607 General information
Troy University is student centered. Students are the business of the University. Therefore, personal attention and quality service are important ingredients in every transaction on the campus--whether in the classroom or in offices. These qualities demonstrate a caring environment through courtesy to students, visitors, co-workers, and colleagues.
Supervisors are encouraged to fill vacancies or new positions from within the System. When a vacancy is advertised, applications will be accepted from both current employees and prospective employees and will be advertised on campus and off campus. Employees and all other applicants proceed through the same application procedures. A classified employee should only apply for or be selected for a position that is in a higher salary range than the employee's current range. A promoted classified employee will receive a minimum pay increase of 3% by being placed in step one of the new range or at a step in the higher range which will provide a 3% raise. Supervisors considering an internal candidate as a finalist should contact the candidate’s current supervisor prior to any interview for final selection.
607.3 Departmental Policies
Departments may establish additional rules and procedures for their areas with the approval of the appropriate administrator. These rules and procedures must be consistent with this handbook.
607.4 Political Activity
The Board of Trustees (hereinafter referred to as the Board) hereby reaffirms its historic position that the institution shall neither
endorse nor support any candidate for nomination or election to any public office of the State of Alabama or any other political entity.
However, employees of the University do not surrender their civil and political rights and responsibilities by virtue of their
employment. Indeed, the Board encourages the officials and employees of the University to fulfill their civic responsibilities as private citizens. But the Board shall continue to require that, consistent with state law, no University employee shall use University resources, time, or property for or on behalf of any political candidate, campaign, or organization, or for any contribution or solicitation of any contribution to a political campaign or organization. (Nothing in this rule is intended to discourage the impartial use of University facilities as a public forum.) The Board recognizes that it is often difficult for the public to distinguish between the public and private activities of University employees, particularly when these employees occupy senior administrative positions within the institution. For this reason and because the University is a public institution, the Board wishes to guard against actions that are illegal and improper as well as those that may create the appearance of impropriety. It is incumbent upon employees of the University to make clear in any political activity whatsoever that they are acting in a private and individual capacity and that their activities have neither University sponsorship nor support. It is also incumbent upon employees of the University to avoid any private actions of a collective nature that may lend or appear to lend the support of the University to political activity. Because of their
prominent identification with the institution, the major administrative officers of the University have a particularly heavy obligation to insure that their activities are not misinterpreted or misunderstood. No University System employee may seek or hold public office without first giving written notification to the Chancellor.
If an employee wishes to engage in a political activity and is unsure of the appropriateness of the activity with respect to Board Policy, the employee shall request an interpretation on the matter from the Chancellor’s office.
607.5 Supplemental Employment
Supplemental employment is any employment other than the employee's regular University position; it includes other work within the University. Supplemental employment is permitted, provided it does not interfere with the efficient performance of the University assignment. Supplemental employment must be discontinued if it has an adverse effect on an employee's work performance or is of the type that would reasonably give rise to criticism or suspicion of a conflict of interest. An employee may not use any University resources or property in connection with employment outside the University. The immediate supervisor must be informed whenever an employee accepts supplemental employment. It is strongly recommended that the employee seek the supervisor's guidance before accepting supplemental employment.
607.6 Personnel Records
Official personnel records are maintained in the Office of Human Resources at Troy University, Troy. An employee's personnel
record contains all information pertinent to employment; it is the property of the University. The information in the personnel record is personal and confidential. An employee may personally review the personnel file at any reasonable time by making an appointment to do so. Supervisors may review an employee's personnel file for official reasons.
607.7 Updating Personnel Records
Employees are responsible for informing the Human Resources Office of any changes in personal status such as name, address,
marital status, payroll deductions, insurance, etc. by completing the appropriate forms. The University is not responsible for any
loss of benefits caused by an employee’s failure to report such changes.
Troy University’s employment decisions are based on qualifications for the position, ability and performance. The purpose of this policy is to ensure that University practices do not create a conflict of interest or favoritism.
Troy University permits the employment of qualified relatives who are considered immediate family members as defined below, as long as employment does not place a relative in the same chain of command. Specifically, no individual will be hired as a regular, temporary, or student employee either part-time or full-time, for a position over which a member of the employee’s immediate family exercises supervisory or managerial authority or is within the chain of command where influence over work responsibilities, disciplinary actions, hiring, promoting, evaluating, compensating, or terminating of an employee is present. For the purpose of this policy, immediate family includes, spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, corresponding in-laws, “step” relations, “foster” relations or any member of the employee’s household. A position is considered outside the influence of the chain of command (a supervisor) if the position is at least 3 times removed.
Policy compliance is the responsibility of the hiring supervisors. Directors will monitor changes in employment reporting relationships after initial hire to ensure compliance with this policy. If any employees enter into a family relationship as listed in this policy, one of the employees must seek transfer or a change in reporting relationship. In the case of employment relationships which would otherwise violate this policy but were in place prior to this policy’s implementation, there shall be no required change provided that the University takes appropriate action to insure that employees neither initiate nor participate in decisions involving direct benefit to the relative.
No exception to this policy will be made without the written approval of the Chancellor.
(Effective March 26, 2010)
Approved: Feb 24, 2010
OPR: Finance and Business Affairs
Review: Feb 2013
Solicitation by employees in the workplace violates University policy. Individuals not employed by the University may not solicit funds; sell tickets, chances, or merchandise; or distribute or place literature on the University premises without proper approval.
Unless used for University purposes, an employee should not accept an employment-related gift from any individual or organization of significant economic value as defined by the Alabama State Ethics Law.
607.11 Drug Free Smoke Free Workplace
Troy University complies with the Drug-Free Workplace Act of 1988 (Public Law 100-690) and the Drug-Free Schools and Communities Act Amendments of 1989 (Public Law 101-226). For the purposes of this policy, the term Workplace means any office, building, classroom, laboratory, or property (including parking lots) owned or operated by the University, or any other site at which an employee is to perform work for the employer. An employee of the University is any faculty, staff, or student receiving remuneration for services rendered. Student means any person registered at the University for any type of academic credit, regardless of the length of the student's program of study. Possession means to be contained either on a student's or employee's person, or in a student's or employee's person, or in a student's or employee's motor vehicle, tools, briefcases, book bags, or areas entrusted to the control of the student or employee. Impaired means under the influence of an illicit drug or alcohol such that the student or employee is unable to perform his or her assigned tasks properly. The unlawful possession, use, consumption, manufacture, distribution, or dispensation of alcohol or other controlled substances in the workplace of any employee or student, or as any part of any functions or activities of Troy University is prohibited. Any student or employee of Troy University, against whom a determination has been made for violating the University's policy regarding alcohol or drugs, shall be subject to sanctions imposed by the University. Such sanctions shall be determined on a case-by-case basis and shall be commensurate with the severity of the violation. Such sanctions may, however, include termination in the case of an employee and suspension in the case of a student. Additionally, violators will be referred to the appropriate law enforcement officials for prosecution. Troy University will maintain a drug-free awareness program to inform students and employees of the dangers of alcohol and drug abuse and will also maintain a current roster of local and area drug and alcohol treatment and rehabilitation programs. Each employee and student at Troy University will annually receive a written copy of this policy. Troy University will make a good faith effort to ensure that the criteria in this policy are met and to review the policy on an annual basis.
607.12 Tobacco Policy
Troy University is a tobacco-free campus at all locations owned or leased by the University. The use of tobacco is prohibited within university buildings, parking lots, structures, walkways, indoor and outdoor athletic facilities, university vehicles, worksites and grounds, and any vehicles on the campus regardless of ownership. This policy applies to all university employees, students, contractors, vendors, recruits and visitors. Tobacco use includes the possession of any lighted tobacco product or the use of any smokeless tobacco product. Non-tobacco nicotine delivery systems are not included under this policy.
(Effective August 13, 2012)
Adopted: July 22, 2011 by Board of Trustees
OPR: Student Services
Review: Sept 2017
607.13 Fringe Benefit Proposals
Any unsolicited proposal from an outside vendor concerning a fringe benefit will be considered as follows:
- A written proposal will be presented to the Office of Human Resources. The Director of Human Resources will review the proposal and determine if the proposal has sufficient merit to be forwarded to the Personnel Advisory Committee.
- If the Director of Human Resources determines that the proposal has merit, a special sub-committee of the Personnel Advisory Committee consisting of the Chair and three other committee members will determine whether or not the proposal should be presented to the full committee. If presented to the full committee, the Chair will determine whether the proposal should be presented at a specially called meeting or at the next regularly scheduled meeting. The Chair will also decide whether the presentation to the committee should be written or oral.
- If a formal written or oral presentation is made to the full committee, a recommendation will be made to the Chancellor.
- The Chair is authorized to make direct contact with the proposer during this entire process.
Employees will be given instructions for operating the telephone system. A University personnel directory is provided. Telephones should be answered promptly, stating the work area and employee name (e.g., "Good morning, Troy University, Finance and Business Affairs Office, Jane Jones speaking"). It is important to speak distinctly, clearly, and in a friendly, professional manner. University telephones are for official use.
607.15 Personal Appearance
The University expects all employees to dress appropriately and to select work clothing which ensures a safe working environment and is conducive to the professional atmosphere of a university setting.
607.16 Performance Evaluation
Employees will be evaluated at the end of appraisal periods and annually thereafter.
607.17 Personal Visitors, Calls and Mail
Personal telephone calls, emails, and visitors during work hours should be limited. Employees should discourage individuals from sending them personal mail in care of the University. If a personal visit must be made, it should be limited to 10 minutes; personal telephone calls should be limited to 5 minutes. Employees will be given instructions for operating the telephone system. A University personnel directory is provided. Telephones should be answered promptly, stating the work area and employee name (e.g., "Good morning, Troy University, Finance and Business Affairs Office, Jane Jones speaking"). It is important to speak distinctly, clearly, and in a friendly, professional manner. University telephones are for official use.
607.18 Harassment and Discrimination
Harassment or discrimination by anyone, whether in the classroom, the office, at a University sponsored function, or within any university environment, will not be tolerated. Individuals found to participate in harassment or discrimination will be subject to disciplinary procedures up to and including termination.
Individuals Covered Under the Policy
Troy University's comprehensive harassment and discrimination policy covers all employees, students, applicants, vendors/contractors, visitors, and all others conducting official business with the University.
- Definition of Harassment
For purposes of Troy University's policy, harassment is any comments or conduct consisting of words or actions that are unwelcome or offensive to a person in relation to sex, race, age, religion, national origin, color, marital status, pregnancy, disability or veteran's status. This is inclusive of comments or conduct by a person in a position of authority that is intimidating, threatening or abusive. Harassment can also occur between people of similar authority. Harassment occurs when it is known or ought reasonably to be known that such comments or conduct would be unwelcome.
Examples of harassment include gestures, remarks, jokes, taunting, innuendo, display of offensive materials, threats, imposition of academic penalties, hazing, stalking, shunning or exclusion related to the discriminatory or harassing grounds. The victim should directly inform the harasser that the conduct is unwelcome and must stop. The victim should report any complaint as dictated by policy.
NOTE: In any case of harassment, the harasser can be the victim's supervisor, an agent of the employer, a supervisor in another area, a co-worker, or a non-employee to include students.
Sexual harassment can occur in a variety of circumstances, including but not limited to the following:
Sexual harassment as defined by this policy includes unwelcome sexual advances, requests for sexual favors, and any other verbal, graphic, or physical conduct. If these events are of sexual nature it constitutes sexual harassment when submission to, or rejection of this conduct explicitly or implicitly, affects an individual's employment or educational experience, unreasonably interferes with an individual's work performance or academic performance, or creates an intimidating, hostile, or offensive work or educational environment.
- Demanding sexual favors in exchange for favorable evaluations, assignments, promotions, continued employment, grades, letters of recommendation, or similar promises.
- Subtle pressure for sexual activity.
- Continued or repeated sexual jokes, kidding, teasing, epithets, flirtation, advances, or propositions.
- Derogatory or demeaning comments about gender, whether sexual or not.
- Harassment consistently targeted at only one sex, even if the content of the verbal abuse is not sexual.
- Verbal abuse of a sexual nature.
- Graphic verbal commentary about an individual's body, clothing, sexual process, or sexual deficiencies.
- Sexually degrading or vulgar words to describe an individual.
- Leering, whistling, touching, pinching, brushing the body, assault, coerced sexual acts, or suggestive, insulting, or obscene comments or gestures.
- The display in the workplace or an academic environment of sexually suggestive objects, pictures, posters or cartoons.
- Introduction or utilization of inappropriate sexual material in an academic setting.
- Name calling, relating stories, gossip, comments, or jokes that may be derogatory toward a particular sex.
- The display of sexually suggestive graffiti.
- Asking questions about sexual conduct or sexual orientation or performances.
- Offensive, repeated requests for dates, even if made after work.
- Continued advances of a sexual nature which are rejected, even after the parties break off a consensual relationship.
- Definition of Discrimination
For the purposes of Troy University's policy, discrimination is defined as any action resulting in illegal differentiation or adverse treatment of an individual based on their age, sex, race, religion, national origin, marital status or veteran status.
- Reporting a Complaint
Troy University encourages anyone that believes he or she is being harassed or discriminated against should report the incident within 180 days. An incident should be reported in one of the following ways:
- Directly inform the harasser that the conduct/comments are unwelcome and must stop. If the conduct and/or comments do not cease immediately, the accuser should report the complaint to the accused's supervisor or the Department of Human Resources.
- If the accuser does not desire to confront the alleged harasser directly, he/she should report the incident to the alleged harasser's superior (the individual to whom the alleged harasser reports) who will report the complaint to the Department of Human Resources.
- If the complainant is not comfortable reporting the incident to the accused's supervisor, he/she can report the complaint directly to the Department of Human Resources.
Once the complaint is received by the Department of Human Resources, the complainant can choose:
- To proceed informally; where the superior of the alleged harasser, in conjunction with Human Resources, will assist in resolving the matter.
- If the matter is not resolved informally to the satisfaction of the reporting party, the complainant may request to begin a formal investigation process.
- The complainant may request to begin the process with a formal investigation rather than an informal procedure if warranted.
- To begin a formal investigation, the complaint must be submitted to Human Resources in writing and signed by the complainant.
NOTE: Anyone witnessing an act of harassment and/or discrimination may report the incident directly to the Human Resources Department.
Human Resources will coordinate the investigation of the complaint and file a summary report with a subcommittee of the Personal Advisory Committee. The subcommittee and the appropriate Senior Vice Chancellor will determine whether there is a reasonable basis for believing the alleged violations of the harassment and discrimination policy has occurred. The investigation may include oral interviews and/or written statements from the complainant, the alleged harasser, any witnesses who may be able to provide pertinent information about the facts of the case, and review of any documentation of previous allegations and/or disciplinary actions related to harassment or discrimination. In the course of the investigation, the accused individual will be informed of the allegations and the facts surrounding the allegations and will be afforded a full opportunity to respond.
In general, the investigation process will consist of the following procedures:
- Have complainant read, approve, and sign a written report of the incident.
- Notify accused of complaint.
- Interview and obtain written report from accused.
- Interview and obtain written reports from witnesses to the incident of harassment or discrimination.
The University is committed to investigating and resolving any complaint of harassment or discrimination brought to the attention of the University. The investigation process will be completed in an appropriate and timely manner.
An individual who believes he or she is a victim of harassment or discrimination or retaliation is encouraged to keep a record of the objectionable conduct. However, the complainant should be aware that a record kept at the direction of the University may be considered privileged, to any extent possible.
- Committee Review and Resolution
The results of the investigation will be reviewed by an appropriate subcommittee of the Personnel Advisory Committee and the appropriate Senior Vice Chancellor.
||Appropriate Committee to Hear Claim
||Student Affairs Committee
- Senior Vice Chancellor/Provost
- Dean of College or School
- Faculty member serving on Personnel Advisory Committee
- Senior Director of Human Resources
- Senior Vice Chancellor of the employee’s division
- 2 members of the Personnel Advisory Committee
- Senior Director of Human Resources
- Varies based on circumstances – appropriate representatives determined by Senior Director of Human Resources
If a member of the appropriate body is involved in the incident or asked to be recused from the review, another appropriate representative will be appointed to the review committee by the Senior Director of Human Resources.
The results of the investigation may fall into two categories:
- No Merit - If the appropriate committee determines the complaint is without merit, the complaint will be regarded as resolved with no further action.
- Merit - If after review by the appropriate committee, the complaint is determined to have merit, appropriate sanctions and/or disciplinary action will be taken. The harasser's supervisor, in conjunction with the appropriate Senior Vice Chancellor and the Department of Human Resources, will coordinate the disciplinary action which may include (but not be limited to) counseling or education about discrimination or harassment, verbal or written reprimands, reassignment, suspension or termination. Disciplinary procedures will vary as a result of the parties involved, i.e., the complainant and the accused. A recommendation of sanctions will be forwarded to the Office of the Chancellor for approval.
In all cases, The Senior Director of Human Resources will provide a written response to the complainant and the accused following conclusion of the process. The procedures outlined in this policy do not deny the right of any individual to pursue other avenues of recourse which may include filing charges with the Equal Employment Opportunity Commission (EEOC), initiating civil action, or redress under state, civil, or criminal statutes and/or federal law.
Harassment or Discrimination is a particularly sensitive issue that may affect any member of the University community. The University recognizes the privacy rights of both the complainant and the accused in a harassment or discrimination situation. The University and its employees will take care to provide confidentiality to all parties involved in a discrimination or harassment charge. However, it will be necessary to investigate the complaint and to respond to any legal and/or administrative proceedings, which may arise out of or relate to the harassment or discrimination complaint. The need to include individuals in the investigation will obligate sharing of information in the process.
Retaliation is a very serious violation of this policy and should be reported immediately. Any attempt to penalize or retaliate in any way against a person bringing, investigating, or cooperating with an investigation of a harassment or discrimination charge is prohibited and will be treated as a separate incident to be reviewed on its own merit.
- Protection of the Alleged Harasser - In the event the allegations are not substantiated, all reasonable steps will be taken to restore the reputation of the alleged harasser if it was damaged by the proceeding.
- False claims - A complainant found to have been intentionally dishonest in making the allegations or to have made them maliciously is subject to the full range of the University's disciplinary procedures from official reprimand to dismissal.
Sanctions will be determined based on the severity and/or number of incidents. Prior issues related to harassment and discrimination will be taken into account in determining the appropriate disciplinary level.
Potential sanctions for harassment or discrimination include (but are not limited to) the following:
- Disciplinary warning/reprimand
- Referral to appropriate counseling
- Temporary suspension
Potential sanctions for harassment or discrimination include (but are not limited to) the following:
- Disciplinary warning/ reprimand
- Disciplinary probation
If the sanction associated with the committee findings is termination, the terminated employee may appeal the termination as outlined in the Notice of Termination policy. This appeal will be to address the sanction; however, the determination of the merit of the harassment and/or discrimination charge is not eligible for appeal.
Education and Training
The University commits to this policy by:
- Developing and reviewing the comprehensive policy on a timely basis;
- Annually communicating the policy to students and employees;
- Annually training and educating students and employees;
- Confidentiality, insofar as possible, in investigating incidents;
- Documenting findings and maintaining records;
- Taking appropriate action when incidents occur.
607.19 Safety and Emergency
Safety of students, the public, and personnel is of major importance. All safety hazards should be reported to the appropriate campus authority, as soon as a hazard is noticed. Employees should become familiar with their campus Safety and Security Plan.
607.20 Infectious Diseases
This policy establishes general principles regarding persons with infectious diseases within the University. Persons with an infectious disease may be considered by law to have disabling conditions. The legal rights of disabled individuals must be guaranteed.
University policy prohibits discrimination against persons with or perceived to have an infectious disease. Complaints may be addressed to the campus affirmative action officer.
- No current or prospective employee of the University shall be required to receive an HIV antibody test or other diagnostic test associated with HIV disease as a condition of employment.
- Employees of the University who may contract an infectious disease will not be excluded from enrollment or employment or restricted in their access to University services or facilities by reason of their infection unless individual medical judgments establish that exclusion or restriction is necessary to the welfare of the individual or of other members of the University community. Individual cases may be subject to review by a physician designated by the University.
- Information regarding an individual’s diagnosis of an infectious disease will be maintained as confidential personal medical information, which will not be released to any party without the specific written consent of the individual, except where required by law. The confidentiality of information is superseded only by the necessity to protect others who may be or could be placed in life-threatening circumstances by actions of the infected person.
- Members of the University community with an infectious disease have a responsibility to be aware of information and the most recent recommendations from the Centers for Disease Control, to prevent transmission of the diseases to others. Basic information about HIV/AIDS and other blood-borne diseases is available at the Troy University Student Health Center. Persons who know or suspect they are infected with an infectious disease are expected to obtain and follow appropriate medical advice and are further expected to conduct themselves responsibly for the protection of others. Failure to do so may lead to disciplinary action.
- Detailed standards and procedures consistent with this policy shall be implemented by individual departments where risks of contact with body fluids are significant. Each departmental procedure shall be subject to review by a designee of the Chancellor. Those who work or study in such departments shall be subject to these procedures.
- This policy shall be reviewed as needed by the Infectious Disease Task Force. It shall be published in University documents as appropriate.
607.20.2 Blood Borne Pathogen Education and Prevention
This policy establishes that the University is aware of risk factors associated with certain academic majors and other activities, and has adopted measures to deal responsibly with both employees and students. The policy recognizes that departments face varying degrees of risk for exposure to employees and students, and provides for separate departmental procedures to be developed in areas of high risk. Specific provisions are identified for prevention measures and post- exposure follow-up for employees, at University (departmental) expense. Likewise, specific provisions are given for students to bear the cost of prevention measures and other expenses.
Troy University adopts this policy to limit any occupational exposure to blood borne infections by providing training sessions for employees and for students, an Exposure Control Plan, vaccination for Hepatitis B, post-exposure evaluation and follow-up, medical records, and policy implementation. This policy has been prepared in accordance with the Occupational Safety and Health Administration (OSHA) Blood Borne Pathogens regulation, 29 CFR 1910.1030.
This policy and related procedures will cover all employees who could be "reasonably anticipated," as a result of their job duties, being exposed to blood borne infections. All such employees must be familiar with the "Universal Precautions." In addition, this policy and related procedures will apply to any student who could be "reasonably anticipated," as a result of academic requirements, to be exposed to blood borne infections.
- Employee and Student Information and Training
The University will make available the policy and institutional guidelines for blood borne infections to both employees and students. Training and education of employees at risk of exposure shall take place within the first ten work days of employment. Training and education of students in departments of courses where exposure risks can be anticipated shall take place during new student orientation or within the first week of each semester. Training records shall be maintained for at least three years in each departmental office, according to procedures adopted in each department. Students may be potentially at risk of exposure to blood borne pathogens during clinical laboratory experiences include Nursing, Athletic Training, and Medical Technology. For students and employees with no specific risk of exposure, information will be provided through routine publications about potential risk, existing policy, and incident reporting procedures.
- Blood/Body Fluid Spill Incident Reporting Procedures
If an accident or illness occurs where blood or body fluids are spilled, immediately contact the University Police or the Security Officer for your campus. DO NOT TRY TO CLEAN UP A SPILL WITHOUT PROPER TRAINING AND SAFEGUARDS.
- Immediately remove contaminated clothing and wash hands with soap and water.
- Phone University Police or Campus Security, and give details of the incident, identifying the situation as one with blood or body fluids.
- The Security personnel will contact an ambulance or other emergency service as needed.
- The Security personnel will contact Physical Plant Housekeeping to clean up spill in a proper manner.
- Security personnel will write an incident report and will notify the Campus Safety Officer if exposure to blood or body
fluids has occurred.
- Exposure Control Plan
A model exposure control plan has been developed by the University and shall be individualized at the departmental level. Detailed policies and procedures consistent with this University policy shall be defined and implemented by individual departments where there is significant risk of exposure to blood or body fluids. Each department's policies and procedures shall be approved by the Dean of the college. Those who work or study in the departments covered shall be subject to these specific departmental policies and procedures. The exposure control plan shall include key definitions, hazard recognition, and exposure control procedures. Such procedures shall include but not be limited to: engineering controls, required general work practices, personal protection equipment, housekeeping, waste disposal, laundry, communication of hazards to workers, medical surveillance, record keeping, student education, and exposure control action plan. The University will provide facilities and equipment through affected departments and ensure that employees use them following exposure to blood or body fluids. Universal Precautions shall be used to minimize needle sticks, to minimize splashing and spraying of blood, to ensure appropriate disposal of specimens, to regulate wastes, and to decontaminate equipment.
- Hepatitis B Vaccination
The University, through the supervision of licensed physicians or other licensed health care professionals through the Student Health and Wellness Center, will make Hepatitis B vaccination available to all employees who are at risk for occupational exposure to blood. This vaccination will be at no charge to the employee. Students who have exposure risk to human blood in a clinical lab setting or other students who are concerned with exposure potential may receive vaccinations at the expense of the student through the Student Health and Wellness Center.
- Post-Exposure Evaluation and Follow-Up
Following an exposure incident, follow-up will include a confidential medical evaluation documenting the circumstances of exposure, identifying and testing the source individual if feasible, testing the exposed employee's blood if the employee consents, post-exposure prophylaxis, counseling, and evaluation. The University will, upon request, provide laboratory tests at no cost to all employees who have had a documented on-the-job exposure incident. The laboratory tests for the employee will be scheduled through a designated laboratory.
- Record Keeping for Exposure Incidents
The Office of Human Resources will keep records of each employee's occupational exposure under OSHA guidelines, which currently require that such records be maintained for the duration of employment plus 30 years. Medical records must be made available to the employee, anyone with written consent of the employee, or OSHA.
- Disposal of Contaminated Materials
The Campus Security Officer or the Student Health and Wellness Center must be contacted regarding disposal of all contaminated materials, such as towels and other fabric products, gauze, sterile pads, swabs, etc. The College of Health and Human Services has separate disposal plans for medical wastes and sharps which have been contaminated.
- Policy Review and Publication
This policy and related procedures shall be reviewed and updated in keeping with developments in medical practice and federal/state regulations. The policy shall be published in the University Safety and Security Procedures Manual (by the Office of Student Services) and in departmental documents as appropriate.
607. 21 Communicable Disease Alert
Inasmuch as Troy University is a global institution in scope, the University is occasionally affected by the outbreak of serious communicable diseases which restrict access and necessitate precautions in certain areas, viz., the recent Severe Acute Respiratory Syndrome (SARS), In each such instance, it is the policy of the University to adhere to guidelines issued by such agencies as the Centers for Disease Control and Prevention (CDC) and the World Health Organization (WHO) to ensure the safety of its employees. As these guidelines become available, they will be communicated to all faculty and staff.
607.22 Policy Statement on Significant Communicable Diseases and University Travel
The purpose of this statement is to advise the University community on measures to be implemented to safeguard the health and welfare of students, staff, faculty, and the community from the spread of significant communicable diseases.
DEFINITION: A significant communicable disease is one which has been identified by a recognized authority (e.g., World Health Organization, Centers for Disease Control, U.S. Department of Health and Human Services) as one which may have life-threatening potential or result in serious illness or infirmity and may be contracted merely by travel within a certain region. Recent examples include Severe Acute Respiratory Syndrome (SARS), Asian Influenza, Yellow Fever, and Dengue Fever.
- All students, faculty, and staff are strongly discouraged from travel to countries, provinces, or locations under travel advisories. However, all students, faculty, and staff planning to travel to and return from a geographic area under health advisory are strongly encouraged to seek advice from appropriate University offices (the International Programs Office, University College, the Office of Student Health Services, or the campus Student Services Office) to protect themselves, insofar as possible, from exposure through personal hygiene and self-protection.
- Those who travel to regions under health advisories will be advised that re-enrollment or return to work may require passing a screening procedure administered through a public health department, a licensed physician or clinic, or the Office of Student Health Services. The cost of any such screening procedure shall be borne by the student or staff member unless the travel was a requirement of the University. Individuals showing symptoms will require immediate isolation and proper treatment until symptoms are no longer present.
- Departments which require or initiate travel for faculty, staff, or students will be required to monitor health advisories issued by CDC or WHO, and to review travel authorization to destinations for which an advisory is issued.
- New students, staff, and faculty arriving from countries under health advisories will be subject to the screening procedure set forth above.
- If, for any reason, faculty or staff must travel to areas under health advisories, they must adhere strictly to all precautions and guidelines set forth by the Centers for Disease Control (CDC).
- For additional information, refer to www.cdc.gov/travel/.
607.23 Parking Regulations
Parking areas are provided for employees. In order to park on campus, the automobiles must be registered with the campus. At the time the motor vehicle is registered, the employee will receive an identification decal with instructions for proper mounting. Decals are not transferable from one person to another. Decals should be removed whenever a motor vehicle is sold or traded. Some campus sites may require alternative parking arrangements. See the appropriate campus administrator for additional details.
607.24 Weapons on Campus
Troy University prohibits on all University properties possession, use, and transportation of any dangerous or potentially dangerous weapons described below:
- Fixed blade knives concealed on the person or in a vehicle (e.g., Bowie Knife, knife, or instrument of like kind or description).
- Shotgun or rifle or other shoulder gun.
- Pistol or revolver.
- Air gun (e.g., air or gas powered rifle or pistol).
- Bow and arrow (e.g., archery equipment).
- Slingshots (including throwing weapons).
- Brass Knuckles.
- Fireworks or explosive devices.
- Electronic stunning devices.
This policy shall apply to all faculty, staff, and students of Troy University; and to all visitors to any University properties.
This policy does not apply to duly authorized law enforcement officials in the lawful discharge of their duties. Temporary exclusions may be granted by permit only by the Dean of Students or his designated representative for job-related, educational, or demonstration purposes. Department Chairs and respective faculty members may be granted a blanket authorization by the Dean of Students or his authorized representative for organized activities. These organizations must guarantee qualified instruction, safety, and security for such activities. All applicable federal, state, as well as local laws and ordinances will be strictly enforced.
Any accident or unusual occurrence on campus must be reported to the Campus Police, or other appropriate campus safety office, as soon as possible. All injuries (employees, students, and visitors), no matter how slight, must be reported to the Human Resources Office. A reporting form may be obtained on-line at http://trojant.troy.edu/employees/humanresources/forms.html
607.26 Absences from Work
If an employee expects to be absent from work for ANY REASON, the supervisor must be notified in advance. An employee absent from work without permission is considered to be on unauthorized leave without pay -- a condition which is cause for dismissal. Three consecutive working days of absence without notice constitutes a resignation and forfeiture of all accumulated University benefits.
Keys are available as required through the supervisor, or appropriate campus office, and must be returned upon termination prior to the receipt of final compensation. In case an employee needs a different key, it will be issued as soon as the old key is surrendered. Keys may not be duplicated or loaned.
The Campus Safety and Security Plan is available on each campus in either the Office of Student Affairs, the Office of University Police, the Campus Security Office, the Office of Human Resources, the Library or administration office.
607.29 Employee Use of Educational Resource Centers
University employees and their dependents may use the Library under the latest published rules and regulations and are invited to avail themselves of its resources and services.
607.30 The Family Educational Rights And Privacy Act (FERPA)
Troy University shall not permit access to or the release of education records or personally identifiable information contained therein, other than directory information, without the written consent of the student, to any party other than those defined in the Student Records Policy located in the Undergraduate and Graduate Bulletins. Students shall have access to such information in accordance with the procedures outlined in the Student Records Policy.
607.31 Identification Cards
Identification cards are made available to employees at no charge. These cards are to serve as proof of eligibility for use of certain University facilities and for other identification purposes. Employees leaving the service of the University are required to return identification cards.
607.32 Travel and Reimbursement
It is the policy of the University that reasonable expenses for official travel shall be reimbursed in accordance with the University policy. Travel regulations are available on the University website.
607.33 Use of Equipment and Facilities
The equipment and facilities of the University are for educational purposes. The first priority for the use of this equipment and facilities must be the education of students. Other use may be authorized with appropriate approval and fees.
607.34 Technology Use Policy
Use of the University’s various technologies (computers, telephones, etc.) are a privilege available to those who abide by this Technology Use Policy. All users are obligated to use technology resources in a responsible, legal and ethical manner. The University respects each individual’s right to privacy in electronic formats and expects all users to respect the privacy of others. Users must abide by all applicable copyright laws and licensure agreements. The University shall take disciplinary and/or legal action, as appropriate, against individuals who violate this policy. Violators will be temporarily or permanently suspended from technology facilities and will be prosecuted for statutory violations. Examples of violations include (but are not limited to):
- Unauthorized use of accounts (telephone or computer)
- Interference with another’s electronic mail
- Impersonation of other individuals through electronic means
- Unauthorized access (or attempt to access) alter, browse, view, share or distribute restricted or private databases and electronic information
- Attempts to capture or crack passwords
- Attempts to break encryption protocols
- Altering or destroying passwords
- Interrupting data or programs of the University or others
- Experiments to demonstrate computer vulnerabilities
- Attempts at or theft or destruction of any property or materials owned by the University or another individual
- Use of invasive or infected software, e.g. worms, crackers, viruses, etc.
- Depriving others of the legitimate and authorized use of equipment, manuals, and supplies owned by the University
- The abuse, misuse, or altering for other purposes of any equipment or materials
- The use of excessive quantities of supplies and materials (e.g., paper, ribbons, etc.)
- The use of computer systems and network resources for personal monetary gain
- Sending or receiving obscene, pornographic, harassing, nuisance, abusive, or threatening material
- The use of University facilities for commercial or private political purposes
Troy University expressly and explicitly disclaims any liability and/or responsibility for any violation of this policy.
607.35 Wireless Communication Device Usage Policy
The University provides wireless communication services for designated personnel in support of mission-related activities. Wireless communications usage should be based upon cost-effective practices that support the University’s mission and comply with government rules and regulations.
607. 35.1 Wireless Communication Device Usage
Handheld wireless devices (including cell phones) are an effective resource for the University because they enable communication in areas or situations where use of conventionally wired telephones is not available or is impractical. In general, wireless communication devices may be assigned to employees for whom the nature of their work requires wide mobility and simultaneous access to public and private voice and data networks.
Departments are responsible for establishing departmental acquisition, monitoring, and payment policies and procedures pertaining to wireless communication service to include the criteria contained within the university-wide policy.
- Approval Procedures for Wireless Communication Devices
The issuance of wireless communication devices to employees for University business must be approved by the appropriate senior vice chancellor. The senior vice chancellor must ensure that there is a clearly established business need that cannot be met through other means of communication and that sufficient funds are available in the department budget to cover the cost of wireless devices and service. There are multiple levels of devices available, and senior vice chancellors are to decide as to the level of devices that are to be assigned to individuals. The following equipment represents levels of sophistication:
- Power Users – Siemens SX66 or better
- Leadership Users – BlackBerry/Treo 650/Cell Phone
- Essential Users – Basic Cell Phone
- Acquisition and Maintenance of Service
Wireless service and equipment must be obtained directly from authorized University wireless service suppliers, utilizing the contracts in place.Requests to secure service contracts from vendors other than those having contracts with the University must be submitted to the Information Technology Office and approved by the Senior Vice Chancellor for Student Services and Administration.
Departments have the responsibility to maintain all wireless service activation and individual plan descriptions in a central location available for an audit review.
All costs associated with wireless communication devices are the responsibility of the department ordering the service. These costs include, but are not limited to: equipment acquisition, service initiation, monthly fees, per-minute cost of calls in excess of the calling plan allocation, accessories, maintenance and repair of equipment, insurance costs, and replacement of lost or stolen equipment.
Departments ordering the wireless service are responsible for coordinating the repair or replacement of the equipment, reviewing individual employee’s wireless bills on a monthly basis, making adjustments to the employee’s wireless plan based on usage to obtain optimal cost savings, payment of invoices on a timely basis to avoid late payment charges. Employees that use the wireless service for personal reasons must pay the designated monthly fee for this service.
Use of wireless communications devices is subject to all rules and regulations regarding utilization of University-provided facilities.
The Information Technology Department Telecommunications Office may review individual and/or department usage and suggest plans to assure that the most appropriate rate plan is in use and to screen for possible abuse. The information will then be forwarded to the department head for administrative review and response.
Use of a University-owned wireless communications device and airtime service is intended for official University business. However, the University recognizes that personal calls are sometimes necessary. If any personal calls are to be made or received on the departmental wireless device, the employee must pay a monthly “personal wireless service fee” of $10/month through payroll deduction.
- Security and Conduct
The end user should exercise discretion as to who has access to his/her cell phone number as there could be a charge associated with the telephone use regardless of whether the communication is incoming or outgoing.
University employees have an obligation to use their wireless communications services in a responsible, informed, and safe manner -- conforming to network etiquette, customs, courtesies, safety practices and any applicable laws or regulations.
Employees using wireless communications devices are responsible for securing them at all times. All losses shall be reported immediately to the designated departmental representative.
Employees may be held liable for lost, stolen or damaged University leased or owned wireless communications equipment.
Wireless communications are not secure, and employees should use discretion in relaying confidential information on wireless communication devices.
607.36 Alternate Worksite/Telecommuting Policy and Guidelines
Alternate worksite (telecommuting) agreements should be made on a temporary basis with a written agreement indicating the time frame and necessity for the arrangement. Because employees are needed for on campus support, impromptu meetings, and/or appointments; there is cost of travel and equipment; potential security and safety risks; and because of potential perceived inequities, there is a need to limit these agreements. The maximum time for an alternate worksite agreement is 12 months with a mandatory review of University needs and employee effectiveness at 6 months. This review is to be conducted by the employee’s supervisor and documented in the employees file. Alternate worksite/telecommuting agreements are not intended to apply to adjunct online instructors. Alternate worksite/telecommuting arrangements for a period of less than three (3) months require approval at the Sr. Vice Chancellor level with information provided to the Chancellor and all alternate worksite/telecommuting agreements beyond three (3) months require approval by the Chancellor.
Telecommuting can be requested for the following reasons:
- To meet critical business needs of University due to staffing/funding/office space issues
- Employee has a temporary health issue that would prohibit them from being present in a work environment but would not prohibit them from being productive from an alternate worksite
- If this request is made based on an Americans with Disability Act claim (ADA), procedures to request accommodations must be followed to determine if the alternate worksite arrangement is a reasonable accommodation on a temporary basis
Employees eligible for telecommuting must satisfy the following criteria:
- Classified as exempt from overtime provisions as outlined in the FLSA
- Have no recent (last 12 months) or pending disciplinary actions
- Have portable job duties (determined by review of job duties with Human Resources)
- Have suitable worksite at alternate location free of hazard and distraction
- Non-probationary status
Note: Telecommuting is not an alternative for child care as it is difficult to work effectively while trying to care for children.
Employees currently in an alternate worksite arrangement as part of their employment agreement, will continue with the stipulation of an annual evaluation to ensure University needs are being met and to inform their respective Senior Vice Chancellors.
How to Develop an Alternate Worksite Agreement
- Discuss job duties with Human Resources to determine their portability
- Describe in detail the department’s and/or employee’s need for alternate worksite arrangements to include how the arrangement is beneficial to the University
- Indicate the agreed upon time frame
- Indicate where employee will work to include location and office space set-up
- Indicate how the workplace will be maintained as a safe and usable environment free of physical risk and distraction
- Indicate scheduled hours and days when work will be performed
- Outline how solutions to problems will be accomplished such as
- Communicating with supervisor, coworkers, students, and others
- Distribution of materials both received and submitted
- Response to unexpected events and/or urgencies within the department requiring employees input or presence
- Document a deliberate plan for monitoring the effectiveness of the arrangement on a quarterly basis
- Receive signature approval from Department Head, Sr. Vice Chancellor and Chancellor prior to commencement of arrangement
- Have supervisor and employee sign the agreement
- Forward agreement to Human Resources for inclusion in the employee’s personnel record
(Effective March 26, 2010)
Approved: Mar 17, 2010
OPR: Finance and Business Affairs
Review: Mar 2013