Provost for Academic Affairs
George Mason University
703-993-8679
crector@gmu.edu

Documenting Patient Refusal for Care, Treatment or Services

Good morning everyone!

Does anyone have a general "Refusal of Care, Treatment, Services" waiver that a patient would sign to reflect their refusal? We have been documenting the refusal in the chart, but if anyone is actually obtaining a patient signature, I would love to know about it.

Enjoy your weekends!

Ruth Leah Finkelstein (Suhler)
UTMB Health
409-747-1247

Data Management Systems

Hi Everyone,

I am looking to see what types of data management systems are being utilized for controlling policy documents at higher ed institutions. Anyone willing to share what they use and their likes/dislikes about it?

Thank you in advance.

Jayne

Jayne M. Del Sesto '05, '10 MBA
Policy Coordinator: Compliance, Internal Audit & Risk Management
Johnson & Wales University
401-598-2183
jayne.delsesto@jwu.edu

Data Management Policies

Dear Colleagues

Does anyone have any examples of institutional level policies that deal with the core principles around data management?

The kind of issues that we are looking to cover are:

• Data stewardship/ownership - roles and responsibilities
• Defining the authoritative source for specific data
• Operation of data warehouse type facilities to integrate university data systems
• Compliance and standards type requirements for data

Paul Woloch
Director Governance Services, Office of Governance Services
University of Western Sydney
02 9678 7875
P.WOLOCH@uws.edu.au

Social Media Policies

Good Afternoon!

I hope everyone's week is going well so far? I was hoping to find some "social media" policies. Anyone willing to share?

Thanks in advance.

Best,
Jayne

Jayne M. Del Sesto '05, '10 MBA
Policy Coordinator: Compliance, Internal Audit & Risk Management
Johnson & Wales University
401-598-2183
jayne.delsesto@jwu.edu

Loans to Employees

Dear ACUPA Members,

Does anyone have a loans to employees policy. For example, part of an institution's competitive recruitment strategy may be to offer a loan to an executive-level employee relocating from another location. Or an institution may offer a hardship loan to an employee for emergency travel. I'm interested in any policy on this topic. Thanks much!

Anita English, MPA
Executive Policy Governance Specialist
Howard University
202-238-2612

Policy Concerning Reimbursement for Personal/Home Internet Services

Hi,

I hope everyone is doing well. I have somewhat of a cryptic concern. I am looking for some guidance, in the form of a policy, regarding the reimbursement of monthly costs incurred for home/personal internet services. Any & all information is much appreciated. In advance, thank you.

Regards,

Tim Willette
Policy Analyst & Information Officer, Finance & Business Operations
UC Riverside
951-827-7321

Book Policy

Does anyone have a book policy that complies with the new program integrity rules (668.164(i)) that they could share that allows pell eligible students to opt out of a mandatory bookstore approach? Thank you.

Gary Goldman
Chief Compliance Officer and General Counsel
Pennsylvania Institute of Technology
610-892-1559
GGoldman@PIT.edu

Field Experience Policy

Dear colleagues,

This group has been a great resource for UConn's growing policy and research needs. So, once again, I am coming with an inquiry:

Do any of your universities have a policy for off-campus (domestic/international) field experiences for undergraduates, graduate students or under-18 youths (4-H program, upward bound)? We're looking for policies that discuss field experiences that are both connected to a student's course work and those that aren't, like enrichment programs.

All of your help is always appreciated.
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Student Affairs/Residential Life and Atheltic Space Policies

Dear colleagues,

The University of Kansas was very kind to allow us - UConn - to use their space policy as a template for our own. We're trying to create a very broad policy, and I'm wondering if any of your institutions have space allocation policies for (1) Student Affairs/Residential Life and (2) Athletics.

Thank you all,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Internal and External Data Reporting (Integrity) Policies

Colleagues:

It has rained everyday for the past two weeks making the weather extremely hot and humid here in Louisiana. Well, I guess this is okay as long as a hurricane is not in the forecast!!!

Currently, I am researching policies to create more consistency and integrity in reporting internal and external data by our Institutional Research (IR) units. We have five campuses. Can you share anything on this?

Stay cool, if you can!
Akilah

Akilah M. Ali, J.D.
Research and Policy Development Specialist, Office of President
Southern University System
225-771-5560
Akilah_ali@sus.edu

Policy Communication Plan

I am researching policy communication plans in preparation for developing a formal plan for this campus. If any of you have information or guidance to share, it would be greatly appreciated.

Valerie Hodges, MPA
Policy Specialist, University Policy Office
University of North Texas
940-565-4535
valerie.hodges@unt.edu

Policy Management

Greetings and happy Friday!

Weather in Washington, DC is expected to go up to 102 with a heat index of 120!

Is anyone using MCN Policy Management software? It's used mostly in hospitals but has a great policy management component that we considering. Would like to know if anyone else is using it. Thanks much.

Anita English, MPA
Executive Policy Governance Specialist
Howard University
202-238-2612

Credit Hour

Dear All,

I hope you're all escaping the heat this summer, and I'm wondering if any of your universities have developed a policy regarding the definition of a credit hour.

Best, and thanks,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Policy Concerning Low Speed Electric Bicycles

Hi,

I hope all of you are doing well & enjoying the summer. I was wondering if any of you have any information you could pass along about a policy that speaks to low speed electric bicycles on campus. Any & all assistance is appreciated. In advance, thank you.

Regards,

Tim Willette
Policy Analyst & Information Officer, Finance & Business Operations
UC Riverside
951-827-7321

Faculty Furlough Policies

Colleagues:

I hope this day finds all of you doing well. I am researching faculty furlough policies based on a financial emergency. Do you have any to share?

Thanks,

AKILAH M. ALI, J.D.
Research and Policy Development Specialist, Office of President
Southern University System
225-771-5560
Akilah_ali@sus.edu

Conflicts of Interest and Committment Policies

Hello. I am currently researching how other higher education institutions have addressed in policy the issue of conflicts of interest and committment. What I am interested in hearing from this group on is:

1. Did you differentiate between conflicts of interest and conflicts of committment? If so, how did you define the two?
2. Did faculty members at your institution express great concern over any policy regarding "conflicts of committment"? If so, how did you address or alleviate these concerns?

Thank you in advance for any input. I appreciate it!

Regards,

Cara O'Sullivan
Policy Officer: Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

Student Clubs and Organization Bank Accounts

Hello, I'm hoping to get some ideas on best practice for how other institutions handle Student Club and Organization Bank Accounts. How are they managed? Who manages them? We are looking to revamp our policy and wanted to see if we were currently handling it the same way other universities might be. Any input would be helpful.

Enjoy your weekend!

Jayne M. Del Sesto '05, '10 MBA
Policy Coordinator: Compliance, Internal Audit & Risk Management
Johnson & Wales University
401-598-2183
jayne.delsesto@jwu.edu

Pregnancy Drug Screens

Greetings, does anyone have a policy pertaining to positive drug screens for recreational/illegal drug use in pregnant women, specifically as it would pertain to other children in the home. We are shying away from a policy and doing an in-service instead, but am curious if anyone has developed a policy or practice guideline.

Please call if you have any questions,

Ruth Leah Finkelstein (Suhler)
UTMB Health
409-747-1247

PCI Policies?

Greetings & apologies for cross posting,

I am drafting Georgetown's PCI Policy as a joint venture between IT and Financial Affairs. I have already reviewed and found great language and examples in Cornell's Policy 3.17, "Accepting Credit Cards to Conduct University Business," and Indiana's February 2007 PCI DSS Memo.

In the grand tradition of developing higher ed policy, I'm seeking other examples of language that I can "borrow" for our own policy. I'd be very appreciative if any of you have resources you'd be willing to share!

Thank you!
Heidi

Heidi L. Wachs, Esq.
Director of IT Policy and Privacy Officer, Office of Information Services
Georgetown University
202-687-8571
hlw9@georgetown.edu

Payment Approval Policies

Hello everyone,

First, thank you all for the generous collaboration that is a hallmark of this list. I've followed the topics with interest; your discussions have greatly informed my first year as a policy manager in finance.

Today, I'd like to ask if you would be able to share your policies on "payment approval". I am interested in unifying a number of separate payment approval policies, with a focus on creating a single matrix for "levels of payment approval". I know that Cornell has such a model, which provides an excellent starting point. I would be grateful to see broader range of how institutions handle payment approval policies and approval matrices. (I've noticed that institutions use different terms, including "signature authority", "financial authority", and "payment authority".)

I appreciate your expertise and look forward to many future discussions.

Best regards,
Daphne

Daphne T. Ireland
Policy and Communications Manager, Office of the Vice President for Finance and Treasurer
Princeton University
609-258-5228

Daycare for Children of Employees

Does anyone have a Daycare facility for the children of employees (and students)? If so, could you share with us:

• Is it on site?
• Who runs it?
• Funding/subsidies by the University
• Where it reports
• If you could do it over...

Many thanks,

Gary Taylor
Director : University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194

SharePoint Policies

Hello everyone,

With more and more areas using SharePoint for collaboration, I was just wondering if anyone had any SharePoint governance policies to share or any lessons learnt. Any insight would be greatly appreciated.

Thanks,
Yung

Yung Ng
Director - IT Policy & Planning
Texas Tech University
806-742-5169

Faculty Royalties

Dear All,

Do any of your institutions have policies on faculty and royalties?

Thanks,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Salaries of individuals holding both Faculty and Administrative Appointments

Good Morning All,

We are revising our policy on salaries for faculty members who also hold administrative positions. Would anyone mind sharing their policy?

In case you were wondering, it is hot enough for me to cook my breakfast eggs on the sidewalk each morning. The evening is no better; last night it was 95 degrees at 9pm. I hope those of you in similar climates are staying cool.

Thanks in advance,
Heather

Heather M. Foster
Policy Specialist, Institutional Compliance & Risk Services
The University of Texas at San Antonio
210-458-5537

Graduate Program with International Programs

Dear All,

Do any institutions - especially State Schools - have any policies on Graduate Programs with International Programs?

Thanks,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Bicycles on Campus Policy/Best Practices/Guidance

Hi,

I hope everyone is enjoying a bit of a respite after the end of this academic year. For most of us, the start of summer provides an opportunity to address emergent campus issues. Here at UC Riverside we are revisiting the need to have a policy & procedures for bicycles on campus, as well as foot-powered wheeled conveyances on campus(skateboards). Insights & information any of you can offer would be very much appreciated.

I look forward to all input. In advance, thank you.

Regards,

Tim Willette
Policy Analyst & Information Officer, Finance & Business Operations
UC Riverside
951-827-7321

Art Policies

Hello Group:

I'm wondering if any schools have guidelines established for Donors who want to give art to their university or college. Are there any schools out there who have "Friends of the art" program or something similar in place? If yes, what are those guidelines, policy and procedures that govern that program? What control do you give donors in terms of how the artwork is displayed on campus?

Thanks,

Tiesha Hogue
Grand Valley State University

Policy Committee By-Laws

Good Morning,

Due to recent incidents occurring at our policy committee meetings we have decided to enforce Robert's Rules of Order. We follow them loosely now, but have discovered a need to be more "strict" in adherence to the rules.

While researching the Rules, I came across a mention of by-laws. I am wondering if any of you have by-laws for your policy committees? If so, would you be willing to share them? Any thoughts on the matter would be appreciated.

Thanks,
Heather (trying to maintain a positive attitude while the temp tops 100 degrees here every day!)

Heather M. Foster
Policy Specialist, Institutional Compliance & Risk Services
The University of Texas at San Antonio
210-458-5537

Staff Cell Phone Disbursement Policies

All, we've had some conversation at the University about how schools are issuing and/or reimbursing staff cell phones. If you have a policy on this topic that you can share, I'd appreciate it.

Thanks,
Kate

Kate Yerkes
University of Scranton

Forensic Investigations

We are researching a policy for requesting forensic or administrative searchers of employees' or students' computers. Does anyone have one they would like to share or recommend?

Thanks!

Christine Tata
UT Southwestern Medical Center

Social Media Policy

Does anyone out there have a social media policy?

Linda Biddle
Training Coordinator
University of Houston Downtown

Mission Vision Values

Would you share your institution's Mission, Vision and Values Policy with me. Ours is due for review in the next couple of months and we are interested in making it more dynamic. Just curious how others have accomplished this.

Please call if you have any questions,

Ruth Leah Finkelstein (Suhler)
UTMB Health
409-747-1247

Certificates and Non-Degree Certificates

Dear All,

I'm looking for policies on certificates and non-degree certificates.

For example, a graduate certificate is offered by UConn's Department of Public Policy. Participants enroll, non-matriculated, and take 12 credits to receive the certificate. If they matriculated while in the certificate program, they would join the degree seeking Master's program and forfeit the certificate upon completion. A non-degree certificate, however, would be offered to non university students with or with a bachelor's degree, and the course would be designed to further a professional career without acquiring a degree.

Thanks,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Smoking Policy

The University of Kansas is not a smoke-free campus; however, smoking is prohibited in all campus structures and within 20 feet of any entrance, window, overhang, or air intake. We had to update our policy last year as a result of a change in state law. We considered adding e-cigarettes to prohibited materials but did not do so at that time. We had not done any significant review of the literature regarding the first- and second-hand dangers of this new material and we needed to get our revised policy posted in order to comply with the revised state statute. The subject of e-cigarettes arose again today, so I think we will be revisiting the policy. I'll be interested to learn what others are doing.

Jeannette A. Johnson
Assistant to the Provost
The University of Kansas
785-864-4906
jjohnson@ku.edu

Space Utilization

Colleagues:

Does anyone have any space allocation / utilization policies?

Thanks,
Brandon

Brandon L. Murray
University Educational Assistant, Office of the Provost
University of Connecticut
860-486-1868

Procurement Policies

Does anyone have any procurement policies they could share?

Thank you,
Kim

Kimberly Fearney
Office of Audit, Compliance and Ethics
University of Connecticut
860-486-6195

Breach of Security Policies

Hello all,

I am wondering what policies everyone has regarding breach of security, specifically related to release of information through internet and information technology. What is the process for handling such a breach? Who handles the process?

Thanks,

Kelli Higgins
UT Southwestern Medical Center

Policies for Online Courses

Does anyone have any policies regarding online courses? For example, policies that address ADA issues, disaster recovery, etc.?

Thank you!
Kim

Kimberly Fearney
Office of Audit, Compliance and Ethics
University of Connecticut
860-486-6195

Seed Fund Policies

Is there anyone who has a policy framework for the Enterprise/Commercialization initiatives in your university, which create a Seed Fund for idea incubation, venture capital or other commercialization activities?

We would be most grateful.

Thanks,

Gary Taylor
Director : University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194

When Should Policies Go Before College Governance Groups

At Utah Valley University, we have a 4-stage policy development process that involves the following campus entities:

• Policy sponsor (member of the University President's Council)
• Policy steward (subject matter expert/person with direct authority over a specific area of the university)
• Policy drafting committee (made of subject matter experts in a specific area of the university and others as deemed appropriate)
• Legal Counsel this person is a member of President's Council)
• President's Council
• President's Council policy sub-committee (members of the council who provide more in-depth review and word-smithing than the council does)
• Faculty Senate
• Dean's Council
• Employee association (non-faculty staff)
• Student Government
• Campus Community

For policies that go through the regular policy development process:

Stage 1 Policy Drafting and Revision

The policy steward, under the direction of the policy sponsor, works with a select policy drafting committee and with the Policy Office to develop a policy proposal. (For sensitive policy areas, we may ask for Legal Counsel's input at this step.)

This proposal is reviewed and approved by President's Council.

The policy steward and their policy drafting committee create a draft--the Policy Office provides editing and research support.

The draft is submitted to the A draft is created and submitted to the President's Council policy sub-committee for review. (This may seem like an extra, unnecessary review, but it can save us a lot of revision at the next review level.) Upon the policy sub-committee's approval, the draft is submitted to the entire President's Council for approval to advance to Stage 2.

Stage 2 Review by University Entities

The policy steward submits the Stage 2 draft for input from four entities and documents the input received:

• Faculty Senate
• Dean's Council
• Employee association (staff who are not faculty)
• Student Government

The Stage 2 draft is also posted online at http://www.uvu.edu/policies/officialpolicy/pipeline and a notice is sent via email to a campus announcement system.

At the end of Stage 2, the policy steward and the Policy Officer review the input received from these 4 entities. Together, they decide which revisions will be made and which will not be made; our decisions are documented on a form. We revise the policy draft.

The President's Council policy sub-committee reviews the revised draft, along with the comments received.

The President's Council then reviews the draft and approves it for Stage 3.

Stage 3 Review by University Community (lasts 7 to 30 days)

The new policy draft is posted online and a notice is sent via email to a campus announcement system.

This draft is open to comments by all members of the campus community--the online policy system allows users to send email directly to the policy steward.

At the end of Stage 3, the the policy steward and the Policy Officer review the input received. Together they decide which revisions will made and which will not be made; their decisions are documented on a form. They revise the policy draft.

The President's Council policy sub-committee reviews the revised draft, along with the comments received and the changes made to the previous draft.

The President's Council then reviews the draft and approves it for Stage 4.

Stage 4 Review by Board of Trustees

The new policy draft is posted online and a notice is sent via email to a campus announcement system.

The draft is reviewed by the Board of Trustees and approved for formal implementation.

To see the policy that details this process, go to: http://www.uvu.edu/policies/officialpolicy/policies/show/policyid/280

Regards,

Cara O'Sullivan
Policy Officer: Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

Policy Enforcement

All,

I'd like to hear how your universities handle policy enforcement. I am asked again and again by those in our university community how the new policy template and process will ensure enforcement of policies. More often than not people tend to think that the Office of Institutional Compliance is responsible for policy enforcement. The actual role of our Inst. Compliance office is to, among other things, identify area risks/issues and help departments mitigate those risks.

Our view is that the Responsible Executive (policy owner) should oversee the enforcement, but direct enforcement should most likely come from supervisors and managers. In our policy template we have a "Responsibilities" section that outlines what is expected of each person/office/group named in the policy. However, it is not feasible, not do I think it is our job, to ensure every policy is being enforced.

How exactly do you define enforcement and what, if any, role does your policy office play?

Thanks in advance,
Heather

Heather M. Foster
Policy Specialist, Institutional Compliance & Risk Services
The University of Texas at San Antonio
210-458-5537

Medical Center Policies

For those universities with medical centers, is medical center policy management separate from university policy management?

Mary Lou

Mary Lou Farinaro
Assistant Director, Accreditation and Standards
Vanderbilt University Medical Center
615-875-3030

POLICY ENFORCEMENT-UCR RESPONSE

At UCR, we are similarly staffed. For most of the campus policies & procedures, we attempt to cultivate a culture of self-enforcement at all levels. With those policies & procedures that are created in response to a regulatory concern, the document generally speaks to the ramifications/consequences of non-compliance that are expressed in the regulation promulgated by the federal/state/local/system authority.

Regards,

Tim Willette
Policy Analyst & Information Officer, Finance & Business Operations
UC Riverside
951-827-7321

When Should Policies Go Before College Governance Groups?

Dear Colleagues,

In your Policy on Policies, do you delineate which policies must go before your college governance committee(s). Is it the rule that anything related to academic affairs must first be vetted through them? How about graduation requirements?

Thank you in advance for any guidance you can provide.
Best Regards,

Patrice DeCoster, M.S.Ed.
Chief of Staff
SUNY Empire State College
518-580-2937
pat.decoster@esc.edu

Retiring Policies

Dear Colleagues,

Does anyone have a policy or process in place in regards to "retiring" a policy? For example, how would you formally indicate that a policy is no longer applicable and should not be used?

Thank you!

Kim

Kimberly Fearney
Office of Audit, Compliance and Ethics
University of Connecticut
860-486-6195

Policy Inventory Statistics

Colleagues:

Does the policy universe for which you are giving numbers (e.g., Anu's 200) include hr policies? Sponsored projects policies? Or is it just "business & finance" policies?

Nancy Capell
Office of the President
University of California
510-987-9044

Recreation Policy

Does anyone have a useful over-arching policy on Sport & Recreation activities? I am not looking for individual club rules, but something which possibly enables the individual activities, talks about eligibility, etc.

Many thanks,

Gary Taylor
Director, University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194

Policy Regarding Contacting of Individuals Within Campus Community by Outside Law Enforcement Agencies

Hi,

I'm wondering if any campus has a policy in place that provides procedures as to the protocol outside law enforcement agencies should follow in contacting campus law enforcement with regard to a desire/need to contact members of the campus community. For example, has any campus promulgated a policy that directs these outside agencies to contact campus law enforcement &/or general counsel before contacting students, faculty, or staff on campus, as well as provide guidance to those individuals who are contacted?

I look forward to any & all comments. In advance, thank you.

Regards,

Tim Willette
Policy Analyst & Information Officer, Finance & Business Operations
UC Riverside
951-827-7321

Glossary of Terms

Hi Michelle,

I hope all is well up your way. Please, does UMN maintain a universal glossary of terms that policy owners can reference when crafting a policy? In advance, thank you.

Regards,

Tim Willette
Policy Analyst & Information Officer, Finance & Business Operations
UC Riverside
951-827-7321

Burden of proof - OCR Dear Colleague on Sexual Harassment

Hi everyone,

I'm wondering if anyone is finding it difficult to reconcile OCR's requirement that a "preponderance of the evidence" standard be used for sexual harassment complaints, as opposed to other more stringent standards of proof?

Any thoughts would be greatly appreciated. And, please, let me clarify that I do not quote anyone unless permission is clearly granted. Your thoughts and opinions are just as helpful if you choose to provide them off the record.

Aileen

Aileen Gelpi, Esq.
Legal Editor
Campus Legal Advisor
561-624-1345

Use of "must" vs "will"

I'd like to hear ideas regarding use of the words "must" vs. "will" (or even "shall") in policy statements. Are they interchangeable? Is one stronger than the other?

Thanks,
Lisa

Lisa C. Ho
Technology Strategy Officer, Division of Information Technology
San Francisco State University
415-405-2455

Title IX Dear Colleague Letter

Hi everyone,

I'm writing an article on the Department of Education's Dear Colleague on Sexual Harassment, and would like to include the views of members of this group about the feasibility of rapid implementation of new or amended regulations to comply with the guidance.

I'd also like to know if the guidance varies in a significant or substantial way from regulations already in place. Please, e-mail directly at aigelpi@wiley.com or call me at (561) 624-1345, if you'd like to discuss these issues.

Aileen Gelpi, Esq.
Legal Editor
Campus Legal Advisor
561-624-1345

Do Your Policy Owners Record the Exceptions They Grant?

Hi everyone,

I recently heard on a policy webinar how a stronger policy framework incorporates a record keeping by policy owners of the policy exception activity (who requested, was it granted, and for what purpose, etc.) . This is definitely not something I do, nor, to the best of my knowledge is it being done by any of the policy owners (45). While they may recall special situations because of how unique a request might have been, I've not seen a comprehensive list that is then used to help revise.

The webinar also mentioned that it was a good idea to tie known "compliance findings" to a policy history (anonymous reporting line, Dept of Audit findings, etc.). We, like many universities, have a confidential reporting hotline. The Compliance Office receives the call information and follows up on them accordingly. The policy owner would likely be part of those conversations if directly related to their operation. The policy owners also receive copies of the audit reports. Again, we do not provide a central mechanism for keeping this as part of the policy history in our content management tool.

My initial reaction is that this would be onerous and would focus on a very skinny sliver of the population. But seeking a more balanced discussion, I'm coming to you to see if anyone has made this an operational part of your program. Has the benefit outweighed the cost of implementing such a system? Do all your policy owners participate or just a select few?

Thanks so much,
Michele

Michele Gross
Director, University Policy Program
University of Minnesota
612-624-8081

"Termination" of Employees Due to Inactivity

Hello all,

For our termination policy, I am looking for help on defining when employment is "terminated" due to inactivity. For example, if a part-time faculty member or staff member haven't been paid for 18 months, we would like to terminate their employee record in our computer system so that we have an accurate account of how many active employees we have. Does anyone have termination policies that include this information?

Alyssa Schiffman
DePaul University

Policies on Information Technology Acquisitions

Hello all,

Our campus is working on developing and implementing policy requiring campus-level approval of certain kinds of information technology decisions: the acquisition of hardware or software above a certain cost or that more than a certain number of people will use or that will have total cost of ownership above a certain amount, or ... We're still at the stage of defining the parameters. The basic goal is (to try) to ensure that decisions include consideration of IT infrastructure costs and that what is acquired/implemented can be well integrated with other campus systems.

Please share pointers to any policies you have or know of that might be helpful. Comments, suggestions, and guidance are also most welcome.

Thanks,

Stephen D. Franklin
Office of Information Technology
University of California
949-824-5154
franklin@uci.edu

Official Signatures/Electronic Signatures Policy

Hello All,

We are putting together a policy that makes clear what sort of signatures are considered "official" for school business. Included are scanned, faxed, and stamped signatures, but most of it is concerned with electronic signatures. The part of the policy document where I could use some "best practice" input is around implementation guidelines or procedures/operations. Anyone have anything they could share? For example, does anyone distinguish among the sorts of documents to which e-signature may be attached? Types of acceptable approaches to e-signatures? Issues of risk that are relevant? Thanks in advance for any ideas or guidance!

Maureen

Maureen Durkin
Director of Policy, Planning & Analysis
COLORADO SCHOOL OF MINES
303-384-2236
maureen.durkin@is.mines.edu

Policy Library - UVU

Utah Valley University's current online policy library - or "policy manual" as we call it--is located at http://www.uvu.edu/policies/officialpolicy/index.php. Only official "university" policy is published to this manual. Departmental procedures, guidelines, etc, are published in department web pages.

Policy categories are:

• 100. Governance, Organization and General Information
• 200. Financial Affairs and Development
• 300. Human Resources
• 400. Facilities, Operations, and Information Technology
• 500. Student Affairs
• 600. Academics

Sub-topics are assigned specific number ranges. A formal approval process assigns number ranges to new topics as needed; for example, we recently added a sub-category for grants administration.

I wonder if ACUPA would be well-served to develop a library page on its website with links to member policy web sites? I can't tell this list how invaluable I have found visiting other university policy websites has been for me when I'm looking for ideas on how to improve processes and web site structure.

Cara O'Sullivan
Policy Officer, Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

Policy Library

Good Afternoon,

Our policy library is very young and I am getting a lot of criticism on where I have located policies on our library site. Could you tell me what your logic is for categories and where policies are housed? Also, Student Services policies such as housing and student meal plans, do you consider those University wide policies?

Thank you,

Mindy Baylor
Operations & Policy Specialist
The University of South Dakota
605-677-5086
mindy.baylor@usd.edu

ACUPA-LIST Digest - 13 Apr 2011 to 14 Apr 2011 - Special issue (#2011-34)

Number of staff assigned to the project (full-time part/time)
Utah Valley University has one policy officer (me) as a full-time staff employee. I have some access to an administrative assistant's time, and this summer will have access to a student intern.

Where in the organization is the policy process housed (Compliance/Legal/etc)
The policy officer position was part of the compliance officer's duties until last fall; once our institution achieved university status just a few years ago, the compliance officer's duties increased substantially and the need to create a separate policy officer position arose. As the policy officer, I report to the Chief Budget, Planning and Policy Officer who reports to the University president.

How often are your policies reviewed?
Right now they are reviewed every five years; this interval will likely become shorter in the future. If a change in federal or state law mandates a policy revision, then we of course review and update the policy before the 5-year review.

Governing body that has final sign off?
The University President's Council, followed by the Board of Trustees.

How are changes communicated?
We submit an announcement through a web-based system communicates changes via email and on the university website.

Average time for policy (uncomplicated) to go through the review/approval process?
Three to four months.

Any other questions/tid bits?
Someone asked if any of us had an electronic system to track the status of policies. We are developing a new web-based system at this time that will allow the policy office to generate reports and track statuses. Right now I use a spreadsheet and then set up alerts in Microsoft Outlook to let me know when a policy must be moved from one approval stage to the next.

Cara O'Sullivan
Policy Officer, Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

Links to College/Departmental Policies/Procedures

All,

I would like to add a statement to our policy home page stating that individual college or departments may maintain policies and procedures related specifically to their units. I am considering adding links to certain resources (e.g., Provost's Guidelines, College specific policies, Human Resources, Information Technology). There would also be links to our Board of Regent and System-wide policies.

It would be impossible to list every university site that contains guidelines so I'm looking to list those most likely to be used. Do any of you have something similar on your web sites? If so, what suggestions do you have for resource links?

Thank you in advance,
Heather

Heather M. Foster
Policy Specialist
Institutional Compliance & Risk Services
The University of Texas at San Antonio
303-384-2236

How to Notify Appropriate Constituencies of State and Federal Law Changes

Colleagues,

I know I've asked this question before, but I would appreciate another go at it.

Does your institution have one or more formal (i.e., in "writing") mechanisms for notifying the right people about changes in federal or state law that may not rise to the level of making an institutional policy?

I refer you to a Princeton FAQ (http://www.princeton.edu/evp/auditcompliance/faqs/) about institutional compliance that says ". . . since rigid codification and relentless administration of rules and regulations are not appropriate to an academic community, we rely on managers to inform staff of relevant policies that are important in the conduct of their operations...[e.g., recently litigated matters, federal agency oversight, basis for criminal conduct charges, significant dollar or reputational risk...].

Do you rely on operational people and/or faculty to keep up-to-date on regulations, do you publish a bulletin on such changes, or use some other mechanism? Currently, we use delegations of authority, or letters to the head of each campus, or embed them in policies---but don't have a consistent approach.

Any advice you have will be appreciated.

Nancy Capell
University of California

Pay for College Athletic Trainers

Greetings Colleagues,

I am trying to understand the variety of ways that colleges pay athletic trainers/coaches to account for off-season "downtime," and if that is possible if such an employee is considered FLSA exempt. Perhaps the concepts of stipend or reduced pay to reflect the reality of a reduced time commitment during off-season, and exempt status, are mutually exclusive?

I appreciate any insights in this regard. Thank you.

Nicole S. Ack
Civil Rights Officer
The Evergreen State College
360-867-5371
ackn@evergreen.edu

Cost/Benefit Analysis

Good morning everyone,

We at the University of Minnesota, currently require our policy owners to complete a policy plan. The plan asks the owner to describe the impact of the new policy (or policy change) on the end user as well as type and level of risk (high, medium, low). What we have not required consistently across our policies is a cost/benefit analysis to be submitted. I've prepared several with units in the finance area, but the approach has varied and we haven't always quantified the labor impact for the end user/unit.

So, I'm wondering if any of you require completion of this type of analysis as part of your policy development process, and if you have a format/approach that you're willing to share. I created a template but I am in need of some validation by others who make this a regular and rigorous part of your process.

Thanks in advance for your help!
Michele

Michele Gross
Director, University Policy Program
University of Minnesota
612-624-8081
http://policy.umn.edu/

Policy Review Tracking

I am in the process of setting up a system to track policy review/revision dates. Would some of you mind sharing the systems you have in place to track these dates? Your guidance would be appreciated.

Warm regards,

Sarah L. Smith
Legal Assistant, Office of General Counsel
Shawnee State University
740-351-3046

Berkeley IT Policy Manager Job Opening

Dear Colleagues,

I will be retiring at the end of June and the attached job listing is for a new IT Policy Manager here at UCB. This has been an incredibly great place to work for the last 34 years and I highly encourage folks to apply.

Karen Eft
IT Policy Manager, Office of the CIO: Security, Privacy and Policy
UC Berkeley
http://technology.berkeley.edu/cio/sppc/

Exceptions

One of our committee executives notes that we are vulnerable to criticism if we ever make an exception to a policy, however reasonable the exception might be. He recommends that policies themselves include language that would state clearly under what circumstances an exception may be considered and how it should be documented. A few of ours do, but not many. Do any of your institutions have suggested or standard language regarding exceptions to policy? Is this a question you routinely raise during the policy development process? Thanks for your thoughts.

Christine Tata
UT Southwestern Medical Center

Endorsements

Does anyone have a policy on University or College endorsements? Does anyone endorse products/vendors as a state agency?

Thanks,
Kim Fearney

Kimberly Fearney
Office of Audit, Compliance and Ethics
University of Connecticut
860-486-6195

PTO

Dear ACUPA Members,

We are exploring Paid Time Off (PTO) as a model for both our hospital and university. While I know that this has been implemented in medical centers and hospitals, is anyone doing it at a university and, if so, what has been your experience?

Thank you,

Anita English, MPA
Executive Policy Governance Specialist
Howard University
202-238-2612

Higher EdAct Suggestions For Dissemination of Required Disclosures (2009)

Forwarding this to the ACUPA listserv for those of you who may not have seen it.

Note that the "Suggestions for Providing Disclosure Information" include (page 6): adopting a "3-click" approach for website postings, using "consumer-friendly" labels and avoiding institutional jargon, and using a common set of content titles (vs. using the name of the university office one should contact)...all of these are part of the ACUPA best practices mantra.

Also wanted to give a shout-out to Margaret (Peg) O'Donnell at the Catholic University of America (an ACUPA member), whose Campus Legal Information Clearinghouse is highlighted as an "Additional Resource" for improving public dissemination of information. You rock!!! http://counsel.cua.edu/

Nancy Capell
University of California

Policies About Age Requirements For Nude Models For College Nude Figure Modeling Class?

Good morning,

I'm writing to ask if anyone has an age-based policy that requires nude models to be eighteen or over, and if so, is that policy based on state law, federal law, college preference, or some other reason?

On the flip side, is anyone aware of a reason (age-based discrimination?) why a college could not require a nude model to be at least eighteen?

Thank you in advance for any guidance on this issue.

Nicole S. Ack
Civil Rights Officer
The Evergreen State College
360-867-5371
ackn@evergreen.edu

Space Management and Allocation Policy

Dear ACUPA Members,

Does anyone have a great space management policy? Specifically, I am interested in learning how your institutions incorporate transparency in the allocation of office and research space on your campuses. Thank you.

Best regards,

Anita English
Howard University
202-238-2612

Policies About Students Asking For Excused Absence From Class For Religious Observances

Hi, everyone

We are revisiting our classroom attendance policy and the issue of excused absences for students when (a) they are participating in officially sanctioned University activities (such as band, debate, student government, intercollegiate athletics); (b) they are dealing with emergencies that arise; (c) they are excused from class with the faculty member's prior approval.

We are considering adding participating in religious observances to this list.

How have other list members handled this issue at public universities and did you include religious observances as a bonafide reason for an approved absences from class?

Thank you for any insight you can provide.

Cara O'Sullivan
Policy Officer, Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

Electronic Devices and Their Uses (or Misuses)

Recent technology makes it very easy for an employee to record another's voice or image, with or without the other's knowledge or permission. Does anyone have a policy that covers this kind of activity? How about cell phone use in general, or by employees in health care settings? Thanks for any examples.

Christine Tata
UT Southwestern

Validation of High School Diploma

Does anyone have a policy or begun to work on a policy to validate high school diplomas?

Thanks!

Susan Gyorog
Associate Director
Lutheran School of Nursing
314-577-5889

Fundraising Policies

Good Morning Everyone,

Our Business and Financial Affairs Division is working on putting together a fundraising policy. Would anyone mind sharing examples of fundraising policies to assist us?

Thank you in advance for your assistance!

Sincerely,

Barbara Lechtanski
Public Records Officer and Policy Coordinator, Office of the President
Western Washington University
360-650-2728

Delegations of Authority

Does anyone have a Schedule of Delegations & Authorities to share and a form or guideline which governs the permanent or temporary re-delegation of authority downwards?

Many thanks,

Gary Taylor
Director : University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194

Records Management

Happy Valentines from Galveston. Would you share your policies on records management? I am particularly interested in the language you are using to describe non compliance with the guidelines and with your policy's re: electronic documents, email, etc.

Please call if you have any questions,

Ruth Leah Finkelstein (Suhler)
UTMB Health
409-747-1247

More Info on Federal Funding Requirement Prohibiting Trafficking in Person

PDF Document

Nancy Capell
University of California

FW: Administrative Policy Prohibiting Business with Companies That May Engage in Human Trafficking

Does anyone have a policy that addresses this (or a related) issue? Can you send me the url to your policy?

Thanks,

Nancy Capell
University of California

Samples of a Solicitation Policy

Hello from Shawnee State University in Southern Ohio!

We are working on revising our Solicitation policy with regard specifically to the dissemination of materials to students from guests who come to our campus to proselytize various causes. Can you please send me some examples of what you have out there? I need to determine what are the most important elements to address with this policy keeping in mind our commitment to free speech.

Thank you!

Sarah L. Smith
Legal Assistant, Office of General Counsel
Shawnee State University
740-351-3046

Opportunity for Policy Specialist

Colleagues,

I have an opportunity for someone in our new University Policy Office in the role of Policy Specialist (see attached Job Description).

KAUST is a unique post graduate institution in several ways, having only opened its doors in September 2009 as a start-up university with world class aspirations, sited on the shores of the Red Sea in Saudi Arabia. The role is for someone (as an employee or consultant) to assist us with the writing and editing of policies across all functions.

If you are aware of anyone who is looking for a change of lifestyle and a new challenge, with experience in the policy environment within Higher Education, please pass on these details, and invite them to contact me, or apply online via our website www.kaust.edu.sa

Many thanks,

Gary Taylor
Director : University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194

Complimentary ticket policy and athletic travel policy

Dear ACUPA Members,

We are looking for a couple policies to benchmark as we finalize iterations of our own. Specifically I am interested in a complimentary ticket policy(ies) relative to athletic, performing artist, music and theater functions?

I am also looking for any policy that addresses athletic travel and how costs for guests for special destinations (tournament) or post season travel are handled?

I would be very appreciative of any examples or knowledge sharing in these areas.

Regards,
Kelly

University of Minnesota Policy Office Writing Guide

Not long ago I, too, was looking for a policy writing guide and came across the one the University of Minnesota's policy office has written. I found it very useful. You can download it at www.policy.umn.edu.

At UVU, we are creating a "Policy Development Guide" for policy stewards who work with the Policy Office through the approval process. This guide will include writing suggestions and style guidelines.

I've only been in my position a few months, and have found that some policy stewards do the bulk of the writing with the Policy Office acting as an editor; others rely on the Policy Office to do the bulk of the writing. It depends on the subject matter the policy covers and the comfort level the stewards have with writing. We decided that a guide that includes both writing and policy development process would be useful.

Cara O'Sullivan
Policy Officer, Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

Guide to Writing Procedures

Colleagues,

Do any of you have a Guide on the writing of Procedures?

Although most of us focus primarily on the development of policies, we are finding that some departments are looking for a guide/template on procedure writing. I wonder if any of you have something you could share with us.

Many thanks,

Gary Taylor
Director : University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194

Charge for service policies?

Dear Members,

Various units at the University impose charges or chargebacks to other departments for services they provide. Our administration is concerned about the lack of policy and a process for review, approval and control over this practice. For example, it is accepted that every department must pay for its use of University-owned software and IT Systems; this takes place through an annual chargeback based on a formula that takes various factors into consideration such as # of employees and square feet assigned to the department. Conversely, it is not universally accepted that a department must pay Facilities for additional services like extra trash hauling, or extraordinary building use after hours (utilities, security), etc. A number of instances can be identified in which a department simply created rates for its services and began charging other departments at the new or increased rates.

I haven't found any examples of policies governing the establishment of a new charge for services, or increases in the rates charged for services, by one department to another on campus. If you know of an example, would you share it?

Thanks!

Robert Schur, JD
Director, Office of Policy & Compliance
Colorado State University
970-491-1059

Health Science Policies

Dear ACUPA Members,

Howard University has pharmacy, medical and dental colleges, and manages a hospital. We are discussing how to include health science policies in the university-wide, coordinated, policy management process. Our current structure would allow for these policies to come under the general, umbrella categories, i.e., Academics and Research or Human Capital Management, etc.

There is high-level discussion to develop another umbrella policy category specifically for "Health Sciences." I would like to learn how you are handling this particular issue. Do you try to address hospital/health sciences policies under the university-wide umbrella or are health sciences so special that they need a separate category? I need help soon --- we have a meeting scheduled early on Thursday morning with the Senior VP for Health Sciences. Thanks much!

Anita English, MPA
Executive Policy Governance Specialist
Howard University
202-238-2612

School and Colleges

We are only maintaining our University wide policies currently and I am having a little difficulty deciphering between Department or University. Does anyone include any individual schools or college policies in their University policy list? We have a Medical School and a Law School that I was thinking might have some policies that could affect the entire campus.

Thank you,

Mindy Baylor
Operations & Policy Specialist
The University of South Dakota
605-677-5086
mindy.baylor@usd.edu

Direct Mail

Dear ACUPA Members,

Happy 2011!

Our schools and colleges, the Office of the Secretary, the Alumni Association, the Office of Financial Aid and other University entities still maintain communication with their constituents largely via the USPS. The following information was sent to me regarding changes that could possibly have negative consequences for our institution. Has anyone developed an enterprise-wide policy for the management of direct mail? Thank you.

http://blog.fmidm.com/index.php/tag/ncoa/

NCOA - Big Brother is Watching-direct mailers beware, you are not safe even when postage is paid

PostCom’s general counsel has communicated the following to the association: The United States Postal Service, which appears headed for a multi-billion dollar loss this year, has quietly launched a major new initiative to collect more postage from mail that already has been paid for and delivered.

The primary targets of the initiative are business mailers the mailers that use large volumes of First-Class and Standard Mail for marketing, billing, account statements, and other customer communications and the mail service providers that help prepare these mailings.

The Postal Service’s strategy is to investigate recent mailings for violations of the complex and arcane mail preparation requirements for discounted postage rates. Evidence of violation can lead to demands for additional postage, or enforcement actions under the False Claims Act. The potential financial exposure for big national mailers can be seven or eight figures.

The Postal Service seems to be looking for violations of Move Update (address updating) requirements, other addressing requirements, and other mail preparation and content requirements that could lead to large revenue deficiencies. In some cases, the investigators seek evidence that the mailer entered improper mailings knowingly or intentionally, states of mind that can support a claim under the False Claims Act.

Violation of the False Claims Act can expose a mailer to double or triple damages i.e., liability equal to two or three times the amount of the underlying revenue deficiency as well as civil penalties of approximately $11,000 per violation. The Postal Service typically rules that each mailing statement constitutes a separate violation; hence, total civil penalties sometimes can be ten or more times the underlying revenue deficiency. Criminal liability under the False Claims Act is also possible, but unlikely except in extreme cases. The firm has provided tips on how to deal with postal inspectors.

Best regards,

Anita English, MPA
Howard University
202-238-2612

Mapping of Existing Policies

I'm curious -- for those who must handle large numbers of policies and information, do you use any sort of system to map your policies to show how they relate to each other? I've inherited a large number of policies (I have been in my position for 2 months) -- and while they are well-done and well-written (I had an excellent predecessor), I am not familiar enough with them yet to know how they piece together. I thought mapping them some how would be a good exercise not only for me but for the policy office in general.

Cara O'Sullivan
Policy Officer, Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

What should be considered up front when new policies or policy revisions are requested?

When a request for a new policy or a revision to an existing policy is submitted to your policy office, do you require the requesters submit some background information and perhaps even an outline? I am considering requiring the following:

1. Why is the revision or new policy needed?
2. What policy gap or new compliance requirement does this request address?

1. What existing policies does this revision or new policy map to?
2. What would the revision or new policy cover that existing policy does not?

Asking requesters to think through these issues might avoid redundancy with existing policy and drafts that cover too much or not enough in a specific policy area.

I would be interested in hearing what you folks do at this stage and what works for you. Thank you!

Cara O'Sullivan
Policy Officer, Planning, Budget & Policy
Utah Valley University
801-863-7355
cara.osullivan@uvu.edu

One More Question Before the New Year!

Colleagues,

Do your PROCEDURES (not policies) need to be signed off on, at any level, before being established at your college or university? Thanks in advance.

Pat

Patrice DeCoster, M.S.Ed.
Chief of Staff
SUNY Empire State College
518-580-2937
pat.decoster@esc.edu

Statement or Guideline Form?

Colleagues,

Dear Colleagues, do any of you use a standardized format when writing statement or guidelines? If so, can you share yours with me. Many thanks.

Pat

Patrice DeCoster, M.S.Ed.
Chief of Staff
SUNY Empire State College
518-580-2937
pat.decoster@esc.edu

Position description

The Policy Office at the University of Kansas, Lawrence, is a division of the Provost's Office. I've been asked to develop a position description for a "director" or "coordinator" of the Policy Office. Does anyone have a position description to share? Thanks.

Jeannette Johnson
Assistant to the Provost
University of Kansas, Lawrence
785-864-4906
jjohnson@ku.edu

Bullying Policies

Colleagues,

I have a number of concerns for "bullying" policies being crafted. First, there seems to be a tendency for overbroad language to be incorporated which will lead to these policies being challenged and found arbitrary and capricious in application. Second, it seems that most of the bullying policies being created are duplicative of policies already in place at their institution of creation (e.g. assault and harassment), fail to add any guidance to the boundaries being defined for the community standard, and will lead to inconsistencies that will inure to the benefit of the violator. Finally, we are unlikely to keep pace with technology and this presents a risk that , if we keep adjusting policies to include a laundry list to address each new development, it may well be that a reviewing court finds the item or issue which we have omitted is implicitly permitted.

The recent tragedies across the nation demand responsive action, but it would seem that institutions are in need of two things: 1) a position statement reaffirming current policies in place which address bullying along with the other associated incivilities that fall under aegis of assault, harassment, lewd behavior, etc., rather than a new policy designed to address this as if it were novel behavior in the academy, and 2) proactive and preventative programming that is designed to imbue our charges with the social skills to step out of their electronic cocoons and engage on a truly personal level thereby avoiding half of the source of this problem and to circumvent or diffuse the remainder of the issue.

Over the past three weeks, this issue has come across the desk from seemingly every front, but though the shared concern is apparent, little clarity is provided. So, if there are unique aspects to bullying that need to be addressed and should be defined independent of assault, harassment, etc. as prohibited behavior, please share this information, as I am at a loss at this point after reading everything from APA and AMA articles to DOE-OCR, CDC, and Homeland Security reports on this issue.

Best wishes for the Thanksgiving holiday.

Regards,

David M. McMahan, J.D.
Dean of Students
Tusculum College
423-636-7493
dmcmahan@tusculum.edu

Workplace Violence and Bullying Policy

Hi all,

We're proposing a policy that addresses bullying. It's in draft form and out to our campus for comment. Here's the link to the draft policy. http://www.unm.edu/~ubppm/d2240.htm

Here's the link to the comments page which lists comments as we receive them. http://www.unm.edu/~ubppm/comments2240.htm.

Carol

Carol Stephens, CPA, EMBA
Director, UNM Policy Office
505-277-2069
stephens@unm.edu

Workplace Violence and Bullying Policy

Hello everyone.

We're considering adding "bullying" to our Workplace Violence policy. If you address bullying in any policy (workplace violence, discrimination/harassment, etc.), could you please send me the policy or a link to it?

And please let me know if you have experienced an uptick in complaints that you've judged not to have merit? (Or provide me with a contact that we could check with on this?)

Thanks!
Eunice

Eunice Hornsby, Ph.D., M.S.L.
Office of Human Resources
The Ohio State University
614-688-8643

Business Continuity Plan Policy

To Whom It May Concern:

Would you share a copy of your facility's business continuity plan policy? We are revising ours to have less of an IT focus and more of an institutional perspective. If you are not able to share your actual document, would you provide a brief summary of the content, review process and how it is global rather than department specific?

Please let me know if this is too vague? Happy T-day y'all from down here in Texas.

Please call if you have any questions,

Ruth Leah Finkelstein (Suhler)
UTMB Health
409-747-1247

What Happens When a Policy is Mandated

Hi Everyone,

For any of you who have a policy development process which includes an advisory group for input (comprised of diverse campus constituents) as a step in the process, how do you satisfy the need for a senior officer or the president to make a policy quickly and without much input? Sometimes there are statutory reasons why policies must be made quickly, other times there is a pressing business need, and sometimes there are other (political) reasons. I've seen examples of fast track policy processes, which is one way to address it, but I think what I'm really looking for is a way to put language around this scenario when I educate the campus community about how the process works. I don't want the process to lose credibility should this ever happen...so would rather deal with it up front or in writing somewhere. (And for anyone who may be wondering whether I have buy-in at the top for a policy process, I believe I do except for this one issue) :)

I would welcome your thoughts!
Maureen

Maureen Durkin
Director of Policy, Planning & Analysis
Colorado School of Mines
303-384-2236
maureen.durkin@is.mines.edu

Policy Management Software Question

Hello all,

Several institutions in The University of Texas System are considering the purchase of a policy management software. I'm at the beginning of my research and would like to know if any of you use this type of software. Below are the companies UT Arlington is considering. If not this software specifically, does anyone have experience with any of these companies? Any feedback (good, bad, ugly) would be appreciated.

1. Archer Technologies
2. Zequel Policies
3. PowerDMS
4. Policy Medical/Manger
5. Policy Tech
6. Metric Stream
7. Policy IQ

Thank you,
Heather

Heather M. Foster
Policy Specialist
Institutional Compliance & Risk Services
The University of Texas at San Antonio
303-384-2236

Best Practice for Policy Identification

To Whom It May Concern:

Our organization has established a project regarding revamping our whole policy review/change/approval process. (Our current automated policy approval system does not do exactly what we'd like it to do.) Part of the project includes breaking down into subcommittees to tackle several issues. One of the subcommittees is charged with finding the best approach or best practice regarding:

A method or approach on:

1. how to determine where policies are located, who is the owner, who is the author, what is the reason for the policy and type of policy; and
2. how to determine which policies are duplicated, conflicting and/or complementary

Also, we are to find best practice for a "Policy Needs Analysis"

Currently, we do not have any kind of formal Advisory Committee where members sit down and review policies. Usually, someone submits a policy and our Legal Department reviews it to see if it should go into our Policy Center.

Any and all help regarding all aspects of developing a "complete" Policy Center would be very much appreciated.

Thank you for any and all suggestions.

Melissa

Melissa K. Binder, ECMP
Contract Coordinator, Legal Services
Lancaster General Health
717-544-4888
mkbinder@lghealth.org

Statement/code of professional conduct

Dear Colleagues,

Does your college or university had a professional code of conduct regarding acting, dressing, and treating colleagues, students, et al. in a professional and respectful manor. If so, would you be so kind as to share your statement with me.

Many thanks.
Pat

Patrice DeCoster, M.S.Ed.
Chief of Staff
SUNY Empire State College
518-580-2937
pat.decoster@esc.edu

Looking for Policies

Colleagues,

We are looking to benchmark policies in the specific areas of :

• Receiving of personal gifts (when to declare, keep, refuse)
• Talking to the Media (who is authorized & on what topics)
• International Engagement (eg establishing relationships with external bodies)
• Logo, Name & Trademarks

I would be grateful for any examples or wisdom in these areas.

Much obliged.

Gary Taylor
Director : University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194

Institutional Conflict of Interest Policy

At the University of Minnesota, we have a Board of Regents: Institutional Conflict of Interest Policy: http://www1.umn.edu/regents/policies/administrative/Institutional_COI.pdf

This policy defines Institutional Conflict of Interest as follows:

Institutional Conflict of Interest.
Institutional conflict of interest shall mean a situation in which the research, teaching, outreach, or other activities of the University may be compromised because of an external financial or business relationship held at the institutional level that may bring financial gain to the institution, any of its units, or the individuals covered by this policy.

And we have an Administrative Policy that supports the Board of Regents Policy: http://www.policy.umn.edu/Policies/Operations/Compliance/INSTITUTIONALCONFLICT.html

We are interested in reviewing other University Policies that cover this issue. Please note, we are interested in looking at Institutional Conflict of Interest as defined above, and NOT Individual Conflict of Interest policies that apply institution wide.

Thank you in advance for any assistance you can give.

Eva Young
Policy Librarian, University Policy Program University of Minnesota
612-624-4372
young041@umn.edu

Honorary Degree Policy

Dear ACUPA Members,

Does anyone have an Honorary Degree policy to share? Does it expand beyond just honorary degrees to include other honors and awards?

Thanks much,

Anita English, MPA
Howard University
202-238-2612

Third Party Email Providers

Dear ACUPA Members,

I would appreciate your help in determining where universities are heading when it comes to the use of third party email providers by faculty and staff (not students).

Our campus email users have the ability to redirect their messages to off-campus third party providers (Google, Yahoo, etc.) and faculty/staff are increasingly choosing to do so. Although it may save them time or effort, it can also increase security and privacy risks and make the institutional record inaccessible.

Would you please select the statement below that fits your current policy and send it to me with a link to your guidelines? I promise to post a summary of all responses. Please send to: cdreynol@uci.edu

1. We do not restrict use of third party email providers but do have guidelines in place for our users.
2. We prohibit use of third party email providers as stated in our policy.
3. We have contracted with a third party email provider as communicated in our policy.
4. We have an altogether different arrangement for our faculty/staff email users (please explain).

Thank you in advance for whatever you share,

Catherine Reynolds
Administrative Policies Officer
University of California, Irvine
949-824-8713
cdreynol@uci.edu

Policy RE: Use of Institutional Data?

Do any of you have a policy that governs the use of institutional data to ensure "one source of truth" when reporting to regulatory agencies or completing surveys? We are developing an institution dashboard that will be that central source of data and I would like to have a policy that accompanies its launch. We have a policy that establishes guidelines for talking with the media but not one that has guidelines for release of other data.

Please call if you have any questions.

Ruth Leah Finkelstein (Suhler)
UTMB Health
409-747-1247

Policy Approval Group

Colleagues,

For those of you who have a Policy Review or approval committee specifically for policy approvals, do you have a Charter which outlines their responsibilities

I would be most grateful for any material which sets out the roles of the Policy approving structure at your university.

Many thanks,

Gary Taylor
Director : University Policy Office
King Abdullah University of Science & Technology (KAUST)
(+966 2) 808 3194

Seeking Office of Policy Information

Greeting Colleagues,
I am seeking information on the development of an "Office of Policy" aligned with an Academic Medical Center. Anyone willing to share thoughts, experiences or information would be greatly appreciated.

Thank you,
Lori

Lori L. Profota
Vice President, Clinical Services
Dartmouth- Hitchcock
603-650-7068
Lori.L.Profota@hitchcock.org

Policy on Making Modifications to Computer Systems?

Dear all,

Yeshiva University is about to implement Banner Finance and Human Resources to supplement the Student Finance and Advancement modules we already have. I am trying to draft a policy to guide computer system modification decisions and wondered if anyone had such a policy to share.

Many thanks,
Andrea

Andrea Riquier
Finance
Yeshiva University
212-960-5400 x6730

Research for Article

Hi everyone,

I'm not sure if this is an appropriate posting. If it is not appropriate, please let me know. But if its, please read on:

I'm writing a best practices article on the desirability of adopting policies regarding faculty-student consensual relationships. I'm looking for input from college or university officials who have participated in developing such policies, and the reasons they chose their particular policy. For example, in my research, I've found that some institutions prohibit only consensual relationships between faculty and students when there is a supervisory element. Others prohibit all such relationships.

Please respond by e-mail to aigelpi@wiley.com, or telephone at (561) 624-1345 or (561) 951-7157.

Thank you.

Aileen Gelpi, Esq.
Legal Editor, Higher Education Group
Jossey-Bass, an imprint of Wiley
561-624-1345

Social Networking Policies & Practices

I am looking for information regarding policies and/or best practices for the use of social networking tools and employment practices, such as hiring, policies on employee profiles/pages on employer sites, policies on content of employee personal pages, use of tools during work, etc. Please let me know if you have any to share.

With thanks,

Kate

Kate Yerkes
Director of Planning, Planning Office
The University of Scranton
yerkesk2@scranton.edu

Email Retention Policies

We may be a bit behind the curve here, in that Notre Dame has no formal email retention policy, and I'm interested in both examples of those policies from other universities, and some caveats/concerns regarding their application. We also do not have formal retention policies for our shared file server backups, which are performed nightly. It's a big topic and I want to begin to bite off a bit. I have done a bit of Googling, but it's not a terribly efficient way to uncover those policies specifically as they're implemented in higher ed.

I would greatly appreciate pointers and links. I've downloaded Cornell's policies on Custodianship of Electronic Mail and Retention of University Records, and a couple of other documents, but I'd like a bigger list. Thanks in advance!

Molly Gordon
IT Policy & Strategy Administrator, Office of Information Technologies
University of Notre Dame
574-631-0188

Proposed Organization of Our Office

Dear ACUPA Members,

There is a proposal that two offices (read two VPs) will share responsibility for staffing our policymaking function within the university: the University Secretary will assume reponsibility for coordinating policies related to The Academy and Research; Governance; Student Life; and External Relations and Fundraising, while the Chief Operating Officer will coordinate policies related to Administration, Facilities and Public Safety; Business and Finance; Human Resources and Talent Management; and Information Technology. We are trying to establish "ground rules" for the two offices so that we do not work at cross purposes.

Does anyone else work within a bifurcated circumstance like this where? Has it been successful? What should we watch out for in moving forward with a policy function housed in two different offices?

Thanks much!
Anita

Anita English

Recognition Programs

Can anyone give me feedback on your recognition programs (if any).

For example: how often you have it, what are the awards, who participates, any drawbacks.

Your comments are appreciated!

Vanessa Griffin, M.I.S.
Program Coordinator, Institutional Compliance Office
MD Anderson Cancer Center
713-745-6022
vgriffin@mdanderson.org

Website versus portal

Good morning,

There has been some discussion on our campus regarding whether our policy site should be located on the external website or whether having it in the portal is okay with the exception of a few policies that have to be public. Could you tell me whether your University has both internal and external policies and where are they located meaning portal or website? Also, I am curious about the procedures that you have associated with the policies, there seems to be an idea that the procedures on how to follow the policies may need to be internal, is this true? My thought is that because of the Open Records Laws that all policies are public information anyway, so why would it need to be internal only?

Thank you,

Mindy Baylor
Operations & Policy Specialist
The University of South Dakota
605-677-5086
mindy.baylor@usd.edu

Policy Advisory committees

Good morning,

I am working on putting together a policy approval process for our University and we would like to know what the charge and process to your Policy Advisory Committees are. We are looking at having the initial policy review done by this committee and then the policy would moved on the our Executive Committee for final approval from the President. Can you share your Committee membership (by position), the charge to the committee, and their role in the approval process?

Thank you,

Mindy Baylor
Operations & Policy Specialist
The University of South Dakota
605-677-5086
mindy.baylor@usd.edu

Policy on Placing of Memorial Plaques, etc.

Good morning,

Does your campus have a policy or guidance concerning the acceptance and placement of memorial or donor plaques on campus property, both inside and outside of buildings?

Thank you,

Carole D. Zaima
Manager, Administrative Policies & Delegations
UCLA

Bus Advertising

We are working on a proposal to allow outside entities to advertise on IU buses. Does anyone have a policy that covers this area as far as procedures, content, what is and is not permitted?

Thank you as always!

Jenny Kincaid

Jennifer U. Kincaid
Chief of Staff/Director of Policy Administration, Office of the Vice President for University Regional Affairs, Planning, and Policy
Indiana University
812-856-1291
jenkinca@indiana.edu

Making Policy Archive Available to Unversity Community

Hello ACUPA Members,

Like many of you, our university is conducting a full review of its policies. Over the past 18 months, we have deleted or revised over 100 policies (and counting). I am considering the option to make the archive of superseded and deleted University policies available to the university community (faculty, staff, and students). I receive numerous requests for outdated policies and I provide these documents upon request.

All archived policies will be housed in a central location on the web (SharePoint), in a PDF, and will indicate in the header that the policy is not in effect. However, I’m interested in finding out your thoughts or experiences in making outdated policies available to the university community. Is it a matter of convenience or a recipe for disaster?

Thanks and I look forward to your comments,
Paulette

Paulette Jones, MPA
Assistant Director, University Policy Office
940-565-4535
paulette.jones@unt.edu

Definition of Alumna/Alumnus

As we develop our policies, defining "alumni" has become important because each year "alumni" are asked to vote for a representative on the Board of Trustees. In the past, "alumni" has been defined as anyone who has met all academic requirements AND been cleared financially, however, this is inconsistent with the By-Laws where "earned degree holder" is the only criteria for voting (anyone who has cleared academically). Have you gone through a process for defining "alumni" at your institutions? If so, please share what definition(s) you use and why.

Thanks much,

Anita English, MPA
Howard University

Policies Requiring Faculty/Staff to Report International Travel

Hi all:

How does your institution handle travel to countries on the State Department Warning Lists? The University of Michigan has an International Safety and Security Travel policy, which requires all Faculty, Staff and Students to report their international travel to the University. The policy is here:

http://www.umich.edu/~itoc/guidelines.html

More information about the Travel Registry is here:
http://www.umich.edu/~itoc/

We are looking for other peer institutions that have similar policies and travel registries. For those institutions with a travel registry, we are also interested in knowing whether you purchased an "out of the box" software package for the tracking and reporting of travel, or developed an in house solution.

Thank you in advance for any assistance. If you reply to this message, your answer will come back to me. If you reply all, your message will go to the entire acupa list.

Eva

Eva Young
Policy Librarian, University Policy Program
612-624-4372

Dartmouth request for information

Greetings ACUPA members,

Dartmouth College is in the process of evaluating models for policy development, approval and storage/maintenance, and I’m hoping that those of you who have been through the process can lend your expertise.

Our policies are currently developed and maintained at the departmental level. There is little standardization across the university, and we have no central location where university policies can be searched and referenced. We’d eventually like to implement a model that introduces consistency on all fronts. To that end, I’d love any feedback you can offer on the following:

• How did your institution arrive at the model it currently uses to approve and manage policies? What factors were most important in making that decision?
• What technologies/tools do you use to store your policies?
• What problems did you run into when developing/implementing your policy management model?
• What do you wish someone had told you before embarking on this process?

I sincerely appreciate any feedback you can provide.

Best regards,

Stacie Marshall
Dartmouth College

Sunset Clause

Hello ACUPA Members,

A Senior VP is recommending that our draft "policy on policies" include a sunset clause to "encourage" the preliminary task of collecting all existing University policies. I have drafted language to address this requirement, which will be placed in the "Process" section of the "policy on policies" as a proviso. Your comments, edits and suggestions are most appreciated. Thanks, much. -- Anita English

DRAFT LANGUAGE

In the first three years following Presidential approval of the Policy on Policies, the University Policy Committee, all Responsible Executives and University staff authorized to support implementation of the Policy on Policies shall engage in a comprehensive, enterprise-wide review of policies to identify existing “University policies.” All identified “University policies” will be compiled in a database and assigned a “sunset” date to occur within three years of the adoption of the Policy on Policies. Existing “University policies” shall expire on the sunset date if not presented to the University Policy Committee for review and action. This proviso does not preclude the formulation and promulgation of new policies according to other provisions of this policy.

Anita English

Background Check Policy - How many years back should one check?

My college is looking at developing a background check policy (not including credit checks) that includes employees not currently required to have one (i.e., those working with children, vulnerable adults, etc.), and I have heard various numbers referred to in how far back one searches, but am unclear whether those numbers (5, 7 and 10), are based on transferring credit check law requirements, federal laws, state laws, or just general practice.

Nicole Ack
Civil Rights Officer, Evergreen State College
360-867-5371

Does Anyone Have a Standalone Policy on Retaliation?

Hi all:

We are considering consolidation of our retaliation language from various policies into one standalone retaliation policy. Does anyone on this list have an example of Standalone Retaliation policy that you would be willing to share.

If you reply, the responses will go to me personally. If you reply all, the responses will go both to the ACUPA list, and to me.

Thanks in advance for any help you can give.

Eva

Eva Young
young041@umn.edu

Missing Student Policy

Has anyone drafted a Missing Student Notification policy in order to be in compliance with the Clery Act as amended by the Higher Education Opportunity Act?

Also, how have you dealt with the following situations: (1) Greek housing that is neither owned, nor controlled by the institution but is a Registered Student Organization; and (2) housing (i.e., apartments) owned and/or controlled by the institution (not necessarily ‘on-campus’) and leased to students. Any advice or examples would be greatly appreciated.

Marcy D. Deaton
mdeaton@email.uky.edu

Decision Process

When is something "just federal law" and when do we make a University policy? Wondering if any of you have something in writing that discusses this issue.

Nancy J. Capell
Nancy.Capell@ucop.edu

Social Media

We are developing a policy for employees’ use of social media sites for approved, work-related purposes. And, we are also struggling with how to address, or should we address, the use of social media during employees’ off work time which may create work-related implications. Has anyone developed, or know of, a succinct policy on using social media? We are a large public university.

Marcy Deaton
Associate General Counsel, University of Kentucky
859-257-2936
859-323-1062

Replacement Diplomas

Please advise on your diploma replacement policy --- our policy is that the incumbent dean, secretary and president sign the replacement diploma - not sure how we could do otherwise, but I am interested to know how your institutions handle this process. Thanks, much!

Anita English
MPA, Howard University
202-238-2612

Gift Acceptance Policy

Can anyone share a concise Gift Acceptance Policy? Those that I have seen online are very long and detailed and many sections are not applicable to a small college such as ours.

Mary Beth Fetchko
General Counsel, La Roche College
412-536-1047

Facilities Policies

We are reviewing our facilities policies here at Indiana University and are interested in the policies at other institutions. If anyone can help by linking us with their list of facilities policies it would be greatly appreciated. If anyone has recently worked on policies in this area and has any insight that would be great too.

Jennifer Kincaid
Director of Policy Administration, Indiana University
812-856-1291

Secured Site/Campus Access Policy

Our institution is in the process of developing a secured site/campus access policy.

We're exploring a role-based tiered process for issuing visitor/vendor/guest/workforce member badges.

I was wondering if anyone has implemented such a process and/or if anyone could share his/her secured site/campus access policy.

Vladimir Edmondson
Associate Director - Institutional Compliance
713-745-6636

Policy question - recommended policies

The one specific piece of information I definitely need is a list of policies that a college must have (e.g. sexual harassment policy) and a list of policies that a college should have so that I can prioritize the work (for a policy development project I'm facing).

Gary Goldman
goldsport77@gmail.com

Web 2.0 question

Dear All:

What policies do schools have on posting of university owned photos on the internet, especially those that might have students in the photos? Our FERPA policy does list photos as directory, but there are still issues. I would be interested in hearing from schools that have policies or guidelines. Thanks in advance.

Peg O'Donnell
Associate General Counsel for Policy and Compliance, Office of General Counsel
The Catholic University of America
202-319-6028
odonnelm@cua.edu