Jacksonville University Policies and Procedures

JACKSONVILLE UNIVERSITY POLICIES AND PROCEDURES

Disclaimer

The policies and procedures and any other information contained within the online Jacksonville University Policies and Procedures Manual ("Manual") are announcements and are presented for informational purposes only. They in no way serve as a contract between Jacksonville University and any prospective or current student or employee or any other person (collectively, "Viewers"). Policies and procedures found in the Manual are not conditions of employment, and nothing herein is intended to alter the University's right to take any employment action it deems appropriate.

Although every reasonable effort has been made to ensure the accuracy, reliability and completeness of the policies and procedures found in the Manual, all materials are provided "as is" with no warranties of any kind. If any discrepancies exist between the information in the Manual and official Jacksonville University policies, the information in the official policies shall take precedence. It is the Viewer's responsibility to verify the accuracy and completeness of information found in the Manual.

Jacksonville University assumes no legal liability or responsibility for the accuracy, completeness, or usefulness of any information provided in the Manual, or for any damages resulting, in whole or in part, from any Viewer's use of or reliance upon the material contained in the Manual, even if the University has been specifically advised of the possibility of such damages.

Jacksonville University reserves the right to change, update, revise or amend any existing policy or procedure contained in the Manual without notice to Viewers, as well as to adopt new policies and/or procedures at any time without notice to Viewers.

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Table of Contents

GENERAL ADMINISTRATION SECTION 100

100/1.1 University Policies: Governing Policies and Procedures 100/1.2 University Policies: Reporting Organization Changes 100/1.3 University Policies: Special Organization Units 100/2.1 Committees and Councils; Generally 100/3.1 Contacts: Contacts with Board of Trustees 100/3.2 Contacts: Contacts with University Legal Counsel 100/3.3 Contacts: Contacts with Newspapers and Other Media 100/4.1 Publications, Reports, Etc.; Generally 100/5.1 Data Collection: Campus Research 100/6.1 Copyrighted Materials, Generally 100/7.1 Tobacco and Illegal Substances; Non-Smoking Policy 100/7.2 Alcoholic Beverages, Unlawful Drugs, and Other Illegal Substances 100/8.1 Individual Rights: HIV/AIDS 100/8.2 Individual Rights: Workplace Violence 100/9.1 University Portraits; Generally 100/9.2 Naming Policy 100/10.1 Campus Hall-of-Fame; Approval of Photographs 100/11.1 Pet Policy 100/12.1 Policy on Policies

STUDENT POLICIES SECTION 200

200/1.1 Student Rights and Responsibilities: Code of Conduct, 2007-2008 200/1.2 Student Rights and Responsibilities: University Student Policies 200/1.2.1 Academic Honesty 200/1.2.2 Addresses 200/1.2.3 Assembly 200/1.2.4 Comments and Complaint Procedures 200/1.2.5 Controlled Substances 200/1.2.6 Directory Information 200/1.2.7 Disability Related Information 200/1.2.8 Facility Usage 200/1.2.9 Harassment or Discrimination 200/1.2.10 Hazing 200/1.2.11 Identification of Students 200/1.2.12 Immunizations and Medical Information 200/1.2.13 Equal Employment Opportunity 200/1.2.14 Information Technology 200/1.2.15 Non-Discrimination 200/1.2.16 Posting Policy 200/1.2.17 Sales and Solicitations 200/1.2.18 Sexual Assault/Sexual Misconduct Policy 3

200/1.2.19 Sexual Abuse Policy and Procedures 200/1.2.20 Sexual Harassment 200/1.2.21 Student Clubs and Organizations 200/1.2.22 Weapons/Incendiary Devices 200/1.2.23 University Name, Logo, and Contracts 200/2.1 Campus Security 200/2.2 Student Rights and Responsibilities: Residential Life 200/3.1 Policy on Village Apartments Eligibility 200/3.1.1 Statement on Liability for Losses or Thefts 200/3.1.2 New Student Living and Learning Community 200/3.1.3 Aviation Living and Learning Community 200/3.1.4 Wellness Living and Learning Community 200/4.1 Residential Life Staff 200/4.1.1 General Residential Life Policies and Information 200/5.1 Student Clubs/Organizations: General Information 200/5.2 Student Clubs/Organizations: Organization Categories 200/5.3 Student Clubs/Organizations: Requirements for Registration 200/5.4 Student Clubs/Organizations: Expectations of Registered Clubs/Organizations applying to become a registered club/organization. 200/5.5 Student Clubs/Organizations: Club and Organization Conduct Code 200/5.6 Student Clubs/Organizations: Reviewing Student Group Misconduct, Rights Granted to Student Groups in the Disciplinary Process 200/5.7 Student Clubs/Organizations: Use of Alcohol and Illegal Drugs during University Sponsored Events 200/5.8 Student Clubs/Organizations: Club Listings and Publications 200/5.9 Student Clubs/Organizations: Fundraising 200/5.10 Student Clubs/Organizations: Facility Reservations 200/5.11 Student Clubs/Organizations: Posting Materials on Campus 200/5.12 Student Clubs/Organizations: Funding 200/5.12.1 Maintaining an Account 200/5.12.2 Depositing Funds 200/5.12.3 Accessing Money

FACILITIES, OPERATIONS, AND INFORMATION TECHNOLOGY SECTION 300

300/1.1 Campus Security; Overview 300/1.2 Campus Security; Reporting Emergencies 300/1.3 Campus Security; Required Reports 300/1.4 Safety; Alcohol, Drug Awareness and Candle Policy 300/1.5 Security; University Keys 300/1.6 Traffic and Parking; Overview 300/1.7 Traffic and Parking; Registration 300/1.8 Traffic and Parking; Fines 300/1.9 Safety; Sanitation and Fire Inspection 300/1.10 Safety; Bomb Threats 300/1.11 Safety; Residence Hall Fire and Fire Alarm Procedures 4

300/1.12 Alert Emergency Notification 300/2.1 Information Technology: Overview 300/2.2 Information Technology: Privacy 300/2.3 Information Technology: Prohibited/Illegal Activities 300/2.4 Information Technology: Network Services 300/2.5 Information Technology: Policy Review 300/2.6 Information Technology: Students; Overview 300/2.7 Information Technology: Students; Network Access 300/2.8 Information Technology: Students; Integrity of Computer Systems 300/2.9 Information Technology: Students; Use of Non-Institutional Hardware and Software 300/2.10 Information Technology: Employees; Overview 300/2.11 Information Technology: Employees; Integrity of Computer Systems 300/2.12 Information Technology: Employees; Network Access 300/2.13 Information Technology: Employees; Institutional Data 300/2.14 Information Technology: Employees; Technology Training 300/2.15 Information Technology: Employees; Donated Items 300/2.16 Information Technology: Employees; Personally Owned Equipment 300/2.17 Information Technology: Employees; Administrative Rights 300/2.18 Information Technology: Audio Visual Policies 300/2.19 Information Technology: Requesting IT Assistance 300/3.1 Scheduling and Facilities; Overview 300/3.2 Scheduling Campus Facilities; Off-Campus Groups 300/3.3 Scheduling Campus Facilities: Solicitation and Non-Solicitation 300/3.4 Camps and Similar Other Programs Involving Minors 300/3.5 Space Change, Remodeling or Moving 300/3.6 Student Commons Rentals 300/3.7 Facilities Management: Maintenance, Repairs 300/3.8 Facilities Management: Campus Construction/Remodeling Projects

ACADEMIC AFFAIRS SECTION 400

400/1.1 Faculty: Faculty Bylaws and Statutes 400/1.1.1 Faculty Assembly 400/1.1.2 Faculty Governance 400/1.1.3 Committee on Academic Freedom and Grievance 400/1.1.4 Committee on Tenure and Promotion 400/1.1.5 Appointments Committee 400/1.1.6 Faculty Standing Committees 400/1.1.7 Academic Freedom 400/1.1.8 Tenure 400/1.1.9 New Faculty Appointments 400/1.1.10 Rank and Promotion 400/1.1.11 Selection of Division Chairs and Unit Administrators 400/1.1.12 Selection of the Provost & Chief Academic Officer and College Deans 400/1.1.13 Selection of the President of the University 400/1.1.14 Termination of a Non-Tenured Appointment 5

400/1.1.15 Termination of a Tenured Appointment 400/1.1.16 Outside Employment and Leaves of Absence 400/1.1.17 Procedure for Amendment of the Bylaws and Statutes 400/1.1.18 Authority of the Bylaws and Statutes 400/1.1.19 Method of Adoption 400/1.1.20 Compliance with SACS-COC Substantive Change Policy

HUMAN RESOURCES SECTION 500

500/1.1 Policy Disclaimer 500/1.2 Equal Employment Opportunity 500/2.1 Hiring Practices: Employment Hiring Procedure 500/2.1.1 Budget Approval 500/2.1.2 Action by the Human Resources Department 500/2.1.3 Hiring Salary Range 500/2.1.4 General Information 500/2.1.5 New Hire Orientation 500/2.1.6 Hiring Temporary Employees 500/2.1.7 Criminal Background Checks 500/2.2 Hiring Practices: Eligibility for Current Employees to Apply for Posted Positions, Job Posting and Bidding, Re-hiring Former Employees, Administrative Position 500/2.2.1 Eligibility for Current Employees to Apply for Posted Positions 500/2.2.2 Job Posting Procedures 500/2.2.3 Re-hiring Former Employees 500/2.2.4 Administration 500/2.3 Hiring Practices: Position Control 500/2.4 Hiring Practices: Employment Responsibilities and Standards 500/2.5 Hiring Practices: Employment of Relatives 500/2.6 Hiring Practices: Employment Classifications 500/2.7 Hiring Practices: Financial Sponsorship for Non-U.S. Citizens Applying for Faculty Positions 500/3.1 Hiring Practices: Conditions of Employment: Workload Provisions for Non- Faculty 500/3.1.1 General Conditions of Full-Time Employment, Required Hours 500/3.1.2 Lunch Period 500/3.1.3 Provisions for Professional and Administrative Employees to Teach University Classes 500/3.2 Conditions of Employment: Overtime 500/3.3 Conditions of Employment: Scheduling and Reporting Working Hours 500/3.4 Conditions of Employment: Time Off/Leaves of Absence 500/3.4.1 Vacation for Administrators 500/3.4.2 Vacation for Staff 500/3.4.3 Holidays 500/3.4.4 Sick Leave, Death in the Family 500/3.4.4.1 Sick Leave Donation 500/3.4.5 Other Unpaid Leaves of Absence 6

500/3.4.6 Family and Medical Leave Act (FMLA) 500/3.4.7 Military Leave 500/3.4.8 Jury and Witness Duty 500/3.5 Conditions of Employment: Drug-free Workplace 500/3.6 Conditions of Employment: Sexual Harassment, Sexual Abuse, and Consensual Relationships 500/3.6.1 Sexual Harassment 500/3.6.2 Sexual Abuse 500/3.7 Conditions of Employment: Investigations of Incidents Other Than Sexual Harassment or Sexual Abuse 500/3.8 Conditions of Employment: Telephones, Cell Phones, Electronic Mail, and Internet Usage 500/3.9 Conditions of Employment: Avoiding Conflicts of Interest 500/4.1 Compensation: Staff Compensation and Benefits 500/4.1.1 Salary Administration Program 500/4.1.2 Group Benefits 500/4.2 Compensation: Tuition and Fee Waivers for Employees and Dependents 500/4.3 Compensation: Executive Employees 500/5.1 Grievances: Staff Grievances 500/6.1 Staff Performance Appraisal Program 500/7.1 Dismissal, Terminations, and Lay-off 500/7.1.1 Staff Termination 500/7.1.2 Lay-off 500/8.1 Staff Resignation and Exit Process 500/9.1 Retirement Programs: Retirement 500/10.1 Staff Recognition: Staff Recognition Programs 500/10.1.1 Employee of the Month Program 500/10.1.2 Service Awards 500/10.1.3 Ideas Program 500/11.1 Staff Memorial: Remembrance Ceremony for a Deceased Employee 500/12.1 Employee Hotline 500/13 Title IX

FINANCIAL AFFAIRS PURCHASING, BUDGETING, CONTROLLER SECTION 600

600/1.1 General Finance Information: Purchasing 600/1.1.1 Purchase Requisition Process 600/1.1.1.1 Signature Approval Path 600/1.1.2 The Purchase Order 600/1.1.2.1 Blanket Purchase Order 600/1.1.2.2 Pre-Approved Purchase Order 600/1.1.3 Unauthorized Purchases/Misrepresentation and Misuse of the Purchasing Procedures 600/1.1.4 Inquiry Definitions 600/1.1.4.1 Request for Quote 600/1.1.4.2 Request for Proposal 7

600/1.1.4.3 Request for Information 600/1.1.5 Petty Cash 600/1.1.5.1 Petty Cash Funds Required in Advance 600/1.1.5.2 Petty Cash Funds Requested after Purchase 600/1.1.6 Credit Cards 600/1.1.6.1 Loss or Theft of Credit Card 600/1.1.6.2 Corporate Cards 600/1.1.6.3 Procurement Card 600/1.1.7 Purchasing and Accounts Payable 600/1.1.7.1 Check Requests/Expense Reports 600/1.1.7.2 Non-Allowable Purchases 600/1.1.7.3 Handling and Payment of Invoices 600/1.1.7.4 Purchases Made Without Purchase Order 600/1.1.7.5 International Payments 600/1.1.8 Central Storeroom and Office Supply Catalog Usage 600/1.1.9 Central Receiving 600/1.1.9.1 Receiving Process 600/1.1.9.2 Damaged Items 600/1.1.9.3 Purchases That Are Not Delivered to Central Receiving 600/1.1.10 Cash On Delivery Orders 600/1.1.11 Audio Visual Equipment 600/1.1.12 Interaction with Vendors 600/1.1.13 Conflict of Interest 600/1.1.13.1 Exception to the Policy against Conflicts 600/1.1.14 Surplus Property 600/1.1.14.1 Objectives 600/1.1.14.2 Definition of Surplus Property 600/1.1.14.3 Disposal Options 600/1.1.14.4 Procedures for Surplus Property 600/1.1.15 Facilities Renovations and New Construction 600/1.1.16 Contracts & Agreements 600/1.2 General Finance Information: Official University Travel 600/1.2.1 Hotel Reservations 600/1.2.2 Documentation Requirement 600/1.2.3 Travel Advances 600/1.2.4 University Vehicles 600/1.2.5 Transportation Expense 600/1.2.6 Lodging and Meals 600/1.2.7 Cellular Phones 600/1.2.8 Non-Reimbursable Expenses 600/2.1 Budgeting; Budget Process 600/2.2 Budgeting; Department Heads 600/2.3 Budgeting; Late Requests for Changes in Budget 600/2.4 Budgeting; Unusual Budgetary Circumstances 600/2.5 Budgeting; Calendar 600/2.6 Budgeting; Budget Adjustments 600/2.7 Budgeting: Overruns 600/3.1 Controller; Accounts Payable; Overview of Purchases 8

600/3.2 Controller; Accounts Payable; Check Requests 600/3.3 Controller; Accounts Payable; Travel Advances 600/3.4 Controller; Accounts Payable; Expense Reports 600/3.5 Controller; Corporate Credit Card 600/3.6 Controller; Purchase Card Program (P-Card); Overview 600/3.7 Controller; Purchase Card Program (P-Card); Purchasing Guidelines and Limits 600/3.8 Controller; Purchase Card Program (P-Card); Recordkeeping Policy 600/3.9 Controller; Purchase Card Program (P-Card); Billing and Payment Policy 600/3.10 Controller; Purchase Card Program (P-Card); Disputed Transactions Policy 600/3.11 Controller; Purchase Card Program (P-Card); Account Maintenance Policy 600/3.12 Controller; Purchase Card Program (P-Card); Audit Overview Policy 600/3.13 Controller; Purchase Card Program (P-Card); Audit Violations Policy 600/3.14 Controller; Purchase Card Program (P-Card); Lost or Stolen Cards Policy 600/3.15 Controller; Gift Card Policy

UNIVERSITY ADVANCEMENT SECTION 700

700/1.1 Overview 700/2.1 Distinguishing Gifts from Sponsored Awards 700/3.1 Gifts; Authority to Accept 700/4.1 Gifts; Gift Acceptance Committee 700/5.1 Grants and Contracts 700/5.2 Gifts; Gifts from External Parties to Employees 700/5.3 Gift Process and Procedure

ATHLETICS SECTION 800

800/1.A Table of Contents 800/1.0 Departmental Mission/Structure 800/1.1 Mission Statement 800/1.2 Statement of Principles 800/1.3 Governing Oversight 800/1.4 Administration Oversight 800/2.0 Staff Responsibilities 800/2.1 Administrative Staff 800/2.2 Coaching Staff Members 800/2.3 Office Procedures 800/2.4 Job Performance Evaluations 800/2.5 Outside Athletically Related Income 800/3.0 Academic Policies 800/3.1 Area of Responsibility 800/3.2 Academic Objectives 800/3.3 Academic Advising 800/3.4 SPLASH 800/3.5 Study Hall 800/3.6 Tutoring Services 9

800/3.7 Mid-Term Reports 800/3.8 Withdrawal Procedures/Changing Majors 800/3.9 Class Attendance 800/3.10 Excused Athletic Team Travel Absences 800/3.11 Contacting Professors 800/3.12 Academic Dishonesty 800/4 Compliance 800/4.1 Area of Responsibility 800/4.2 NCAA Certification of Compliance/Institution 800/4.3 NCAA Certification of Compliance/Staff Members 800/4.4 NCAA Student-Athlete Statement 800/4.5 NCAA Drug-Testing Consent Form 800/4.6 Scheduled Number of Contests 800/4.7 Declaration of Playing/Practice Seasons 800/4.8 Tracking Countable Athletically-Related Activities 800/4.9 Outside Competition 800/4.10 Initial-Eligibility 800/4.11 International Student-Athletes 800/4.12 Transfer Eligibility 800/4.13 Continuing Eligibility 800/4.14 Final Certification 800/4.15 Amateurism 800/4.16 Awards and Benefits 800/4.17 Exit Interviews 800/4.18 Roster and Roster Changes 800/4.19 Transfer/Release 800/4.20 Rules Education 800/4.21 Rules Interpretations 800/4.22 Violations 800/5 Recruiting 800/5.1 Philosophy 800/5.2 Method 800/5.3 Area of Responsibility 800/5.4 Coach’s Recruiting Test 800/5.5 Recruiting Files 800/5.6 Written Correspondence 800/5.7 Phone Call Regulations and Recruiting Phone Logs 800/5.8 Graduation-Rates Disclosure Form 800/5.9 Evaluations 800/5.10 Contacts 800/5.11 Initial-Eligibility Clearinghouse 800/5.12 Unofficial Visits 800/5.13 Official Visits 800/6 Financial Aid 800/6.1 Area of Responsibility 800/6.2 Initial Grants-In-Aid 800/6.3 National Letter of Intent (NLI) 800/6.4 Renewal Grant-In-Aid 10

800/6.5 Non-renewals/Reductions of Athletic Grants-In-Aid 800/6.6 Gradation/Cancellation during the Period of the Award 800/6.7 Squad Lists and Monitoring Financial Aid Limits 800/6.8 Housing 800/6.9 Book Scholarship 800/6.10 Student-Athlete Employment 800/6.11 Special Assistance Fund for Student-Athletes (SAF) 800/6.12 Student-Athlete Opportunity Fund (SAOF) 800/6.13 Degree Completion Aid (5th Year Aid) 800/6.14 Summer School Financial Aid 800/7 Business Procedures 800/7.1 Budget Preparation 800/7.2 Budget Monitoring 800/7.3 Purchasing Requisitions 800/7.4 Bookstore/Office Supply Purchases 800/7.5 Duplicating 800/7.6 Memberships/Subscriptions 800/7.7 Petty Cash 800/7.8 Deposits 800/7.9 Non-Recruiting Phone Call Procedures 800/7.10 Corporate Credit Card Usage 800/7.11 Express Mail 800/8 Athletic Team Travel 800/8.1 General 800/8.2 Per Diem 800/8.3 Squad Size/Travel Parties 800/8.4 Advances 800/8.5 Travel Expense Report 800/8.6 Student-Athlete Travel to Away Contest 800/9 Administrative/Off-Campus Recruiting/Scouting Travel 800/9.1 Travel Authorization 800/9.2 Professional Development 800/9.3 Staff Per Diem 800/9.4 Advances 800/9.5 Travel Expense Report 800/9.6 Mileage 800/9.7 Courtesy Car 800/10 Vehicle Use 800/10.1 General 800/10.2 Eligible Drivers 800/10.3 Reporting Damages 800/10.4 Other Van/Car Rentals 800/10.5 Eligible Passengers 800/10.6 University Owned Vehicles 800/11 Equipment 800/11.1 Preseason Inventory 800/11.2 Postseason Inventory 800/11.3 Purchasing 11

800/11.4 Delivery 800/12 Event Scheduling 800/12.1 General 800/12.2 Hosting Contests 800/12.3 Game Contracts 800/12.4 Guarantees 800/13 Event Operations 800/13.1 General 800/13.2 Paying Officials 800/13.3 Event Checklists 800/13.4 Event Cancellation 800/14 Facility Use 800/14.1 Facility Use by Athletics 800/14.2 Facility Use by Coaches for Personal Interests 800/14.3 Facility Use by Non-University Entities 800/14.4 Facility Maintenance and Repairs 800/14.5 Facility Use for Camps 800/15 Housing/Meals (School out of Session) 800/15.1 Housing 800/15.2 Meals-General Information 800/15.3 Meals-Request Procedures 800/16 Media Relations Department 800/16.1 Athletic Department Printed Material 800/16.2 Logo Usage 800/16.3 Media Relations Questionnaire 800/16.4 Media Interviews 800/16.5 Schedules 800/16.6 Schedule Changes 800/16.7 Press Releases/Publicity 800/16.8 Team Photos 800/16.9 Website Maintenance 800/16.10 Historical Record Keeping 800/17 Development/Marketing 800/17.1 General Procedures 800/17.2 JU Athletic Association 800/17.3 Donations-Goods/Services/Gifts-in-Kind 800/17.4 Student-Athletes and Promotional/Charitable Activities 800/18 Tickets 800/18.1 Complimentary Admissions/JU Coaches 800/18.2 Complimentary Admissions/HS, 2-year College, Prep Coaches 800/18.3 Complimentary Admissions/JU Student-Athletes 800/18.4 Complimentary Admissions/PSA-Official & Unofficial Visits 800/18.5 Tickets/JU Administration, Faculty & Departmental Retirees 800/18.6 Tickets/JU Students 800/18.7 Tickets/Community Groups 800/18.8 Seating/Basketball, Football, Soccer and Baseball 800/18.9 Seating/Other JU Athletic Events 800/19 Athletic Training Program 12

800/19.1 General 800/19.2 Personnel and Responsibilities 800/19.3 Physicals and Required Paperwork 800/19.4 Treatment and Rehabilitation Hours 800/19.5 Practice Coverage 800/19.6 Game Coverage 800/19.7 Athletic Injuries/Illness Reporting and Medical Referrals 800/19.8 Medical Bill Payment 800/19.9 Visiting Team Injured Athletes 800/19.10 Athletic Training Room Usage 800/19.11 Severe Weather and Lightening Policy 800/19.12 Bloodborne Pathogen Exposure Control Plan 800/19.13 Emergency Medical Plan 800/19.14 Hydration Policy 800/19.15 Injuries/Illness When Athletic Trainer Is Not On-Site 800/19.16 Student Health Insurance Program at JU 800/19.17 Catastrophic Injury Plan 800/20 Championship and Varsity Awards 800/20.1 Championship Awards Criteria 800/20.2 Varsity Awards 800/20.3 Varsity Awards Criteria 800/20.4 Conference Championship Awards 800/20.5 Departmental Awards 800/21 Sports Camps and Clinics 800/21.1 General Definitions 800/21.2 Requests to Conduct a Camp/Clinic 800/21.3 Camp/Clinic Responsibility 800/21.4 Camp/Clinic Promotions 800/21.5 Camp/Clinic Employees 800/21.6 Camp/Clinic Finances

ENROLLMENT SERVICES SECTION 900

900/1.1 Overview of the Admission Process 900/1.1.2 Home Schooled Application 900/1.1.3 Application Deadlines 900/1.1.4 Early Admission 900/1.1.5 Dual Enrollment Program 900/1.1.6 Admission Notification 900/1.1.7 Enrollment Deposit 900/1.1.8 Transfer Student Application 900/1.1.9 Transfer of Credits 900/1.1.10 International Student Application 900/1.1.11 Transfer of Credit from Foreign Institutions 900/1.1.12 Membership of Scholarship Selection Committees 900/1.1.12 Enrollment Verification * Policies and procedures should be reviewed by legal counsel ** Pending approval by Financial Affairs 13

Section 100/1.1 General Administration Subject: University Policies: Governing Policies and Procedures

I. Overview of the Policy Process

Terms

1. Campus community: full and part-time institutional employees, and students. 2. Institutional entity: shall be defined as President's Council, Chairs and Deans Council, Faculty Assembly, Employee Advisory Council (EAC), and Jacksonville University Student Association (JUSA). 3. Institutional policies and procedures approval process: shall refer to a transparent and collaborative communication of interests resulting in the institution-wide development and approval of policies and procedures. 4. Policy: shall refer to new institutional policies or the modification of existing institutional policies. 5. Policy and procedure development committee: representatives of institutional entities (or others as needed) who participate by invitation of the sponsor and steward in the development or revision of policies and procedures. 6. Procedure: shall refer to new institutional procedures or the modification of existing institutional procedures. 7. Sponsor: shall be a member of the President's Council; specifically, the institutional president; a Chief; athletic director; Chief Advancement Officer; the presidents of the faculty, EAC, or student government. 8. Steward: appointed by the sponsor, the steward shall lead the development and modification of institutional policies and procedures through the institutional policies and procedures approval process. 9. Timeline: the estimated length of time to adequately lead a proposed institutional policy or procedure, or the modification of an existing policy or procedure, through the stages of the institutional policies and procedures approval process.

II. Policy

1. The institution develops and maintains policies and procedures to meet the changing needs of the institution and to ensure compliance with Trustee bylaws, federal, state, and local laws. 2. The President's Council shall coordinate the development and modification of institutional policies and procedures. Upon presentation to the President's Council, the council shall appoint a sponsor to oversee the approval process. The sponsor shall appoint a steward to manage the process of development and modification of institutional policies and procedures. Sponsors may also serve as stewards. The sponsor shall propose a timeline to President's Council. Subsequent modifications to the timeline shall also be communicated to the President's Council by the sponsor. 3. The institutional policies and procedures approval process shall involve a collaborative effort, led by the sponsor and steward, in the development or modification of institutional policies and procedures. In drafting institutional policies and procedures, all institutional entities shall have the opportunity to participate in this process at the earliest opportunity. Legal counsel and/or contracted consultants may be consulted as necessary.

4. Policies and procedures that significantly affect the faculty shall not move through Stages Two or Three during the summer when the Faculty does not meet. The President's Council shall respect the requests of the Faculty President regarding policies and procedures that should be delayed until the fall when the full Faculty can consider the policy or procedure. 5. Institutional entities shall have a transparent internal policies and procedures approval process that ensures adequate consideration, feedback, and approval of proposed policies and procedures within the approved timeline. Institutional entities' policies and procedures approval process shall be approved by its constituency. 6. After Presidential approval, Board of Trustee approval, if required and posting to the official institutional website, institutional policies are in effect unless a specific date on which they become effective is noted in the policy. 7. After President's Council approval and posting to the official institutional website, institutional procedures are in effect unless a specific date on which they become effective is noted in the procedures. 8. Any changes in procedures shall not violate or contradict the intent of any associated institutional policy. 9. A policy and its accompanying procedure(s) shall be presented together; neither shall be considered in isolation when engaged in the policies and procedures approval process. 10. The President’s Council shall appoint a policy web content manager. The duties of the policy web content manager shall be to post policies in the institutional policies and procedures approval process to an intranet website to promote institution-wide transparency and accountability, to post approved policy and President's Council approved procedures to the official institutional website, and to notify the campus community when an approved policy or procedure is posted to the official institutional website. 11. If the President's Council determines the need for urgent action, it may approve policy and procedural changes for immediate implementation and recommend polices to the president for approval and then appoint a sponsor and steward to take the policy or procedure through the steps of the policy and procedure approval process beginning with stage three.

III. Procedures

1. Stage One - Initiation and Development: Any employee or institutional entity may propose the need for a new policy or procedure or the modification of an existing policy or procedure to a member of the President's Council. If the President's Council determines that there is a need, it shall appoint a sponsor for the purpose of engaging in the institutional policies and procedures approval process. The sponsor chooses to serve as steward or assigns a steward to lead the proposed policy or procedure through the approval process. The steward proposes to the President's Council a reasonable timeline that will lead the proposed policy or procedure through stage one (development) as well as identify a target date for final approval. Upon request by the steward, the President's Council may revise the development timeline or target date. In drafting the proposed policy or procedure, the sponsor and steward shall organize a policy and procedure development committee and research applicable policies and federal, state and local laws. The policy and procedure development committee drafts the proposed policy or procedure and submits it to the sponsor who submits it to the President's Council for approval to engage stage two.

2. Stage Two-Institutional Entity Review: With President's Council approval, the steward shall submit the proposed policy or procedure to the institutional entities seeking consideration and feedback. Based on the feedback received from the institutional entities, the steward, in consultation with the sponsor, shall revise the proposed policy or procedure. The sponsor shall resubmit the proposed policy or procedure for the President's Council consideration. 3. Stage Three - Campus Community Review: With President's Council approval, the proposed policy or procedure shall be posted on the institutional policies and procedures intranet website. The posting time shall be determined by the President's Council and shall not be less than seven days, nor exceed thirty days. Based on the feedback received from the campus community review, President's Council shall determine whether significant or insignificant changes need to be made to the proposed policy or procedure. If a significant change is advantageous to the proposed policy or procedure, the President's Council shall direct the steward to consult with the institutional entities and campus community regarding recommended changes for approval (the proposed policy or procedure could go back to stage one or stage two for further refinement). If changes are insignificant, President's Council shall be permitted to make the changes and advance the proposed policy or procedure onto stage four. 4. Stage Four - Procedures Approval/Policies Prepared for Trustees: President's Council shall send the proposed policy to the President and/or the Board of Trustees with the recommendation for approval. President's Council shall approve the proposed procedure, which becomes effective upon posting on the institution's official website or as specified by the proposed procedure. The policy web content manager shall notify the campus community of approved procedures when they are posted on the official institutional website. President's Council shall be permitted to make insignificant changes to the proposed policy or procedure without violating intent. 5. Stage Five - Policy Approval: The sponsor shall present the proposed policy to the President and/or the Board of Trustees for final approval. The President and/or the Board of Trustees may (a) approve the proposed policy as written, (b) approve the proposed policy with nominal changes, or (c) send the proposed policy back to the President's Council with recommendations. With the President’s and/or the Board of Trustees' approval, the proposed policy shall become effective upon posting on the institutional official website or as specified by the proposed policy. The policy web content manager shall notify the campus community of approved policies when they are posted on the public Jacksonville University Website.

Section 100/1.2 General Administration Subject: University Policies: Reporting Organization Changes

I. Policy

All changes in the organizational structure (i.e., department or college name changes, combining or splitting of colleges, schools or departments, creation or elimination of units, departments, programs, etc.) shall be approved by the Chief(s) with stewardship over the affected structure(s) and must comply with all relevant policies and procedures, including any required Board of Trustee approval. The President, in consultation with the Board of Trustees, may effect institutional administrative organizational changes. Furthermore, as these approvals are completed, notification, as specified in the subsequent procedures, shall be sent to all vested parties.

II. Procedure

1. Communication of Changes to the Organization: The Office of the President or of the respective Chief that approves the change(s) is responsible to complete an Organizational Change and Restructuring Form and should submit the form to the Office of Human Resources within five (5) business days of final approval of the change. Notification to the Office of Human Resources by the President or the respective Chiefs shall be required to effectuate change throughout the organization. The Office of Human Resources shall establish and maintain a notification process among all units with recordkeeping, fiscal, appraisal and other accountability. The process of notification shall implement the college's currently available technology resources (i.e., workflow). Every effort shall be made to ensure that all responsible entities are notified, including, but not limited to, the Budget Office, Financial Affairs Office, and Information Technology. The Office of Human Resources shall appoint a person who has the responsibility to notify all units with recordkeeping, fiscal, appraisal, and other accountability of any properly authorized and reported organizational changes. This person shall be responsible for enterprise-wide notification. Any party needing access to organizational change information shall gain access through this person. 2. The Organizational Chart: The Office of Human Resources shall appoint a person who has the responsibility to maintain the organization chart on behalf of the University. This person shall be responsible for all notification internal and external to the Human Resources Department. All units with recordkeeping, fiscal, appraisal and other accountability will be notified by the Office of Human Resources of any change in personnel that reflects the organizational chart. 3. Fiscal Responsibilities: The Financial Affairs Office and the Budget Office shall each appoint a person who has the responsibility to update all financial managers and their respective line of fiscal approval/authority based on information received from the Office of Human Resources. Each of these persons shall be responsible for all notification internal to either the Financial Affairs Office or the Budget Office respectively. 4. Enterprise Directory Functionality: The Office of Human Resources shall appoint a person who has the responsibility to update all employees in the enterprise directory. This person shall be responsible for all notification internal to the Office of Human Resources. 5. Dual Reports: In the event that an organizational change results in a circumstance where an employee or department reports to two (2) separate operational entities in the organizational structure, all involved Chiefs shall meet and agree on a primary and secondary reporting line for fiscal and employee appraisal accountability purposes. 6. Reporting of Error and Compliance: All errors in organizational structure need to be communicated to the Office of the Chief Financial Officer, which maintains the stewardship of compliance for this policy. Correction of errors shall be authorized by the Chief Financial Officer and reported to the Office of Human Resources for notification of all units with related recordkeeping, fiscal, appraisal, and other accountability.

Section 100.1.3 General Administration Subject: University Policies: Special Organization Units

I. Terms

1. Center: a special purpose organizational unit, which may extend beyond any one department but usually remains within a single college, school or division. Buildings and physical locations, which contain the word Center, are not affected by this policy. 2. Department: a group of functional units organized under a Chief. 3. Institute: special purpose organizational unit of complex structure, which crosses disciplinary, department, school, college, or divisional boundaries. Institutes often have a public or community component. 4. Institutional Effectiveness: measures the progress toward goals and reports the outcomes. 5. Laboratory: special purpose organizational unit usually equipped to support specialized research, experimentation, testing, and/or analysis. Laboratories produce new knowledge, develop solutions to specified problems, or provide training or instruction in advanced techniques or technologies. 6. Organizational Model: the management structure for a Special Unit based on its size and scope. 7. Originator(s): individual(s) who write the proposal to establish a special unit. 8. School: a group of academic departments and/or academic functional units organized under a Dean. 9. Special Unit: a special purpose organizational unit, which provides a conceptual focus and brings together resources. Special Units focus on specific problems; promote research and scholarly works; creative activities; or specialized services for defined organizational or community challenges. Special Units include, but are not limited to, Laboratories, Centers or Institutes. 10. Sponsoring Unit: department, School, or Division to which the supervisor of the Special Unit will report. 11. Supervisor: a person appointed to supervise the Special Unit by the Sponsoring Unit.

II. Policy

Organization and Structure

1. Special Units may be organized to fulfill focused goals for research, scholarly or creative activities, service, and/or training. There must be a clear benefit (such as external funding or focus) for creating a special purpose organizational unit rather than organizing within an already existing structure. 2. The choice of the organizational structure, whether Laboratory, Center, or Institute, will generally depend on the size, purpose, focus, or complexity of the unit. The originator must justify which Special Unit structure is most appropriate. 3. The proposal for the organization of a Special Unit must be reviewed by and receive the recommendation of the following: 1) supervisor(s) 2) administrator of Sponsoring Unit or School and 3) administrator of Department. A proposal recommended by the Department Chief, will be taken to President's Council for approval or disapproval. The Office of the President will seek board of Trustees approval when Special Units proposals have an academic dimension and/or annual financial commitments of over $500,000. 4. Special Units, involving more than one Sponsoring Unit, are administered by a supervisor who may have multiple reporting lines. The Sponsoring Unit(s) shall keep the appropriate Chief(s) informed of Special Unit activities, of any major evaluation, and of changes in the Special

Unit's activities. The Special Unit shall provide a two-year cycle plan and report based on outcomes assessments to Sponsoring Unit(s) and the supervising Chief. Based on that report, the Special Unit may or may not be continued. 5. Special Units may have advisory boards. 6. In such instances where a Special Unit desires to sponsor courses for academic credit, the curriculum and faculty must remain under an academic departments and School's oversight. Special Units may not offer degrees or majors.

Support and Funding

1. Sponsoring Units will be involved in all phases of the Special Unit's financial reporting and support. Contributions may be in the form of space, facilities, equipment, faculty time, basic budgetary funds, clerical or technical assistance, etc. 2. Without violating existing policy concerning financial support, Special Units are permitted to seek funding external to the institution. They are permitted to have diverse support and funding sources or strategies, including but not limited to: grants, endowments, and contracts for specific projects or gifts. 2.1 Start-Up Funding: There may be a need for initial, one-time, allocations of funding to establish the Special Unit until external resources can be obtained. These resources may come from institutional sources, grants or external donors. 3. As may be allowed by law, Special Units may engage in income producing activities. 4. Special Units will comply with all financial procedures and policies of the college.

III. Procedures

Proposal

The originator of a Special Unit shall develop a proposal which identifies: a) the primary focus of the Special Unit; b) the training, scholarly activities, creative activities or service functions to be provided; c) the relationship to its Supervising Unit(s); and d) the individuals involved. The proposal should contain the following sections.

1. Title page: Include the signatures of the: a) supervisor(s); b) administrator of Sponsoring Unit; and c) supervising Chief to which the proposed Special Unit will report. 2. Proposal summary: Provide a description of an unmet need of the institution or community that will be met by the Special Unit. Describe how the Special Unit is qualified to meet the need. Identify any faculty or staff involved and their units. 3. Goals: Describe the long-term and short-term goals of the Special Unit. Describe the relationship of the goals to the Sponsoring Unit(s) and Jacksonville University's mission and strategic directions. 4. Organizational model: Specify the management structure for the Special Unit, including the administrative responsibilities of the supervisor(s). Each Special Unit must identify a single individual in the organizational model who will be responsible for the overall performance. 5. Resource needs: Describe immediate and long-term requirements including, space, equipment, marketing, personnel, contributions of each Sponsoring Unit, and resources to be provided by central administration or outside funding agencies. The section must indicate support by any Sponsoring Units whose resources are affected.

6. Budget narrative: Provide an operating budget, which must include all costs for unit operation, start-up costs, sources of funding, and total amount of funding requested. Identify which Sponsoring Unit(s) will financially support the Special Unit. 7. Outcomes-based Assessment Plan: Describe the plan that will be used to determine the effectiveness of the Special Unit. Indicate the criteria to be used to determine the continuance or discontinuance of the Special Unit.

Institutional Management

The President's Office, or office so designated, shall maintain a listing of all University Special Units to assist in the oversight, business, and management of such units.

Section 100/2.1 General Administration Subject: Committees and Councils; Generally

I. Policy

Standing Committees

Standing Committees are established for the purpose of advising or conducting decision-making activities of the University which are convened on a regular long-term basis until or unless they are suspended or disbanded by the President.

Ad Hoc and Special Project Committees

Ad Hoc and Special Project Committees are established for a short term, specific purpose and the organization is dissolved when that purpose is accomplished.

II. Procedures

Standing Committees

The President may establish such standing committees or make such changes in the general membership, responsibilities, or function of a standing committee, as he/she may deem necessary for the effective operation of the University.

The President may suspend or disband any standing committee of the University.

Ad Hoc and Special Project Committees

The President or any of the Chiefs may establish ad hoc or special project committees.

Individual decision makers may establish ad hoc or special project committees for purposes specific to their jurisdiction.

Section 100/3.1 General Administration Subject: Contacts: Contacts with Board of Trustees

I. Policy

The referral of any matter to the Board of Trustees for their consideration shall be arranged through the University President.

Section 100/3.2 General Administration Subject: Contacts: Contacts with University Legal Counsel

I. Policy All contacts by University employees with the University Legal Counsel relating to University matters shall be arranged by the appropriate dean, or Chief through the University President or an appropriate member of the President's Staff.

Section 100/3.3 General Administration Subject: Contacts: Contacts with Newspapers and Other Media

I. Policy

The release of University news, advertising or other information to newspapers, radio stations, or other media on behalf of the University shall be arranged through Marketing & Communications. No employee is allowed to represent or discuss official University positions or University business with members of the media without prior approval from Marketing & Communications or the President. As a private University, the Marketing & Communications Office controls media access to campus. Media seeking access to campus or campus groups bringing media on campus for the purpose of news reporting must first be cleared through Marketing & Communications. The faculty chair and student alliance president may speak representing their groups only.

Members of the University community may speak as individuals but may not communicate official positions for private information.

Section 100/4.1 General Administration Subject: Publications, Reports, Etc.: Generally

I. Policy

“University Publications” include, but are not limited to, the catalog, employee newsletter, program and general brochures, class schedules, policies and procedures manuals, advertising, the University website, and press releases. All University Publications must comply with the procedure below.

II. Procedure

All official publications of the University shall be proofread and/or edited by the Marketing and Communications Office to ensure accuracy, consistency, and timeliness.

Finally, contact Marketing and Communications to discuss information before it released with the appropriate unit to ensure accuracy.

The Marketing and Communications Office also has the right to review, monitor, proofread, and edit other official materials that leave the University. Generally, such things as correspondence with the public, faculty presentations at conferences, and routine reports are not included.

Section 100/5.1 General Administration Subject: Data Collection: Campus Research

I. Policy

Surveys, questionnaires, questions for oral interview, etc. which will be used to describe the University or a University student to an external audience or which are sponsored by the University, must be reviewed and the methodology approved before they are used at the University. This policy applies to students, teachers, administrators, or staff members and to instruments being used on or off campus. Regular classroom tests, examinations, exercises, research assignments, or test studies are exempt from the policy. All studies should follow Title 45 - Protection of Human Subjects guidelines where applicable.

II. Procedure

To obtain approval for any of the above activities, the following steps should be followed:

Step One: Complete a Proposal for research form. Step Two: Obtain approval from the appropriate instructor. Step Three: Submit the Proposal with a copy of the survey instrument to the Institutional Review Board. Step Four: Upon approval, survey may begin. Step Five: Submit a copy of the results to the Institutional Review Board.

Section 100:/6.1 General Administration Subject: Copyrighted Materials, Generally

I. Rationale

Copyright ownership and accompanying rights are concepts defined by federal law. The purpose of this policy is to outline the responsibilities of members of the JU community with respect to federal laws regarding copyrighted materials and to provide resources that assist in carrying out these responsibilities. This policy establishes a mechanism to coordinate the dissemination of information

22 about the use of copyrighted materials and to provide procedures for obtaining answers to questions about permitted uses of such materials.

II. Terms

1. Campus Community - full- and part-time Jacksonville University employees and students 2. Department - the academic unit 3. Supervisor - head of the unit 4. VPAA – Provost and Chief Academic Officer 5. Copyright Act - United States Copyright Law of 1976, as amended (Title 17, United States Code). 6. Copyright - Protection provided for intellectual works by current federal and other applicable statutes. The owner of a copyright retains and controls various rights, including but not limited to the following: to print and reprint copies of the work; to sell or distribute copies of the work; to transform or revise the work; and to perform or display the work to the public. 7. Copyrighted Works - Include, without limitation, literary works; musical works including accompanying words; dramatic works including accompanying music; pantomimes and choreographic works; pictorial, graphic, and sculptural works; motion pictures and audiovisual works; sound recordings; and computer programs and documentation. Both published and unpublished works are under statutory protection. Most works (except those authored by the United States Government) should be presumed to be copyright protected, unless further information from the copyright holder or express notice reveals that the copyright holder intends the work to be in the public domain. Works published prior to March 1, 1989, generally require a copyright notice to be protected. Copyright notice is not required for copyright protection of works published on or after March 1, 1989. 8. Fair Use - Use for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research, Fair use is determined in each particular case by the following four factors: (1) the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes; (2) the nature of the copyrighted work; (3) the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and (4) the effect of the use upon potential market for or value of the copyrighted work. 9. Digital Copyrighted Works - Include digital material, software and other technologies used to support the electronic capture, storage, retrieval, transformation and presentation of digital data and information or to interface between digital forms and other communications and information media.

III. Policy

1. Jacksonville University employees and students shall comply with the United States Copyright Law of 1976, as amended (The Copyright Act) and other legal statutes and regulations governing the duplication and use of copyrighted materials.

1.1 Copyrighted materials may be copied or otherwise used without the copyright owner's permission where such copying constitutes "fair use" under the Copyright Act. Legal standards for Fair Use shall be respected fully by the Campus Community.

1.2 University Counsel shall inform employees and students in the proper use of copyrighted materials.

IV. Procedure

1. Infringement of Copyright

It is the presumption of this policy that infringement of copyright, when it occurs, is generally not intentional. Therefore, the first action taken when the Committee or other members of the campus community become aware of infringements of copyright is to inform the infringing individual of the violation and work with them to take corrective action. If alleged infringement by an employee persists, then the employee's supervisor shall be informed. The supervisor shall investigate allegations of copyright infringement and take action consistent with JU discipline policy. If alleged infringement by a student persists, then the Office of the Dean of Students shall be informed and shall proceed in accordance with the policy. 2. Copyright Compliance with the Digital Millennium Copyright Act (DMCA) Information and procedures regarding compliance with the Digital Millennium Copyright Act (DMCA) for notification of copyright infringement is found in the "Copyright Compliance with DMCA" policy.

Section 100/7.1 General Administration Subject: Alcohol, Tobacco and Illegal Substances; Non-Smoking Policy (Students should make reference to Student Section 200/6.7 for policies applying to students)

Alcoholic beverages shall not be consumed by employees at work, used, carried or sold on any property or in any building owned, leased, or rented by Jacksonville University, or at any campus activity sponsored by the University, excluding sanctioned social and business events.

I. Policy

In compliance with the Florida Clean Indoor Air Act and with Jacksonville University’s mission of establishing an educational and healthy environment it becomes necessary to promulgate this Tobacco Policy to create a University community that:

 Promotes prevention and cessation of tobacco use.  Promotes a smoke-free academic environment both within buildings and along campus pathways

II. Definitions

For the purposes of this policy, the following definitions shall apply:

 Secondhand smoke, also known as environmental tobacco smoke (ETS), means smoke emitted from lighted, smoldering, or burning tobacco when the smoker is not

inhaling; smoke emitted at the mouthpiece during puff drawing; and smoke exhaled by the smoker  Smoking means inhaling, exhaling, burning, carrying, or possessing any lighted tobacco product, including cigarettes, cigars, pipe tobacco, and any other lighted tobacco product.  Tobacco refers to any part of the tobacco plant used to make cigarettes, pipe tobacco, cigars, chew, snuff (or any other smokeless tobacco form) for the purpose of smoking or chewing.  Clean Indoor Act refers to a Florida statute enacted in 1985 to protect people from the hazards of second-hand tobacco smoke. Please refer to the campus map for designated smoking areas.

III. Authority

A. The Office of the President shall be responsible for the review, revision and evaluation of the JU Tobacco Policy.

B. The Department of Campus Security shall be responsible for the implementation of this policy.

IV. Statement

The successful implementation of this policy is contingent on providing education services and regulation in the following four areas:

 Guidelines for the Restriction of Tobacco  Tobacco Education and Prevention Services  Enforcement of Policy  Evaluation

The University community shall be notified of the Tobacco Policy through the following mechanisms, including but not limited to: President’s e-mail to all faculty, administrative staff, employees and students; catalogs; University’s web page; Student Handbook, Faculty Handbook and Employee Handbook.

Guidelines for the Restriction of Tobacco

All tobacco users will be restricted to outside areas that are specifically designated as smoking areas by explicit signage. These areas will include roped off areas with benches and ashtrays available and designated gazebos for smokers with ashtrays. All cigarettes will be lit, smoked and disposed of only within the designated smoking area. Unlit butts are to be disposed of in the designated smoking areas and no longer in trash receptacles throughout campus.

Tobacco Education and Prevention Services

As part of the educational and prevention process Jacksonville University, via the School of Nursing and Student Counseling Center, and in conjunction with other campus departments and/or units, will provide on a regular basis a wide range of activities to increase the University community’s 25 understanding of the harmful effects and addictive potential caused by tobacco use. These activities are centered on primary prevention (i.e., education), and secondary prevention (i.e., cessation).

Specific primary prevention activities will include:

 Education efforts by the School of Nursing and University Counseling Center  Participation in national, state, and regional tobacco prevention/cessation events (e.g. Great American Smoke Out)  Regular dissemination of tobacco educational literature to the University community  Presentations on tobacco use and tobacco cessation to residence halls, academic classes, faculty and staff

Intervention activities will include:

 Both one-on-on and group tobacco cessation activities and classes

Specific efforts in the areas of evaluation and research shall focus on each tier of prevention (i.e., primary, secondary) and shall be conducted regularly.

Enforcement of Policy

 The Jacksonville University community at-large shall be responsible for the enforcement of this policy. Tobacco-users are expected to act responsibly by complying with this policy. Both tobacco-users as well as non-tobacco-users have the collective responsibility to ensure the compliance of this policy – e.g., tobacco-users and non-tobacco-users point out the designated smoking areas when someone is not in compliance.  Campus Security shall be responsible for enforcing this tobacco policy.  Student violations for smoking in non-designated areas could include fines to be assessed to the student’s account and may result in other disciplinary sanctions. See Student Handbook for a more detailed description.

Evaluation

The purpose of the evaluation component is to ensure the successful achievement of the policy/program objectives. The President shall appoint an evaluation committee to assess implementation and outcome of this policy.

Conclusion

The University has an obligation to educate its community on matters concerning tobacco use including tobacco education and cessation resources as well as restrictions on the use of tobacco. Tobacco use is the single most preventable cause of death and disease in our society. According to a 2006 Surgeon General’s report, there is no safe level of secondhand smoke exposure. Special attention has been paid to providing a balance between educational and cessation components, while at the same time alerting members to the importance of policy compliance. It is hoped that all members of the University community will become familiar with this policy and continuously strive to promote behaviors and attitudes that are compatible with the educational mission of the University, including active involvement in educational and health enhancement efforts. 26

Section 100/7.2 General Administration Subject: Alcoholic Beverages, Unlawful Drugs, and Other Illegal Substances Employees (Students should make reference to Student Section 200/6/7 for policies applying to students)

To the extent not regulated by the Drug-Free Workplace Policy (see section 500/3.6) unlawful drugs or other illegal substances shall not be consumed, used, carried, or sold on any property or in any building owned, leased, or rented by Jacksonville University, or at any campus activity sponsored by the University.

I. Policy

Alcohol: Alcoholic beverages shall not be consumed by employees at work, used, carried or sold on any property or in any building owned, leased, or rented by Jacksonville University, or at any campus activity sponsored by the University, excluding sanctioned social and business events.

Unlawful Drugs and illegal substances: To the extent not regulated by the Drug-Free Workplace Policy (see section 500/3.6) unlawful drugs or other illegal substances shall not be consumed, used, carried, or sold on any property or in any building owned, leased, or rented by Jacksonville University, or at any campus activity sponsored by the University.

Section 100/8.1 General Administration Subject: Individual Rights: HIV/AIDS

I. Policy

Jacksonville University recognizes that significant developments have occurred during the past several years in the care of persons with HIV/AIDS. What has not changed, however, is the University’s commitment to treat persons who have this life-threatening illness with the same dignity and concern which it affords to everyone with a serious illness, e.g., heart disease, cancer, diabetes, etc.

Consequently, the University will not discriminate in the matter of hiring, retention, and continued employment. It will expect a person with HIV/AIDS to meet the same performance and attendance standards that are required of all employees. It will allow a person to remain in his/her position unless medical evidence indicates that his/her actions or condition pose a threat to the health and safety of themselves or others. It will provide the degree of confidentiality concerning the person’s condition that it affords to others and is required by current law.

Through the Human Resources Department the University will provide:

 Referral to agencies and organizations which offer support services for HIV/AIDS  Benefit consultation to assist employees in the effective management of health, leave and other benefits.

To provide proper protection for Jacksonville University students, faculty, and staff, and to assure sensitive response to the needs of any individual with AIDS, the policy of the University is to handle each situation on an individual basis consistent with established University policies which protect the

27 human and civil rights of all individuals concerned. As with any personal medical problem, every effort should be made to protect the individual's privacy and confidentiality.

II. Procedure

The procedure for attendance as Jacksonville University by students or employees with acquired immune deficiency syndrome (AIDS), AIDS-related complex (ARC), or the AIDS virus (HIV) is as follows:

Background

The following guidelines govern attendance at the University by students or attendance at work by faculty and staff who have Acquired Immune Deficiency Syndrome (AIDS), AIDS-Related Complex (ARC), or the clinical evidence of infection with the AIDS virus (HIV). The guidelines are consistent with the Center for Disease Control's guidelines and are based on the current knowledge of AIDS and on well-established principles of disease prevention and control.

Currently, there is no data to suggest that normal use of University facilities presents an unusual risk of infection. Decisions on situations that may pose increased potential risk should be made on an individual basis.

a. Guidelines

1. All faculty, staff, and students shall be allowed to participate in all phases of University life, including classes, programs, activities, and employment consistent with established University policies. Exceptions will be determined on an individual basis considering the health and welfare of all parties concerned. 2. University policy is not to test students, faculty, or staff for the AIDS virus.

3. The University will respect the confidentiality of individuals with AIDS, ARC or HIV, insofar as the safety of others is not in question.

4. The University will refer AIDS questions and inquiries to the Duval County Health Department which, on a confidential basis, provides private counseling, consultation, and health education services for patients with AIDS, friends/acquaintances of those with AIDS, or interested groups.

5. Questions regarding AIDS cases, related issues, or exceptions to these guidelines, should be referred to the Chief Student Affairs Officer.

Section 100/8.2 General Administration Subject: Individual Rights: Workplace Violence

I. Policy

Jacksonville University is committed to maintaining a safe work environment. Given the increasing level of violence in society, the University has adopted the following guidelines to deal with intimidation, harassment, or other threats of or acts of violence.

All employees, students, and Jacksonville University community members, including supervisors and temporary employees, should be treated with courtesy and respect at all times. University community members are expected to refrain from fighting or other conduct that may be dangerous to others.

Conduct that threatens, intimidates, or coerces an employee, a customer, or a member of the public, or conduct that threatens or involves the destruction of property on university premises will not be tolerated. This prohibition includes all acts of harassment that are based on any characteristic protected under federal, state, or local law.

II. Procedure

All threats of or acts of violence, both direct and indirect, should be reported as soon as possible to an immediate supervisor or campus security. This includes threats by employees, as well as threats by students, customers, vendors, solicitors, or other members of the public. When reporting a threat of, or act of violence, individuals should be as specific and detailed as possible.

All suspicious individuals or activities should also be reported as soon as possible to a supervisor or campus security. Do not place yourself in peril. If you see or hear a commotion or disturbance near your workstation, do not try to intervene.

The University will promptly and thoroughly investigate all reports of potentially violent activity, as well as threats of, or acts of, violence. The identity of the individual making a report will be protected and revealed only as law requires. In order to maintain workplace safety and the integrity of its investigation, the University may suspend employees, students, vendors, or others from the campus during such investigation. Such temporary suspension of employees may be either with or without pay, at the discretion of the President or his delegate, and subject to University policies regarding suspensions.

Anyone determined to be responsible for threats of, or acts of, violence or other conduct that is in violation of these guidelines will be subject to prompt disciplinary action up to and including termination of employment, permanent suspension from the University, and/or prosecution for criminal acts.

The University encourages employees to bring their disputes or differences with other University community members to the attention of their supervisors or Human Resources before the situation escalates into violence. The University is eager to assist in the resolution of disputes, and will in no way discipline employees or others for raising such concerns.

Section 100/9.1 General Administration Subject: University Portraits; Generally

I. Policy

Terms

Portraits are photos, drawings, or paintings for the purpose of honoring the contributions of an individual to the university.

Requirements:

Other than presidential portraits, and portraits associated with naming of facilities, the following will be considered when approving portraits to honor individuals in University facilities: 1. Nominees must have had a minimum of ten years of service to the University.

2. Nominees must have rendered exemplary service to the University.

3. Portraits should be hung in an area appropriate to the contribution of the individual being honored.

II. Procedure

Approval: Nominations for individuals to be honored will be made to the University Marketing & Communications department and will be forwarded to President’s Council for discussion and decision. Once an honoree is approved and prior to the commission of a portrait, a three (3)-person committee, chosen by the President’s Council, will be organized to approve the official portrait.

Approved portraits will hang for a minimum of ten years and will continue to be displayed at the discretion of the University administration.

Campus Hall-of-Fame facilities will not require approval of individual photos, but rather an approval of the overall design concept from the President’s Council.

Section 100/9.2 General Administration Subject: Naming Policy

I. Purpose

The purpose of this policy is to clarify the process under which University assets are named. Jacksonville University and the Board of Trustees encourage the naming of buildings, facilities, endowed awards and chairs, and other assets to honor the distinguished contribution of donors and supporters of the University.

II. Policy

1. Subject to the guidelines listed herein, all proposed honorary names of facilities and properties of the University must be reviewed and approved by either the Board of Trustees, or the President. 2. Naming of major facilities and properties requires review and approval of the Board of Trustees. 3. Naming of minor facilities and properties requires review and approval of the President. 4. Naming of endowed professorships and chairs requires review and approval of the Board of Trustees. 5. Naming of endowed awards and programs requires review and approval of the President. 6. Unless otherwise negotiated, the duration of the naming will be the useful life of the named asset.

III. Terms

1. Major facilities include entire buildings, wings of buildings, colleges, schools, programs, and physical portion of the campus. 2. Minor facilities include rooms, laboratories, and remodeled areas. 3. Endowed professorships attach a name to an existing faculty position, and endowed chairs attach a name to a newly established faculty position. 4. Endowed awards attach a name to a meritorious award for students, faculty, or staff, and shall be based upon criteria agreed upon with the donor. 5. Useful life of an endowed award, professorship, or chair is in perpetuity. 6. Useful life of a building, facility, or physical portion of the campus is until a change in function, major renovation or demolition occurs.

IV. Guidelines

1. Naming will only be approved where the donor has made the gift, or has signed a pledge agreement for the gift. 2. For new facilities the donated amount should cover the cost of construction of the facility in full or in substantial part (generally at least 50%). 3. For existing facilities or physical portions of the campus, the donated amount is negotiable. 4. For remodeled facilities or improved physical sections of the campus, the donated amount should the full cost of the remodeling or improvement, but depending upon the magnitude of the project, may be negotiated. 5. For an endowed named award, the donated amount must be sufficient to generate the full cost of the award, calculated in accordance with Board investment spending guidelines. 31

6. For an endowed named professorship, the donated amount must be sufficient to generate revenue equal to the cost of the salary and benefits associated with the professorship, calculated in accordance with Board investment spending policies. 7. For an endowed chair, the donated amount must be sufficient to generate revenue equal to the cost of salary, benefits, and other perquisites associated with the endowed chair, calculated in accordance with Board investment spending policies. 8. There may be an occasion to recognize donors for their contributions for specific purchases, e.g. pianos, benches, treadmills, etc. with appropriate plaques, signs, engraving, etc. or for “brick” campaigns that help to fund a larger project with smaller donations. Such campaigns are permissible within these guidelines. However, all such campaigns must be planned and orchestrated in conjunction with the Office of University Advancement.

V. Rescinding name recognition

In extraordinary circumstances, the University may enact removal of a name from a facility, or an endowed award or chair. Rescinding of a name requires Board approval and will only be done only if: 1. a donor has failed to meet pledge commitments, or 2. Events or information available subsequent to the approval of the named opportunity are such that the designation constitutes a significant challenge to the University’s reputation.

VI. Procedures

1. All requests for naming of University assets will be initiated through the Office of University Advancement. 2. Recommendations on naming of minor facilities and properties shall be submitted by the Chief for University Advancement to the President for final approval. 3. Recommendations on naming of major facilities shall be submitted by the Chief Advancement Officer, through the President for approval by the Development Committee and Buildings and Grounds Committee. It shall then proceed to the full Board of Trustees for final approval. 4. All ceremonies in which property is to be dedicated formally shall be coordinated by the Office of the President with assistance from the Office of Marketing and Communications, Office of University Advancement and other JU offices and departments that are relevant to the dedication.

Section 100/10.1 General Administration Subject: Campus Hall-of-Fame; Approval of Photographs

Campus Hall-of Fame facilities will not require approval of individual photographs, but rather an approval of the overall design concept from the President’s Council. 32

Section 100/11.1 General Administration Subject: Pet Policy

I. Purpose

Jacksonville University is committed to providing its employees, students, and visitors with a healthy environment in which to work and study. Recognizing animals may cause a nuisance, have the potential to be a safety hazard, can be unpredictable, have uncontrollable behavior and may contribute to accidents in the workplace, with exception of those animals that are specifically exempted by this policy, animals are not allowed on campus.

II. Exempted Animals

The following animals are permitted on JU property:

 Service animals while performing their duties;  Fish in containers of 15 gallons or less are ok;  On-duty police dogs;  Animals used for instructional purposes;  One-time exceptions may be granted for events involving animals. Exceptions must be requested through the Campus Security.

When exceptions are made, pets (dogs, cats, etc.) that are allowed on campus must be on a leash under the direct and positive control of the individual responsible for the pet. Such individuals will be liable for any accident or damage caused by the pet while on campus. The individual (s) responsible for any damages to institutional property caused by their animal shall coordinate the repair or replacement of damaged property with the Coordinator of Facilities.

NOTE: According to the Americans with Disabilities Act (ADA), a “service animal” is defined as “any animal individually trained to do work or perform tasks for the benefit of an individual with a disability, including, but not limited to, guiding individuals with impaired vision, alerting individuals to an impending seizure or protecting individuals during one, alerting individuals who are hearing impaired to danger, or pulling a wheelchair and fetching dropped items.” A clear and explicit rationale must exist for the function or service that the animal will fulfill in order to receive this accommodation.

III. Responsibilities and Enforcement

Due to the risk of injury from animals to persons on campus, owners of non-exempt animals found on campus will be asked to remove them. If an unrestrained animal is sighted on campus, Campus Security should be notified. Security staff will request the owner to remove the animal or will call local authorities for the animal to be impounded. When appropriate, other disciplinary measures may be invoked.

For additional information regarding the University’s animal policy pertaining to students and Residential Life, please see the Student Life section under “Pets”.

Section 100/12.1 General Administration Subject: Policy on Policies

I. Policy

University department heads are responsible for maintaining University policies and procedures that pertain to their department. To ensure that University policies and procedures remain current, department heads should regularly assess whether the policies and procedures should be amended, revised, deleted or whether new policies should be added.

The President shall assign the task of Policy Management to the appropriate department. The Policy Manager will be charged with integrating approved changes into the policies and procedures.

II. Procedure

Department heads that seek to amend, revise, delete or add a new policy should follow the following procedure.

(a) If the proposed policy is merely a change in language, the author of the proposal should include both the proposed language as well as the original language in the request. (b) If the proposed policy is a new policy, the author must also determine the appropriate heading and section number for the new policy. Great care should be taken to ensure that the new policy does not conflict with any other existing policy. (c) If the proposal involves the deletion of an entire policy, the author must explain the reason and should request that the section number be reserved for the addition of future policies.

1. Upon developing the new policy, the author must submit the proposal to the relevant department head for approval. 2. Upon departmental approval, the proposal must be submitted to the President’s Council for approval. 3. After all necessary approval is obtained; the proposal must be submitted to the Policy Manager for integration. 4. Once the change is integrated, the Policy Manager shall notify the department head. In turn, the department head should notify the relevant staff of the change in University policy. 5. The President or the Chief Financial Officer must approve any exception to the policy unless there is an obvious conflict of interest.

Section 200/1.1 Student Affairs Subject: Student Rights and Responsibilities: Code of Conduct

I. Policy

Code of Student Conduct

I. Introduction and Purpose

Jacksonville University students are expected to contribute to the development and sustenance of a community characterized by respect, caring and honesty. This expectation calls for behavior that demonstrates the five principles of student conduct: respect for oneself, respect for others, respect for property, respect for authority, and honesty.

The Code of Student Conduct encourages students to take responsibility for positively contributing to our living and learning community. The University affords certain rights to students and expects in return that students will conduct themselves in a mature and responsible manner that best represents the institution and themselves. If, however, the behavior or conduct of a student infringes on other members of the community or negatively impacts the institution, the University reserves the right to address the behavior through the judicial procedures prescribed herein. Students are responsible for being fully acquainted with the student handbook, University catalogue, and all other rules and regulations pertaining to students, and for complying with them accordingly. Jacksonville University students enroll voluntarily in a private, independent educational institution that embodies these principles. Students who find their personal values incompatible with those of the University, and who are unable to respect the University’s values, may wish to pursue their education at an institution which is more in line with their own personal values.

Student Rights and Responsibilities To preserve an educational community in which all members of the community can learn, live, and work successfully and without hindrance, Jacksonville University has the inherent responsibility to preserve order and maintain stability, through the setting of standards of conduct and the prescribing of procedures to ensure such standards are met. Underlying the prescription of student standards is the foundational tenet that the exercise of individual student rights must be accompanied by an equal amount of responsibility, assuring that the same rights are not denied to others. By matriculating as a student at Jacksonville University, one acquires rights in, as well as responsibilities to, the entire University community.

Student Rights Jacksonville University seeks to maintain an environment where students have the following rights:

Expression: Students can freely examine and exchange diverse ideas in an orderly and respectful manner; Association: Students can associate freely with other individuals, groups of individuals and organizations, for purposes which do not infringe on the rights of others, or the mission of the University;

Freedom from Discrimination: Students can expect to participate fully in the University community without discrimination, as defined by federal and state law, as well as University policies; 35

Safe Environment: Students can function in their daily activities without unreasonable concerns for personal safety;

Support: Students have access to support in managing personal adjustments, understanding self, and others;

Grievance Processes: Students have access to established procedures for respectfully presenting and addressing their concerns/complaints to the university; and Personal Growth: Students live and study in a setting that promotes personal growth.

Student Responsibilities Students enrolling at the University assume an obligation to conduct themselves in a manner that is civil and compatible with the college's mission and function, as an educational institution. It is clear that, in a community of learning, willful disruption of educational processes, destruction of property, and interference with the overall orderly processes of the University, or with the rights of other members of the University, cannot be tolerated. The University has the authority and responsibility to exclude those who find their personal values incompatible with those of the University, and who are unable to respect the University’s values.

Principles of Student Conduct

Respect for Oneself

The University values all of its students and is concerned with their total development. Therefore, it is appropriate to set expectations for personal integrity, which encourage students to appreciate their own talents, to take themselves and their academic pursuits seriously and to enhance the quality of their lives. When an instance of disrespect for self is known, the University will routinely respond to a student engaging in self-destructive behaviors - behaviors which might impede an individual’s ability to enjoy the privileges of education and to fulfill his/her obligations as an educated leader. Students engaging in such behaviors are also encouraged to seek help from the University community.

Respect for Others

One value of learning lies in understanding what knowledge can contribute to the community. It is expected that students will be open to learning, including learning about and respecting persons and cultures different from their own. Members of the campus community must act out of mutual respect to establish an atmosphere of trust, without which there is no community. Therefore, Jacksonville University expects its members to treat one another with sensitivity, consideration, understanding, tolerance and an active concern for the welfare of others. The University is particularly concerned that its members show respect for others regardless of race, creed, gender, disability, sexual orientation or nationality, and avoid all forms of harassing or offensive behaviors.

Respect for Property

The mission we share depends upon the responsible use of all property, including such tangible goods as buildings, library materials, equipment and green space. Respect for property also involves helping to foster a well-maintained environment, a sense of security, tranquility and accomplishment. This

36 principle requires students to respect both personal and institutional property, both inside and outside the University community.

Respect for Authority

Authority derives legitimacy from the commitment to act on behalf of the common good. At Jacksonville University that authority especially resides in the officers of the University, its faculty, administration and staff - each of whom has been charged with responsibilities essential to the orderly operation of the University. They help to define the atmosphere that supports and fosters the University’s common mission. Additionally, these individuals provide structure to preserve the well- being and freedom of community members and an orderly environment in which all can develop. The successful exercise of authority depends in part on the respect it enjoys from the community it serves.

Honesty

Jacksonville University’s educational mission reflects a commitment to the development of the whole person. While at the University, students are expected to demonstrate the personal characteristic of honesty and integrity in all aspects of their campus life, both inside and outside the classroom.

II. Student Judicial Authority and Responsibility

Under the authority of the charter of the University, the Board of Trustees has designated that the President and his/her designees provide a nurturing and respectful environment for learning and living. Consequently, the University has developed guidelines and regulations for student conduct which will enhance and support that undertaking. Responsibility for the student judicial system is delegated to the Dean of Students, who is the chief student judicial officer of the University. Professional Residential Life staff members and other trained administrators/staff members may be designated as judicial officers, at the discretion of the Dean of Students.

The Code of Student Conduct and the associated procedures cover all Jacksonville University students (whether residing on or off campus). When alleged violations of University regulations or local, state, or federal laws or statutes take place off campus and come to the University’s attention, the University reserves the right to take appropriate action. The Code of Student Conduct and the procedures through which it is implemented will also apply to students studying abroad.

III. Definitions

When used in this Code, the following definitions are applicable:

STUDENT: A person who is registered for one or more credit courses and/or non-credit courses. A person who has not officially enrolled for a particular term but has a recent, new or continuing relationship with the University may be classified as a student.

FACULTY MEMBER: Any person hired by the University to conduct academic or classroom related activities.

UNIVERSITY or INSITUTION: Refers to Jacksonville University.

UNIVERSITY OFFICIAL: Any person employed by the University performing assigned administrative or professional responsibilities, including student staff members.

GROUP or ORGANIZATION: Any number of persons who have complied with the formal requirements of University recognition for groups and organizations.

UNIVERSITY PROPERTY or UNIVERSITY PREMISES: All land, buildings, facilities, and other property in the possession of or owned, used, or controlled by the University, as well as property contiguous to such land, buildings, and facilities.

IV. Procedural Protections for Accused Students

Accused students are responsible for fully familiarizing themselves with the procedural protections set forth herein, and for presenting any questions in this regard prior to scheduled disciplinary conferences and hearings. Students who are accused of violating the Code of Conduct are entitled to the following procedural protections.

1. Notice of the alleged violation and a summary of the alleged misconduct upon which the violation is based. 2. To offer a relevant response to the alleged violation and alleged misconduct. 3. Notice of any scheduled disciplinary conferences or hearings. 4. To challenge the appointment of any hearing board member with prior knowledge of the events which are the subject of the hearing (does not apply to disciplinary conferences). 5. To receive written notification of the outcome of the disciplinary conference or hearing. 6. The right to privacy in the conduct of disciplinary conferences and hearings and record keeping, in accordance with the terms of the Family Educational Rights and Privacy Act of 1974 and any other relevant federal or state regulations. 7. To appeal sanctions assessed in a disciplinary conference or hearing.

Violations which occur during peak times, including but not limited to final exam weeks, may result in the forfeiture of certain procedural protections in order to resolve the matter in a timely manner. The University reserves the right to adjust the Disciplinary Process as it determines necessary in order to assure fairness, order, efficiency or the physical and emotional security of individuals.

V. Statement on Victims

The University will take reasonable measures to assist students who are victims of acts by other students that violate the Code of Conduct and/or other University policies. The Dean of Students or a designee will meet with student victims and discuss the student disciplinary process as well as reasonable options which are available to assist victims in continuing their educational experience at the University.

VI. Prohibited Student Conduct

The behaviors detailed below provide students with general notice of prohibited conduct. The list is not designed to be all-inclusive, but should serve as examples of unacceptable student behavior, and thus be broadly read. The following actions, in addition to violations of all other rules and regulations relating to students, constitute conduct for which students may be disciplined. 38

1. Endangering or causing physical harm to any person. Causing reasonable apprehension of such harm. Other conducts which endangers the health or safety of any person including, but not limited to: verbal abuse, threats, intimidation, harassment or coercion. 2. Sexual assault, attempted sexual assault, other non-consensual sexual activity, or sexual harassment. 3. Attempted or actual theft, wrongful appropriation, and/or damage to property or of services belonging to the University, a member of the University community, or other entities permanently or temporarily associated with the University, or knowingly possessing stolen property. 4. Dishonesty or furnishing false information to the University. Furnishing false information to the University during the investigation or hearing of a disciplinary matter. 5. Forgery, alteration, destruction, or unauthorized use of University documents, records, and/or instruments for identification. 6. Damage to, destruction of, vandalizing, and/or unauthorized selling of University property or property belonging to others. Littering or dumping trash on grounds or common areas. 7. Having a registered vehicle with the University which has been cited with an excessive number of parking violations. 8. Failure to satisfy promptly, after notice, all financial obligations with the University and/or agencies either permanently or temporarily associated with the University. 9. Unauthorized use, access, or misuse of the University’s information technology and computing resources and/or facilities. 10. Any act of arson, falsely reporting a fire or other emergency, falsely setting off a fire alarm, misusing or damaging fire or life safety equipment. 11. Possession, use or storage of, while on university property or university premises, any weapons or incendiary devices including but not limited to, firearms, air and paintball guns, knives, fireworks, or ammunition. 12. Unauthorized sale, attempted sale, use, distribution, manufacture, dispensing, or possession of any controlled substance, alcohol (when unauthorized), illegal drugs or drug paraphernalia on University property, University premises or at University sponsored activities. 13. Underage drinking on university property, university premises, or at any University sponsored activity, whether on or off campus. Possessing, storing, dispensing, or consuming alcoholic beverages in the presence of anyone who is under the age of 21 on University property or premises. Being under the age of 21 and in the presence of alcoholic beverages. Possession of kegs or other common containers of alcoholic beverage. 14. Refusal or failure to respond to a request to report to a University administrative office, a disciplinary conference, or disciplinary hearing board. 15. Failure to comply with the directives of, or failure to identify oneself to (upon request), University officials acting in the performance of their duties. Verbally threatening, abusing or harassing University officials acting in the performance of their duties. 16. Disorderly conduct, lewd, indecent or obscene behavior, or public intoxication on University property, University premises or at University sponsored activities. 17. Interfering with, obstructing, or disrupting normal University or University sponsored activities, including but not limited to studying, teaching, research, disciplinary proceedings, University administration, residence hall living, student activities or fire, police or emergency services. 18. Violating the terms of any disciplinary sanction imposed in accordance with the Code of Conduct.

19. Failure to appear and give testimony at University disciplinary proceedings, following proper notification. 20. Interfering with the freedom of expression of others on University premises or at University sponsored activities. 21. Maturing or causing to be initiated any false report, warning or threat of fire, explosion or other emergency on University property, University premises or at University sponsored activities. 22. An attempt to commit or to be an accessory to the commission of any act in violation of the Code of Conduct or other rules and regulations pertaining to students. Inciting other students to violate the Code of Conduct or other rules and regulations pertaining to students. 23. Commission of an act or an attempt to commit an act which may be considered a violation on local state, or federal law, whether such conduct occurs on or off-campus. 24. Violation of rules and regulations governing the use of motor vehicles on University property, University premises or at University sponsored activities. 25. Participation in, or inciting of, activities which disrupt the normal operations of the University, infringe on the rights of other members of the University community, and/or obstruct the freedom of movement, either pedestrian or vehicular, on University property and premises. 26. Unauthorized use of or entry into University facilities and/or unauthorized possession of keys or other instruments of access to facilities. 27. Hazing, defined as an act which endangers one’s mental or physical health or safety, or which destroys or removes public or private property, for the purpose of initiation, admission into, affiliation with, or as condition for continued membership in a group or organization.

VII. Referral to Disciplinary Conferences and Hearing Boards

The disciplinary process is an educational tool that assists in determining responsibility for misconduct, and provides a method to redirect behaviors toward patterns more acceptable to the University community.

Upon receipt of reports or other information which allege a potential violation of the Code of Conduct or other rules and regulations pertaining to students, Division of Student Life staff members will conduct a preliminary review of the matter. Students will typically be referred to an informal disciplinary conference (as described in Section VIII of this Code) with a staff member from the Division of Student Life or other designee. Students may also be referred to a formal hearing before a designated hearing board (as described in proceeding sections of this Code). The Dean of Students has full and complete discretion to refer any and all student cases to the hearing venue deemed most appropriate. During periods when timely hearing procedures cannot be conducted, and in instances when the number of cases to be heard cannot be scheduled in a timely manner, alternative procedures may be adopted to efficiently and fairly resolve cases. Students should be advised that conduct violations which disrupt the academic endeavors of the institution, such as those occurring during final exam week, might result in the forfeiture of certain procedural protections in order to resolve the matter in a timely manner.

Failure to Participate/Appear

Students summoned to a disciplinary conference or hearing board is expected to appear as scheduled. Students who fail to appear will be considered in violation of Prohibited Student Conduct Number 14 (Refusal or failure to respond to a request to report to a University administrative office, a disciplinary conference, or disciplinary hearing board). A conference or hearing will be held in the 40

Closed Proceedings

All preliminary meetings, disciplinary conferences, and hearings are closed processes open only to Disciplinary Conference Officers, Hearing Board members, the accused student(s), and relevant called witnesses. The disciplinary process serves an educational rather than legal purpose; therefore students are not allowed legal or parental representation during a disciplinary conference or hearing, unless express written permission to that effect has been granted by the Chief Student Affairs Officer.

Concurrent Civil or Criminal Action

Disciplinary action may be initiated against a student charged with a violation of local, state or federal law which is also a violation of the Code of Conduct and/or other rules and regulations pertaining to students when both violations result from the same factual situation, without regard to pending civil litigation, criminal arrest, and/or prosecution. Disciplinary proceedings as set forth in this Code may be carried out prior to, simultaneously with, or following external civil or criminal proceedings.

VII. Disciplinary Conferences

Students accused of alleged violations will typically be referred to an informal disciplinary conference with a staff member from the Division of Student Life or other designee, referred to as the “Disciplinary Conference Officer”. Students will be provided with reasonable notice of a scheduled disciplinary conference. At such a conference, students will be provided with notice of the alleged violation and an account of the alleged misconduct upon which the violation is based. Students will be afforded the opportunity to offer a relevant response to the alleged violation and alleged misconduct. Accused students will be required to answer fully any questions asked of them by the Disciplinary Conference Officer. During the course of the conference, students are expected to uphold the Code of Conduct and be honest at all times. For a student to be found responsible for violation the Code of Conduct and/or any other rules and regulations pertaining to students, it should be determined that it is more likely than not that an alleged incident occurred.

If the Disciplinary Conference Officer does not believe additional investigation is warranted, a determination as to responsibility will be made, and if applicable, a sanction determined. The Disciplinary Conference Officer will provide the student with written notification of the outcome of the disciplinary conference.

IX. University Judicial Board

The University Judicial Board is authorized to handle violations of University regulations and policies. The University Judicial Board is typically comprised of faculty, Student Life staff members, and/or students and is chaired by the Dean of Students or his/her designee. The University Judicial Board is authorized to hear cases, which may result in sanctions up to, and including suspension from the University.

Following the assignment of a case to a the University Judicial Board, the Dean of Students, or his/her designee, will provide the accused student with written notice of the alleged violation; an account of the alleged misconduct upon which the violation is based; and the date, time, and location of the scheduled hearing.

The Board will conduct the hearing in a manner consistent with the disciplinary process of the University. Following the hearing, the Board will provide the recommended finding(s) and sanctions to the student and notify the Dean of Students. The Dean of Students will then formally notify the student in writing of the findings and sanction(s) to be imposed.

During the course of a judicial hearing, students are expected to uphold the Code of Conduct and be honest at all times. The accused student will be required to answer fully any questions asked of him/her by members of the hearing board. Additionally, the hearing board will have the right to require the presence and testimony of witnesses relevant to the case. As a condition of their enrollment at Jacksonville University, students are required to appear as witnesses and give testimony unless excused for cause. Students who fail to appear after proper notice will also be considered in violation Prohibited Student Conduct Number 14 (Refusal or failure to respond to a request to report to a University administrative office, a disciplinary conference, or disciplinary hearing board).

Should the hearing board decide it requires additional information or testimony to resolve the case, a second hearing date will be scheduled to review this information.

During the process of deliberation regarding responsibility and sanctions, Board members will make decisions based on the information available for their review, including, but not limited to, all testimony from witnesses, written statements, and other relevant information. Hearsay may be considered in the deliberation process. For a student to be found responsible for violation the Code of Conduct and/or all other rules and regulations pertaining to students, it should be determined that it is more likely than not that an alleged incident occurred. The student will be provided written notification of the hearing outcome.

X. Procedures for reviewing misconduct by student groups

Student groups may be accused of violating the Code of Conduct, and be held responsible either individually or collectively, if violations by those associated with the group received the tacit or overt consent or encouragement of the group or its officers. Possible violations will be referred to the Division of Student Life for processing under the provisions of the Code of Conduct. Sanctions for a student group may include revocation of the group’s recognition by the University, as well as other appropriate sanctions.

Cases involving student groups will normally be heard by the Director of Campus Activities/Student Commons, or a designated student judicial board. Student groups will be accorded the same hearing and appeal procedures provided for students herein, except where noted in the following section.

XI. Procedural Protections for Accused Student Groups

Student groups accused of violating the Code of Conduct and/or other Jacksonville University policies are entitled to the following procedural protections.

1. Notice of the alleged violation and an account of the alleged misconduct upon which the violation is based. 2. To offer a relevant written response to the alleged violation and alleged misconduct. 3. Notice of any scheduled disciplinary conferences or hearings. 42

4. To challenge the appointment of any hearing board member with prior knowledge of the events which are the subject of the hearing. 5. To receive written notification of the outcome of the disciplinary conference or hearing. 6. To appeal sanctions assessed in a disciplinary conference or hearing. 7. Groups accused by the University will not have the opportunity to question persons who have filed reports adverse to them, as the University serves as the complainant in these cases.

XII. Sanctions

The purpose of disciplinary sanctions is to redirect students’ behaviors toward patterns more acceptable to the University community, if such redirection is feasible; and/or to protect the University community from possible harm or injury. Mistakes and/or poor choices by students present “teachable moments” and the University uses these opportunities to redirect unacceptable conduct. This information is promulgated to assure that students are aware of the potential consequences of their misconduct. Sanctions for misconduct will be determined on a case-to-case basis, utilizing three main criteria:

1. The nature of the offense; 2. The precedent, if any, established at the University for similar offenses; and 3. The previous disciplinary history of the student, if any, and the student’s attitude and behavior throughout the disciplinary process.

Students should be aware that a history of conduct violations may affect their housing assignments if they are residential students. Students, who fail to comply with University directives and/or discipline sanctions, may have holds placed on the release of their grades, records and/or transcripts by the Student Life Office.

Minimum Sanctions for Alcohol and Drug Policy Violations

The University seeks to educate students on the potential impacts of their choices with respect to alcohol and drugs, while at the same time holding students highly accountable for their actions. Consequently, students violating regulations regarding the possession, use, manufacture, and/or distribution of alcohol and other drugs can expect to face serious consequences for their actions. These are minimum sanctions – the circumstances of a case may dictate that additional and more severe sanctions be imposed.

Alcohol Violations

Violation 1st Offense 2nd Offense 3rd Offense Under 21, in possession of Reprimand $100 fine $250 fine alcohol and/or in presence of alcohol $50 fine Parental notification Parental notification- Disciplinary Probation Alcohol Education Program 21 and older, Improper Reprimand $100 fine $250 fine- Parental possession/ open container notification- Disciplinary

$50 fine Alcohol Education Probation Program Host of unauthorized gathering $100 fine $250 fine Suspension from Residence where alcohol is present. present Disciplinary Probation Possession of kegs and/or other $100 fine $250 fine Suspension from University common containers and/or paraphernalia Disciplinary Suspension from Probation Residence

Other Drug Violations

Violation 1st Offense 2nd Offense Possession and/or use of illegal Drugs $250 fine Deferred Suspension Suspension from University and/or Paraphernalia

Other Sanctions

The University may impose any of the following sanctions on a student or group of students:

Positive Actions

Positive Actions are required activities intended to engage the student in a positive learning experience related to the student’s inappropriate behavior. Positive Actions should allow students to reflect upon their inappropriate behavior, to learn about the behavior in which they engaged, and to gain an understanding of why it is inappropriate or unacceptable. Such actions may include engaging in a campus or community service project, attending or presenting a program related to the implications of the student’s conduct, writing a paper, or engaging in some type of personal assessment or counseling.

Non-paid work for the University or for a specified administrative area of the University may be assigned to students, in addition to any other sanctions which may be imposed. Students may also be required to perform community service work in a specific field related to their violation. Community service hours required to fulfill a sanction may not be applied toward the University required community service component of the core curriculum.

Warning

A warning serves as notice to a student, either written or verbal, that he/she has failed to meet the University’s expectations for student conduct. The warning will include a caution that the continuation or repetition of such behaviors will result in more serious penalties.

Reprimand

A reprimand is formal action censuring the student for failure to meet the University’s expectations for student behavior. Reprimands are issued to the student by the official taking the action.

Restitution

A student whose actions deprive the owner of possession of, damage, deface or destroy any University or personal property shall be required to restore said property by replacement or by monetary reimbursement, in addition to any other sanctions which may be imposed. Restitution charges will be placed on the students’ University accounts and must be paid in full immediately.

Fines

Monetary fines may be assessed against students as future deterrents of violations, in addition to any other sanction which may be imposed. Fines will be placed on the students’ University accounts and must be paid in full immediately.

Notice to Parents

The University may at its discretion, and when it considers such action to be appropriate, notify the parents of students involved in disciplinary matters. Usually, the University, in compliance with the Family Educational Rights and Privacy Act (FERPA) of 1974, will only notify the parents of a dependent student as defined in Internal Revenue Code, section 152, (1954). However, as a condition of remaining at Jacksonville University a student may be required to notify his/her parents of his/her disciplinary standing with the University.

The Higher Education Act of 1998 gave universities who receive federal funding authority to notify parents for any drug or alcohol violation. When the University believes it is in students’ best interest, the Dean of Students or designee will require a student to contact his/her parents regarding their disciplinary status, and have the parents confirm this notification.

Residential Probation

Residential probation, in conjunction with other possible sanctions, is applied to cases in which residential students’ behaviors are disruptive to the residential community. Students are placed on residential probation for a period of time, and any further violations during the probationary period may result in immediate removal from the residential facilities and additional disciplinary sanctions. (See “Suspension from Residential Facilities” below.)

Disciplinary Probation

Disciplinary probation is a notice to the student that his or her behavior is of such a nature as to place that student in jeopardy of removal from the University. A student is placed on disciplinary probation for a specified period of time, and specific obligations are outlined. During this period, the student must demonstrate the ability to comply with University rules, regulations and all other stipulated requirements. Any violation of this probation or other University policies may result in the student being immediately removed from the University community.

Suspension from Residential Facilities

Serious infractions of residential life regulations or patterns of misconduct may lead to the suspension of a student from the residential facilities. This sanction requires the immediate removal of the student 45 from the residential community, cancellation of the housing contract, and forfeiture of any residential fees paid.

Deferred Suspension

Deferred suspension is used for repeated offenses of a less serious nature or for offenses found serious enough to warrant suspension, but where the specific circumstances of the case mitigate the offense. Deferred suspension is a designated period of time during which a student is given the opportunity to demonstrate the ability to abide by the community's expectations of behavior articulated in the Code of Conduct. If the student is found in violation of any university rule during the time of Deferred Suspension, the Suspension takes effect immediately without further review. Additional student conduct sanctions appropriate to the new violation also may be taken. A student who has been issued a Deferred Suspension sanction is deemed “not in good standing” with the university for the duration of the suspension period.

Interim Suspension

Students may be immediately suspended from the University for a period of time following a serious violation of policy, if it is determined an immediate and/or imminent danger may exist to the student, others, or property. This suspension will be implemented immediately and a disciplinary conference or hearing will follow. Typically, students placed on interim suspension are immediately removed from the campus and the residential facilities.

Students who are arrested and/or jailed by an off-campus agency for a serious crime are subject to immediate interim suspension from the University, pending a review of the case by the Dean of Students or designee.

Jeopardy

A student may be placed in jeopardy while pending criminal, civil and/or university charges are being resolved. This sanction may be imposed concurrently or independent of other sanctions.

Suspension

Suspension from the University involves the exclusion of the student from participation in any academic or other activities of the University for a specified period of time. Written notification of this action will be provided to the student. Suspension from the University also involves the following:

1. The suspension will be noted on the student’s disciplinary record with the University; 2. The student will be withdrawn from all courses for the semester in which the violation occurred; 3. The student shall forfeit fees paid according to the normal refund schedule of the University; 4. The student is banned from campus, must refrain from visiting the University property, premises, or attending University-sponsored activities unless prior written permission has been granted by the Dean of Students; and 5. The suspension may include any other disciplinary action that is judged to be of value to the student.

Reinstatement from Suspension

When a student has concluded a suspension period, he/she must submit a letter to the Dean of Students requesting reinstatement and provide documentation that he/she has taken action to positively address the issues which lead to the suspension. The student may return to the University only after the Dean of Students has made an affirmative decision in this regard.

Dismissal

Dismissal is permanent expulsion from the University; it may be ordered as a result of very serious violations and/or repeated offenses. In addition to forfeiting all tuition, room and board fees paid, the student suffers all the other losses and restrictions imposed upon suspended students. Dismissed students additionally forfeit all academic credit for from all courses carried for the semester in which the violation occurred; and are never again eligible to apply for re-admission to the University at any time.

Departure from Campus Following Suspension or Dismissal

Any student, who has been suspended or dismissed from the University for disciplinary or other reasons, must leave the premises immediately after being notified of such action.

Postponement of Activity, Participation and Conferring of Honors and Degrees

The University reserves the right to delay or postpone the involvement of a student in any University- related activity, or delay or postpone the conferring of any honor or degree while any student disciplinary investigations or procedures, including appellate procedures, are pending.

Other Possible Sanctions

Other possible sanctions which may be assessed against students include, but are not limited to:

1. University facilities restrictions, with the exception to attending classes, or required class functions; 2. Restriction from extracurricular campus events and programs; 3. Notification sent to the student’s academic advisor and when applicable, the Athletic Department and/or the NROTC program; and/or 4. Restriction from representing the University in any public performance, athletic event, committee, organization, or from holding any student government office or office in any recognized student organization, or participating in any organized University function; 5. Ineligibility to receive financial assistance from any funds provided by the University, including grants, scholarships, waivers, etc.; and 6. Ineligibility to hold an on-campus job (i.e. work study, institutional or third party).

XIII. Appeal Process

When a student or student group is formally notified of the findings from a disciplinary conference or hearing board, the student has the right to appeal the findings or results of the hearing to the Dean of Students. (In cases initially heard by the Dean of Students, appeals should be directed to the Dean of 47

Student Development.) Such appeal requests must be filed in writing no later than three (3) University business days after receipt of the written results of the disciplinary conference or hearing. Appeals from students found responsible by the Disciplinary Conference Officer or hearing board will only be granted on the following grounds:

1. The sanction imposed is grossly disproportionate to the offense (including any consideration of the student’s prior offenses). 2. The student was not afforded his/her procedural protections as outlined in the Code of Conduct, and this significantly affected the student’s ability to receive a fair conference or hearing. 3. New information has become available since the initial conference or hearing which would have significantly altered its results.

In most cases, the Dean of Students (or Dean of Student Development, when applicable) will only review written appeal requests, the case file, and written findings from a Disciplinary Conference or Hearing Board. All sanctions assessed from a disciplinary conference or hearing board will remain in effect during the appeal period and process, until such time as they are reversed or modified.

Following review of the appeal request, the Dean of Students (or Dean of Student Development, when applicable) may elect to void the decision, uphold the decision, alter the sanctions, or return the case to the Board or Officer for further consideration. The decision of the Dean of Students (or Dean of Student Development, when applicable) in all appeal reviews will be final.

XIV. Maintenance of Records

When a student is accused of violating the Code of Conduct, a disciplinary file is created. This file contains all the information pertinent to the situation in which a student has been involved. Each subsequent time a student is accused of violating the Code of Conduct, his/her prior record may be used by the Disciplinary Conference Officer(s) or Hearing Board in determining sanctions. Such records shall be maintained by the Student Life Office, until the graduation of the student from the University, or as deemed necessary by the Dean of Students or his/her designee.

XV. Special Administrative Evaluation

The University reserves the right to deny admission, continued enrollment, or re-employment to any applicant or student whose personal history and background indicate that his or her presence at the University would endanger the health, safety, welfare or property of him/her or members of the academic community, or interfere with the orderly and effective performance of the University’s functions.

A student may be subject to special requirements or sanctions, including suspension or dismissal from the University, for actions not otherwise covered in the Code of Conduct if it is determined from the student’s behavior that he or she:

1. Lacks the capacity to understand the nature of the accusation against him/her, or to respond and participate in the disciplinary process; 2. Poses a danger to self or others; and/or 3. Has become gravely disabled (lacks the ability to care for himself/herself).

In such instances, the case will be referred to the Dean of Students, who may schedule an evaluation of the student by appropriate medical and/or mental health care professionals either on or off-campus. Students must consent to evaluation as a condition of their enrollment or continued matriculation. Any student who refuses to participate in any such evaluation may be dismissed or suspended as determined appropriate by the Dean of Students. The student may also elect to seek an independent medical or psychological evaluation (at their own expense), for purposes of this review. In addition, it may be necessary for the safety and health of the student and or community that he/she be transported to a treatment facility. If the University and/or its agents deem necessary, community authorities will be contacted in order to assist in this regard.

The University reserves the right to adjust the Disciplinary Process as it determines necessary in order to assure fairness, order, efficiency or the physical and emotional security of individuals.

Section 200/1.2 Student Affairs Subject: Student Rights and Responsibilities: University Student Policies

I. Policies

1.2.1 Academic Honesty

It is up to each instructor to determine the criteria by which students will be graded. Both knowledge of class material and the quality of work submitted by the student may be factors in grading a course as the instructor thinks appropriate. To facilitate the success of all students, specific criteria for assignments or grades, as well as the number of graded assignments and the weight attached to each, should be clearly explained in the syllabus and may be supplemented by explanations in other course materials. Instructors should also inform students of any class attendance and participation policies that will affect their final grade. Faculty may provide work for extra credit but are under no obligation to do so.

Since Jacksonville University students are expected to adhere to the highest standard of academic honesty, grades for courses may also be affected by academic misconduct. To underscore the importance of truth, honesty, and accountability, students and instructors should adhere to the following standard: I do not lie, cheat, or steal nor do I condone the actions of those who do.

Academic misconduct is defined as follows: Any form of cheating, including concealed notes during exams, copying or allowing others to copy from an exam, students substituting for one another in exams, submission of another person’s work for evaluation, preparing work for another person’s submission, unauthorized collaboration on an assignment, submission of the same or substantially similar work for two courses without the permission of the professors. Plagiarism is a form of Academic Misconduct that involves taking words, ideas or any other material from a source, either verbatim or in paraphrase, without acknowledging the original author through proper citation(s). Cutting and pasting from any source including the Internet, as well as purchasing papers, are forms of plagiarism. (Warshauer, M., 2002.)* * Matthew Warshauer, History Department, Central Connecticut State University, Academic Misconduct/Plagiarism Questionnaire; http://www.history.ccsu.edu/

Such conduct may be subject to disciplinary action including: 49

· Penalizing a student’s grade on the assignment or examination in question · Assigning a failing course grade · Dismissal from the University (in cases of especially egregious or repeated offenses).

The faculty regards all incidents of academic misconduct as major offenses which merit disciplinary action. Faculty members will handle each case of academic misconduct in accordance with their own course policy. In the spirit of academic freedom, no further action is required from the instructor following the action taken in response to the incident of academic misconduct if the student agrees to the penalty. However, it is strongly recommended that faculty members report all incidents of academic misconduct to the Provost and Chief Academic Officer, with notification to the division chair and appropriate college dean, in order to identify students who commit additional future incidents of academic misconduct. In addition, the instructor may recommend to the to the appropriate Division Chair, or College Dean if the department or academic unit in which the course is taught is not part of a division, further sanctions against the student deemed appropriate for the level of academic misconduct. These sanctions may include academic probation, suspension or expulsion. If the sanctions recommended by the instructor are not approved, the instructor may appeal the decision of the Chair/Dean to the Provost and Chief Academic Officer. If there is still disagreement, the instructor may refer the decision of the Provost and Chief Academic Officer back to the Chair/Dean of the Academic Unit from which the appeal originated. The Chair/Dean shall then form a five-person appeal committee along the same guidelines used for the formation of a committee to hear a student appeal (see below).

Standard Procedure for Appeals of Grades and Sanctions It is understood that students may have questions about their grades. Most can easily be answered through conference with the instructor. In the event that a student feels he/she has been treated unfairly, or that an instructor has deviated from his/her prescribed formula for grading in an arbitrary or unwarrantedly punitive manner, the student may appeal the grade.

The following timetable and grade appeal process shall be used whenever the student disagrees with a grade assigned, for academic misconduct or any other reason.

1) Appeals cannot normally be made unless a student has first discussed his/her concerns with the instructor. This conference should take place within three business days of the student being notified of the grade assigned, unless unforeseen and extenuating circumstances beyond the student’s control warrant an extension. The student must be able to document such extenuating circumstances if requested by the instructor. If the grade assigned was for an assignment due the last week of the semester or on a final examination, the student and instructor must meet to confer no later than three business days after the beginning of the following semester. 2) If the concerns remain unresolved after the conference with the instructor, the student must inform the instructor in writing within two business days of the conference that he/she is dissatisfied with the results of the conference. The student may then appeal the instructor’s decision to the appropriate Division Chair, or College Dean if the department or academic in which the course is taught is not part of a division. In the case that the grade in question was assigned by an adjunct member of the faculty, the appeal must also be made directly to the appropriate Division Chair or College Dean. An appeal must be formally submitted in writing, clearly stating and documenting the evidence for unfair, arbitrary or unwarranted treatment and must be submitted within ten business days of the student’s written notification to the instructor that the issue remains unresolved. The Division Chair/College Dean shall confer with both the student and the concerned faculty member (or adjunct, if available) 50 together within five business days of receiving the written appeal. The concerned faculty member (or adjunct, if he/she so desires) may at this time submit a formal written response to the student’s appeal. 3) If the student’s concern is still unresolved after the conference with the Chair/Dean and faculty member, or if the instructor (or adjunct, if available) disagrees with the decision of the Chair/Dean, the Chair/Dean shall within five business days form a committee of five faculty members, four from within the Division/College to review the work in question and one from the Committee on Academic Standards, who comes from outside the Division/College, to insure that both the student and faculty member are fairly treated. Within ten business days the committee must review the case and issue its final recommendation. The committee may either recommend the grade remain unchanged from the instructor’s decision or recommend the grade be changed to a value the committee deems appropriate for the case. If the case involves academic misconduct, the committee at that time may also recommend probation or suspension of the student, or dismissal from the University based upon compelling evidence of serious academic misconduct. In cases where the committee rules that the student should receive a penalty resulting in a grade of “F” for a course, the student may not withdraw or be withdrawn from the course at any time. 4) The committee’s recommendation then must be issued to the Provost and Chief Academic Officer, the Division Chair/College Dean, the instructor and the student in writing along with an explanation of the rationale for the recommendation. It is the responsibility of the Provost and Chief Academic Officer to see that the recommendation is carried out. If a semester/term ends without the process reaching a final resolution, the process should continue at the beginning of the next semester at the point that was reached at the conclusion of the previous semester. In this case, the grade assigned for the course will be recorded as “NG” (no grade) on the student’s official transcript, without prejudice, until the case is resolved. 5) If the Division or College does not follow the procedures outlined above then the student or instructor may appeal directly to the Senior Vice-President for Academic Affairs. This appeal must be submitted in writing and must clearly demonstrate how the procedures contained in this Grade Appeal Process were violated. The Vice-President for Academic Affairs is to determine whether proper procedures have been followed. In the event they have not been followed, any recommendation or decision may be declared null and void and sent back to the Division or College for reexamination. The final disposition of the case must be reported to both the instructor and the student prior to the issuance of the grade.

1.2.2 Addresses

All students, whether living on campus or off campus, must ensure their correct local and permanent addresses are on file in the Registrar’s Office. Changes of address must be reported to the Registrar immediately.

1.2.3 Assembly

Students and organizations shall be free to examine and to discuss questions of interest to them and to express opinions publicly and privately. Students shall be free to support, by orderly means, causes which do not disrupt the regular and essential operation of the institution as outlined in the Student Handbook. It is understood that in their public expressions or demonstrations, students or student organizations speak only for themselves and do not represent the views of the University.

Recognized student organizations shall be allowed to invite and to hear speakers of their own choosing in a closed meeting of the organization, but must take precautions to insure that invited speakers 51 conduct themselves with decorum and do not advocate positions which are destructive to the mission and vision of the University as stated in the University catalog.

Sponsorship of guest speakers does not imply approval or endorsement, either by the sponsoring group or by the institution. Student organizations shall be responsible for the orderly scheduling of facilities and for conducting the occasion in a manner appropriate to the academic community and good civil order. If contracts with the University are required for speakers or guests, they must be signed by the Dean of Students, Chief Student Affairs Officer or Chief Financial Officer of the University.

1.2.4 Comments and Complaint Procedures

The university and its staff strive to improve student services and welcome input regarding our policies and procedures. All student concerns or complaints should be written and directed to the appropriate division or departmental office. If said response does not adequately address a student’s concerns, the complainant is encouraged to contact the Office of the Provost and Chief Academic Officer (Howard Building, 3rd floor, 256-7030) for academic concerns and the Office of the Chief for Student Affairs (Davis Student Commons, 3rd floor, 256-7067) for all other concerns.

All written complaints/concerns should be accompanied by relevant documentation. The Chiefs will review the situation with the appropriate area and will either respond personally to the complaint, or direct the appropriate member of the institution to do so within 10 days of receipt of the written complaint. Please note: Due to Federal regulations the University generally only corresponds with students, not parents or guardians.

1.2.5 Controlled Substances

Alcoholic Beverages Policy

The University’s alcoholic beverage policy is administered by the Dean of Students, and enforced by Public Safety and Residential Life. All inquiries regarding the policy should be directed to the Dean of Students or the Director of Public Safety.

The University complies with all local, state and federal laws/regulations regarding the possession, consumption, dispensing, and sale of alcoholic beverages. This University policy will be modified to conform to local, state and federal laws/regulations at such time that such laws/regulations change. Additionally, the University has put into place numerous regulations, which promote safe and responsible use of alcoholic beverages on campus.

Any campus department or organization that desires to dispense, serve, or sell alcoholic beverages at an on-campus event must make such a request in writing to the Dean of Students at least one month prior to the event. The Dean of Students and Director of Public Safety will review such requests, and approve them, deny them, or approve them with certain stipulations. Stipulations may include, but are not limited to: 1) a requirement that the department/organization contact and hire approved security officers for the event; 2) a requirement that all attendees be issued wristbands; etc. Student organizations are typically only permitted to have alcohol at an event at which the majority of attendees are of legal age to consume alcoholic beverages. The department/organization must designate an individual as the primary host for the event, who, in the name of the department/organization, assumes overall responsibility for the event and for ensuring that attendees 52 abide by the applicable laws/regulations and University regulations covering alcoholic beverages, and by all other University policies.

During an event, alcoholic beverages must be contained within the area where the event is taking place. Persons may not enter or leave an event with alcoholic beverages in their possession. Public intoxication and/or disorderly conduct are prohibited and will subject the offender to immediate removal from University property.

Florida law prohibits the sale of alcoholic beverages by persons who do not have the appropriate license to sell such beverages. Under no circumstances will the sale of alcohol be permitted unless the appropriate license has been obtained. University policy does not allow the delivery or sale of alcoholic beverages by non-University agents to individuals or groups on University property, unless special permission for the event has been given by the Dean of Students.

The possession and use of alcoholic beverages in the University residential facilities for students is detailed below:

Residence Halls and Village Apartments Policy on Alcoholic Beverages

1. Alcoholic beverages are not permitted in public areas of residential communities, including, but not limited to, hallways, breezeways, lobbies, stairwells, elevators, balconies, or public areas adjacent to a residential facility. 2. Possession and consumption of alcoholic beverages in moderation by students who are at least 21 years of age is permitted in individual rooms. 3. Possessing, storing, dispensing, or consuming alcoholic beverages in the presence of anyone who is under the age of 21 is prohibited. 4. Students of legal drinking age may not permit students under the age of 21 to possess, store or consume alcoholic beverages in the legal students’ rooms. 5. Students under the age of 21 may not be in the presence of alcoholic beverages, except at authorized University functions. 6. Kegs are not permitted in the residence halls or apartments. Kegs and associated paraphernalia will be confiscated—and not returned to—students. 7. “Drinking games” and other activities which promote excessive consumption are prohibited, and any paraphernalia associated with such activities, including but not limited to beer pong tables and beer funnels, will be confiscated—and not returned to—students. Sheets of plywood and rectangular tables decorated in such a way as to indicate a beer pong playing surface will be confiscated. 8. Non-residents may not bring alcoholic beverages into the residence halls or Village Apartments. 9. Alcoholic beverages are not permitted on the Village Apartments balconies. 10. When underage students and alcoholic beverages are present at a gathering, all student attendees will be held responsible for violations of the alcohol policy. All alcoholic beverages will be confiscated and not returned to students. 11. Those of legal age may possess only reasonable quantities of alcohol for their personal use in their rooms. Students may not possess large quantities (greater than one 6-pack per person) of beer or its equivalent on university-owned property. 12. Students of legal age to consume alcoholic beverages should dispose of all alcoholic beverage containers promptly and appropriately. Alcoholic beverage containers should not be stored, displayed or collected for any reason. Promotional signs or posters for alcoholic beverages may not be displayed in windows, external doors, or balconies. 53

13. When underage students and alcoholic beverages are present at a gathering, all alcoholic beverages will be confiscated and not returned to students.

Drugs – Other

In accordance with the Drug Free Schools and Communities Act, the University has adopted and implemented a program to prevent the unlawful possession, use, and distribution of illicit drugs and alcohol by students and employees on University premises or as a part of any University activity. It is unlawful to manufacture, distribute, dispense, possess, or use a controlled substance or drug on University property, and violations are punishable by probation, suspension, dismissal, and/or criminal proceedings.

The possession, use, manufacture, distribution or sale of illegal drugs is considered a serious offense and may result in disciplinary action up to and including suspension or dismissal. Drug offenses may also be referred to the appropriate law enforcement agency. The University may utilize drug testing as a disciplinary sanction, or as required by an organization of which it is a member or if testing is necessary or required for safety, liability or other reasons.

1.2.6 Directory Information

Jacksonville University publishes, in various forms, directory information such as a student’s identification photograph, name, address, telephone number, date of birth, place of birth, whether enrolled part-time or full-time, class, major, dates of attendance, degrees conferred, awards received, educational institutions attended, participation in officially recognized activities or athletic teams and weights and heights of athletic team members. In addition, grades also are considered “directory information” with regard to determining honor rolls, Dean’s lists, President’s lists, and graduation honors, all of which may be published. Transcripts of students’ academic records or student grade point averages may be released to the faculty advisers of officially recognized campus honor societies upon written request unless the student has filed an objection with the Registrar’s Office. Only faculty members and appropriate administrators have access rights to student records.

Students who do not wish to have such information released must notify the Registrar’s Office during the first two weeks of the academic year. The Registrar’s Office provides a form for the convenience of students who do not wish to have information released. These requests must be filed annually with the Registrar’s Office in the fall term or first term enrolled during a given academic year.

Jacksonville University policy permits the release of information from a student’s educational record without written consent to University faculty, staff, and administration who are responsible for working with such records in registration, counseling, teaching, financial aid, tuition and fee payment, internship and other activity directly related to their official responsibilities on a “need to know” basis.

1.2.7 Disability Related Information

Jacksonville University provides reasonable accommodations to students with disabilities who need such assistance under the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973. Disability categories can include, but are not limited to, visual, physical, hearing, speech impairments, learning disabilities, and other impairments such as cardiovascular and circulatory conditions, psychological disorders, blood serum illnesses, diabetes, and epilepsy. 54

A student with a visible or non-visible disability who requests “reasonable accommodation” to his or her condition should provide medical and/or psychological documentation of the disability to the Student Life Office. It is preferable and recommended that documentation be provided immediately after acceptance to the University. Notice of a disability, but not the medical documentation, may be provided by the Student Life Office to any administrator, dean, and/or professor on a need-to-know basis, but only after consultation with the student.

Specialized services are provided through the Student Life Office. Students must request “reasonable accommodations” in a timely manner so that faculty can plan for those accommodations. Students with disabilities are also responsible for maintaining the same academic levels as other students attending class, maintaining appropriate behavior, and providing timely notification of any special needs.

Services provided may include: special arrangements when needed (change of rooms, referrals to tutors), letters of classroom accommodation based on medical recommendations and student suggestions and experience, and individual counseling or referral for counseling. Recommendations for “reasonable accommodations” in the classroom may include priority seating, change of classroom, tape recording of lectures, extra time for tests/quizzes, alternative test formats, etc. Students who wish to be tested or reevaluated may arrange for testing through the Student Life Office at the student’s expense. Faculty who wish to refer students for testing also should contact the Student Life Office.

1.2.8 Facility Usage

Students and recognized student organizations must utilize the OrgSync system in order to reserve on- campus facilities and register events (on or off-campus). Final approval of the event will come from the Office of Student Involvement and Leadership. Organizations are urged to plan their events and submit their requests as far in advance as possible. When planning your event, please keep the following in mind:

Recognized and registered student organizations may reserve any available multipurpose University facility.

1. Use of residence hall lobbies is coordinated by the Residential Life Office. Use by residents and residence hall events and organizations are given priority. 2. Swisher Gymnasium, Swisher Theatre, Amphitheatre and other venues may be reserved for concerts, athletic events, speeches and other events that require special facilities. Due to the high demand for these facilities by classes, intramural and team practice, requests should be made as early as possible.

1.2.9 Harassment or Discrimination

Jacksonville University strives to establish and maintain a work and academic environment in which the dignity and worth of all members of the University community are respected; an environment which is characterized by equal employment, opportunity, academic freedom (freedom of inquiry and expression) and the absence of harassment and intimidation. If a student feels he/she has been harassed or discriminated against, he/she should report the situation immediately. Student-to-student harassment should be reported to the Dean of Students. Harassment or discrimination by a University employee or faculty member should be reported to the Human Resources. The Student Life Office can serve as an advocate for a student reporting a complaint of harassment or discrimination. 55

1.2.10 Hazing

Hazing is defined as any action or situation which recklessly or intentionally endangers the mental or physical health or safety of a student for the purpose of initiation or admission into, or affiliation with, any organization operating under sanction of the University; any brutality of a physical nature, such as whipping, beating or branding; forced calisthenics; exposure to the elements; forced consumption of any food, liquor, drug or other substance, or other forced physical activity which could adversely affect the physical health or safety of the individual. And also including any activity which would subject the individual to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct which could result in extreme embarrassment, or other forced activity which could adversely affect the mental health or dignity of the individual. Any activity; either on or off campus, such as these will be presumed to be a forced activity, the willingness of an individual to participate in such an activity notwithstanding.

1.2.11 Identification of Students

The official student identification card of Jacksonville University is the JU Dolphin Card. The card also serves as a multi-function debit card for University-related expenses and as a meal card. Misuse of the JU Dolphin Card is considered a serious offense and will be handled as such. Students are required to carry the JU Dolphin Card and other supporting proof of identity at all times, and to present identification immediately upon the request of a University official, Community Advisor or a local, county or state law enforcement agent. Students are required to surrender their JU Dolphin Card upon withdrawal from the University.

1.2.12 Immunizations and Medical Information

The University assumes no responsibility for student illnesses or accidents occurring either on campus or off campus. Therefore, the University strongly encourages students to obtain and maintain health, major medical, and accident insurance coverage through either a personal or family policy. Please note that in certain instances, HMO coverage may not be sufficient or accepted by local health and medical providers. For students who do not qualify for coverage under a private policy, JU offers coverage through a school-sponsored plan. JU requires that full-time traditional undergraduate students who do not have hospital/medical insurance coverage participate in this plan. International students are also required to participate in the plan and those attending JU for the first time, pay the first year premium in advance with their tuition and fees. Twelve-month coverage extends from the reporting date August 1, 2011, to July 31, 2012. Insurance coverage will be billed on a yearly basis through graduation. Any student who maintains private coverage is required to provide a waiver and proof of insurance to the Controller’s Office. Jacksonville University requires that all new accepted Traditional Undergraduate students complete and return to the Office of Admission the University’s Medical and Immunization Form as part of the application process. The immunization portion of the form, if applicable, must be completed and signed by a licensed physician or an appropriate health care provider. Documentation is required to certify that a student’s immunizations include measles, mumps, rubella, hepatitis B, tuberculosis, tetanus, and diphtheria. Students living on campus are required to show documentation of a meningitis vaccination or sign a waiver declining the vaccination. Students born before 1957 are considered immune to measles. If these forms are not submitted, a registration Hold will be placed to prevent registration for the student’s second term at Jacksonville University. 56

1.2.13 Information Technology

Jacksonville University provides students with computer access in classrooms, open labs and the Cyber Café. All computers on campus have direct access to the Internet. In addition, all residential facilities have network connections that provide direct Internet access for students who possess computers. In total, JU provides access to its network, computers and services on over 5,000 network nodes. For any network or shared resource to continue to function, all users must show a level of mutual respect. For this reason, JU has an acceptable use policy for its computing environment. In general, policies are set to maximize the resources available to all users. Security for the systems and network, and the people who use them, is an overriding consideration. It is a violation of Jacksonville University’s Acceptable Use policies for computers connected to the JU network to make available for download any copyrighted material. This includes software and music files (commonly called MP3s). Users running BitTorrent, Ares, Gnutella, etc. should be aware that these services do not block copyrighted material from being exchanged. It is possible that you are in violation of federal copyright laws if you have material from these services on your computer and make it available to others. JU will cooperate fully with the authorities to stop this exchange and to prosecute those who are doing it. Common sense and courtesy covers system use policies and practices for the most part. Use of JU systems is a privilege, not a right. It is each user’s responsibility to know and understand the current acceptable use policies. The policies can be found at http://it.ju.edu/. Failure to comply with these policies may result in suspension of certain services, the suspension of your JU account(s) and possible disciplinary action.

1.2.14 Non-Discrimination

Jacksonville University is an equal opportunity institution in accordance with the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act. JU’s policy is to recruit, retain, and promote qualified students, faculty, and staff regardless of a person’s race, color, sex, religion, age, marital status, national origin, disability or status as a disabled veteran. Inquiries or information requests should be directed to the Director of Human Resources (non-students) or to the Student Life Office (student

1.2.15 Equal Employment Opportunity

Recognizing the value of using all available human resources, Jacksonville University affords equal opportunity in employment without regard to race, color, age, veteran status, gender, national origin, religion, marital status, sexual orientation, gender identity or presence of a disability. This nondiscrimination policy applies to all aspects of educational and employment decisions, including recruitment, admission, hiring as well as retention, compensation, transfer and opportunities for advancement.

Inquiries or information requests should be directed to the Director of Human Resources (non- students) or to the Student Life Office (students).

1.2.16 Posting Policy

Jacksonville University offers posting areas throughout campus and in most buildings (see below). All members of the community are expected to follow these guidelines. Prior to posting, all original pieces must be approved by the Office of Student Involvement and 57

Leadership located on the 3rd floor of the Student Commons (please bring original prior to copying). Recognized student clubs and organizations, as well as university departments have priority space when posting. Individual faculty, staff, students and off-campus groups may also post upon approval from the Office of Student Involvement and Leadership. Posting is permitted on the various bulletin boards located in the following buildings: Student Commons, Founders, Post Office, Howard and Kinne Student Center. Posting is also permitted on the freestanding bulletin boards throughout campus. No flyers, posters or banners should be posted on vehicles, trashcans, sidewalks, lampposts, signs, buildings, vending machines, trees, painted surfaces, glass entry areas and exit doors, windows, etc.

1. The content of posted items must be consistent with University policy and support the academic mission of the institution. 2. Posting is limited to one flyer per event per bulletin board (all others will be removed). Do not cover other flyers and keep flyer/poster sizes to a minimum as to share the board space. 3. All materials posted must clearly display date, time and location of the event, as well as contact information. 4. The use of sidewalk chalk is prohibited unless prior permission has been given from the Office of Student Involvement and Leadership. All violations of this policy by students and/or student organizations will be referred to the Office Student Involvement and Leadership and/or the Division of Student Life for disciplinary action. All departmental violations will be handled through the University administration.

1.2.17 Sales and Solicitations

University policy prohibits individuals or organizations from soliciting contributions from the general public for University-related purposes without prior written approval from the Student Life Office. University mailing lists, e.g., Board of Trustees, faculty, alumni, students or parents, may not be used to promote the sale of tickets, advertisements or merchandise of any kind without prior written approval from the Dean of Students.

1.2.18 Sexual Assault/Sexual Misconduct Policy

Sexual assault is a serious crime that has major consequences for the victims and the campus community. It is the intent of the University to create and maintain an environment in which all members are treated with respect and human dignity. Therefore, Jacksonville University will not tolerate sexual assault in any form. The Code of Student Conduct prohibits sexual assault in any form. The University may pursue disciplinary action if there is cause to believe its regulations have been violated, whether or not civil or criminal charges are also being pursued.

Jacksonville University encourages the reporting of incidents which constitute a violation of law to the police or other appropriate authority. However, the University recognizes that victims have the right to choose whether or not they wish to report such an incident to the authorities. The University remains committed to empowering victims of sexual assault by taking steps to keep their identity confidential and encouraging them to exercise a choice of action. University support services are available regardless of whether or not the victim chooses to report the incident to the authorities. A victim of sexual assault or perceived sexual misconduct is strongly encouraged to report the incident to a member of the Student Life Office staff (256-7067), the Student Counseling Center (256-7180), or the Campus Security Office (256-7585). 58

1.2.19 Sexual Abuse Policy and Procedures

Jacksonville University will not tolerate and will seek to eradicate any behavior by its employees and students which constitutes Sexual Abuse. “Sexual Abuse” means any actual or attempted criminal sexual conduct of a person by another person, or persons acting in concert, regardless if criminal charges or proceedings are brought, which causes physical and/or mental injuries. Sexual Abuse does not include “Sexual Harassment”.

It is the express policy of Jacksonville University to encourage victims of sexual abuse to come forward with such claims. In order to conduct an immediate investigation, any incident of sexual abuse must be reported in the same manner as a report of sexual harassment. See Jacksonville University Policy and Procedures Regarding Sexual Harassment. This policy can be found in both the Student and Employee Handbook or obtained in the Human Resources Department.

Each year, students shall be advised of the contents of this Sexual Abuse Policy and Procedures and be instructed to report any incident of known or suspected sexual abuse.

All formal complaints will be given a full, impartial and timely investigation. During such investigation, while every effort will be made to protect the privacy rights of all parties, confidentiality cannot be guaranteed.

Any employee or student who is determined, after an investigation, to have engaged in sexual abuse in violation of this policy will be subject to disciplinary action up to and including termination and or expulsion.

False accusations regarding sexual abuse will not be tolerated, and any person knowingly making a false accusation will likewise be subject to disciplinary action up to and including termination, with regard to employees and expulsion with regard to students.

Jacksonville University will discipline any individual who retaliates against any person who reports alleged sexual abuse or who retaliates against any person who testifies assists or participates in an investigation, a proceeding or a hearing relating to sexual abuse complaint. Retaliation includes, but is not limited to, any form of intimidation, reprisal or harassment.

Any case of known or suspected sexual abuse will be reported immediately in compliance with the state law reporting requirements to a police officer or the State’s Attorney’s Office.

Any employee involved in a reported incident of sexual abuse may be immediately relieved of responsibilities that involve interaction with students or may be suspended, as determined by Jacksonville University. The reinstatement of an employee involved in a reported incident of sexual abuse shall occur only after all allegations of sexual abuse have been cleared by Jacksonville University.

1.2.20 Sexual Harassment

Jacksonville University is committed to creating and maintaining an educational and employment environment free of objectionable or disrespectful behavior or communication that interferes with the activities or performance of a student or employee, or creates a hostile, intimidating, or threatening 59 environment. The University prohibits sexual harassment, which is defined by the Equal Employment Opportunity Commission as:

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

1. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, enrollment, or education; 2. Submission to or rejection of such conduct is used as the basis for employment or academic decisions affecting that individual; or 3. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or academic experience or creates an intimidating, hostile, or offensive work or academic environment.

A copy of the complete Jacksonville University Policy and Procedures regarding sexual harassment is available for students to review in the Student Life Office or the Student Counseling Center. Any member of the faculty, staff, administration or student body, who believes he or she has been subjected to unlawful discrimination, as defined in the sexual harassment policy, may initiate informal and formal actions for complaint resolution.

Students should contact the Dean of Students or any counselor at the Student Counseling Center to discuss a sexual harassment issue or to initiate actions for complaint resolution.

1.2.21 Student Clubs and Organizations

1. All clubs organizations on campus must be sponsored by a department or Jacksonville University Student Association and registered annually with Campus Activities. Failure to annually register will result in loss of institutional recognition and the ability to fundraise or receive institutional funding. 2. Students shall be free to organize and join clubs / organizations to promote their common interests; however, all clubs / organizations must be recognized by the University. 3. Each new club/organization wishing to organize and function on campus should contact the Campus Activities Office (CAO) for assistance in gaining sponsorship and recognition. Final approval for club/organization recognition is granted on behalf of the University by the Student Life Office. 4. Affiliation with an organization outside of the University will not of itself disqualify a club/organization from institutional recognition, but under no circumstances will a club/ organization whose policies or activities conflict with the Code of Conduct or University policy be registered or maintained. If no conflict exists, the proposal for recognition will be referred to the Student Life Office for institutional approval or disapproval. 5. The membership, policies and actions of student clubs/organization will be determined by vote of only those persons who hold bona fide membership in the college or University community, except where such determination is in conflict with University policy or regulations. Student clubs/organizations shall be subject to the same responsibilities and standards of conduct applied to students specifically as listed in the Student Handbook. 6. If violations of the Code of Student Conduct and/or University policies occur as part of a recognized student club/organization’s activities, disciplinary actions may be pursued at the same time following the outlined procedures in the Disciplinary Procedures section of the 60

Student Handbook. The president of a student club / organization and/or other appropriate representatives will be asked to represent the student club / organization in a hearing conducted by a member or members of the Student Life Office. If found responsible for violations as a club/ organization, disciplinary actions will be levied upon the club/organization as determined by the staff member(s) conducting the hearing. Appeals of findings may be made to the Dean of Students within three days. 7. Each club/organization must have an on-campus advisor and shall be free to choose its own advisor from the administration, faculty or other University personnel. Advisors serve to offer guidance and support to a student club / organization in its determination of purpose, governance and choice of activities. 8. Membership in all clubs/organizations shall be opened to all registered students. Various organizations may select their members according to established criteria. Membership shall not be denied on the basis of race, color, creed, national origin, age, sexual orientation or disability, unless there is a clear relationship between the organization and the particular characteristics; i.e. sorority membership may be limited to women and fraternity membership may be limited to men.

1.2.22 Weapons/Incendiary Devices

Possession, use or storage of, while on university property or university premises, any weapons or incendiary devices including but not limited to, firearms, air and paintball guns, knives, fireworks, or ammunition will result in disciplinary actions up to suspension or dismissal and possible referral to local law enforcement agencies. All weapons and incendiary devices will be immediately confiscated by University personnel and will not be returned.

1.2.23 University Name, Logo and Contracts

The legal title “Jacksonville University” is retained by the Board of Trustees for use by officially recognized University organizations and activities and may not be used without specific permission. Contracts cannot be signed or agreements made in the name of the University without authorization from the Student Life Office or the Chief Financial Officer. All uses of the JU logo and symbol must be approved by the Office of University Marketing and Communications.

Section 200/2.1 Student Affairs Subject: Student Rights and Responsibilities: Campus Security

I. Policies

General Information

Jacksonville University is committed to providing a safe and secure environment for everyone on the JU campus: students, faculty, staff and visitors. The Campus Security Department is on duty around the clock to provide 24 hour-a-day servicing to all areas of the campus. If there is ever a problem, assistance can be summoned immediately from special emergency telephones easily identified by their distinctive blue-lights located throughout the campus. Jacksonville University is one of the safest campuses in the state of Florida. JU, however, is not isolated from the rest of society and the potential for crime does exist. That is why everyone should play an active role in the safety and security of the 61

University community. Simple precautions such as locking the doors in residence halls and cars, or walking with at least one other person at night are effective in deterring problems. This section is designed to fully acquaint you with all the specific elements of safety and security at JU. We hope it will become a useful tool in your day-to-day life on campus.

Campus Safety and Security Programs

Jacksonville University utilizes several programs and systems that inform the University community about campus safety and security. These services are offered through the Campus Security Department. There are many other useful programs offered by the Student Counseling Center and Residential Life. Campus Security provides:

 Crime prevention programs (i.e., Operation Whistle Stop);  Sexual assault and awareness programs;  Operation ID (inventory and marking of personal property);  Coordinating self-defense workshops;  Safety escorts during the hours of darkness;  Assistance with planning campus events involving security and parking logistical issues;  Campus patrol; and  MAPS (Motorists Assistance Program) including jump-starts, assistance with flat tires, etc.

Access

All entrances to the University except First Street by the Residence Halls are closed nightly at 11:00 PM. After 11:00 PM, all access to the University is through the Campus Security Traffic booth located at the First Street entrance onto the campus. All vehicles are required to display their parking decal and stop prior to entering the campus.

The entrances to the Residence Halls are locked at midnight with access restricted to resident students who are issued keys to their hall and room. The main entrance to each hall has a wall-mounted telephone capable of making calls to some on campus extensions, including the Campus Security office.

Access to classrooms, labs, computer rooms, and other areas of the campus after hours is by access list only. Only those students on approved access lists received from their professors will be admitted into these areas after hours. All students requesting access must come in to the Campus Security Office and must have their student ID with them. There is no access to the above areas from 11:00 PM until 7:00 AM

Patrols

Members of the Department of Campus Security provide patrols of the campus on a 24-hour basis by several means of transportation (Foot, Bicycles, and Patrol Vehicle). Additionally, Residential Life staff members conduct rounds of the residential facilities on a nightly basis. Campus Security Officers respond to emergencies on campus. In addition, Campus Security employs members of the Jacksonville Sheriff’s Office to supplement our patrols of the roadways, parking lots, and residence areas.

Emergency Phones

Blue Light emergency phones are located throughout the campus. Each residence hall main entrance has a direct dial wall phone, which can also be used to call Campus Security.

Lighting

The University continues to invest resources to provide lighting throughout the campus. A continuous audit of the lighting system, potential safety hazards, and proper functioning of emergency telephones is conducted by Campus Security. Any hazards or defects are reported to the appropriate department for repair. An annual lighting survey is conducted to identify areas of the campus, which may need additional lighting.

Reporting a Campus Incident

In the event of an emergency, you are advised to call the local police, fire or emergency medical service. This can be accomplished by dialing 9-911 from any telephone on campus, including residence hall room phones. You may also Call Campus Security at extension 2213 or 7585 for immediate assistance. If you are close to one of the “Blue Light” emergency phones located on campus, simply push the button and Campus Security personnel will respond to your location.

All instances of criminal occurrence, property loss, assault, threat, injury or potential crime must be reported. The Campus Security Department maintains a log of crimes reported and records of all incidents that occur on the campus. The department must provide annual crime statistics in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, amended in 1998 from Public Law 101-542 Campus Security Act.

Section 200/2.2 Student Affairs Subject: Student Rights and Responsibilities: Residential Life

I. Policies

Jacksonville University and the Office of Residential Life are committed to the holistic development of students. Jacksonville University has established a two-year residency policy, requiring first-time college students to live on campus during their first two years. Living on campus provides students with the opportunity to share experiences with peers and take full advantage of the learning that takes place outside the traditional classroom. The Office of Residential Life is responsible for monitoring compliance with this policy as well as the enforcement of this policy.

As a residential campus, we require that first-time college students live on campus during their first two years, and share in the development of our living and learning communities. Students are exempt from this requirement if they:

1. Reach 21 years of age prior to the drop/add date of the semester/term. 2. Are legally married, as defined by the state of Florida. 3. Are members of a branch of the armed services on active duty.

4. Reside with an immediate family located within reasonable commuting distance of the University in Duval County, Florida or a neighboring county while enrolled at the University.

Requests for exemption from the Residency Policy must be made in writing to the Office of Residential Life at the student’s time of first enrollment with the University, and must be accompanied by appropriate documentation, as prescribed by the Office of Residential Life.

Resident students should maintain a minimum load of 12 credit hours during the fall or spring semesters and six credit hours during the summer terms. Failure to enroll for a full academic load does not alter the residency requirement.

Residential facilities close for recesses and vacations published in the academic calendar. Notices of closings are posted prior to each period.

Section 200/3.1 Student Affairs Subject: Policy on Village Apartments Eligibility

The Village Apartments serve as a mature and independent living environment, intended for students who have previously lived in on-campus housing for at least two years. When vacancies occur in the Apartments, the Residential Life office will work with the current residents to find satisfactory roommates, but reserves the right to fill any vacancies in the apartments as deemed necessary. Residential Life may make exceptions to this policy in order to keep vacancies to a minimum.

3.1.1 Statement on Liability for Losses or Thefts

The University does not accept responsibility for loss, theft, or damage to personal property of students. The University assumes no responsibility for items lost or stolen from student rooms, student automobiles, storage areas, etc. The University strongly recommends that all students carry insurance coverage for all items of property. Residential students are advised against keeping large sums of money or other valuables in their rooms.

Students are encouraged to guard against theft by recording serial numbers of all their personal property and marking all with their name. The best guard against property loss from a student’s room is a locked door. Report any property loss immediately to the Campus Security Office and the Residential Life staff.

3.1.2 New Student Living and Learning Community (“LLC”)

The New Student Living Learning Community (“LLC”) is the residential life program for new students at the University. All new incoming students residing on campus are housed together in the LLC in the residence hall complexes.

3.1.3 Aviation Living and Learning Community

The Aviation Living and Learning Community (LLC) is housed in the Village Apartments and provides a support network for students who make up the largest academic unit at the University. The

Aviation LLC increases the availability of classmates to one another, helping them to establish connections with students who have similar interests and goals.

The application process for the Aviation LLC will be open to students in the Aviation Management & Flight Operations program. A committee of faculty, administrators, and peers will coordinate the selection process. To be eligible for the Aviation Living and Learning Community a student must have a minimum 3.0 cumulative GPA and cannot be on any form of disciplinary probation. A student must illustrate a commitment to the field of aviation by being involved in campus aviation organizations such as Alpha Eta Rho, the American Association of Airport Executives, or the National Intercollegiate Flying Association.

3.1.4 Wellness Living and Learning Communities The Wellness Living and Learning Communities supply an atmosphere for students who choose a substance-free living and learning community that promotes healthy choices, academic success, and social responsibility. These communities are specified areas for students who do not smoke, use or possess alcohol and/or drugs. Students can be certain that this community will be free of alcohol and other drugs regardless of individual choices made outside of Residence Halls by their fellow students. This is a supportive community for students and their guests, who, for clinical, medical, or personal reasons choose not to smoke, use tobacco products, consume alcoholic beverages, use other illegal drugs, or misuse prescription drugs. Residential Life staff will continue to promote activities and programs for these students to ensure a healthy social setting and to discourage them from attending events where alcohol and drugs are present.

Section 200/4.1 Student Affairs Subject: Residence Life Staff

Director of Residential Life: Provides administrative oversight and overall supervision of the Residential Life program.

Assistant Director of Residential Life: Assists with the administration and management of the on- campus student residential community and also provides support to the Director of Residential Life.

Coordinator of Residential Life and Wellness Programs: Assists with the administration of the on- campus student residential community, advises the New Student LLC, and guides wellness programs that address student needs in diverse areas, including fitness, nutrition, substance use and other relevant concerns.

Coordinator of Residential Life and Campus Activities: Assists with the administration and management of the on-campus student residential community and also works with campus activities.

Community Leaders: Community Leaders are members of the Residential Life leadership team who serve as advisors to Community Advisors and provide direction within their specific residential community.

Community Advisors and Peer Mentors: Community Advisors and Peer Mentors are responsible for maintaining and promoting academic, personal and social growth in the residential community by serving as resources and mentors to students who live on campus. 65

4.1.1 General Residential Life Policies and Information

Alcohol Consumption

The full University Alcohol Policy can be found in the “University Policies” section of this handbook.

1. Alcoholic beverages are not permitted in public areas of residential communities, including, but not limited to, hallways, breezeways, lobbies, stairwells, elevators, balconies, or public areas adjacent to a residential facility. 2. Possession and consumption of alcoholic beverages in moderation by students who are at least 21 years of age is permitted in individual rooms. 3. Possessing, storing, dispensing, or consuming alcoholic beverages in the presence of anyone who is under the age of 21 is prohibited. 4. Students of legal drinking age may not permit students under the age of 21 to possess, store or consume alcoholic beverages in the legal students’ rooms. 5. Kegs are not permitted in the residence halls or apartments. Kegs and associated paraphernalia will be confiscated—and not returned to—students. 6. “Drinking games” and other activities which promote excessive consumption are prohibited, and any paraphernalia associated with such activities, including but not limited to beer pong tables and beer funnels, will be confiscated—and not returned to—students. Sheets of plywood and rectangular tables decorated in such a way as to indicate a beer pong playing surface will be confiscated. 7. Non-residents may not bring alcoholic beverages into the residence halls or Village Apartments. 8. Alcoholic beverages are not permitted on the Village Apartments balconies. 9. Those of legal age may possess only reasonable quantities of alcohol for their personal use in their rooms. Students may not possess large quantities (greater than one 6-pack per person) of beer or its equivalent on university-owned property. 10. When underage students and alcoholic beverages are present at a gathering, all student attendees will be held responsible for violations of the alcohol policy. All alcoholic beverages will be confiscated and not returned to students.

Alcoholic Beverage Containers and Displays

Students of legal age to consume alcoholic beverages should dispose of all alcoholic beverage containers promptly and appropriately. Alcoholic beverage containers should not be stored, displayed or collected for any reason. Promotional signs or posters for alcoholic beverages may not be displayed in windows, external doors, or balconies.

Apartment Balconies

In order to maintain the aesthetic integrity of the Village Apartments and to ensure the safety of students, the following rules apply to the apartment balconies:

1. No university-provided furniture may be located, at any time, on the balcony. 2. No more than six (6) people may be on the balcony at any one time. 3. No throwing of objects off the balcony or excessive leaning over the balcony is permitted. 4. No grills are permitted on the balconies. 66

5. No items should be hung from balcony rails (including, but not limited to: towels, rafts, signs, clothing, and flags). 6. Balconies may not be used for storage of students’ personal belongings, including bicycles.

Bicycles, Motorcycles, and Scooters

Bicycles must be stored in designated areas and may not be stored in common areas of residence halls or storage rooms. Designated areas for bicycles are located adjacent to Botts and Oak Halls, and underneath select stairwells in the apartments. Bicycles are allowed in resident’s rooms as long as both roommates agree to store them there. Bicycles abandoned in or near residential facilities at the close of the spring semester will be confiscated.

Vehicles with combustion engines may not be stored in or around residential facilities. Motorcycles and scooters should be parked in an appropriate complex parking lot. Vehicles found in violation of this policy will be removed by the University, and all cost associated will be charged to the responsible party’s student account.

Changing Rooms and Roommates

Room and roommate changes will typically be permitted only during designated periods. Unauthorized room changes will result in an immediate fine according to the charges and fines schedule and possible disciplinary action. A student who wants to change rooms should follow these guidelines:

1. All students involved must complete a Room Change Request Form and obtain all necessary signatures. 2. All students involved must check out properly with their Community Advisor and the CA must complete a Room Condition Report (RCR). 3. Students must exchange keys appropriately with the Residential Life Office.

Closing of Residential Facilities

Residential facilities close between academic semesters. Students are expected to check out within 24 hours of their last exam, or by the posted closing hour at the conclusion of each semester. Failure to be checked out by the appropriate time will result in an immediate fine according to the charges and fines schedule. Students should return rooms and apartments to the condition in which the room was found upon move-in or be subject to fines for cleaning and damage charges.

Cohabitation

Cohabitation exists when a person who is not assigned to a particular residence hall room or apartment uses that room or apartment as if he or she were living there. Cohabitation is not permitted. Examples of this may include‚ but are not limited to‚ accessing the room or apartment while the assigned occupants are not present‚ utilizing a key to enter a room or apartment to which one is not assigned‚ keeping clothing and other personal belongings in the residence hall or apartment‚ sleeping overnight in the room/apartment on a regular basis‚ and using the bathroom and shower facilities as if they lived in that room/apartment. When a guest’s continual presence hinders a roommate’s ability to study‚ sleep‚ and/or occupy their room‚ this will be considered a violation of this policy as well. 67

Community Living Standards

All resident students are expected to comply with established standards for community living. The following are violations of these standards:

1. Failure to maintain adequate standards of personal hygiene or room cleanliness such that it interferes with the general comfort, safety, security, health or welfare of the residential community. 2. Forcing, or attempting to force, resident students to move out of a room, suite or apartment.

Trash and other items left behind when students vacate rooms will result in cleaning and damage charges being applied to the students’ accounts.

Consolidation of Rooms

Should a vacancy occur in a shared room or apartment, the remaining student(s) will either be assigned another resident, agree to the appropriate increased rate for a single room, or be assigned a different room.

Cooking Appliances

Due to problems involving health and sanitation, as well as fire hazards, the only cooking permitted in residence hall rooms is that which can be done in a microwave oven (600 watts or less). Cooking appliances not permitted includes, but is not limited to, hot plates, toasters, toaster ovens, George Foreman grills, etc. Students are permitted to have electric coffeemakers and electric kettles equipped with automatic shut-offs. Toasters are permitted in the Village Apartments; however, George Foreman grills are not permitted in the Village Apartments.

Dangerous and Disruptive Activities

Activities that endanger students and/or the college community are strictly prohibited in and around residential facilities, including, but not limited to:

1. Being on roofs, climbing from windows and scaling or rappelling outside walls. 2. Releasing the security code for doors to unauthorized persons, improper use of security doors, or interfering with the locking of any door. 3. Throwing objects from windows. 4. Playing sports in the hallways and breezeways. 5. Roller-skating, rollerblading, or skateboarding. 6. Throwing/bouncing/hitting balls or Frisbees.

Elevators

For the convenience of students and JU personnel, Oak Hall is equipped with passenger elevators. Use of the elevators is a privilege and students are expected to make use of them in a responsible, safe and respectful manner. In keeping with this expectation, tampering with the alarm, misuse or defacing of the elevators, or entering the elevator shaft is prohibited. Note: Availability of the elevators may be

68 limited on occasion in order to accommodate residents or guests with a disability, the moving of belongings, or for emergencies.

Flammables

The following items are not permitted in the residential facilities:

1. Candles: Candles with no wick may be displayed for decoration purposes only. University officials may confiscate candles that appear to have been lit. 2. Incense, used or unused. 3. Flammable liquids, such as propane gasoline and oily rags, are not permitted in residential facilities. 4. Halogen lamps. 5. Potpourri pots (including electric). 6. Use of live Christmas and holiday decoration trees. No trees of any type should ever be placed in corridors or stairwells.

Furnishings

Furnishings in the common areas of the residential facilities, including apartment common areas, are provided for the use of all students and may not be taken to individual rooms. Protection of public areas and equipment is the shared responsibility of all students.

Individual room furnishings must remain in students’ individual rooms.

Grills

Grills (charcoal, gas, electric, George Foreman, etc.) are prohibited from being used or stored on university property or in university buildings and will be confiscated. Students may use the community grills that are located in each residential complex.

Guests (Non-Students) in Residential Facilities

1. All residents are responsible for the behavior of their guests while they are in the residential facilities. They are expected to insure that their guests observe all Residential Life regulations, University policies, and the Code of Conduct. JU students will be held solely responsible for the conduct of their guests, and violations will be referred for appropriate disciplinary action. 2. Guests must be signed-in appropriately and escorted at all times while in the residential facilities. 3. Guests are permitted to stay for up to three (3) days at no costs. After three days, the host/hostess is responsible for notifying Residential Life that the guest is staying. There is a nightly charge for the guests. 4. Guests visiting students of the opposite sex must use the restroom facilities in the lobby unless the resident being visited has a private bath. 5. At no time may a resident or a resident’s guest deny a roommate access to his/her room or behave in a manner that causes the roommate to become uncomfortable. 6. Cohabitation is prohibited. 7. Guests may not bring pets in or around the residential facilities. 69

For information and policies on JU student guests, see “Visitation”.

Health Care for Residential Students

Residential students participate in the University Infirmary Plan. The fee for this plan is included in the residence room charge. A doctor at the university’s designated health care provider can see students enrolled in the Infirmary Plan who become ill during the semester. The University provides transportation through a local taxi service to and from the infirmary for students without their own transportation. In an emergency, rescue is always called. The Infirmary Plan does not cover emergency medical needs. Students will need to file individual insurance claims for these services.

As advised by community health professionals, students diagnosed with a communicable disease, such as measles, mumps or chicken pox, will be quarantined in their room or in an unoccupied residence hall room when available. They will be asked to remain in their room as much as possible during the period in which they are contagious. Arrangements will be made to bring them their meals. All efforts to stop the spread of the disease will be made. Remember that your best protection against such diseases or common infections like the flu is a current immunization.

Hurricane and Severe Weather Procedures

When Jacksonville University is threatened with severe weather, or other natural disaster, it may be possible to forecast such an occurrence in advance, and implement precautionary measures. When such an occurrence is forecasted, the President, or designee, will activate the University’s Disaster Preparedness Team.

In the event of severe weather, the Disaster Preparedness Team will assess whether changes are necessary in the University’s normal operating schedule. If a schedule change is mandated, announcements will be made via the University home page, campus wide e-mails, the voice mail system and local media outlets. Any decisions to cancel classes will be made by the Provost & Chief Academic Officer, in consultation with the Disaster Preparedness Team.

Due to Jacksonville’s immediate proximity to the Atlantic coastline, the University is subject to the effects of hurricanes. A hurricane is a type of tropical cyclone, which is a generic term for a low pressure system that generally forms in the tropics. The cyclone is accompanied by thunderstorms and, in the Northern Hemisphere, a counterclockwise circulation of winds near the earth's surface. The Atlantic hurricane season lasts from June 1 until November 30 annually.

A hurricane warning is issued when a hurricane with sustained winds of 74 mph or higher is expected in a specified coastal area in 24 hours or less. In the event of a hurricane warning, all non-essential personnel will be advised, if possible, to leave the University campus. All residential students will be encouraged to evacuate and remaining students will be consolidated to Oak Hall. Students who choose to leave campus must notify their Community Advisor or Peer Mentor of their travel plans before leaving campus. The Office of Residential Life will devise and coordinate procedures for housing all remaining students.

Keys, Lock Changes and Lock-Outs

All residential students are issued a key upon move in. If a student is locked out, he/she may visit to the Residential Life Office during normal business hours or contact a Community Advisor/ Peer Mentor on duty after hours. An ID card is required before a student will be allowed back in their room. If a key is lost, there will be an immediate charge, according to the charges and fines schedule, to change locks and supply new keys. Students who duplicate a room key or do not return their room key at the end of the academic year will be assessed a lock change charge.

Loft Beds

Loft beds are provided by Residential Life for some designated rooms in the residential facilities. Safety rails are available for lofts, upon request from Residential Life. Only loft beds provided by Residential Life are permitted in the residential facilities. Residents are not permitted to construct or install lofts.

Noise and Quiet Hours

Based on the principle in the Student Code of Conduct regarding “respect for others,” the residential facilities must be reasonably quiet at all times.

Designated quiet hours are: Sunday – Thursday from 11:00pm – 9:00am Friday-Saturday from 1:00am – 10:00am

Residents of individual halls may vote to add additional quiet hours. Students who violate quiet hours will be referred for appropriate disciplinary action. The playing of musical instruments is to be confined to designated practice rooms reserved through the music instructors. The use of electrical instruments and amplifiers is not permitted in the residential facilities.

Courtesy Hours

Courtesy Hours are in effect 24 hours a day, 7 days a week both inside and outside the residence halls. Consideration for others is a primary component of community living and students agree to uphold this expectation when they choose to become residents. Residents must observe reasonable quiet at all times. The volume of stereos/TVs/voices/etc. must be kept at a level that cannot be heard outside the room with the door closed or outside the building. Noise level must not deter students who want/need to study or sleep at any time. Speakers may not be placed on or played from windowsills/balconies. Amps of speakers must be appropriate to room size and volume kept at a conversational level of sound. Students must comply with any student or staff member's request to be quiet.

Pets

All pets, other than service animals and harmless varieties of fish stored in tanks of 15 gallons or less are prohibited in and around residential facilities. This includes, but is not limited to, all courtyards, breezeways, common spaces and parking lots within the residential communities. Any student observed with a dog, cat or other prohibited animal – visiting or residing – on residential premises will incur an immediate fine. If the pet is not removed within 24 hours, students are subject to increased 71 fines and further disciplinary actions, such as removal from the residential facilities without the refund of fees paid. Exceptions will not be made for any temporary keeping of pets. Faculty and full-time professional staff members who live on campus are allowed to keep pets when approved by the Director of Residential Life.

Residence Hall Association (RHA)

“RHA” is the Residence Hall Association and all residential students are members of this governing and programming organization. The purpose of this organization is to enrich the lives of residential students by promoting events designed to create unity and community spirit, while stimulating cultural, intellectual, athletic, and social growth. Involvement opportunities are also available by becoming a floor representative of your living unit. Please contact the Residential Life staff for additional information.

Smoking

In accordance with the 1992 Florida Clean Air Act, all residential facilities, including student rooms, balconies and breezeways are smoke-free. Smoking of tobacco products is permitted only in areas at least 25 feet from any residential facility. Violation of the Clean Air Act by a student results in a fine being directly assessed to the student’s account and may result in other disciplinary sanctions. The fine escalates for repeated offenses as follows: first offense $100, second offense $300, third and additional offenses $500. “Hookahs” are not permitted in the residential facilities. Possession and/or use of a hookah will be considered a violation of this policy and will result in confiscation of the hookah.

Solicitation and Sales

Salespeople and solicitors are not permitted in the residential facilities at any time. Unauthorized salespersons should be reported to the Residential Life staff and Campus Security immediately.

Trash Disposal

Residence hall students are expected to remove any and all trash from their room immediately and dispose of it in designated refuse containers located in trash collection rooms on each floor of Oak Hall (A and D wings only) or in the community bathrooms on each floor of the older residence halls. Dumpsters are available adjacent to the residence halls for larger items or quantities of trash.

Village Apartments residents should dispose of all trash and other refuse in one of three dumpster areas located adjacent to the apartment complexes. Trash, or other refuse, may not at any time, be placed in hallways, breezeways, on doorsteps or in other public areas of the residential facilities.

Excessive trash in the residential facilities or failure to properly dispose of trash will result in immediate fines being placed on students’ accounts as well as possible disciplinary action for repeated offenses.

Vacuum Policy

Residents may check out vacuums for their personal use at the front desk of the residence halls between 5:00pm and the start of quiet hours. Between 8:30am and 5:00pm, students may check out vacuums from the Residential Life office. Residents must present their JU ID to the Desk Assistant who will hold the ID until the vacuum cleaner is returned. Residents will be responsible for any damage to the vacuum cleaner while in their possession. There is a one hour time limit when renting the vacuum cleaners.

Visitation (JU Student Guests)

1. All building guests who are Jacksonville University students and hold a valid JU ID card may enter a residence hall unescorted if they are visiting a resident of the same gender. 2. If a JU student is visiting a resident student of the opposite sex, he/she must be signed-in appropriately and escorted at all times within the residential facilities. This applies to all areas of all floors. 3. Guests visiting students of the opposite sex must use the restroom facilities in the lobby unless the resident being visited has a private bath. 4. At no time may a resident or a resident’s guest deny a roommate access to his/her room or behave in a manner that causes the roommate to become uncomfortable. 5. Cohabitation is prohibited.

For information and policies on JU non-student guests, see “Guests”.

Withdrawal from Housing Process

A student who has decided to leave the residential facilities must follow these procedures:

1. Inform the Residential Life Office of his/her intent to leave. The office will give the student a “Housing Cancellation” form. 2. Coordinate a time with a Community Advisor or Peer Mentor to complete the “Room Condition Report”. 3. Return the key and “Room Condition Report” to the Residential Life Office, and initial their check-in registration card.

Students who cancel their housing are eligible for a refund based on the refund schedule in the housing contract. Students who are removed from the residence halls or apartments for disciplinary reasons will not be eligible for any room or board refunds.

Damage Policies

Damage to residential facilities shall be classified as either accidental or malicious. Accidental damage is damage occurring through unintentional, chance happenings. Malicious damage is disruptive behavior resulting in damage. Disciplinary action will be taken and restitution assessed to students involved in malicious damage. Restitution will be assessed for accidental damage. Fines and charges for cost of repairs or replacement can be found in the charges and fines schedule. Repeated occurrences of damage by an individual or group will be investigated to determine whether further disciplinary measures are warranted, including dismissal from university housing. 73

Individual Room Damage

Room and apartment damage will be assessed for cost of repairs or replacement and charges as follows:

1. To any individual who accepts responsibility or is found to be responsible for the damage. 2. To occupants of a room where the damage was done and direct responsibility cannot be determined.

Common Area Damages

Common Areas are defined as any space other than individual student rooms in the residential facilities, such as bathrooms, hallways, stairwells, lounges, elevators, lobby areas, etc. Common areas also include the grounds surrounding residential facilities, which include outside lights and the irrigation systems.

1. In Common Areas where excessive damage occurs and direct responsibility cannot be determined, it will be necessary to hold responsible all occupants of the section, floor, building, or buildings where the damage occurs. 2. Individuals and groups held accountable for damage to common areas will be held financially responsible and appropriate charges will be placed on the students’ accounts with the University. 3. In cases of malicious or reckless damage, responsible students will not only be held financially responsible for the damage, but will also be referred for disciplinary action. 4. If an individual or group has been held financially responsible and does not feel they were responsible for the damage, appeals must be made to the Assistant Director of Residential Life within five (5) days of notification of being held financially responsible.

Fire Safety Procedures

Fire drills, false alarms and genuine fire alarms are indistinguishable from one another. Students must evacuate residential facilities whenever a fire alarm is sounded. Because of the variations in physical design of each of the residential facilities, see the Residential Life staff in your building for specific evacuation instructions. STUDENTS FOUND RESPONSIBLE FOR NOT EVACUATING A BUILDING DURING A FIRE ALARM WILL BE FINED ON EACH OCCASION.

Fire Alarm Procedures

When a fire alarm sounds:

1. Proceed immediately to the nearest designated exit. 2. Once outside of the facility, stay away from the area immediately surrounding the building. 3. Do not reenter the building until given permission by a university official.

Smoke Detectors/Life Safety Equipment

Life safety equipment and devices, such as smoke detectors, are placed in student rooms for safety. Any student found tampering with such equipment in any way will be subject to disciplinary action 74 and fines. Tampering with common area life safety equipment will also incur fines and disciplinary action, including but not limited to suspension from the residential facilities. Report any damaged or inoperable fire safety equipment to the Residential Life staff.

To help prevent fires:

1. Do not overload circuits. Never use multiple plugs or extension cords. 2. Do not place electrical wiring under rugs, carpets, mattresses, bedsprings or around door and window casements. Never use frayed or broken electrical wires.

Room Care and Inspections

Furniture

Students are responsible for the condition of their rooms and all furniture assigned to it. Residents may rearrange furniture, but must use it only for its intended purpose. Upon checking out of a room, all furniture must be reassembled as it was originally found. If additional furniture is brought into the residential facilities it must be removed when the residence halls close or when students leave the University. Students will be charged for the removal of any furniture or other personal items left after vacating their rooms/ apartments.

Inspections and General Policies

In order to insure the health and safety of all residents, residence hall rooms and apartments are checked periodically by the Residential Life Staff. Room cleanliness, arrangement, and hygiene issues that interfere with the comfort, safety, security, health or welfare of the residential community will be addressed during these inspections.

Residents must adhere to the following:

1. Room windows must remain closed when the air conditioner is operating. The air conditioning equipment does not function properly when windows are open. 2. Stickers, transparent tape and double-sided tape may not be used on floors, walls, woodwork or doors. Thumbtacks, push-pins and non-marring adhesive materials are permitted. 3. Waterbeds are not permitted. 4. Built-in shelves and unauthorized lofts (see “Loft Beds” policy) are not permitted. Students who have constructed these items will be given written notice to remove them. Failure to remove these structures within 24 hours of notice will result in a daily fine being assessed directly to the student’s account. 5. Daily room care and cleaning are the responsibility of each student. Rooms should be orderly at all times. 6. Airflow vents should never be obstructed. Blocking the airflow can create a fire hazard. 7. Installation of ceiling fans or air conditioner units is prohibited. 8. Window screens may not be removed at any time. Students who have removed a window screen will incur a disciplinary fine and be required to pay for any damages or replacement costs. 9. Stereo speakers may not be placed in or directed out of windows. JU reserves the right to require removal of other objects placed on ledges or between the screen and window. 75

Search and Seizure Policy

Authorized University officials may enter students’ rooms for normal inspection and maintenance purposes. Staff members who need to enter a room during the performance of their duties will knock and identify themselves. If there is no response, a passkey will be used to enter the room.

Items prohibited by law or University policy in clear view may be confiscated by the staff member and used in a disciplinary proceeding. Such items will not be returned to students.

If a University staff member, who enters a room to perform his or her duties, has reason to believe:

1. Items prohibited by law or University policy are concealed from view, 2. There is a violation of public law or of University regulations or standards, or 3. There is a possibility of imminent hazard to persons or property;

The staff member may contact the Residential Life staff who may exercise the University’s right to search the room. The Dean of Students or designee shall have the right to conduct or order a search on University property and premises under emergency circumstances, and/or when violations of civil or criminal law or University regulations are in question. Reasonable effort shall be made to have the student present during any search, and the student shall be informed as to the reasons for the search and the objects or information sought, except when the Student Life Office or designee believes that a serious emergency exists.

When a designee of the Student Life Office reasonably suspects that suspect items are contained among a student’s locked possessions, the student shall be requested to make such locked possessions (including cars) accessible. If a student has refused to give access to his/her possessions, the suspect items may be confiscated for investigation, and used in any disciplinary proceedings.

The University reserves the right to adjust the Residential Life Policies as it determines necessary in order to assure fairness, order, efficiency or the physical and emotional security of individuals.

Section 200/5.1 Student Affairs Subject: Student Clubs/Organizations: General Information

I. Policy

Student clubs and organizations at Jacksonville University are sponsored by either a University Department or the Jacksonville University Student Association (JUSA). These clubs and organizations consist of groups of students who come together to express interests, explore opportunities, make friends, and serve the campus community. Student clubs and organizations are required to register with the Campus Activities Office (CAO) each year, and by doing so, the clubs and organizations can receive services and benefits for their group. Student clubs and organizations must be chartered by the JUSA in order to receive funding. The leaders and members of student clubs/organizations are campus role models and must uphold expectations and responsibilities as outlined in the recognition process.

II. Procedure

1. Students are free to belong to and from clubs/organizations in order to promote and develop their common interests. All such clubs/organizations must be officially recognized by the University and must meet the standards outlined in the recognition process. 2. Clubs/organizations which seek to use the University’s name, resources, or facilities much officially register each year with the Campus Activities Office (CAO). 3. Registered student clubs/organizations (RCOs) must respect the civil rights of University community members. 4. Registration does not commit the University to the proposed programs of any club/organization, and the University’s name cannot be used in the club/organization’s name without approval of the Dean of Students. 5. Any RCO may use the University’s facilities and resources, provided that appropriate scheduling and requesting procedures are observed. 6. RCOs must meet University standards and uphold University rules and regulations. They are, therefore, responsible for their events and membership. 7. All RCOs must know, understand, and abide by the following: a. Local, state, and federal laws apply to the RCO and its members. b. University policies and procedures apply for all on-and off-campus events. c. Affiliation with off-campus or other RCOs will be reported to the Dean of Students. d. The RCO’s advisor must be a member of the Jacksonville University faculty or a University staff employee. e. RCO rosters must have at least five (5) student members; in addition, University faculty and staff may be members. 8. All RCOs must have an account set up at the Controller’s Office if they receive student life or Jacksonville University Student Association funds or plan to do any fundraising. 9. RCOs will accept responsibility for members’ behavior for the following: a. Whenever an event is held, officially or unofficially, in the name of the RCO. b. Whenever an action of a member draws attention to the RCO, as well as the member as an individual.

Section 200/5.2 Student Affairs Subject: Student Clubs/Organizations: Organization Categories

I. Policy

Jacksonville University offers its students a variety of categories to choose from when deciding to join a club or organization. Currently, all of the clubs and organizations that are registered with the Campus Activities Office can be placed in one of eight (8) categories. Each of the categories embraces the basic roles that the clubs and organizations are designed to fulfill. Categories of Jacksonville University clubs and organizations are:

Diversity and Ministry These groups promote and provide opportunities to learn about cultures of nations or ethnic groups. Also, clubs/organizations in this category can promote the interests of a particular church, sect, or dominion.

Governance and Leadership These groups provide opportunities to represent organizations of the same category to the Division of Student Life.

Fraternities and Sororities These organizations promote scholarship, leadership, service, and brotherhood/sisterhood.

Honors and Academic Societies These clubs/organizations promote a specific academic discipline.

Media These groups provide “hands-on” opportunities for participation in news-related organizations.

Service These groups provide opportunities to volunteer in the community, as well as on campus.

Special Interest These groups provide communities for students who share common interests.

Sports/Recreational These groups provide opportunities for participation in recreational and/or competitive sport teams.

II. Procedure

All student clubs/organizations should fit into one of the above categories. If the proposed club/organization does not fit into an above category, a new category must be approved by the Campus Activities Office.

Section 200/5.3 Student Affairs Subject: Student Clubs/Organizations: Requirements for Registration

I. Policy

All groups submitting an application for registration as an officially recognized student club/organization must meet the following criteria. Changes to Officers, Advisor, or constitution during the academic year must be submitted to the Campus Activities Office (CAO) for verification and continuation of registration.

II. Procedure

The following requirements must be recognized when a group seeks to be recognized by the CAO as a registered club/organization (RCO). 1. The officers of an RCO must be currently enrolled Jacksonville University students. Student identification information is required of all officers for verification status. 2. All organizations must have a minimum of five (5) members. 3. All organizations must submit a current membership roster at the time of registration, and must submit an updated version upon request throughout the year. 78

4. All organizations must draft and submit a current local constitution (please see the club/organization handbook for more information on constitutions). 5. Each organization must have an advisor from the faculty or staff of Jacksonville University. Graduate or undergraduate students may not serve as an advisor to an RCO. 6. All officers and the advisor must read the Club/Organization Handbook and must attest to their understanding of the information by signing the application for registration. 7. All RCOs must uphold the “Expectations of RCOs.”

Benefits and Privileges of Registration

1. Space reservation on campus, 2. Possible funding from Jacksonville University Student Association (JUSA). In order to receive funding, the group must be chartered by the JUSA, 3. Fifty (50) free photocopies per activity, 4. Art supplies, 5. Poster maker, 6. Use of computer and fax machine (for club/organization purposes only), 7. Fundraising opportunities, 8. Club/organization mailboxes, 9. Event planning advisement, 10. Leadership programs and training, 11. Budget assistance (creating, maintaining, etc.), 12. Use of JUSA debit card (for those with University accounts and funding), 13. Free web space on Jacksonville University’s server for the club website, 14. Club website linked to the CAO website list of clubs/organizations, 15. Publicity in CAO brochures and pamphlets, 16. Leaders and Advisors Listserv, 17. Participation in Jacksonville University activities (orientation, homecoming, etc.), 18. Posting privileges (please see the posting policy).

Section 200/5.4 Student Affairs Subject: Student Clubs/Organizations: Expectations of Registered Clubs/ Organizations, applying to become a registered club/organization

I. Policy

Registered Clubs/Organizations (RCO) are afforded privileges and resources at Jacksonville University, and in exchange are required to adhere to and fulfill the following expectations as conditions of registration.

II. Procedure

Clubs/Organizations will:

1. Complete the annual registration process with the Campus Activities Office (CAO) by submitting all required information and making timely updates to registration information (officers, advisor, constitution, etc.) as changes occur. 2. Follow and abide by all federal, state, and local laws and regulations, and all policies and procedures of Jacksonville University, including the Code of Conduct as outlined in the Green Pages. 3. Remain in good standing with all aspects of Jacksonville University (CAO, Reservations, Jacksonville University Student Association (JUSA), campus departments, etc.) and conduct themselves in a manner that is consistent with the mission of the University. 4. Adhere to the rules and procedures set forth in the organization’s constitution. 5. Meet all fiscal obligations incurred by the organization and abide by the JUSA Finance Committee policies when applicable. 6. Ensure proper planning and execution of organization events, and consult with the CAO staff for help with event policies and contract management. 7. Provide proper education and communication throughout the officer transition process. 8. Establish consistent communication with the organization’s advisor and keep advisor apprised of organization activities and decisions. 9. Ensure proper use of campus resources, including meeting and event space and other afforded benefits to the organization. 10. Participate in the Fall Club Fair.

If clubs/organizations are chartered by the JUSA, they must comply with the above requirements and:

1. Attend and participate in all JUSA President’s Meetings (at least one (1) officer must attend). 2. Meet monthly with the organization’s JUSA representative and report on the organization’s budget maintenance and planned activities.

RCOs that do not meet the above requirements and expectations are subject to review and either denial or revocation of registration (including removal of funding).

Student groups must adhere to the following procedure when applying to become registered clubs/organizations:

1. Pick up the application, information guide, and club/organization manual from the CAO; 2. Read all parts of the application, information guide, and club/organization manual; 3. Complete all sections of the application; 4. Attach an updated constitution and membership roster; 5. Gather initials and signatures from the organization President and Advisor; 6. Return completed application to the CAO for review; 7. Application will be forwarded to JUSA for approval (clubs/organizations must be chartered by JUSA in order to be eligible for funding. If the organization does not wish to be chartered by the JUSA, please note this information on the application); 8. Attend JUSA Internal Affairs meeting upon JUSA’s request. 80

Section 200/5.5 Student Affairs Subject: Student Clubs/Organizations: Club and Organization Conduct Code

I. Policy

Whether on-or off-campus, members are representatives of Jacksonville University and are expected to act in a mature and responsible manner. As such, individual members or clubs/organizations as a whole may be subject to disciplinary action by the Dean of Students’ Office and/or individual sponsoring units for inappropriate behavior. The disciplinary actions available to the Dean of Students’ Office are indicated in the most recent addition of the Jacksonville University Student Handbook.

Additionally, any damages caused by a club/organization or its members will be charged back to the club/organization and/or the members causing the damage.

II. Procedure

The following is a list of some activities that are considered serious violations and will lead to disciplinary actions. This list is intended to be illustrative, and does not list every potential violation. The conduct will be evaluated by the Dean of Students’ Office. 1. Violence or the threat of violence against any participant, official, or spectator of any club/organization activity. 2. Use of alcohol or illegal drugs during, after, or while traveling to and from any club/organization activity. 3. Any actions that recklessly endanger any participant, official, or spectator. 4. Misuse of club/organization funds. 5. Vandalism or other forms of blatant damage to property or facilities. 6. Other acts or actions by a club/organization or members that are deemed inappropriate or unacceptable behavior and/or incongruent with the mission of the University and the Code of Conduct.

Section 200/5.6 Student Affairs Subject: Student Clubs/Organizations: Reviewing Student Group Misconduct, Rights Granted to Student Groups in the Disciplinary Process

I. Policy

Student groups may be charged with violating the Code of Conduct and the group may be held responsible either individually or collectively, depending upon if the violation by those associated with the group received the tacit or overt consent or encouragement of the group or its officers. Possible violations will be referred to the Dean of Students for processing under the provision of the Code of Conduct. Sanctions for a student group may include revocation of the group’s right to exist at the University, as well as other appropriate sanctions. Student groups will be accorded the same hearing and appeal procedures for students herein.

II. Procedure

If the Dean of Students or his designee feels that sufficient evidence exists to warrant a hearing, student organizations are granted the following rights when charged by the University for policy violations:

1. The right to be notified, in writing, of the charges and hearing dates. 2. Upon request, the group will be given the opportunity to review all written reports to be presented at the hearing regarding the circumstances and allegations of the case. 3. Student groups will have an opportunity to give their reaction to the report(s) and offer any additional information that might be helpful in resolving the case. 4. The right to present witnesses (either to verify character or to substantiate circumstances related to the case). Please note: groups must inform the hearing officer of the names of their witnesses prior to the hearing date. 5. The right to have a faculty member or alumni appear with the students as an advocate for support as they discuss their case with University officials. It is the organization’s responsibility to select an advocate and make him/her available for the scheduled hearing. 6. Organizations will receive written notification of the results of the hearing within five (5) class days of the conclusion of the hearing, unless extended by the Dean of Students for good cause. 7. Student groups will have the right to confidentiality in the conduct of disciplinary hearings and record keeping, with the exception of notification being sent to international headquarters. 8. Organizations being charged by the University for conduct/policy violations do not have the right to question persons or staff filing the incident report, as the University serves as the complainant in these situations.

The University reserves the right to modify these rights and adjust the Disciplinary Process as it determines necessary in order to assure fairness, order, efficiency, or the physical and emotional security of individuals.

Section 200/5.7 Student Affairs Subject: Student Clubs/Organizations: Use of Alcohol and Illegal Drugs During University Sponsored Events

III. Policy

The Dean of Students’ Office prohibits the consumption of alcohol and illegal drugs at any on or off- campus event sponsored by Jacksonville University clubs/organizations, unless specific permission for alcohol use has been requested and approved. Violation of these standards will jeopardize the club/organization’s official recognition with the Dean of Students’ Office, and could lead to discipline.

IV. Procedure

Permission for alcohol must be requested from the Dean of Students’ Office. Such permission will only be granted if the request is submitted three (3) weeks in advance and the vast majority of attendees are over the age of twenty-one (21). It is the responsibility of the sponsoring club/organization to ensure that this procedure is followed. This extends to both spectators and

82 visitors. It is the responsibility of the host club/organization to inform the visiting club/organization or spectators that alcohol and illegal drug use is prohibited.

Section 200/5.8 Student Affairs Subject: Student Clubs/Organizations: Club Listings and Publications

I. Policy

The Campus Activities Office will periodically publish a listing of all clubs/organizations on campus. The brochure is available on the Jacksonville University website. Additionally, a club/organization brochure is published and distributed to prospective students to help the club/organization recruit members.

II. Procedure

Each group should provide a contact person that can be entered into the Jacksonville University Student Leaders brochure to serve as the primary contact for that particular group. If a representative is not provided to the Campus Activities Office, then a member of the current executive board will be used.

III. Student Listserv Policy

Jacksonville University’s Campus Activities Office coordinates the Student Listserv ([email protected]). Because communication with fellow students is a necessary part of supporting the success of the events and programs of recognized student clubs, organizations and university departments, all members of the community are expected to follow these guidelines.

Prior to being released, all messages will be approved by the Campus Activities Office and it is at the discretion of this office as to the appropriateness of the message. Only current students, faculty and staff may submit messages to the student listserv. Organizations and individuals from the surrounding community who wish to send a message to the listserv must be sponsored by a university department or student organization and the message must come from that university group. The content of all items of the messages must be consistent with University policy and support the academic mission of the institution. The student listserv is to be used for the following purposes:

· Events sponsored by Registered Clubs/Organizations or University Departments; · Student Government Election information (from both candidates and JUSA as a whole); · Registered Club/Organization recruitment information; · Campus Announcements (i.e. Housing deadlines, Registration deadlines, Financial Aid information, general JU announcements, etc.); · Academic projects and announcements.

Messages that will not be accepted on the student listserv include items for sale, roommate requests, off-campus housing, ride requests, etc. The subject line of the message must be short and clearly identify the message. Messages must clearly promote the activity publicized and the sponsoring organization as its primary message, rather than 83 name, logo trademark, slogan, or similar identifier of a non-university affiliated entity or product being the dominant message. All materials posted must clearly include the date, time, and location of the event, as well as contact information.

Appropriate messages can be sent no more than two times per week without prior permission from the Campus Activities Office (this is to limit the number of messages our students get that fill up their mailboxes).

University Statements: Neither the contents of this policy nor the release of the messages should in any way be understood as endorsement or support by Jacksonville University of the messages or the actual functions(s) being advertised. In the interest of public safety, the University may make exception to this policy.

Section 200/5.9 Student Affairs Subject: Student Clubs/Organizations: Fundraising

I. Policy

Throughout each year, student clubs/organizations solicit gifts from local businesses and individuals in the Florida community for programs and events. Clubs/Organizations must follow the procedure below in order to solicit gifts. The University does not allow alcohol related sponsors, including bars or distributors.

II. Procedure

Prior to soliciting a business or individual, a prospect list must be reviewed and approved by the Campus Activities Office (CAO). The CAO will then clear the prospect list through the Office of University Advancement. This eliminates the possibility of having a business solicited by more than one Jacksonville University representative at a time. It also allows the Office of University Advancement to review the prospect lists as they relate to the University funding priorities.

Fundraising All fundraising done in the name of Jacksonville University clubs/organizations must be deposited in an account with the Controller’s Office.

Gifts All gifts received by the University must be processed through the Office of University Advancement, located on third (3rd) floor of the Howard Administration Building. This process ensures that the donor will receive a University receipt, which is important for tax considerations. It also guarantees that the gift will be recorded and the donor will receive recognition in the University’s publications.

It is very important that the University’s donors receive proper recognition for their gifts to the University. Any questions or inquiries regarding donations should be directed to the Office of University Advancement or the Director of Development.

Section 200/5.10 Student Affairs Subject: Student Clubs/Organizations: Facility Reservations

I. Policy

Registered clubs/organizations are afforded the opportunity to reserve campus facilities, provided that the proper procedure is followed.

II. Procedure

The steps for reserving a room are: 1. Know the needs of your group and the type of room needed. 2. Have alternative time, date, and location possibilities. 3. Fill out the Room Reservation Request for Clubs and Organizations, available in the Campus Activities Office (CAO). 4. Submit request to the CAO Office Associate, who will review and forward to the Facilities Manager to approve or deny. 5. If approved, the event will be placed on the University master calendar. 6. Requests must be made no later than forty-eight (48) hours in advance for a meeting, and two (2) weeks in advance for a program or event.

Section 200/5.11 Student Affairs Subject: Student Clubs/Organizations: Posting Materials on Campus

I. Policy

Jacksonville University offers posting areas throughout campus and in most buildings. Because publicizing is a necessary part of supporting the success of the events and programs of recognized student clubs, organizations, and university departments, all members of the community are expected to follow the procedures below when posting documents.

Only currently registered student clubs and organizations, as well as University departments, faculty, staff, and students may post on campus. Organizations from the surrounding community who wish to post on campus may use the designated area on the bulletin board in the Kinne Student Center. The content of all items for posting must be consistent with University policy and support the academic mission of the institution.

Enforcement: All violations of this policy by student organizations will be forwarded to the Campus Activities Office for disciplinary action. All department violations will be handed through appropriate administrative channels.

University Statements: Neither the contents of this policy, nor the receipt of an approval stamp for posting should in any way be understood as endorsement or support of the materials posted or the actual function(s) by Jacksonville University. In the interest of public safety, the University may make exception to this policy.

II. Procedure

No flyers, posters, or banners should be posted on vehicles, trashcans, sidewalks, lampposts, signs, buildings, vending machines, trees, glass entry areas and exit doors, windows, etc. Check with the Campus Activities Office for acceptable locations to post your materials. Materials may also be placed in student club and organization mailboxes located in the Campus Activities Office. Posted materials must clearly promote the activity being publicized and the sponsoring organization as its primary message, rather than name, logo trademark, slogan, or similar identifier of a non-University affiliated entity or product being the dominant message.

All materials posted must clearly display the date, time, and location of the event, as well as the contact information.

All materials must be taken down within two (2) days of the conclusion of the event, and it is the responsibility of the sponsoring party to remove all items.

The use of sidewalk chalk is prohibited unless prior permission has been received from the Campus Activities Office.

Approval Process

Prior to posting, all original pieces must be approved by the Campus Activities Office or designee at Student Life. In addition, approval from each building/location contact person is required. The list below identifies the proper person/office to obtain approval from in each building/location:

Building/Location Obtain Approval From:______Lazzara Health Sciences 2nd floor Main office, 904-256-7280 Phillips Fine Arts Main Office, 904-256-7345 Merritt Penticoff Science Room 132, 904-256-7300 Residence Halls Residential Life Office, 904-256-7538

Section 200/5.12 Student Affairs Subject: Student Clubs/Organizations: Funding

I. Policy

All clubs/organizations officially recognized by the University and chartered by the Jacksonville University Student Association that receive funding must adhere to the procedures below.

II. Procedure

5.12.1 Maintaining an Account

1. Complete annual registration materials with the Campus Activities Office. 2. Attend mandatory club/organization meetings in the fall and spring; participate in all club fairs. 3. Submit a completed “Authorization and Withdrawal of Funding Form” to the Campus Activities Office. This form allows up to three (3) students the right to authorize spending of 86

the club/organization funding. If a club/organization needs to change, remove, or add a name, please contact the Campus Activities Office.

5.12.2 Depositing Funds

1. Funds may be deposited in the club/organization account at the cashier’s window in the Controller’s Office using two (2) copies of the Jacksonville University Department Deposit Slip. The windows are open 8:45 a.m.-4:15 p.m. daily. 2. Please have your club/organization account number (_ _ - _ _ - _ _ _ _ _ - _ _ _ _ _), so that money can be deposited into the correct account. 3. Copies of all deposits must be turned into the Campus Activities Office.

5.12.3 Accessing Money

1. To access funds, each club/organization must pick up and fill out the appropriate funding disbursement form (Check Request, Purchase Order Request, Transfer Request, Voucher, etc.). These forms are located in the Campus Activities Office. 2. Forms must be completed and turned into the Campus Activities Office Associate within the timelines below:

a. Check Requests and Expense Reports-these are processed every Friday; therefore, requests must be in the Campus Activities Office by 12:00 p.m. on the previous Friday. Any requests received after this deadline will be processed the following week. b. Purchase Orders-Typically, the paperwork for a purchase order is due three (3) to four (4) weeks prior to the date of service. Planning ahead is required for purchase order use.

Section 300/1.1 Facilities, Operations and IT Subject: Campus Security; Overview Policy

The University shall maintain a security and safety staff. The security and safety staff will follow best practices and be administered in accordance with all governing Federal and Florida statutes. The Director of the Campus Security Department is responsible for:

(a) Development of a program for providing training for Campus Security staff; (b) Development of policies and procedures for the department; (c) Development of procedures for reporting and investigating incidents on campus; (d) Compliance with the Cleary Act requirements; (e) Distribution and retrieval of all university keys.

Section 300/1.2 Facilities, Operations and IT Subject: Safety; Reporting Emergencies Policy

Students, Faculty, Staff and visitors may report emergencies and criminal actions to Jacksonville University Campus Security Department. Blue emergency phones located at key sites on campus will contact the Campus Security Department of the University. However, dialing 911 from any other 87 campus phone, or 911 from any pay phone, will provide direct, 24-hour-a-day contact with the Jacksonville Sheriff’s Office. Non-emergency calls should be directed to (904) 256-7585.

Section 300/1.3 Facilities, Operations and IT Subject: Safety; Required Reports

Policy

University Relations and the Campus Security Department will make the campus community aware of crimes or other noteworthy incidents, which have occurred and necessitate caution on the part of students and employees. As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, timely warnings will be provided to the community in the event that a situation arises, either on campus or off, that, in the judgment of the Director of Campus Security, constitutes and ongoing or continuing threat. The warning will be issued through the use of the JU Alert, Emergency Notification System, which includes the use of any or all of the following methods of communication: e-mail; text messaging; phone contact; electronic message board; posters; and/or emergency siren. Depending on the particular circumstances of the crime or incident, especially in all situations that could pose an immediate threat to the community and individuals, University Relations may also post a notice on the Jacksonville University homepage.

The Director will be responsible for publishing annual statistics on the following crimes: murder, sex offenses; robbery; aggravated assault; burglary; arson; hate crimes; and motor vehicle theft.

The Director must publish and make generally available an annual report of campus security policies and crime statistics (covering the period of January 1 to December 31) to all current students and employees and make copies of this annual report available to any prospective student or employee.

Section 300/1.4 Facilities, Operations and IT Subject: Safety; Alcohol, Drug Awareness and Candle Policy

I. Policy

Jacksonville University, complies with the alcohol regulations established by Florida State Statues. The University does not encourage the use of alcoholic beverages and condemns the irresponsible use of alcohol. All state law applies to the University students, faculty and staff members. These laws prohibit the possession, distribution, and consumption of all alcoholic beverages by persons under 21 years of age. Students should consult University policies regarding student use and abuse of alcohol. These policies are located in Section 200; Student Affairs. The use of candles on campus is prohibited. Special accommodations must be approved by the Office of Financial Affairs at least one week prior to the event.

Section 300/1.5 Facilities, Operations and IT Subject: Security; University Keys

I. Policy

Keys will be issued to employees, students, staff, and faculty based on a clearly demonstrated need. Keys should only be issued if absolutely necessary.

II. Procedure

A. Issuance of Keys

(i) General Keys

All requests for issuance of keys must be submitted to the Campus Security Department. Employees and students who request keys must complete a Key Request Form. The Key Request Form must indicate approval from the appropriate department head or supervisor.

(ii) Master Keys

In addition to the requirements for issuance of General Keys, the issue of Master Keys must be approved by a Chief.

B. Loss of Keys

Anyone who is issued a University Key is individually responsible for that key. Campus Security must be informed immediately in the event of a lost key. Employees who lose keys are subject to disciplinary action up to and including termination. The cost for replacement of lost keys or replacement of the corresponding locks is the responsibility of the employee.

C. Return of Keys

All holders of University keys shall return those keys to the Campus Security Department when there is no longer a clearly demonstrated need for the Key. The Human Resources Department will ensure that all retiring or terminated employees have returned any issued keys by consulting the Campus Security Director.

Section 300/1.6 Facilities, Operations and IT Subject: Traffic and Parking; Overview Policy

In order to maintain accessible and equitable parking for students and employees, the Campus Security Department will establish rules and regulations governing University parking lots. The Campus Security Department shall annually evaluate the availability of parking and make the necessary recommendations to the University.

The Campus Security Department will prepare, distribute, and update as necessary a “Traffic & Parking Rules & Regulations” informational brochure for students and employees which shall govern the parking at Jacksonville University.

The University reserves the right to immobilize or tow a vehicle as necessary in the enforcement of Campus Security rules and regulations as outlined in the “Traffic & Parking Rules & Regulations” brochure.

Section 300/1.7 Facilities, Operations and IT Subject: Traffic and Parking; Registration Policy

All licensed vehicles parked on University property must be registered with the Campus Security Department. Registered vehicles will be assigned a parking permit which must be displayed at all times. Employee parking permits do not contain an expiration date. Student parking decals are valid for one (1) year and will expire on August 25 of each year. Costs associated with vehicle registration may be found in the “Traffic & Parking Rules & Regulations” brochure published by the Campus Security Department.

Section 300/1.8 Facilities, Operations and IT Subject: Traffic and Parking; Fines

The University will establish and publish a fine schedule for various parking violations. The schedule can be found in the “Traffic & Parking Rules & Regulations” brochure. Student fines may be assigned to student accounts. Employee fines may be deducted from an employee’s pay.

Section 300/1.9 Facilities, Operations and IT Subject: Safety; Sanitation and Fire Inspection

Policy

The University shall establish and maintain a comprehensive safety plan which may include, but is not limited to:

a) The implementation and evaluation of a comprehensive safety plan which is in compliance with the Criteria for Accreditation of the Commission on Colleges of the Southern Association of Colleges and Schools; b) The adequate provision and use of safety equipment in laboratories and other hazardous areas; c) The display of emergency evacuation procedures for all buildings; d) Compliance with the Florida Right-To-Know regarding hazardous materials; e) Compliance with the Occupational Safety and Health Administration’s rule on occupational exposure to blood-borne pathogens; f) Compliance with rule 10D-104, Florida Administrative Code, Biomedical Waste; and g) Procedures for annual safety and sanitation inspections.

The Campus Security Department shall conduct periodic safety and sanitation inspections at least once during each fiscal year.

Section 300/1.10 Facilities, Operations and IT Subject: Safety; Bomb Threats

I. Policy

When a bomb threat is received, the University Campus Security Department shall be notified immediately. Do not discuss the threat with anyone unless authorized to do so. Follow all instructions from the Campus Security Department.

II. Procedures

A. Telephoned Threat

As soon as a telephoned bomb threat is received, the person answering the telephone should signal a fellow employee or student to inform the Campus Security Department. The person receiving the call should be guided by the following instructions:

1. Remain calm and try to hold the caller on the phone as long as possible; 2. Record the exact date and time of the call; 3. Record exact words of the caller; 4. If caller is interested in talking, encourage the caller to continue talking by asking questions; 5. When possible, ask the caller the location of the bomb, why it was placed there, how the device will be set off, how to identify the bomb, and when the bomb will go off; 6. Try and determine as many details as possible based on the voice of the caller to include gender, age, race, accent, and demeanor; 7. Try and determine what sounds are in the background such as street noises, animals, office machines, etc.

B. Written Threats

If a written threat of an explosive device or other danger is received, contact the Campus Security Department immediately. Follow all of the Campus Security Department’s directions. The threat should never be ignored. Save all materials, including any envelope or containers. Once the message is recognized as a threat, further unnecessary handing should be avoided.

Section 300/1.11 Facilities, Operations and IT Subject: Safety; Residence Hall Fire and Fire Alarm Procedures

Procedures

In case of any fire or fire alarm in a residence hall, staff members and residents should respond quickly and calmly. Upon the discovery of a fire or if a fire alarm sounds, staff members shall:

1. Immediately notify, or have another staff member notify, the Campus Security Department and call 911. Callers are to identify themselves to the dispatcher and provide the name of the building and any other essential information requested by the dispatcher; 2. Begin evacuation procedures for the entire building according to the established evaluation plan. (Most deaths occur as a result of asphyxiation, which may occur in remote areas away from the source of the fire.) Initiate evacuation plans for occupants with disabilities or special needs; 3. All students shall immediately evacuate the building and go to their designated staging area or to a common collection point upwind from the building. The students are not to be allowed to re-enter the building until the Jacksonville Fire Department authorizes them to do so; 4. Determine the exact location and extent of the fire, if any. Extinguish the fire if prudently possible. Residential Life staff are not expected to place themselves in a life-threatening situation; 5. A false alarm occurs only when a person is observed improperly activating an alarm. If there is no visible smoke or an activated pull station is found with no one in the vicinity, this may be a situation in which a non-obvious fire exists. The Jacksonville Fire Department is to be responsible for determining whether or not an actual fire exists and for terminating an incident; 6. Students and CA’s are to cooperate with all emergency personnel in order to minimize loss of life or injuries, loss of property, confusion, and inconvenience. The Campus Security Department and CA’s will provide assistance to the Jacksonville Fire Department as requested, and to help care for and control building occupants. Staff should notify emergency personnel regarding any known occupants with disabilities or special needs; 7. Jacksonville fire personnel, assisted if necessary by the Campus Security Department, will investigate a possible fire and determine when it is safe to reoccupy the building. Upon determination that the building is safe to reoccupy the alarm system will be reset and students notified it safe to reoccupy the building; and 8. Students MUST remain outside of the building or at their designated staging area until authorized to return by Jacksonville Fire Department personnel.

Section 300/1.12 Facilities, Operations and IT Subject: Safety; Alert Emergency Notification

Procedures

The audible siren is an indication for the University community to seek out additional information via email, the website, or other sources. Emergency messages will contain information about the type of emergency, and may include an evacuation order of all or portions of the campus along with other measures to take for the safety of individuals on campus.

Because the type and scope of these emergencies are so wide and varied, no one policy can govern every possible situation or provide guidance in all situations. An emergency may affect one building or the entire campus. For some it may be a good idea to leave campus, and for others it may be a better decision to remain inside a building.

Section 300/2.1 Information Facilities, Operation and IT Subject: Information Technology: Overview

Policy

The following policies and procedures govern the Information Technology (IT) Department and the use of information technology at Jacksonville University. In addition to general policies that govern all IT users at Jacksonville University, there are also policies that apply specifically to student users and specifically to employee users.

Section 300/2.2 Information Technology Subject: Information Technology: Privacy

Policy

Any and all data, email, files, documents contained on University assets are considered to be under University care and are treated as University property unless there is an explicit, written policy or agreement stating otherwise. As a result, users should not expect any personal privacy for any email or other data contained on University assets. IT personnel are expected to abide by JU’s Professional Code of Ethics.

Section 300/2.3 Information Technology Subject: Information Technology: Prohibited/Illegal Activities

Policy

Usage of the JU network is also governed by local, state, federal and international laws. The paragraphs below touch on some specific items, but should not be considered all inclusive. Some links worth exploring are The Florida Computer Crimes Act (LINK), U.S. Copyright Law (LINK) and the Digital Millennium Copyright Act (LINK). JU will provide all possible assistance to law enforcement agencies in the location and identification of individuals suspected of committing a crime via the university network.

1. Computer Attacks: Users found to be attacking other computer systems on or off campus will have their network connection disabled without notice. Attacks include attempts to break into a system, probing systems to detect vulnerabilities, traffic “sniffing”, Denial of Service attacks and Spamming. Unintentional attacks caused by viruses/trojans/worms will be passed on to the IT Helpdesk for correction. Intentional attacks will result in termination and possible criminal prosecution.

2. Copyrighted Material: It is prohibited to distribute over the network or store on University owned computers any copyrighted material not created by you or without express permission, typically in writing, of the author of the copyrighted material. Examples are music files (MP3’s), movies and e-books. A common method of unlawfully distributing these materials is through the use of Peer-to-Peer software. The University may assist organizations (RIAA, MPAA, etc.) who are involved with protecting the rights of copyright owners with the location and identification of individuals suspected of distributing it. Any copyrighted material found on University owned computers will be deleted without notice to the user. If a user requires this material for class use and are covered by the laws governing Fair Use or has permission from the copyright holder, the user must notify the Network Administrator prior to storing the files on a network server. Users will be responsible for immediately removing these files once they are no longer needed. 3. Pornography: It is forbidden to view or store pornographic material on University owned computers. JU also runs programs for minors and exposure to them of these materials, inadvertent or not, may make the student or University subject to criminal prosecution. Any pornography found on University owned computers will be deleted without notice to the user. Repeat offenders may be referred for disciplinary action. If this material is required for a class project, the System Administrator must be notified prior to storing the files on a network server. The student will be responsible for immediately removing these files once they are no longer needed. Child pornography is absolutely forbidden on any computer on campus.

Section 300/2.4 Information Technology Subject: Information Technology: Network Services

Policy

JU makes a wide variety of network services available from email to online network storage. Users should consult the list of network services by visiting the IT website; http://it.ju.edu.

1. Internet Gateway: JU’s network includes a connection to the Internet. This very popular resource is limited in its ability to handle traffic. To ensure equal access for all, certain types of traffic may be rate limited or even blocked periodically. Peer-to-Peer traffic is always blocked. 2. Network Maintenance: JU reserves the right to take down network services for maintenance without notice. Planned maintenance that will impact services over a long period of time will be announced prior to the event via JU email. Planned maintenance that will impact services for less than 15 minutes will not be announced, however, all efforts will be made to accomplish the maintenance after classes complete for the day. IT constantly monitors the network for performance and security reasons. Automated devices are used as well as manual means. Selected individuals in the IT Department have full access to University owned systems in order to fulfill the requirements of their job. Information transmitted over the network or stored on university owned computers may be viewed by those individuals during the performance of their duties.

Section 300/2.5 Information Technology Subject: Information Technology: Policy Review

Policy

These policies will be reviewed and revised each year during the spring semester to reflect changes to technology. Suggestions and proposed changes to the policies should be submitted to the Director of IT Operations. Changes to this policy shall be approved by the Chief Information Officer.

Section 300/2.6 Information Technology Subject: Information Technology: Students; Overview

Policy

Jacksonville University provides and supports technology across campus and across the Internet to support students in their pursuit of a college degree. These policies apply to all current, former, and prospective students.

JU provides computers throughout campus for use by the students in open labs and classrooms. These computers are configured to provide students with services tailored to the tasks needed to assist them with their studies. Additionally, students living on campus are provided access to the campus Internet gateway through their residential living space.

The network at Jacksonville University consists of computers, networking devices, telecommunications systems and the Internet gateway. The primary purpose of the network is to support the mission and ongoing business of the University. Access to and use of the network is a privilege subject to strict compliance with these policies. Their purpose is to protect this valuable resource as well as ensure fair and equitable access for all members of the campus community.

Section 300/2.7 Information Technology Subject: Information Technology: Students; Network Access

I. Policy

All students will be issued a username to allow them to log on to various campus network systems.

II. Procedure

The consists of the first initial of the nickname and the first six characters of the last name, or, if no nickname is supplied, the first initial of the first name and the first six characters of the last name. In cases where there are multiple users with the same NetID, a number will be appended. The Network account will remain active the entire time students are enrolled in classes at JU. It will expire 9 months after the student leaves the university or if 9 months is allowed to pass between finishing a class and registering for another. An email will be sent to the student’s JU email before the account is deleted. Exceptions to this policy include On-Line Nursing students which will remain active for a year and a half and Dual Degree Engineering students which will remain active for 2 years. Students graduating 95 from the university will have their username transition to an alumni account with no expiration. Name changes need to be submitted to the Registrar first and then a request to change your username can be sent to the Help Desk.

Student network accounts will be created with an initial password. This password will be sent to the student by either email or a letter. The password should be changed at the earliest opportunity. Students are required to choose a password that follows the guidelines on the Password website. Passwords may be changed by going to the Password website (http://password.ju.edu) or logging onto a computer running Microsoft Windows and pressing CTRL-ALT-DEL. Students should change their passwords often to protect their account. Passwords will automatically expire every180 days. Students should not share their passwords with anyone. Students are responsible for their account. Malicious activity by someone using a student’s account may result in disciplinary action for the student.

Section 300/2.8 Information Technology Subject: Information Technology: Students; Integrity of Computer Systems

Policy

JU provides computers around campus for the use of our students. These computers are configured to provide students with services tailored to the area they are located in. Students shall not alter that configuration or install additional software on these computers. Doing so may result in the student losing their privileges to use University owned computers.

Section 300/2.9 Information Technology Subject: Information Technology: Students; Use of Non-Institutional Hardware and Software

Policy

JU will provide assistance to verify that a computer meets these requirements and also configure the computer to connect to the network. Software and hardware problems are the responsibility of the student. Students bringing computers, smartphones, tablets and gaming devices to campus must register them and verify their security before they will be allowed to access network resources such as the Internet. Jacksonville University uses a system called Network Sentry to allow students to perform the registration and security check on their own (http://jucmrc.ju.edu/registration). To pass the security check, computers must have antivirus software installed and updated, have all security patches recommended by the Operating System manufacturer installed and ensure the computer is in good operating condition. Normally the registration and security check will be done once per semester, but it may be required more frequently if conditions warrant.

Students should contact the IT Helpdesk to find out when and where this assistance is available. Computers that threaten the network because of viruses/trojans/worms, improper configurations or hardware/software problems will have their network connection terminated without notice. Network access will be restored only after the computer is certified safe by a representative of the IT Department. The user assumes all risk when connecting to the JU network. JU will not be responsible for any damage to a privately owned computer due to it being connected to the network. Students 96 living on campus may use the network for recreational purposes and conducting personal business on a “not to interfere” basis with JU business requirements. Students may not use the network for personal financial gain.

Switches, routers, hubs and wireless access points are prohibited. If these devices are detected, the owner’s network access will be terminated without notice. Students assigned as a single in a two person room may use both network ports in that room.

Section 300/2.10 Information Technology Subject: Information Technology: Employees; Overview

Policy

Jacksonville University provides technology to its employees to support the University’s business goals and objectives. These technologies range from desktop computers and printers to land-based telephone. This document outlines the responsibilities of both the end user and the university in support of that use. These policies apply to all employees of the University and are in accord with the various Employee Handbooks maintained by the Human Resources Department.

Section 300/2.11 Information Technology Subject: Information Technology: Employees; Integrity of Computer Systems

Policy

JU provides computers for the use of our employees. These computers are configured to provide employees with services required to perform for their job. Employees shall not alter that configuration or install additional software on these computers. If additional software is required, employees must submit a request to the IT Helpdesk. All employees will allow free and unfettered access to all JU owned IT assets for maintenance, hardware/software upgrade and inventory purposes. It is prohibited to use JU network resources for personal business, personal financial gain or for recreational purposes. Doing so may result in the employee’s termination.

Section 300/2.12 Information Technology Subject: Information Technology: Employees; Network Access

I. Policy

All university employees are assigned a username that allows them access to the various University information systems. username typically consists of the employee’s first initial and the first six characters of their last name. In cases where there are multiple users with the same username, a number will be appended to it. Employee network accounts will remain active for the duration of employment at JU. It will expire at 5:00 pm on the day the employment is terminated. Employees who retire from JU may retain certain access delineated in the Network Services for Employees. (LINK) Employees who remain at the university as a student will fall under the Student Network Policy. II. Procedure 97

Employee network accounts are created with an initial password assigned during the account creation process. Call the Help Desk at 904-256-7200 to obtain this password. Employees should change initial passwords at their earliest opportunity, choosing a password that follows the suggested guidelines. Passwords can be changed by going to the website www.password.ju.edu or logging on to a University computer and pressing CTRL-ALT-DEL. Employees should change passwords often to protect their account. Passwords will automatically expire 180 days after their last change date. Employees will receive an email notification that your password is about to expire.

Section 300/2.13 Information Technology Subject: Information Technology: Employees; Institutional Data

Policy

All employees are to be aware of and abide by local, state and federal regulations that apply to data they create, handle or access. Employees should be aware of the various privacy and confidentiality requirements for data they access through JU’s systems. It is prohibited to store any work related file or data on a personally owned computer. Ensuring compliance with the regulatory requirements for the security, storage and archiving of data is the responsibility of each Department’s supervisor.

Section 300/2.14 Information Technology Subject: Information Technology: Employees; Technology Training

Policy

The IT Department provides classroom training along with self-paced Web based training for the Microsoft Office group of applications. Limited training for Ellucian and the SharePoint Portal is also available. Due to the large number of applications in use on campus and their limited audience, employees desiring training other than the above must contract with the product vendor or an outside training facility. A list and schedule of training offered through the IT Department is available at (LINK.)

Section 300/2.15 Information Technology Subject: Information Technology: Employees; Donated Items

Policy

In addition to the requirements set forth in section 700; Developmental Fundraising, accepting donations of IT related equipment such as computer systems, printers, PDAs, smart phones, etc., without approval of the Chief Information Officer is prohibited.

Section 300/2.16 Information Technology Subject: Information Technology: Employees; Personally Owned Equipment

Policy

Jacksonville University’s IT Department is charged with maintaining the technology of the University. As such, it does not provide support or assistance with personally-owned equipment. Employees may not bring personally owned computers on campus for business use. Employees required to work from home should have their supervisor contact IT for information on the approved methods for telecommuting. Employees desiring to use their personally owned PDA tablet or smart phone to check their JU email and calendar may do so with the understanding that their device will require a self- assigned passcode every time they use it. IT will provide the information required to connect to these services but will not set the device up. The employee is responsible for providing his/her own support. Requests for software installation . The employee is responsible for providing his/her own support. Requests for software installation on JU computers for support of a personally owned device must come from the supervisor. All configuration, operation and support of this software are the responsibility of the employee.

Section 300/2.17 Information Technology Subject: Information Technology: Employees; Administrative Rights

Policy

This policy addresses the voluntary use of the University's electronic resources and the internet via the University's network in order to provide guidance to faculty and staff. Every member of the University community is covered by this policy and expected to be familiar with its provisions. We recognize the value of computer and other electronic resources to enhance the administration and operation of the University. To this end, we encourage the responsible use of computers, computer networks, including the Internet, and other electronic resources, which must be in support of educational and research objectives consistent with our mission and goals. Use of our electronic media offers a wealth of information and resources for research. In addition, users are expected to exercise good judgment in interpreting these guidelines and discretion in making decisions about the appropriate use of our resources. Any person with questions regarding the application or meaning of these guidelines should seek clarification from the Information Technology Department.

Monitoring and privacy. It is the University's policy to maintain an environment that promotes ethical and responsible conduct in all network activities, including activities on the Internet and the privacy of others. However, we need to monitor network activities to maintain network security and for other lawful reasons. The University retains the right to inspect your hard drive and the files it contains. In addition, an Internet firewall automatically checks all data moving between the local area network and the internet and logs the sending and receiving destinations. Use of the University's technology resources constitutes consent for the information technology and other administrative staff to monitor and/or inspect any files that users create, any messages they post or receive, and any web sites they access. Please remember that you have no expectation of privacy. Among the things we may do to ensure compliance, we may log network use and to monitor fileserver space utilization by users. We assume no responsibility or liability for files deleted due to violation of fileserver space allotments. We may also monitor the use of online activities. This may include real-time monitoring of network 99 activity and/or maintaining a log of Internet activity for later review. You are advised that messages in discussion forums, including deleted messages, are regularly archived and can be retrieved. It is a violation of this policy to engage in any activity that does not conform to the University's established purpose and general rules and policies regarding use of the network.

The unauthorized installation of any software, including shareware and freeware, for use on any University computer is prohibited unless you first execute and return the certificate attached to this policy as the "Administrator Certificate and Covenant Regarding Use." (See Section entitled Installation of Applications, below). The University reserves the right, in its sole discretion, to request an explanation and justification regarding any hardware or software not provided by the University's Information Technology Department that is installed on any computer or the network, and at any time to remove the hardware or software from the computer (or the network). It is each user's responsibility to ensure that no one is granted access to the network via the user's computer and that only you have access via your account.

Compliance. Each of us must exhibit exemplary behavior on the network and the internet as a representative of the University community. Good judgment by each of us is primary in maintaining control of the use of our resources; however, we will provide internal and external controls as appropriate and feasible. The controls include the right to determine who is granted access to University-owned equipment and, specifically, to exclude those who do not abide by this or other applicable policies. The University reserves the right to restrict online destinations through software or other means.

From time to time, the University may make determinations on whether specific uses of the network are consistent with University policies. Any use of the network for any purpose that is contrary to University policy is prohibited. Malicious use of the network to develop programs that harass other users or infiltrate a computer or computing system and/or damage the software components of a computer or computing system is prohibited. Downloading, copying, otherwise duplicating, and/or distributing copyrighted materials (including unauthorized copies of software) without the specific written permission of the copyright owner is prohibited, except that duplication and/or distribution of materials for educational purposes is permitted when the duplication and/or distribution would fall within the Fair Use Doctrine of the United States Copyright Law. The network may not be used for downloading software or other files not related to our mission and objectives or for transfer to other computers, personal computer, or other media. This prohibition pertains to freeware, shareware, copyrighted commercial and non-commercial software, and all other forms of software and files not directly related to our instructional and administrative purposes. Use of the network in furtherance of any unlawful purpose is prohibited, including infringing on any intellectual property rights.

Installation of applications or hardware. The installation of applications on our computers is prohibited as discussed above and includes the installation of software or downloading an application through the internet. This section of the policy is intended to provide for permitted discretionary use of applications on our computers consistent with our mission and goals.

If you wish to be granted administrator privileges, which will allow you to create and/or install applications, please follow the directions on the Administrator Certificate and Covenant Regarding Use (i) stating that you want the ability to freely install software or hardware on your

100 computer, and (ii) explaining your need for administrative rights, and (iii) promising that you will use the University's resources only in support of the University's mission and goals.

Disclaimer. Even though the University may use technical or manual means to limit access and monitor use, these means are not foolproof and cannot be relied upon to enforce the provisions of this policy. Further, technical issues may arise and there is no guarantee that we can restore any lost data (or repair other damage) that may be caused by the installation or use of unauthorized programs or otherwise. All provisions of this policy are subordinate to local, state and federal statutes. The University reserves the right to change its policies and rules at any time with appropriate notification to affected parties.

Passwords. Every user is required to use and maintain a password that was created according to the University's guidelines. This password will be used to access the network and any resources that reside within the network and require password access. Each user should take precautions to maintain the secrecy of his or her password so that others will not be able to utilize that password for malicious purposes. If you suspect that someone has discovered your password, you should change the password immediately.

To submit your request for administrator rights to your JU computer you will need to explain how your need meets the educational mission of the university and how using the IT office’s services will not allow you to easily and fully perform your educational and research mission. A form will be provided.

Section 300/2.18 Information Technology Subject: Information Technology: Audit Visual Policies

I. Services Provided

1. Classroom audio/visual support (sound amplification, projection, etc.). 2. Audio/visual support for JU Affiliated, on-site conferences and events. 3. Normal hours of operation are 8:30 a.m. – 5:00 p.m., Monday – Friday.

II. Scheduling A/V Support

1. For large or outdoor events, please notify us at least two weeks in advance. 2. For classroom events and meetings, please notify us at least 48 hours in advance. 3. For weekend events, please notify us at least 2 business days prior to coordinate set up prior to the event on Friday and/or loan out equipment to be used during the weekend. 4. Send a request email to: [email protected] 5. Indicate the START and END time, location and a brief summary of the AV (microphones, projection, DVD player, Polycom, etc.) 6. Allow 30 minutes prior for basic events & 2 – 4 hours for large events. 7. For events in Terry Concert Hall, Swisher Theater, please contact the Fine Arts Department.

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III. Cancellations & Equipment Changes

If requested serviced need to be cancelled or changed, notify the Help Desk immediately. We will make every effort to provide services at the new location, pending availability of equipment and staffing resources.

Contact information for A/V scheduling and support can be found on the IT website under Policies – Audio Visual Policies and Procedures.

Section 300/2.19 Information Technology Subject: Information Technology: Requesting IT Assistance

Policy All requests for IT services and support must be initiated through the Help Desk. Requests made directly to members of the IT Department will be redirected to the Help Desk. The only exception will be requests presented to and approved by the Users Group Advisory Committee (UGAC).

Section 300/3.1 Scheduling and Facilities Subject: Scheduling and Facilities; Overview

Policy

The following policies govern the scheduling and reservation of University facilities. All events must be scheduled through the Campus Facilities Office.

The following restrictions apply to all reserved University facilities regardless of the group reserving the facility:

1. All children under 12 must be accompanied by an adult at all times and must not be allowed in the facilities unattended.

2. Any group renting a facility will be responsible for damages caused to University property. The individual or responsible group will be billed for the costs resulting from such damage.

3. A custodian must be on duty whenever the facility is occupied.

4. Catering and Alcohol served at any campus event must be coordinated with the Sodexo Catering Office. Outside catering is not authorized on University property for external events and Alcohol may not be brought onto campus it can be purchased through Sodexo.

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Section 300/3.2 Scheduling and Facilities Subject: Scheduling Campus Facilities by Off-Campus Groups

Policy

Off-Campus groups may reserve University facilities under limited circumstances. An Off-Campus group includes any organization comprised largely of non-University members. The Financial Affairs Office has the sole authority to authorize the use of facilities by outside groups. Use of University facilities may be denied if an activity is not suitable for a college atmosphere. Facilities will not be rented to non-college entities for profit or commercial purposes.

Procedures

Contract

All use of facilities by any group or organization outside the University must involve a written contractual agreement, proof of liability insurance and payment according to the official fee scale.

Insurance

Without exception, any outside entity renting or using the University facilities must purchase insurance or submit a Certificate of Insurance listing the University as additionally insured for $1,000,000.00 or more.

Fees

Please note that the fee schedule depends on the time requested. Please contact the Campus Facilities Coordinator to determine which fee schedule applies. Cancellations must be made prior to an event to avoid assessment of fees. Exceptions to this policy can be presented to the Chief Financial Officer for consideration. A full fee schedule is posted on the website under Event Scheduling. Sample Facility Fees listed below.

Facility During Regular School Hours During all Other Hours (less than 4 hours) (more than 4 hours)

Classrooms $150 + per hour $125 + per hour Conference Rooms $150 + per hour $100 + per hour Fields $300 + per day $300 + per day

The above fees are subject to change without notice.

D. Multimedia needs

Multimedia equipment must be obtained through the Information Technology Office. Any charges for rental of multimedia equipment shall be coordinated with the Information Technology Office.

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Section 300/3.3 Scheduling Campus Facilities Subject: Solicitation and Non-Solicitation

The University views solicitation as falling into two distinct categories. The first is solicitation by or on behalf of recognized local and national charitable organizations. The University encourages its employees to participate in national and local charitable and civic organizations. Examples of the types of organizations that fall into this category include the United Way and Relay for Life. However, employees are not permitted to solicit for or distribute materials on behalf of any organization or individual during the employee’s working time or the working time of an employee being solicited without the permission of the Office of Financial Affairs.

The second is a solicitation of a business nature by outside interested parties unrelated to a national or local charitable organization. The University prohibits any individual or employee from soliciting on behalf of any business enterprise or any other organization which is not a recognized charity or organization offering educational opportunities, promotion or sale of products, merchandise or services for benefit or profit of an outside entity. Soliciting includes, but is not limited to, the distribution on campus of advertising materials, emails, postings on the college’s website or weekly calendar and telephone solicitation to our employees for job improvement or a professional association related to the employee’s job or profession.

Section 300/3.4 Camps and Similar Other Programs Involving Minors Subject: Background Check & Fingerprinting Policies & Regulations

Jacksonville University (JU) is committed to protecting the safety, security and health of its students, employees and others, as well as safeguarding the interests of JU. As part of JU’s efforts to create a safe work and study environment, JU requires that a criminal history background (Level 1) check be conducted on prospective faculty, staff and volunteers. In addition, where required by law or University policy, a Level 2 background check will be required for any individual who is working with minors. In addition, all individuals who will be working with minors must also submit an Affidavit of Good Moral Character prior to employment/volunteering.

For additional information regarding employment related background checks please refer to Section 500, Section 2.1.7 in the Human Resources section of the Policy and Procedures.

The University expects all members of the university community to adhere to and act in accordance with this policy. Failure to comply with the requirements of this policy may lead to disciplinary action and or revocation of the opportunity to use campus facilities.

The guidelines below apply to camps, other similar programs and any program involving minors on campus.

I. OBJECTIVE & PURPOSE

To document the policy for operating:  a camp or other similar program involving minors on campus, and  a university-sponsored camp or other similar program involving minors at a site

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off-campus.

II. STATEMENT OF POLICY

Camp, clinics, and other programs involving minors (hereinafter “camp/program” or “camps/programs”) are planned recreational, athletic/sports, arts, cultural, social, or instructional group programs that are offered to children for the purpose of improving their knowledge and/or skills, and that offer experience in and/or exploration of a particular area of interest. Camps/Programs include, but are not limited to: sports, fitness, recreation, music, art, math, science, engineering, cheerleading, flag corps, religious, child education, and similar activities or areas of interest.

The terms “minor” and “child” refer to individuals who are under the age of 18.

A. Types of Criminal History Background Checks:

1. Level I: A Level 1 background check is a background check that includes an employment history check, a national and statewide criminal history background check through the Florida Department of Law Enforcement (FDLE), and a check of the National Sex Offenders Public Website. It may also include a local criminal records check through local law enforcement agencies. The typical turnaround time for a Level 1 background check is 48-72 hours.

2. Level 2: A Level 2 background check includes a statewide criminal history check through FDLE or national fingerprint-based criminal history check through the Federal Bureau of Investigation (FBI) and may include local law enforcement checks in addition to the requirements of a Level 1 background check. Results for a Level 2 background check are typically obtained within two (2) business days. For information on where to obtain a Level 2 check please contact the Office of Campus Security.

3. All background checks must be completed and evaluated PRIOR to any adult beginning to work with minors.

B. Types of Camps

1. A University-sponsored camp is one in which: a. the University provides resources for its operation, regardless of the type of resource, fund source (i.e., E&G, C&G, Auxiliary, or Foundation), or amount of funding provided, and b. participant fees are deposited into a University account and c. while University-sponsored camps may be offered on campus only these camps sometimes include off campus outings.

2. A Non-sponsored-Affiliate camp is a camp: a. operated by an employee of the University who is acting independently of his/her University affiliation, and b. in which participant fees are paid directly to the camp director or organizer.

3. A Non-sponsored-Third-party camp is a camp: 105

a. affiliated with an organization or individual external to JU, and b. in which participant fees are paid directly to the camp director or organizer.

C. Approvals The Campus Facilities Coordinator is responsible for reviewing all requests to operate a camp. The Campus Facilities Coordinator shall coordinate, as appropriate and/or necessary, with other JU departments/units regarding any logistics applicable to the operation of the camp. All required documents must be submitted to the Campus Facilities Coordinator no later than six weeks prior to the start of the camp. The Chief Financial Officer is responsible for final approval of all requests to operate a camp.

D. Required Documents The camp sponsor/organizer is responsible for ensuring all required documentation is completed and submitted in a package for approval. The following documents must be included in an application packet to operate a camp. Additional information regarding these documents, including applicable legal and policy requirements, is included in Attachment A.

1. For University-sponsored camps: a. Camp application (Attachment B) b. A list of the employees and volunteers all of whom have been cleared by completed Criminal Background Checks, Level 1 and 2. Additions or changes to this list shall be submitted to Campus Facilities Coordinator. c. A list of the camp participants that includes confirmation that an Acknowledgement and Waiver of Liability form has been received for each participant. Additions or changes to this list shall be submitted to the Campus Facilities Coordinator as needed. d. Facility Use Agreement (s)

2. For Non-sponsored Affiliate camps: a. Camp application (Attachment B) b. Facility Use Agreement(s) c. A list of the employees and volunteers all of whom have been cleared by completed Criminal Background Checks, Level 1 and 2. Additions or changes to this list shall be submitted to Campus Facilities Coordinator. d. Proof of Liability Insurance e. Proof of Accident/Health Insurance. f. Certificate of Compliance

3. For Non-sponsored-Third-party camp: a. Camp Application b. Facility Use Agreement(s) c. Proof of Liability of Insurance d. Proof of Accident/Health Insurance e. Certificate of Compliance

E. Standard Operating Procedures Manual Each camp shall make maintain and make available, upon request, a Standard Operating Procedures Manual or other written operating guidelines. 106

F. Counselor-Participant Ratio The camp director/organizer must provide an adequate number of counselors/chaperones to supervise and escort camp participants at all times. Generally, the number of chaperones/counselors should be determined by the age of the participants and the nature of the camp, but in no case shall the counselor-participant ratio be less than one counselor/chaperone for every ten (10) participants.

G. Orientation for Employees and Volunteers For all camps, the director/organizer shall, prior to the start of the camp, provide an orientation for employees and volunteers. The camp director/organizer is responsible for the content of the orientation, but in all cases the orientation shall include dissemination of information regarding child abuse reporting requirements, pursuant to HB 1355, Vulnerable Persons Reporting Act.

H. Designating Positions Requiring a Level 2 Background Check Any position, including volunteers, who will be working with minors are required to have both a Level 1 and Level 2 Background Check. In addition, a Dean or Director (or designee) of an area wishing to require a Level 2 background check on a specified job where the duties are considered sensitive or of special trust should submit a request in writing to the Human Resources office requesting that this level of check be performed.

I. Behavioral Expectations Adults at all times should be positive role models for minors, and act in a caring, honest, respectful and responsible manner. Adults working in camps/programs covered by this policy must follow these expectations to avoid behaviors that could cause harm or be misinterpreted:  Do not engage any sexual activity, make sexual comments, tell sexual jokes, or share sexually explicit material with minors.  Do not be alone with a single minor. If one-on-one interaction is required, meet in open, well illuminated spaces or rooms with windows observable by other adults from the program, unless the one-on-one interaction is expressly authorized by the program Director, Dean, Department Chair or is being undertaken by a health care provider.  Do not meet with minors outside of established times for program activities. Any exceptions require parental authorization and must include more than one adult from the program.  Do not invite any individual minors to your home. Any exceptions require authorization by the Program Director and written authorization by a parent/guardian.  Do not engage or allow minors to engage you in romantic or sexual conversations, or related matters, unless required in the role of resident advisors, counselors or health care providers.  Do not engage or communicate with minors through email, text messages, social networking websites, internet chat rooms, or other forms of social media at any time except and unless there is an educational or programmatic purpose and the content of the communication is consistent with the mission of the program and the university.  Do not touch minors in a manner that a reasonable person could interpret as inappropriate. Touching should generally only be in the open and in response to the minor’s needs, for a purpose that is consistent with the program’s mission and culture, and/or for a clear educational, developmental, or health related (treatment of an injury) purpose. Any resistance from the minor should be respected.

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 Do not engage in any abusive conduct of any kind toward, or in the presence of, a minor, including but not limited to verbal abuse, striking, hitting, punching, poking, spanking, or restraining. If restraint is necessary to protect a minor or other minors from harm, all incidents must be documented and disclosed to the Program Director and the minor’s parent/guardian.  Do not use, possess or be under the influence of alcohol or illegal drugs while on duty or when responsible from a minor’s welfare.  When transporting minors in a program, more than one adult from the program must be present in the vehicle, except when multiple minors will be in the vehicle at all times throughout transportation. Avoid use of personal vehicles if possible.  Possession of or use of any type of weapon or explosive device is prohibited.

J. Reporting Allegations of Inappropriate Behavior Every member of the University community has an obligation to report immediately instances of the abuse of or inappropriate interactions with minors to the Jacksonville University Director of Campus Security or the camp/program Director. This includes information about suspected abuse, neglect, or inadequate care provided. It is the policy of the University that no member making a good faith report of suspected abuse or neglect will be retaliated against in the terms and conditions of employment or educational program. In addition, the University has an established policy regarding sexual abuse and reporting procedures. Please see more details in the Employee Handbook, page D-12. Any case of known or suspected sexual abuse or other abuse will be reported immediately to the Jacksonville Sheriff’s Office or the State Attorney’s Office in accordance with Florida State Statutes.

K. JU Logo or Trademark The JU logo and trademark are protected by copyright and cannot be used in conjunction with camp advertising by Non-sponsored camps without permission from the University. Requests to use the JU logo or trademark by non-sponsored camps shall be submitted to the JU Office of Marketing and Communication s and such approval, if granted, shall be noted on the camp application. Also, in order to protect the liability interests of the University, use of the JU logo or trademark by non-sponsored camps must also include a disclaimer that JU does not sponsor the respective camp.

Attachment A

Facility Use Agreement(s): Camps shall be assessed a fee for the use of any JU facility for the camp/program consistent with the facility fee/rental schedule. The camp shall also be assessed a fee for custodial and other maintenance services, if such fee is not included as part of the fee/rental schedule. This fee amount will be determined through coordination with the Physical Plant Department and will be reflected on the camp application. The Chief Financial Officer may approve a request to waive all or a portion of the facility fee/rental fee and/or fee for custodial services. Requests to waive these fees shall be included in the camp application.

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Attachment B Camp/Program Application

JU Department/Unit Sponsor: ______Camp Name: ______Camp Director/Organizer: ______Additional Camp Contacts: ______Mailing Address: ______Phone Number(s):______E-mail and Web Address(s):______

Dates of Camp:______Description of Camp programs, activities, intended purpose:______Anticipated Hours of Operation: ______List of Facilities to be Used: ______Anticipated Number of Camp Participants: ______Age Span of Participants: ______

Permission to use the JU Trademark has been approved from the Office of Marketing and Publications: Circle one: ____Yes _____No _____ NA

Additional Information applicable to this request to operate a camp: ______

By submitting this application, I certify that I have read and understand the requirements for operating a camp as per Camps and Other Programs Involving Minors on Campus

Submitted by:

______Print Name of Camp Director/Organizer Date

______Signature of Camp Director/Organizer Date

Approvals:

______Dean/Chair/Unit Sponsor Date

______Chief Financial Officer Date 109

Section 300/3.5 Scheduling and Facilities Subject: Space Change, Remodeling or Moving

Policy

Re-allocation of space assignments to departments, programs or individuals, changes in space utilization, alterations in the physical layout or appearance of space, alterations in room numbering, or changes in furnishings must be approved by the Financial Affairs Office.

Procedures

When submitting requests for space change, remodeling or moving, a Space Change/Remodeling/Moving Request Form with Required back-up documentation should be sent to the Chief Financial Officer. The form can be found under the Financial Affairs section on the website.

All requests will be reviewed and requests that are considered advisable will be assigned to the physical plant for study of feasibility and costs. Under very rare circumstances where there is a special and immediate need; departments may submit a request to the Financial Affairs Office and petition for immediate action.

Section 300/3.6 Scheduling and Facilities Subject: Student Commons Rentals

Policy

Scheduling for all events held at the Student Commons must be coordinated through the Campus Facilities Coordinator in the Financial Affairs Office. Use of the Student Commons may be denied whenever it is deemed inadvisable to permit use of the facilities. Student Commons will not be scheduled for commercial purposes without the express approval of the Financial Affairs Office. All events scheduled to take place in the Student Commons must end no later than 11:00 p.m. unless approved by the Chief of Student Affairs. All food service must be coordinated with the Sodexo Office.

Typically, the Student Commons are not scheduled as a classroom. The normal use for the facility is for special functions as needed by student groups, University departments and off-campus guests. In some circumstances, with the approval of the Campus Facilities Coordinator in the Financial Affairs Office, the Student Commons may be made available as a classroom under the following conditions:

1. University department chairs or instructors may schedule and use the Student Commons for individual class periods, with the understanding that the reservation may be cancelled when group functions require the use of the Student Commons. 2. The Campus Facilities Coordinator in the Financial Affairs Office will give as much advance notice as possible when the reservation is cancelled.

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Section 300/3.7 Scheduling and Facilities Subject: Facilities Management; Maintenance, Repairs

Policy

University facilities are managed by the Physical Plant. All maintenance, repairs, and remodeling are the exclusive responsibility of the Physical Plant and must be approved by the Physical Plant.

Procedure

Requests should be submitted to the Physical Plant through the online Maintenance Connection system located at https://www.maintenanceconnection.com/mcv18/online/mc_login.htm Employees should first contact the Physical Plant to obtain the username and password required to use the Maintenance Connection system.

The Maintenance Connection system can be used for issues with:

1. appliances and equipment 2. communications and alarms 3. custodial needs 4. heating, ventilation, and air conditioning 5. vehicles 6. interior walls, floors and ceilings 7. landscaping, grounds, fields roads and paths 8. lights and electricity, material, furniture moves and events 9. plumbing

Any problems with logging on to the Maintenance Connection system should be addressed to the Physical Plant.

Section 300/3.8 Scheduling and Facilities Subject: Facilities Management: Campus Construction/Remodeling Projects

Policy

Section 1. General Overview

This document is intended to assist departments in developing a strategy and clear process regarding capital construction projects on campus. The scope of work for a project may be as simple as adding a wall in an office or constructing a permanent facility on campus.

(The Executive Director of Campus Services will assist you with the completion of the CAMPUS CONSTRUCTION PLANNING & IMPLEMENTATION FORM.)

Section 2. Planning Phase (SEE CAMPUS CONSTRUCTION PLANNING & IMPLEMENTATION FORM)

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Identify the following: A. Project name

B. Project Identification Number To be determined by Executive Director of Campus Services

C. Account Number (Datatel) To be determined by the Controller’s Office

D. Funding Source 1. Donation a). One time gift, fully funded b). A pledge given over several payments c). Duration of pledge, two years, three years, etc. 2. In-Kind Gift a).Goods or services 3. Grant Funds 4. Annual University Operating Budget 5. Financing

E. A donor letter stating the pledge amount and schedule of payments must be on file in the University Advancement office.

F. Preliminary Design and Concept Renderings If an architect or design firm is required to prepare renderings for the project, the designs must not be proprietary to that individual or firm.

Whether the above services rendered are donated or paid for, there is no guarantee that the project will be awarded to that individual or firm. They will be invited to submit a proposal through the RFP or other process chosen by the University.

Section 3. Proposed Location

A. The proposed location must conform to the University’s Master Plan. B. The project must adhere to the campus design standards

Section 4. Impact Statement

Attach a statement explaining how the proposed project relates to the following areas. A. Link to Strategic Plan B. Impact to Master Plan

Section 5. Solicitation Method

The Executive Director of Campus Services will determine the method of solicitation to use based on the criteria of the project.

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A. Request for Proposal (RFP) This is a method of soliciting vendors to offer a price based on the vendors interpretation of the University’s needs. A request for proposal allows for information gathering without committing to the purchase until the best sources are identified and a final specification is established.

B. Request for Quote (RFQ) This is a method of soliciting the supplier to offer a price based on specific information from the University.

C. Bid Process This is a method where vendors are requested to offer a price on very specific information furnished by the University. The vendor is furnished with a complete set of preapproved plans and all necessary information to successfully complete the project.

Section 6. Dollar Thresholds

A. Under $25,000 RFP/RFQ issued to a minimum of two contractors/vendors B. $25,000 to $250,000 RFP/RFQ issued to a minimum of three Contractors/vendors C. $250,000 + Formal Bid Process The Executive Director of Campus Services is responsible for the RFP or Bid Process

Section 7. Project Approval

The approval process will start with your Department Chair or Director. Once approved at this level the request will move to the appropriate Chief. Final approval will rest with the Chief Financial Officer and President.

Campus construction projects may require the approval of the Buildings and Grounds Committee, a committee of the Board of Trustees, if the following conditions apply:  Construction of a new building or facility

 An addition to an existing building or facility

 A modification in the external appearance of a building or facility

 A change in the usage or designation of land (converting a parking lot into a playing field, etc.)

Section 8. Implementation Phase

The following information must be determined before the project can move forward to the construction stage.

Design/Construction Method

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. A. “in-house” Construction by the Physical Plant Department or contracted to an outside vendor 3 B. “design/build” where the contractor designs and builds the project

C.” Design/Bid/Build” where an architect is hired to design the facility and an Invitation to Bid (ITB) is issued to general contractors to construct the project. These are two separate companies.

D. “in-house” project management or outside construction manager (based on complexity and/or size of project)

E. “guaranteed maximum price” (GMP) contract where the entire project will not exceed a preapproved price.

F. Is a permit required by the City of Jacksonville or other local, state or federal agencies?

Prepare a “time line” and draw (payment) schedule to determine the length of project from design stage to “certificate of occupancy.”

The Executive Director of Campus Services will prepare the following items:  List of qualified Contractors and Architects  Appropriate documents based on scope of work After project is completely identified and scope of work is determined, prepare a budget based on amount of funding and cost of construction based on but not limited to:  design fees,  construction fees including GC fees & General Condition Fees  permitting documents  civil and geotechnical engineering costs  F, F, & E

Select a General Contractor - subject to the approval of the V.P. for Finance and Administration based on objective criteria including but not limited to:  Price  Experience (“on campus” & in the industry)  Financial Stability

Budget must include a minimum a ten percent (10%) contingency fund.

Section 9. Project Management

The project management team will consist of the following members:

Provost and Chief Academic Officer or designee 114

Accounting Manager Executive Director of Campus Services Director of Physical Plant Department Representative Construction Manager Architect General Contractor

Section 10. Construction Phase

A. Prior to the commencement of construction, all approvals of design, location, funding and proper documentation must be finalized.

B. Whenever possible, the University will issue Owner Direct Purchase Orders (ODPO’s) to vendors for the purpose of tax savings.

C. All construction documents will be filed in the Purchasing Office.

D. Contractors will be required to purchase a Performance Bond for the project. This requirement may be waived by the University depending on the scope and value of the project.

E. Invoices will not be processed for payment until it is determined that the services are performed or materials are delivered and/or installed.

F. All communications to the architect, general contractor or related parties involved in the project must first pass through the Project Manager and /or Executive Director of Campus Services.

G. All invoices must be signed by: Subcontractor General Contractor Project Manager Executive Director of Campus Services

H. Final approval for payment is authorized by the V.P. for Finance & Administration.

I Invoices must have attached a “release of lien” for the amount of invoice.

J. Change orders must be submitted to the following for approval: Project/Construction Manager Executive Director of Campus Services Chief Financial Officer

K Regular reviews will be conducted to ensure that the project remains on budget and on schedule.

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L. At conclusion of project, a full review will be conducted including scope of work and budget.

M. Final payment will be made after University receives all required documentation including warranty information, “close-out” documents and release of liens.

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CAMPUS CONSTRUCTION/RE-MODELING

PLANNING & IMPLEMENTATION FORM

STEP ONE

PLEASE COMPLETE THIS FORM AND SUBMIT IT TO THE EXECUTIVE DIRECTOR OF CAMPUS SERVICES WITH SUPPORTING DOCUMENTATION

Date:

Project Name: ______

Project Number:______(To be determined by the Executive Director of Campus Services)

Project Account Number______(To be determined by the Controllers’ Office)

Description/ Scope of Work:______

______

Location: ______

Estimated Start/End Date:______

Estimated Cost:______

Funding Source:

Pledge

 (one-time/multi-year)______ Gift –In- Kind______ Letter of Commitment from Donor______Impact to Master Plan: ______

Link to Strategic Plan: ______

______

This section completed by the Executive Director of Campus Services

Solicitation Method: ______

Construction Management: ______

General Contractor/Vendor(s): ______

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Section 400/1.1 Academic Affairs Subject: Faculty: Faculty Bylaws and Statutes

Policies

The following sections illustrate the breakdown of the Faculty Bylaws:

Part One: Faculty Assembly Bylaws

These bylaws define the official governance body of the faculty of Jacksonville University, henceforth referred to as the Faculty Assembly, and will provide the operational structure and procedures for that body, its officers, and its committees.

Part Two: Faculty Statutes

These statutes constitute permanent rules established by Jacksonville University to govern the personnel and contractual affairs of the faculty. Part Three: Adoption and Approval of the Bylaws and/or Statutes

Bylaws and statutes are equally binding and may be amended in the same manner.

PART ONE: FACULTY ASSEMBLY BYLAWS

1.1.1 The Faculty Assembly

Section 1. Definition of Faculty

A full-time faculty member is one whose major employment is with the institution, whose primary assignment is in teaching and/or research, and/or whose employment is based upon a full-time faculty contract.

Section 2. The Faculty Assembly

a. The Faculty Assembly shall be the name given to the official body consisting of all full- time faculty members at Jacksonville University. b. Officers assigned to the Naval Reserve Officers Training Corps (NROTC) program who have been given faculty rank will be considered members of the Faculty Assembly.

c. The official number of faculty used for determining a quorum, and for other provisions of these bylaws and statutes referring to the number of faculty, shall be the number meeting the definition of Section 1 as of September 15 each year, as reported by the Office of Academic Affairs.

1.1.2 Faculty Governance

Section 1. Responsibilities of the Faculty Assembly

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The Faculty Assembly has special responsibility for oversight and shall be consulted on all proposals regarding the formation of faculty governance committees, creation and delivery of curriculum, policies on student media, and academic standards including but not limited to: graduation requirements, criteria for probation and suspension, the academic calendar, standards for academic progress, certification for degrees, academic honesty, honors program, independent studies, academic honors, study abroad, and internships.

The Faculty Assembly has shared responsibility through recommendations to the President and the Board of Trustees on the establishment of new academic programs; the structure of the academic organization; the procedures for evaluating faculty effectiveness; admission standards; the University’s mission; strategic planning; financial matters including but not limited to faculty development policies, academic budgeting, and fringe benefits; the abolition of programs, majors, and/or departments; academic ceremonies and public occasions; as well as policies regarding scholarships and academic support services.

The Faculty Assembly shall be consulted in many areas. To consult with the faculty, the administration shall inform the faculty chair, and the faculty can provide responses through the faculty chair or appropriate channels. Areas of consultation include changes in athletic policy; in library policy; administration organizational changes; policies on loans and grants-in-aid; the formation of new University committees; and on any other matter involving the welfare and morale of the faculty and students and the government and good repute of the University.

Section 2. Meetings of the Faculty Assembly, Executive Committee, and Standing Committees

The Faculty Assembly shall meet monthly during the full months of the fall and spring semesters. The Assembly may consider any matter referred to it by the executive committee, faculty committees, colleges, divisions, or by one or more of its members. Resolutions passed at each meeting shall be forwarded to the Provost and Chief Academic Officer (hereafter referred to as PCAO).

The Executive Committee of the Faculty (as outlined in Article II, Section 4) will meet at least monthly with the SVPAA and with committee chairs two weeks prior to the faculty assembly meeting to establish the meeting agenda.

The Executive Committee of the Faculty shall meet monthly during the fall and spring semesters with the President and appropriate University personnel to discuss any new resolutions passed by the Faculty Assembly and other business as outlined in Article II, Section 1.

Special meetings of the Faculty Assembly may be called by the President of the University, the Chair of the Faculty, or upon the petition of twenty-five percent (25%) of the faculty. A special meeting may be held at a time different from that of any regular meeting and shall be convened only to consider one or more items of business specified in the called meeting agenda. Special meetings generally require five (5) working days’ notice to the faculty.

Meetings of the Faculty Assembly shall be open to other members of the University community who shall have voice but no vote. However, an executive session may be called by the Chair of the Faculty or by a majority vote of the faculty present.

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Meetings of standing committees shall be open to other members of the faculty and the University community who shall have voice but no vote. Executive session may be called by the chair of the committee.

Items for inclusion on the agenda shall be submitted to the Vice Chair of the Faculty two (2) weeks prior to any regularly scheduled meeting of the Faculty Assembly.

The Vice Chair, in consultation with the Chair of the Faculty, shall either place items on the agenda or route them to the appropriate committee(s) for attention. The Chair of the Faculty shall report to the Faculty Assembly the status of all items submitted to the Vice Chair of the Faculty.

Twenty-five percent (25%) of the members of the Faculty Assembly shall constitute a quorum at all meetings of the Faculty Assembly. Robert's Rules of Order shall govern procedure in all meetings of the Faculty Assembly except when Robert's Rules of Order conflict with procedures detailed in these bylaws or other special rules of order adopted by the faculty.

Section 3. Voting

a. Election of members to the Executive Committee of the Faculty, of members to the Committee on Academic Freedom and Grievance, and of members to the Committee on Tenure and Promotion, and voting to amend the bylaws and statutes shall be by secret ballot. Preferential voting is not permitted in these situations.

b. Members of the Faculty Assembly who are unable to attend regularly scheduled meetings may cast an absentee ballot in elections of officers, committee members, or on amendments of bylaws or statutes.

c. The Parliamentarian shall be responsible for receiving absentee ballots, recording the absentee vote, and appointing tellers.

d. A secret ballot shall be taken at the discretion of the Chair of the Faculty or at the public or private request of any Faculty Assembly member.

Section 4. Officers of the Executive Committee of the Faculty

a. The Executive Committee of the Faculty shall consist of the Chair of the Faculty, the Vice Chair of the Faculty, the Secretary, and the immediate Past Chair of the Faculty.

b. The Chair of the Faculty, the Vice Chair of the Faculty, and the Secretary shall be elected by the Faculty Assembly for a two (2) year term. The Appointments Committee is responsible for soliciting and receiving the nominations by the March meeting. Nominations may also be made from the floor by any Faculty Assembly member during the March meeting. The election will be held at the April meeting. Any tenured member of the Faculty except division chairs/unit directors shall be eligible for the Executive Committee.

c. Officers shall assume office following spring term graduation. d. The Parliamentarian shall be appointed by the Chair of the Faculty and serve concurrently.

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e. A vacancy in the office of Chair of the Faculty prior to the expiration of the term shall be filled by special election if the amount of time remaining in the unexpired term is greater than or equal to one academic semester; otherwise, the Vice Chair of the Faculty shall assume the office of Chair of the Faculty. A vacancy in the office of Vice Chair of the Faculty or Secretary prior to the expiration of the term shall be filled by special election if the amount of time remaining in the unexpired term is greater than or equal to one academic semester; otherwise, the Chair of the Faculty shall appoint an interim. Nominations and election for the position(s) will be held at the next regular faculty meeting after the vacancy occurs. The newly elected officer(s) shall assume office immediately following the election and will serve until the end of the predecessor’s unexpired term.

Section 5. Duties of the Faculty Officers

a. The Chair of the Faculty shall preside over the meetings of the Faculty Assembly. The Chair shall report on actions of the Board of Trustees to the Faculty Assembly. The Chair of the Faculty shall meet at least weekly with the SVPAA. The Chair of the Faculty shall preside over the meetings of the executive committee and the joint meeting of the Executive Committee and the committee chairs. Additionally, the Chair of the Faculty shall represent the faculty by advocating faculty interests on committees and serving as a liaison of the faculty with students, the administration, the Board of Trustees, and other members of the University community. The chair of the faculty serves as a member of the President’s Council.

b. In the absence of the Chair of the Faculty, the Vice Chair of the Faculty shall assume the duties and responsibilities of the Chair and may appoint a temporary Vice Chair. Additionally, the Vice Chair shall receive items of business for meetings of the Faculty Assembly, review minutes and accompanying materials, and ensure their timely distribution to members of the Faculty Assembly. Furthermore, it is the responsibility of the Vice Chair to publicize all meetings of the Appointments Committee and all committee vacancies in a timely manner.

c. The Secretary maintains all records of the Faculty Assembly (e.g. routing forms, agendas, curricular proposals, etc.) and monitors the Faculty Assembly budget.

e. The Parliamentarian shall ensure that proper procedures are followed for meetings of the Faculty Assembly and shall serve as teller in all faculty elections. Additionally, the Parliamentarian shall maintain an accurate set of bylaws and statutes, and shall periodically review these and recommend revisions.

1.1.3 Committee on Academic Freedom and Grievance

Section 1. Duties

It shall be the responsibility of the committee on Academic Freedom and Grievance (see Statute I) to track and study developments and possible problems in the area of academic freedom at Jacksonville University. Additionally, the committee shall hear faculty grievances regarding pay issues, teaching assignments, leaves, academic freedom, tenure and promotions, terminations and other academic issues. 121

a. Grievances must be made in writing to the chair of the committee, citing the grievance and the basis for the request. The committee may hear or refuse to hear a grievance, based on the merits of the case.

b. The committee's hearings and records will be confidential. The chair of the committee shall submit a report of the findings and recommendations to the SVPAA, the President and the complainant/grievant. In cases where the University is not the respondent, the same report shall also be sent to the respondent.

Section 2. Membership

The committee shall be composed of four (4) tenured members of the faculty who are not division chairs or members of the Committee on Tenure and Promotion. In addition to the four (4) regular members, two (2) alternate members shall be elected to serve as committee members, as required, if a regular committee member cannot participate in a hearing. The committee shall have full discretion in choosing alternates, from those elected, to participate in a particular case.

Section 3. Elections a. The committee members shall be elected for terms of four (4) years on a rotating basis, so that the Faculty Assembly shall annually elect at least one (1) member to fill a vacancy caused by the expiration of a term of office. Nominations shall be made in February with the election in March. The new member(s) shall take office at the beginning of the following fall semester. b. Should a member of the committee resign, a faculty member who meets the requirements of Article III, Section 2 shall be nominated and elected as a replacement at the next meeting of the Faculty Assembly.

c. Within three (3) weeks of the March election of the new members, the committee shall convene to elect a chair for the following academic year. The existing committee shall remain as constituted through the summer.

1.1.4 Committee on Tenure and Promotion

Section 1. Duties

The committee on Tenure and Promotion shall review tenure and promotion portfolios, evaluate recommendations on tenure and promotion made by division chairs or unit administrators, and make recommendations to the PCAO on tenure and promotion proposals, and any cases of reinstatement of tenure.

With the exception of cases of discrimination or harassment, the committee shall review cases for removal of tenured members of the Faculty and make recommendations to the PCAO and President simultaneously.

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Section 2. Membership

The committee shall be composed of five (5) tenured members of the faculty who have rank of professor and who are not division chairs or members of the Committee on Academic Freedom and Grievance.

Section 3. Elections

a. The committee members shall be elected for terms of four (4) years on a rotating basis so that the Faculty Assembly shall annually elect at least one (1) member to fill a vacancy caused by the expiration of a term of office. Nominations shall be held in February with the election in March. The new member(s) shall take office at the beginning of the following fall semester.

b. Should a member of the committee resign, a faculty member who meets the requirements of Article IV, Section 2 shall be nominated and elected as a replacement at the next meeting of the Faculty Assembly.

c. Within three (3) weeks after the March election of its new member(s), the committee shall convene to elect its chair for the following academic year. The existing committee shall remain as constituted through the summer.

1.1.5 Appointments Committee

Section 1. Duties

Annually, and as needed, each elected member of the Appointments Committee will poll the division, unit, or college and seek interested candidates for committee openings.

The committee shall convene as needed to complete tasks assigned by the Chair of the Faculty. Additionally, the committee shall meet in February to fill vacancies on all standing committees, and in March of an election year to formalize nominations for the Executive Committee of the Faculty.

The committee shall convene as needed to nominate candidates to fill vacancies on all standing committees if the vacancies occur outside of the regular rotation.

Section 2. Membership

The committee shall be composed of the Vice Chair of the Faculty and one faculty member from the School of Education, the School of Nursing and the School of Orthodontics in addition to one faculty member from each division in Davis College of Business, the College of Fine Arts, and the College of Arts and Sciences. Members should be tenured faculty. Division chairs are eligible to serve.

Section 3. Elections

a. The members shall be elected by their respective divisions, units, or college, as appropriate, and shall serve for two (2) year terms.

123 b. The elections shall be held in the spring semester, and new members will assume their duties at the beginning of the fall semester. c. The Vice Chair of the Faculty shall chair the committee.

1.1.6 Faculty Standing Committees

Section 1. General Policies a. Meetings of standing committees shall be open to other members of the faculty and the University community who shall have voice but no vote. Executive session may be called by the chair of the committee. b. A simple majority of the members of any committee enumerated in this article shall constitute a quorum. c. The term of office of all committee members shall be two (2) years. Members may continue to be re-nominated to the committee. Membership shall rotate so that approximately one-half (1/2) of the membership is nominated each year. d. By the last spring meeting of the Faculty Assembly, each committee shall elect from among its members a chair-elect who will assume the responsibility of chair at the beginning of the next fall semester. Chairs may be re-nominated. e. The chair of each committee shall convene and conduct meetings, and report on the committee's activities to the Faculty Assembly and the Chair of the Faculty Assembly. Recommendations shall be presented to the Faculty Assembly. f. The chair of a committee shall designate a committee member to serve as the chair's alternate and conduct meetings in the chair's absence. g. No faculty member shall serve on more than one of the committees enumerated in this Article, but may also serve on the committees enumerated in Articles III, IV, and V. Chairs of committees may also expect to serve as faculty representatives on Board of Trustees’ sub-committees. h. Neither the Chair of the Faculty, the Vice Chair of the Faculty, nor the Secretary of the Faculty shall serve on any of the standing committees during the term in office. Each may attend meetings of any standing committee in this article as a non-voting, ex officio member. i. Normal committee procedure shall be to meet as needed to complete tasks in an expedient manner; however, all committees shall meet at least once per month during the fall and spring semesters. j. All members of the University community may submit proposals to the standing committees via the Vice Chair of the Faculty. Standing committees should inform the Chair of the Faculty within one month regarding the status of any submitted proposal. Submitters should consult the Chair of the Faculty when they feel a committee has failed to take expedient action. k. A standing committee may, after informing the Faculty, appoint an ad hoc committee to assist with any area of its charge. Such a committee is subject to reappointment September 1 of the following academic year. An ad hoc committee reports to the chair of the standing committee responsible for its activity. l. Standing committee members must attend meetings regularly. Failure to attend regularly will result in removal from the committee. The Appointments Committee shall be responsible for choosing a replacement. 124 m. Standing committee chairs will consult with the President of JUSA for student appointments.

Section 2. Academic Standards Committee a. The Academic Standards Committee shall be composed of seven (7) members of the Faculty. b. The committee shall receive and review proposals, make recommendations, and monitor in the following areas: standards for admissions, satisfactory academic progress, honors, internships, and independent studies; requirements for graduation; and policies on academic honesty, scholarships, loans, and grants-in-aid.

Section 3. Curriculum Committee a. The Curriculum Committee shall be composed of seven (7) members of the Faculty, including at least one (1) from each college and one from any of the three schools. b. The committee shall receive and review curriculum proposals and make recommendations to the faculty assembly concerning the following: the addition of new courses; the elimination of existing courses; significant changes in course content or credit hours; changes that effectively create new courses; course renumbering; requirements within majors, minors, and programs; the creation or elimination of tracks/concentrations within majors or programs; the creation or elimination of majors, minors, or programs (joint oversight with the Planning and Budget Committee); and University majors. c. Subject to the catalog review process, the following curricular changes can be done with departmental discretion; changes that are purely editorial in the title or description of existing courses; indication of the semester in which a course is taught; cross listing; and prerequisites. d. Deans of the academic colleges, the chief technology officer, the Registrar, and a librarian are ex officio members with voice, but without vote.

Section 4. Core Curriculum Committee a. The Core Curriculum Committee shall be composed of seven (7) members of the faculty, including at least one (1) from each college. b. The committee shall receive and review proposals to change the core curriculum, including proposals for new core courses, and shall make recommendations to the Faculty Assembly regarding the core curriculum. The committee shall also supervise the assessment of the core curriculum. c. Proposals for new courses also being proposed for core credit should be submitted for review to the Curriculum Committee before being submitted to the Core Curriculum Committee.

Section 5. Faculty Affairs Committee a. The Faculty Affairs Committee shall be composed of seven (7) members of the faculty. b. The committee shall receive, review, and make recommendations to the Faculty Assembly in all areas affecting faculty welfare and morale including the areas of fringe benefits, research activities and awards, procedures for evaluation, compensation, and retirement.

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Section 6. Instructional Resources Committee a. The Instructional Resources Committee shall be composed of seven (7) members of the faculty. b. The committee shall receive and review proposals, and shall make recommendations in the areas of technology, library resources policy, and the distribution of other resources necessary for quality instruction. c. The chief technology officer is an ex officio member with voice, but without vote.

Section 7. Planning and Budget Committee a. The Planning and Budget Committee shall be composed of seven (7) members of the faculty and one (1) student. At least one (1) committee member must be from the Davis College of Business and must have experience in accounting and finance. There must be at least one (1) representative from each of the other colleges. b. The chair of the Planning and Budget Committee, in consultation with the committee, shall participate in the University’s strategic planning and shall report regularly to both the University’s planning body and the faculty regarding strategic planning and budgeting. Additionally, the committee shall receive and review proposals and make recommendations to the Faculty Assembly in the areas of strategic planning, the establishment of financial priorities, and the campus environment. c. The committee, the Chief Financial Officer (CFO), and appropriate administrators shall consult during the process of developing the University’s annual budget. The committee shall review complete summary financial reports with the CFO. d. The Planning and Budget Committee shall also receive and review proposals and make recommendations to the Faculty Assembly in the following areas: the academic calendar, the establishment of new academic majors, minors, and programs (joint responsibility with the Curriculum Committee); divisional organization; the formation of new colleges; and the elimination of majors, minors, programs, and departments (joint responsibility with the Curriculum Committee). A decision by the Committee to formally recommend the elimination or creation of a program or department of instruction will be based essentially upon academic considerations in light of the mission statement of the university. e. The Registrar and the CFO are ex officio members with voice, but without vote.

Section 8. Student Life Committee a. The Student Life Committee shall be composed of seven (7) members of the faculty and two (2) students, including the president of the Jacksonville University Student Association (JUSA). b. The committee shall receive and review proposals and make recommendations to the Faculty Assembly in all areas affecting student welfare and morale, including the area of journalistic standards for student media. c. The committee shall appoint an advisory Media Board composed of three (3) members of the faculty as well as the chair of the Division of Humanities and two (2) students who are not staff members of student media. The faculty advisors of each media shall serve as ex officio members. The Board meets as needed to fulfill the functions delineated below: 126

1. The Board shall be charged with developing and proposing policy for campus publications. The Board makes these recommendations to the faculty Student Life Committee.

2. The Board makes recommendations to the SVPAA concerning the appointment of editors, managers, and business managers. The faculty advisor and the student editor or manager of each media will select students to fill other positions for which scholarships may be available.

3. The Board may make recommendations to the SVPAA in the appointment or reassignment of faculty advisors who will provide editorial, and/or technical advice to student journalists. The Board may request legal advice through the president’s office when necessary. Faculty advisors shall insure that campus publications adhere to established publication policies.

4. The Board does not exercise pre-publication or pre-broadcast review of student media. However, the Board hears grievances from student journalists and other members of the University community regarding the operation of campus media. The Board adjudicates grievances by reference to the Jacksonville University Guidelines for Student Media. The Board may recommend the reprimand or removal of editors and other student officers of student media. All such recommendations are forwarded to the SVPAA.

Section 9. Athletics Committee

a. The Athletics Committee shall be composed of five (5) members of the faculty, the chief enrollment officer, the chief student life officer, the Registrar, the Director of Compliance, the Director of Financial Assistance, the Faculty Athletic Representative, the Athletic Director (ex officio), the Academic Advisor for Student Athletes, the Assistant Registrar for Certification, and one (1) student representative from the Student Athlete Advisory Committee (SAAC). b. The committee shall receive and review proposals and shall make recommendations to the Faculty Assembly in the area of athletics, as well as provide faculty input into the development of athletic policies and academic standards for student athletes. It shall be concerned with the interface of student athletics with the academic programs of the University and help evaluate how well athletic programs support the mission of the University. The goal of the committee shall be to ensure the academic success and well- being of student athletes.

PART TWO: FACULTY STATUTES

These statutes constitute permanent rules established by the University to govern the personnel and contractual affairs of the faculty.

1.1.7 Statute I: Academic Freedom

Jacksonville University considers a free and unconstrained exchange of information essential among its faculty, staff, and students. While the faculty fully supports the free exchange of ideas, an explicit 127 guarantee of academic freedom is made to faculty members through this statute. Jacksonville University adopts the following portions taken verbatim from the AAUP 1940 statement on Academic Freedom and Tenure:

The purpose of this statement is to promote public understanding and support of academic freedom…and agreement upon procedures to ensure… [Academic freedom] in colleges and universities. Institutions of higher education are conducted for the common good and not to further the interest of either the individual teacher or the institution as a whole. The common good depends upon the free search for truth and its free exposition.

Academic freedom is essential to these purposes and applies to both teaching and research. Freedom in research is fundamental to the advancement of truth. Academic freedom in its teaching aspect is fundamental for the protection of the rights of the teacher in teaching and of the student to freedom in learning. It carries with it duties correlative with rights. …

Academic Freedom

a. Teachers are entitled to full freedom in research and in the publication of the results, subject to the adequate performance of their other academic duties; but research for pecuniary return should be based upon an understanding with the authorities of the institution.

b. Teachers are entitled to freedom in the classroom in discussing their subject, but they should be careful not to introduce into their teaching controversial matter which has no relation to their subject. Limitations of academic freedom because of religious or other aims of the institution should be clearly stated in writing at the time of the appointment.

c. College and university teachers are citizens, members of a learned profession, and officers of an educational institution. When they speak or write as citizens, they should be free from institutional censorship or discipline, but their special position in the community imposes special obligations. As scholars and educational officers, they should remember that the public may judge their profession and their institution by their utterances. Hence they should at all times be accurate, should exercise appropriate restraint, should show respect for the opinions of others, and should make every effort to indicate that they are not speaking for the institution.

All full-time, part-time, adjunct, resource and visiting faculty members, tenured and non-tenured, enjoy full academic freedom. All full-time and part-time students enrolled in any course, credit or non-credit, also enjoy full academic freedom.

Any faculty member who believes his or her academic freedom to have been abridged may direct a written grievance to the chair of the Committee on Academic Freedom and Grievance, citing the abridgment in detail, providing corroborating documentation, and requesting corrective action.

1.1.8 Statute II: Tenure

Section 1. Eligibility

Tenure exists to protect academic freedom in teaching, research, and service. Faculty members earn tenure by demonstrating their expertise and achievement in these areas. For this reason, Jacksonville

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University awards tenure for faculty work, but not for administrative work. Tenure is granted in accordance with procedures developed by faculty and administration. A faculty member is eligible to earn and hold tenure unless he or she is appointed to a non-tenure track position. A faculty member who is eligible to earn tenure shall be so informed in the annual contract. The contract shall state the year of service during which tenure may be considered, as well as the pre-tenure review year. A faculty member not eligible for tenure shall be so informed in each annual contract, along with the date beyond which an annual contract will not be extended.

When the University hires new academic administrators, it may, on a case-by-case basis, recognize tenure granted by another institution after consultation with tenured faculty in the appropriate unit. Alternatively, academic administrators moving to faculty status may earn tenure by following standard procedures for tenure- track faculty.

Section 2. Timetable and Standards for Tenure

After completing five (5) years of service, an eligible faculty member may apply for tenure. Prior to applying, three years must have been completed at Jacksonville University. A maximum of two (2) years of service at other institutions of higher learning at the level of tenure track assistant professor or higher may be counted in the years of service for tenure consideration.

Tenure is determined for each individual based upon academic credentials and years of service at Jacksonville University and other academic institutions (see above). An affirmative tenure decision must consider achievement in the areas of teaching, professional development and scholarship, and service to the university. Additionally, faculty members are expected to interact in a cooperative and collaborative manner in fulfilling their professional obligations.

Section 3. Pre-Tenure Evaluations

Candidates for tenure will undergo a pre-tenure review during their mid-point of service toward tenure at Jacksonville University as determined by the SVPAA in consultation with the faculty member. Candidates will submit a pre-tenure portfolio which provides evidence of the candidate’s achievements in the areas of teaching, professional development and scholarship, and service to the university. Candidates will submit the portfolio by February 1 to the division chair or unit administrator. Tenured division members participate in this review. A record shall be kept of their recommendations and given to the division chair or unit administrator, dean, SVPAA, and candidate by May 1. The division chair shall forward the record of the pre-tenure review to the Committee on Tenure and Promotion during the final tenure evaluation process.

Section 4. Evaluation Process

In the fall semester of the sixth (6th) year of service, a faculty member eligible for tenure shall send a written request for consideration to the division chair or comparable unit administrator, who shall then inform the dean of the candidacy. The faculty member shall also submit two (2) copies of a portfolio to the division chair or unit administrator. After reviewing the candidate's documentation, the tenured faculty members of the academic division or comparable unit (exclusive of the chair) will elect a convener who shall assemble the tenured members for a discussion of the candidate's qualifications. The convener will submit an agreed-upon summary of that discussion to the division chair or comparable unit administrator. In units without a division chair or comparable unit administrator, the convener will submit the summary directly to the Committee on Tenure and Promotion. Subsequent to 129 this meeting, each tenured faculty member shall submit in writing a confidential vote for or against tenure. The candidate shall be informed whether the vote was favorable or unfavorable and provided with the summary submitted by the convener. Prior to December 1, the division chair, unit administrator, or convener shall submit to the dean and to the Committee on Tenure and Promotion the following information:

1. pre-tenure evaluations; 2. division chair's written evaluation and recommendation for or against tenure; 3. the summary prepared by the convener; 4. the results of the vote of the tenured members of the academic division or comparable unit; 5. the candidate's portfolio.

Independent tenure recommendations are sent from the Committee on Tenure and Promotion and from the appropriate dean to the SVPAA who shall make recommendations to the President. All documents used in the tenure-granting process shall be retained by the SVPAA for a period of three (3) years from the time of the decision.

Section 5. Granting Tenure

Upon the positive recommendation of the President, final approval for tenure decisions is made by the Board of Trustees during the spring. Tenure goes into effect with approval of the Board of Trustees. There is no tenure, absent approval of the Board of Trustees.

Section 6. Continuation of Tenure

A faculty member who has earned tenure continues to hold it so long as three (3) conditions continue to be met:

1. the faculty member maintains and demonstrates professional competence; 2. the faculty member adheres to legal and ethical standards; 3. the faculty member's position is not terminated due to financial exigency.

The lapse of one (1) or more of these conditions may result in the loss of tenure.

Although not necessarily, loss of tenure may mean immediate dismissal. Employment may be continued on probationary terms to be set by the SVPAA. Tenure may be reinstated on terms to be set by the SVPAA in consultation with the Committee on Tenure and Promotion. For specifics regarding loss of tenure and notification of said loss, see Statute IX.

Section 7. Post-Tenure Review

During the fifth (5th) year after receiving tenure, and every fifth (5th) year of service thereafter, a tenured faculty member shall undergo a post-tenure review. This review shall be conducted jointly by the division chair or comparable unit administrator and the dean. For their review they shall use annual evaluations, faculty activity reports, teaching evaluations, and other documentation at their disposal covering the previous five (5) year period. The member being evaluated shall be allowed to present additional documentation. No portfolio is required of the faculty member.

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The purpose of post-tenure review is to maintain and improve faculty performance, and should not to be construed as a punitive device. The basic standard for appraisal shall be whether the faculty member under review discharges his or her duties conscientiously and with professional competence. The faculty member does not bear the burden to justify retention. Furthermore, the dean and division chair must both agree and demonstrate that there are serious deficiencies in the overall performance of the faculty member to warrant the sanction of a post-tenure probationary period. If, on the basis of this review, the chair or unit administrator and the dean find that the faculty member's performance is unacceptable, the dean shall recommend to the SVPAA that the faculty member be given a probationary period of three years in which to improve his or her performance. Criteria for acceptable improvement shall be detailed in writing and thoroughly discussed with and understood by the faculty member. Failure to meet these criteria by the end of the probationary period may constitute grounds for removal of a tenured faculty member under the provisions of Statute IX, Section 3. All pertinent materials used in the evaluation shall be retained by the dean for a period of five years.

Section 8. Appeal

Should a faculty member disagree with the application of one or more of the provisions outlined in this statute, he or she may direct a written grievance and request for correction to the chair of the Committee on Academic Freedom and Grievance.

1.1.9 Statute III: New Faculty Appointments

Section 1. Filling a Vacancy

When the chair of a division or unit administrator, in consultation with the dean and the SVPAA, determines a vacancy in a department exists, the chair shall, with the dean and SPVAA’s approval, appoint a search committee. Prior to the search, the rank and salary range of the position shall be recommended to the SVPAA by the appropriate dean. The SVPAA shall inform the division chair or unit administrator and the search committee of the range. The search committee shall consist of at least three (3) but no more than five (5) faculty members. The division chair, comparable unit administrator, or college dean shall not serve on the committee. Where faculty size in the unit permits, the chair of the search committee shall be from the discipline in which the vacancy exists, and the majority of committee members shall be from that discipline. Other committee members may be from outside the discipline and one member may be from outside the college. The search committee shall make an appropriate search to select and rank the candidates who seem best qualified to fill the needs of the department. After preliminary discussions with the top candidates about rank, salary range, and other pertinent information, the chair of the search committee shall invite a minimum of two (2) but generally the top three (3) candidates to the campus for interviews.

Section 2. Conducting a Search

Members of the faculty and administration shall interview the candidates, determine their professional and personal suitability, and report to the chair of the search committee. The search committee shall then rank the acceptable candidates and the chair of the committee shall inform the division chair or unit administrator of the committee’s decision. The division chair or unit administrator shall then forward to the dean the committee’s rankings and recommendation. If the administration and the search committee cannot reach agreement on a candidate, all parties shall meet to seek consensus. 131

Section 3. Appointment of a Faculty Member

After a candidate has been selected, the dean of the college, in consultation with the SVPAA, shall offer the individual a contract which stipulates rank, salary, and complete information concerning tenure eligibility. The candidate will be given an appropriate time frame in which to respond. If the contract is not accepted, the search committee shall be consulted before another candidate is offered a contract.

1.1.10 Statute IV: Rank and Promotion

Section 1. Evaluation for Promotion - Procedure

An eligible faculty member who wishes to be considered for promotion shall submit a promotion portfolio to the division chair no later than October 15. Evaluation of individuals for promotion will be done by the division chair or unit administrator, the dean, the Committee on Tenure and Promotion, the SVPAA, and the President. Prior to December 1, the division chair or appropriate unit administrator shall submit all supporting documents to the dean and to the Committee on Tenure and Promotion. At the time of annual evaluations, the division chair or appropriate unit administrator is responsible for providing information to individuals regarding their progress towards promotion. All documents used in the promotion process shall be retained by the SVPAA for a period of three (3) years from the time of the decision.

Section 2. Evaluation for Promotion - Criteria

Advancement from one academic rank to the next is determined for each individual in accordance with standards and procedures developed by faculty and administration and is based upon academic credentials; years of service at Jacksonville University and other academic institutions; and achievement in the areas of teaching, professional development and scholarship, and service to the university.

Section 3. Category and Rank – General Description

To teach in a discipline, individuals of all ranks must be academically qualified according to the accreditation criteria of the Southern Association of Colleges and Schools.

. Adjunct - This position is appropriate for part-time teaching positions only. Adjuncts normally teach no more than half-time and on course-by-course contracts. This is a non-tenure track position.

. Part-time Faculty – This position is appropriate for positions of half-time teaching. Some positions may be combined with departmental responsibilities. Part-time Faculty members are awarded one (1) year contracts. This is a non-tenure track position.

. Resource Faculty – This position is appropriate when an individual is selected to fulfill particular institutional needs and only with the express approval of the faculty within the appropriate academic unit. The individual may be full-time or part-time, may hold rank, is eligible for promotion, and may serve in such capacities as instructor, clinical faculty, artist in residence, lecturer, librarian, endowed chairs, etc. Compensation is set by and at the discretion of the SVPAA. Resource faculty members are normally awarded one (1) year contracts. This is a non-tenure track position. Resource faculty cannot replace tenure-track positions. 132

. Visiting Assistant Professor, Visiting Associate Professor, and Visiting Professor - These positions are appropriate as full-time teaching positions on a temporary basis. Visiting appointments cannot be extended beyond an individual's third (3rd) year of employment at Jacksonville University without the individual becoming eligible for tenure. This is a non- tenure track position.

. Assistant Professor - An individual holding this rank should demonstrate high potential to excel. Generally, a terminal degree in the area in which the individual teaches is required. This is a tenure track position.

. Associate Professor – An individual holding this rank generally must hold a terminal degree in the area in which the individual teaches. The individual must have demonstrated the ability to excel. Usually a minimum of five (5) years of full time teaching experience is required, three (3) of which must be at Jacksonville University. This is a tenure track position.

. Professor - An individual holding this rank must have demonstrated excellence. Generally, a terminal degree in the area in which the individual teaches is required. Usually a minimum of ten (10) years of experience is required, five (5) of which must be at Jacksonville University. This is a tenure track position.

. Emeritus – Emeritus faculty are former Jacksonville University tenured faculty who have been awarded emeritus status by the Board of Trustees. “Emeritus faculty” is an honorary title which does not carry teaching or other duties, but which may entitle the holder access to certain college resources and facilities. This is a non-tenure track position.

Section 4. Salary Increases

In addition to any across the board and cost of living adjustments, salary increases shall be made on the basis of rank and merit. Recommendations for merit raises are made by the SVPAA on the basis of the college dean's recommendation, the division chair or appropriate unit administrator’s report, and other relevant factors.

1.1.11 Statute V: Selection of Division Chairs and Unit Administrators

Section 1. Search Committee

When a vacancy appears or is expected in a division chair or comparable unit administrator’s position, the college dean or SVPAA (as appropriate) will provide advance notice to the division or unit concerned. The division or unit will elect a search committee consisting of three (3) faculty members by secret ballot. Membership on the committee shall not be considered a deterrent to selection as division chair or unit administrator. The incumbent division chair or unit administrator shall not be a member of this committee.

Section 2. Candidate Selection

Following the election of the search committee, names of interested tenured faculty members within the division or unit shall be submitted to the committee. Administrators and faculty within the

133 division/unit may also express a preference for an appointment from outside the University. A ballot shall be given to the faculty. The committee shall keep the results of the vote confidential.

Section 3. Recommendations

The search committee shall send its recommendation to the college dean. If the college dean chooses to accept one of the recommended candidates, this candidate shall be recommended to the SVPAA. If the college dean refuses to accept any of the candidates, the college dean and the committee shall meet in an effort to reach consensus.

Section 4. Appointment

The division chair or comparable unit administrator shall be appointed by the SVPAA upon recommendation by the college dean. The appointment shall be for a term of four (4) academic years, or for three (3) and a fraction if the appointment occurs during an academic year. It is the responsibility of all division chairs to distribute accurate and appropriate information to their constituencies. A division chair or comparable unit administrator may be reappointed for additional terms. The procedures of Statute V, Sections 1-4, shall be followed for reappointments.

In the case of an unexpected vacancy or in case of a deadlock, the SVPAA may appoint an acting division chair or comparable unit administrator to serve until the above procedures can be fully implemented. Such acting appointments shall remain in effect a maximum of one (1) year.

Section 5. Evaluation

A division chair or comparable unit administrator shall be evaluated annually by the division/unit. Evaluations shall be forwarded to the dean.

Section 6. Remuneration

The remuneration of division chairs or comparable unit administrator in the form of reduced teaching load or in other ways shall be determined by the SVPAA.

Section 7. Department Chairs

When a division chair, college dean, and the SVPAA determine a need exists to establish a department within a division, a chair shall be appointed by the division chair or unit administrator and college dean. The department chair shall report to the division chair or appropriate unit administrator, who with the approval of the dean shall determine the role and function of the department chair. The department shall be maintained as long as the division chair, college dean, and the SVPAA determine the need exists. Department chairs shall be appointed for two (2) year terms and may be appointed for four (4) or eight (8) year terms. In exceptional circumstances, department chairs may be reappointed for additional terms. The remuneration of department chairs, in the form of reduced teaching load or in other ways, shall be determined by the SVPAA.

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Section 8. Removal

A division chair or comparable unit administrator may be removed from the position of chair by the SVPAA after consultation with the college dean and the tenured members of the division or appropriate unit. Such removal shall not affect the chair's or unit administrator’s tenure or position as a member of the faculty.

1.1.12: Selection of the Provost and Chief Academic Officer and College Deans

Section 1. Provost and Chief Academic Officer

a. Search Committee

When a vacancy occurs or is expected in the position of SVPAA, a faculty search committee shall be established. The search committee shall conduct a national search to select and rank the candidates who seem best qualified. The committee shall make recommendations on the candidates to the President. The committee shall be composed of two (2) representatives each from the Davis College of Business and from the College of Fine Arts, and four (4) representatives from the College of Arts and Sciences. Additionally, the Chair of the Faculty shall serve on the committee. The Chair of the Faculty shall preside over the search committee whose members will be elected from their respective colleges.

Should the Chair of the Faculty be a candidate, the individual shall withdraw from the search committee and be replaced by the Vice Chair of the Faculty. Should the Vice Chair of the Faculty also be a candidate or for any reason is unable to serve, the committee shall then elect one of its members to serve as chair.

b. Candidate Selection

Candidates shall be interviewed by the faculty search committee, by the members of the faculty, and by the administration. Members of the faculty who interview the candidate shall report their views to the search committee. The search committee shall recommend acceptable nominees directly to the President. c. Appointment

If the President appoints (or announces the planned appointment of) a SVPAA against the wishes of a majority of the committee, the President shall meet with the committee and explain the reasons for the appointment.

The President, after discussion with the Executive Committee of the Faculty, may appoint an interim SVPAA, if necessary, until the procedures of this statute result in an appointment. If a college is not represented on the Executive Committee of the Faculty, a representative shall be selected by the Chair of the Faculty to participate in the discussions between the Executive Committee of the Faculty and the President.

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Interim appointments shall normally be for one (1) calendar year. In the event it is necessary to extend the appointment, the President will confer in advance with the Chair of the Faculty. Extensions will not be made past one (1) additional year.

d. Evaluation

The faculty shall provide annual information to the President, evaluating the PCAO.

Section 2. College Deans

a. Search Committee

When a vacancy occurs or is expected in the position of a college dean, a faculty search committee shall be established. The search committee shall conduct a national search to select and rank the candidates who seem best qualified. The committee shall make recommendations on the candidates to the PCAO. The committee shall be composed of at least five (5) and no more than seven (7) elected representatives from the unit under the dean’s jurisdiction and the Chair of the Faculty. The committee should broadly represent the unit. The Chair of the Faculty shall preside over the search committee.

b. Candidate Selection

Candidates shall be interviewed by the faculty search committee, by the members of the faculty, and by the administration. Members of the faculty who interview the candidate shall report their views to the search committee. The search committee shall recommend directly to the SVPAA, who shall inform the President of the committee’s recommendation, as well as his/her, recommendation. c. Appointment

If the President appoints (or announces the planned appointment of) a dean against the wishes of a majority of the committee, the President shall meet with the committee and explain the reasons for the appointment.

The President, after discussion with the SVPAA and Executive Committee of the Faculty, may appoint an interim dean, if necessary, until the procedures of this statute result in an appointment. If a college is not represented on the Executive Committee of the Faculty, a representative shall be selected by the Chair of the Faculty to participate in the discussions between the Executive Committee of the Faculty and the President.

d. Evaluation

The faculty shall provide annual information to the PCAO, evaluating the appropriate college dean. 1.1.13: Selection of the President of the University

Section 1. Search Committee

When selecting a new President of the University, the Chair of the Faculty is a member of the search committee created by the Board of Trustees. Additionally, at least one (1) representative from each college shall be elected from the faculty by secret ballot to serve on the search committee.

Section 2. Faculty Views

When a candidate for the presidency is brought to the campus, the faculty shall be given the opportunity to interview the candidate and report their views to a faculty representative of the search committee.

1.1.14 Termination of a Non-Tenured Appointment

Termination of a non-tenured appointment can occur when, following appropriate review, evaluation of, and communication with the faculty member, it is judged that the faculty member is failing to fulfill the terms, conditions, and tenure expectations (see Statute II) of his/her appointment, or for professional incompetence or unethical behavior. Terminated faculty members alleging the decision not to reappoint violated due process as outlined in these bylaws or in the procedures developed by the administration and faculty (see Statute II, Section 1) or was based upon discriminatory or prejudicial treatment may request review by the Committee on Academic Freedom and Grievance. The petitioning faculty member shall have the burden of introducing evidence sufficient to support a decision that the non-renewal resulted from a failure to follow due process or that the decision was based upon discriminatory or prejudicial facts and reasons. Review on appeal shall be limited to these areas of consideration.

Notice of non-reappointment will be given in writing in accordance with the following:

a. For a full-time faculty member who has served less than one (1) academic year, notice shall be given not later than March 1 of that academic year. b. For a full-time faculty member who has served more than one (1) academic year, notice shall be given by December 15 of the current academic year. c. For a full-time faculty member who has served two (2) or more academic years, notice of a terminal contract shall be given no later than September 1 of the terminal year.

1.1.15 Termination of a Tenured Appointment

Section 1. Reasons for Termination

Termination of a tenured faculty member’s position may be effected by the University only for financial exigency, for professional incompetence, or for other good cause, but not to restrain the tenured faculty member’s academic freedom. 137

Section 2. Financial Exigency

Prior to a declaration of financial exigency by the University which could result in the termination of a faculty member's position, the Planning and Budget Committee must participate in the decision that a condition of financial exigency exists or is imminent. In such situations, after full justification is presented to the Faculty Assembly at a formal meeting, faculty reduction may take place.

When reduction for financial exigency is justified, it shall be done in the following order:

 Non-tenured faculty members: Annual evaluations shall be used as criteria. Tenured faculty members within the unit or division shall meet and form a recommendation to be forwarded to the division chair or appropriate unit administrator. The dean, in consultation with the division chair or unit administrator, when appropriate, shall make final recommendation to the SVPAA.

 Tenured faculty members: Reduction among tenured faculty members may then take place on the basis of consistency with the University’s mission and vision. The annual evaluations, departmental needs, University needs, and the recommendations of the division chairs, deans, and PCAO shall be used as criteria. Efforts shall be made prior to termination to place the faculty member in an appropriate position.

A tenured appointment terminated due to financial exigency shall not be filled by a replacement for three (3) years, unless the released faculty member has been first offered the reappointment in writing and given a reasonable time to accept or decline it.

If questions arise about the financial survivability of the institution and the need to eliminate entire programs and departments, the Planning and Budget Committee, the Curriculum Committee, the Core Curriculum Committee, and the Executive Committee shall meet jointly to form recommendations to make to the PCAO.

Section 3. Removal for Professional Incompetence

Removal for professional incompetence may result after a tenured faculty member, placed on probation for three (3) consecutive years following a post-tenure review, fails to fulfill the criteria for a successful review (see Statute II, Section 7). Under these conditions, the Committee on Tenure and Promotion shall review the case and make its recommendations to the PCAO.

Section 4. Removal for Cause - Due Process

With the exception of discrimination and harassment cases, removal for cause must be based upon greater weight of the evidence that the faculty member should not continue to fulfill the terms and conditions of his or her appointment.

In the case of removal for cause, the termination procedure must guarantee due process and shall be preceded by these steps:

1. Discussions between the faculty member and the PCAO looking toward a mutual settlement;

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2. A preliminary hearing by the Committee on Academic Freedom and Grievance, if requested by the faculty member, resulting in a non-binding recommendation forwarded to the President. In the case of a tenured faculty member, the hearing shall be conducted by the committee on Tenure and Promotion. If termination is considered too severe, the committee shall recommend to the President at the conclusion of its hearings one of the following: dismissal of charges, written reprimand placed in the permanent file, probation or suspension with or without pay, reduction in pay, or reduction in rank. The proceeding shall be kept confidential. 3. The President may accept the Committee's recommendation, reject it, or refer it back for reconsideration in light of new evidence or hearing irregularities. Prior to the final decision being rendered, the President or the faculty member may initiate a mutual meeting. Before the President submits the decision to the appropriate committee of the Board of Trustees, the President shall stipulate to the faculty member his decision and the reasons for it.

Section 5. Removal for Cause - Suspension

Pending the final decision, and only if immediate harm to the individual or others is threatened by continuance, the faculty member shall be temporarily suspended by the President after consultation with the appropriate committee, or assigned to other duties in lieu of suspension. Temporary suspension is appropriate only pending a hearing. Salary shall not be withheld during the period of temporary suspension.

Section 6. Termination Contingencies

Upon termination for cause and upon recommendation of the appropriate committee or of the President, salary may be continued for a period not to exceed twelve (12) months.

Section 7. Regarding Administrators with Faculty Rank

The regulations in this Statute shall apply to administrative personnel who hold faculty rank, but not in their capacity as administrators.

1.1.16 Statute X: Outside Employment and Leaves of Absence

Section 1. Outside Employment

Individuals accepting full-time faculty employment at Jacksonville University recognize that their primary professional responsibility is to the fulfillment of their obligations to Jacksonville University. Full-time faculty engaged in outside employment shall inform their immediate supervisor of such employment, make certain that this outside employment does not represent a conflict of interest with employment at the University, and not accept an employment schedule that could or does present a conflict with duties and responsibilities as full-time employees of the University.

Section 2. Leaves Without Pay

Leaves without pay may be granted upon written request to the division chair or appropriate unit administrator who shall forward a recommendation to the dean, and then to the SVPAA. Such leaves do not count toward accumulation of time for tenure appointment, although a tenure appointment already granted is not affected by such leave.

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Section 3. Leave With Pay

When financially feasible, the University shall provide for leaves of absence with pay. The faculty member may apply for one (1) semester at full-pay, or two (2) semesters at half-pay, or two (2) semesters at full pay with half-time teaching load. A tenured faculty member becomes eligible to apply for leave with pay after a minimum of five (5) consecutive years of service at Jacksonville University. No more than ten (10) percent of the eligible faculty members may be awarded leaves with pay during any given semester. A faculty member may reapply for subsequent leaves after five (5) additional years of service, not including the year on leave. Faculty receiving leaves with pay are expected to return to their full-time teaching positions. In order to be considered for compensated professional leave, a faculty member must submit a written statement of plans for scholarly work that can be expected to enhance the individual’s professional development and the academic reputation of Jacksonville University, and which can justify the length of the leave time requested. Examples of such work include, but are not limited to, research, scholarly activities, continuing education, and creative activity. Requests for leaves with pay require recommendation by the Faculty Affairs Committee, the division chair or comparable unit administrator, the college dean, and the SVPAA. Upon completion of the period of leave the faculty member shall submit an appropriate report on their activities to the appropriate unit administrator, the college Dean and the SVPAA.

Time spent by a faculty member on leave with pay shall be credited toward seniority on the same basis as if the faculty member were in residence at Jacksonville University.

On written request, special assignment with pay may be granted by the SVPAA for scholarly or professional work beneficial to the academic reputation of the University.

PART THREE: ADOPTION AND APPROVAL OF THE BYLAWS AND/OR STATUTES

1.1.17 Procedure for Amendment of the Bylaws and Statutes

Section 1. Presentation

Proposed amendments may be presented in writing to the Faculty Assembly at any regular meeting. Proposed amendments may be initiated by petition of ten (10) percent or more of the members of the Faculty Assembly or by any standing committee.

Section 2. Adoption

After presentation, a properly proposed amendment shall be voted on by the Faculty Assembly at the next regular meeting or at a regular meeting designated by the Chair of the Faculty. Acceptance shall be by two-thirds (2/3) majority of those voting on the proposal. Adopted amendments shall be forwarded by the Chair of the Faculty to the SVPAA, and then to the President for approval and forwarding to the Board of Trustees for approval.

Section 3. Effective Date

Any amendment approved by the Faculty Assembly shall take effect immediately upon approval by the Board of Trustees. 140

1.1.18 Article II: Authority of the Bylaws and Statutes

Subject to the Charter of the University and the Bylaws of the Board of Trustees, which shall prevail in the event of conflict, these bylaws and statutes shall take precedence over publications and regulations which pertain or refer to these bylaws.

1.1.19 Article III: Method of Adoption

Section 1. Approval

These bylaws and statutes shall become effective upon approval by the faculty, the SVPAA, the President, and the Board of Trustees.

a. Presentation: These bylaws and statutes shall be formally presented at a regularly scheduled meeting of the Faculty Assembly. b. Faculty Approval: Approval by the Faculty Assembly shall occur upon two-thirds (2/3) majority vote of those present at the meeting.

c. Approval by the Administration and the Board of Trustees: Upon approval by the faculty these bylaws and statutes shall be submitted to the SVPAA, then the President. Upon the President’s approval, the President shall submit these bylaws and statutes to the Board of Trustees for approval.

d. Effective Date: These bylaws and statutes shall take effect immediately upon approval by the Board of Trustees.

1.1.20 Compliance with SACS-COC Substantive Change Policy

Contact Office: Office of Executive Chief and Provost Oversight Executive: Provost & Chief Academic Officer

Reason for Policy: Facilitates compliance with the substantive change policy of the Southern Association of Colleges and Schools - Commission on Colleges (SACS-COC).

Definitions:

Southern Association of Colleges and Schools Commission on Colleges (SACS-COC or SACS): The regional body for the accreditation of degree-granting institutions of higher education, including the University, in the southern United States.

SACS Liaison: The individual designated by the president to serve as the University’s representative to SACS. Currently, the Provost & Chief Academic Affairs

Substantive Change: A significant modification or expansion of the nature and scope of an accredited institution.

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Policy Statement: As a regionally accredited institution of higher education, the University is responsible for compliance with the substantive change requirements of the U.S. Department of Education as outlined in 34 C.F.R. § 602.22. Regional accrediting bodies, such as SACS, are tasked with ensuring institutional compliance with these federal requirements. The SACS policy statement, “Substantive Change for Accredited Institutions of the Commission on Colleges,” outlines institutional responsibilities related to the reporting of substantive change.

All proposed changes to academic programs related to the offering of new programs, new modalities of instruction, the addition of new sites, the development of a joint degree program or other consortial/contractual relationship, and other changes as listed in the SACS-COC table below, must be reported to the Office of Academic Affairs at the outset of planning. The SACS Liaison will determine the need for a substantive change announcement and the appropriate SACS-COC procedure to follow.

There are three procedures for addressing the different types of substantive changes included in this document:  Procedure One (1) for the Review of Substantive Changes Requiring Notification and Approval Prior to Implementation  Procedure Two (2) for the Review of Substantive Changes Requiring Only Notification Prior to Implementation  Procedure Three (3) for Closing a Program, Site, Branch Campus or Institution

Table of Substantive Change Reporting Responsibilities Types of Change and Procedure Prior Notification Time Frame Prior Documentation [COC procedure is in brackets] Required for Approval Contacting Required COC Initiating coursework or programs Yes 12 months Yes Application for at a different level than currently Level Change approved [1] Due dates: Apr 15 or Oct 1

Expanding at current degree level Yes 6 months Yes Prospectus (significant departure from current programs)[1] Initiating a branch campus [1] Yes 6 months Yes Prospectus Initiating a certificate program at employer’s request and on short notice …using existing approved NA NA NA None courses[NA] …at a new off-campus site Yes Approval Yes Modified (previously approved program) [1] required prior to Prospectus implementation

Yes Approval Yes …that is a significant departure required prior to Modified from previously approved implementation Prospectus 142

programs [1] Initiating other certificate programs …using existing approved courses NA NA NA None [NA] …at a new off-campus site Yes 6 months Yes Prospectus (previously approved program) [1] …that is a significant departure Yes 6 months Yes Prospectus from previously approved programs [1] Altering significantly the Yes 6 months Yes Prospectus educational mission of the institution[1]

Initiating joint or dual degrees with another institution: See: Copy of signed Collaborative Academic agreement and Arrangements: Policy and Procedures. Prior to contact Yes implementation No information for Joint Programs Yes 6 months Yes each institution …with another SACS-COC Yes Prior to No Prospectus accredited institution [2] implementation Copy of signed …with an institution not accredited agreement and by SACS-COC [1] contact Dual Programs [2] information for each institution

Type of Change and Procedure Prior Time Frame Prior Documentation [COC procedure is in brackets] Notification for Approval Required Contacting Required COC Initiating off-campus sites (including Early College programs offered at the high school) …Student can obtain 50 percent or more Yes 6 months Yes Prospectus credits toward program [1] Yes Prior to No Letter of …Student can obtain 25-49 percent of implementation notification credit [2] NA NA NA None …Student can obtain 24 percent or less [NA] Expanding program offerings at previously approved off-campus sites …Adding programs that are significantly different from current programs at the site Yes Prior to No Letter of [2] implementation notification 143

…Adding programs that are NOT NA NA significantly different from the current NA NA programs at the site [NA] Aligning significantly the length of a Yes 6 months Yes Prospectus program [1] Initiating distance learning …Offering 50 percent or more of a program for the first time (Adding subsequent programs requires advance notification only for programs that are significant departures from the originally Yes 6 months Yes Prospectus approved programs) [1] Yes Prior to No Letter of …Offering 25-49 percent [2] implementation notification NA NA NA …Offering 24 percent or less [NA] None Initiating programs or courses offered through contractual agreement or Yes Prior to No Letter of consortium [2] implementation notification and copy of signed agreement Entering into a contract with an entity to participate in USDOE Title IV programs …if the entity provides 25% or more of an educational program offered by the COC accredited institution [1] Yes 6 months Yes Prospectus

…if the entity provides less than 25% of an educational program offered by the accredited institution [2] Yes 6 months No Copy of the signed agreement Initiating a merger/consolidation with Prospectus another institution [See SACS-COC Due dates; Apr policy Mergers, Consolidations and Yes 6 months Yes 15 or Oct 1 Change of Ownership...” ]

Type of Change and Procedure Prior Time Frame Prior Documentation [COC procedure is in brackets] Notification for Approval Required Contacting Required COC Changing governance, ownership, Prospectus control, or legal status of an institution [See SACS-COC policy, Mergers, Yes 6 months Yes Due dates: Apr Consolidations and Change of 15 or Oct 1 Ownership...] Relocating a main or branch campus [1] Yes 6 months Yes Prospectus Moving an off-campus instructional site Yes Prior to No Letter of 144

(serving the same geographic area) [2] implementation notification with new address and starting sate Changing from clock hours to credit hours Yes 6 months Yes Prospectus [1] Altering significantly the length of a Yes 6 months Yes Prospectus program [1] Initiating degree completion programs [1] Yes 6 months Yes Prospectus Closing a program approved off-campus site, branch campus or institution Description of …Institution to teach-out its own students Yes Immediately Yes the teach-out [3] following the plan included decision to with letter of …Institution contracts with another Yes close Yes notification institution to teach-out students (Teach- Immediately Description of out Agreement) [3] following the the teach-out decision to plan, copy of close signed teach-out agreement detailing the terms included with the notification Acquiring any program or site from another institution [See SACS-COC policy ―Mergers, Consolidations and Yes 6 months Yes Prospectus Change of Ownership....” ]

Adding a permanent location at a site where the institution is conducting a Yes 6 months Yes Prospectus teach-out for students from another institution that is closing [See SACS- COC policy Mergers, Consolidations and Change of Ownership....” ]

SACS-COC, Substantive Change for Accredited Institutions of the Commission on Colleges, http://www.sacscoc.org/pdf/081705/Substantive%20change%20policy.pdf The numbers in brackets in the table refer to the relevant SACS substantive change procedure.

Section 500/1.1 Human Resources Subject: Policy Disclaimer

IV. Policy

This policy manual is intended for information only. While this section generally applies to all employees, faculty-specific policies can be found in Section 400: Faculty. Many of the policies and 145 procedures that can be found within this Section are taken from already existing Human Resources documents, such as the Employee Handbook. Every effort is made to ensure that this policy manual does not conflict with already existing Human Resources policies. However, to the extent that any information in this Section conflicts with information published by the Human Resources Department, the Human Resources documents shall be the controlling source of information.

Section 500/1.2 Human Resources Subject: Equal Employment Opportunity

I. Policy

Jacksonville University is committed to providing an inclusive and welcoming environment for all who interact in our community and strives to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences.

II. Procedure

Recognizing the value of all available human resources, Jacksonville University affords equal opportunity in employment without regard to race, color, age, veteran status, gender, national origin, religion, marital status, sexual orientation, gender identity or presence of a disability. This nondiscrimination policy applies to all aspects of educational and employment decisions, including recruitment, admission, hiring as well as retention, compensation, transfer and opportunities for advancement.

Section 500/2.1 Human Resources Subject: Hiring Practices: Employment Hiring Procedure

I. Policy

All University staff hiring practices must conform to the procedures outlined below. For faculty hiring procedures, please see the “Academics” section.

II. Procedure

2.1.1 Budget Approval

Before any position is filled, the appropriate supervisor/manager/director must consult the budget for that particular department. Follow the procedures below for vacancies and new positions.

Pre-Approved Positions (Vacancies) When a regular vacancy occurs through separation, transfer, or promotion of an incumbent in an existing position, or a new position has been approved, the supervisor/manager/director will complete a Human Resources Action form (HR Action Form) and forward it to the Human Resources Department.

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Positions That Have Not Been Previously Approved (New Positions) When a new position has not been previously approved in the budget process, the requesting authority will complete a HR Action form and forward it to the supervisor/manager/ director for approval and subsequent forwarding to the appropriate Chief. Upon approval by the appropriate Chief, the request will be submitted for review and approval to the Chief Financial Officer.

2.1.2 Action by the Human Resources Department

Upon receipt of the approved HR Action form, a representative of the Human Resources Department will contact the requesting supervisor.

To assist in the hiring process, Human Resources and the hiring manager will discuss job requirements, selection criteria, job posting dates, recruitment strategies, the interview process, and hiring procedures to be followed once a candidate has been selected. The Human Resources Department will prepare the job announcement and post the vacancy on the University’s website under the “Employment Opportunities” section of Human Resources. This website can be found at: https://my.ju.edu/departments/FinanceandAdministration/HumanResources/Pages/EmploymentOpportunities.aspx

The job posting will remain on the website for a minimum of five (5) working days.

If the decision is made to advertise the position concurrent with the on-campus posting, the Human Resources Department will provide assistance in the preparation and placement of the advertisement in the desired media.

2.1.3 Hiring Salary Range

Upon conclusion of the selection process, the hiring manager/supervisor should call a representative from the Human Resources Department to confer regarding the selection and the salary to be offered.

The selected candidate will be offered a starting salary that fits between the established salary ranges approved for the job.

Typically, new hires start at the minimum of the salary range. However, based upon experience, this salary can be between the minimum and the maximum approved salary range.

In no event will the candidate be offered more than the approved amount in the budget for the position. The Chief Financial Officer must approve any beginning salary that exceeds these guidelines.

2.1.4 General Information

Under all circumstances, an applicant will complete an employment application prior to any interviews being conducted.

After the position has been filled, the supervisor/manager will forward the new employee’s application and any other relevant information to the Human Resources Department for the personnel file.

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The supervisor/manager must keep all applications and resumes pertaining to the position for one (1) year from the date of the job posting. Whenever possible, qualified existing employees should be considered for vacant positions. An employee is eligible to apply for a vacant position within his/her department or within the University, provided that the employee has completed six (6) months of service and is performing in a satisfactory manner.

The employee will be considered if he/she is qualified (along with others in the department, University community, as well as any outside candidates), and the position will be given to the person selected by the manager to be the best qualified.

An employee who accepts either a promotion or transfer will be moved into the new position at a time which is mutually agreeable by the hiring manager and the employee’s current manager. As a general rule, an employee who accepts a transfer will be moved into the new position no earlier than two (2) weeks from the date of acceptance of the new position, but generally no longer than four (4) weeks.

For positions classified as Administrative, the Human Resources Department will prepare an appointment letter to be signed by both the appropriate Chief and the person selected for the position.

2.1.5 New Hire Orientation

New Hire Orientation is conducted every Monday morning at 10:00 a.m. in the Office of Human Resources. The HR Office is located in the Howard administration building on the second (2nd) floor.

All new-hires should attend this orientation, as it covers not only benefits information, but also allows Human Resources to ensure that all of the required documents are completed. Managers should attempt to start all new-hires on a Monday; however, if it is not possible to begin on a Monday and the start date will be more than three (3) days from the next orientation, the new-hire should come to the Office of Human Resources on his/her first (1st) day in order to complete the essential I-9 and W-4 forms.

2.1.6 Hiring Temporary Employees

The University supplements the regular workforce with temporary employees when needed due to peak workloads, extended employee absences, or other appropriate situations. A temporary employee is an individual who is hired either part-time or full-time for a specific, limited period. The temporary employee can be exempt or non-exempt (for purposes of calculating overtime pay), salaried, or paid hourly. Temporary employees are not eligible for University sponsored benefits

Temporary positions will be filled as follows (when circumstances permit):

A. The department head will determine that there is a need for a temporary employee and will attempt to fill the position by transferring another employee within the department or division. B. If the position cannot be filled from within the department or division, the department head will submit a written request to the Human Resources Department. Such requests must contain the nature of the job assignment, the duration of the time expected, the minimum requirements, and the budget account code to be charged.

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C. Human Resources will verify the availability of the budget resources to fill the temporary position. D. Human Resources will recruit within existing pools of candidates. If this is not feasible, temporary employment will be obtained through an outside agency. E. The University may utilize work-study students to fill temporary needs if they are available.

2.1.7 Criminal Background Checks

The University conducts background checks on all regular full-time and part-time employees (not including adjunct professors). The process for a background check is as follows:

1. The background check must be requested only on the candidate selected for the position (not on all individuals interviewed). The turnaround time for results to return is generally between 24 – 48 hours. 2. Supervisors and managers can choose to wait until the background check is complete before making a job offer or may make the offer before the background check is complete. If the offer is made before the background check is complete, the supervisor must indicate to the prospective employee that the offer is contingent upon receiving a satisfactory results. 3. The Employment application must be completed in full and sent to the Human Resources Department. In addition, the Human Resources department must receive a signed Jacksonville University Background Investigation Form (in order to comply with the Federal Credit Reporting Act). These forms are both located on the Human Resources webpage under the “Forms” section. 4. The Office of Human Resources will notify the hiring manager when the background screening results have returned. 5. If any questions arise from the criminal background check, a representative from the Human Resources department will contact the hiring search committee chair or manager. If a background check reveals any felony or first degree misdemeanors, the University will take into consideration the nature and gravity of the offense, the time period that has elapsed since the conviction, and the nature of the job for which the applicant is applying. 6. Any communication with a job applicant regarding denial of a job offer based upon the results of a criminal background check must be done by the staff of the Human Resources Department.

Section 500/2.2 Human Resources Subject: Hiring Practices: Eligibility for Current Employees to Apply for Posted Positions, Job Posting and Bidding, Re-hiring Former Employees, Administrative Positions

I. Policy

All applications for posted positions, job posting, and bidding must comply with the procedures outlined below.

II. Procedure

2.2.1 Eligibility for Current Employees to Apply for Posted Positions

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All Jacksonville University staff members who have completed at least six (6) months in their present position are eligible to apply for posted positions. A staff member who has not completed six (6) months of service in his/her present position may apply for positions within his/her own department, provided he/she is performing in a satisfactory manner. Any exception to these eligibility provisions must be approved by the staff member’s department manager and the Human Resources Department.

2.2.2 Job Posting Procedures

Prior to filling a regular vacant position, the position shall be posted on the University’s employment web site. The University’s employment website shall be considered the official posting location for the purposes of satisfying the provisions of this policy.

During the posting period, Human Resources will accept resumes and a Request for Transfer form pertaining to the position from internal staff members. External job applicants will be required to submit the documents requested via the University’s employment website.

All regular vacant positions will be posted unless it is deemed to be in the best interest of the University to waive the posting period. Such waivers may be granted in cases where the University is attempting to place staff members who have been displaced from their current positions due to layoff; in cases where a recently-filled position becomes vacated within ninety (90) days, and the hiring manager wishes to consider candidates from the original applicant pool; at the request of the hiring of a Chief or in cases involving departmental reorganizations. All posting waivers must be approved by the Human Resources Department.

External recruitment advertising may be undertaken concurrent with the posting at the discretion of the hiring unit.

2.2.3 Re-hiring Former Employees

Prior to re-hiring a former employee of Jacksonville University, the hiring manager/supervisor must consult with Human Resources. A designee from Human Resources will review the former employee’s file and determine whether the employee is eligible for re-hire.

2.2.4 Administration

In order to post a vacant administrative position and proceed with the hiring process, a Human Resources Action form must be completed and forwarded by the supervisor to the Office of Human Resources. A current description of the job duties and minimum and preferred qualifications should be included. Please see the policy on Hiring Procedures for Regular Staff/Administrative Positions for further information regarding the budget approval process (Section 500/2.1.1).

Once the Human Resources Action Form is received in the Human Resources Department with all of the appropriate approvals, a job posting will be prepared describing the position responsibilities, qualifications and hours, and posted on the Jacksonville University Website. Employees interested in applying for a posted position shall submit a resume and a Request for Transfer form from Human Resources Department. The Request for Transfer form indicates the candidate’s interest in the job and also gives permission for the interviewing manager to see the

150 candidates Personnel file. Hiring managers are required to view the personnel file before making a job offer to an internal candidate.

The hiring supervisor will interview those candidates whose qualifications most closely meet the needs and the requirements of the position. Upon notification of hire to the Human Resources Department regarding the selected candidate at the appropriate salary, an offer will be extended to the selected candidate. The University has guidelines to determine salary for an internal applicant with reference to a promotion, lateral move or demotion to a lower salary grade (see Section 500/4.3). Following acceptance of an offer by an internal candidate, the employee’s current supervisor will be notified and a transfer date arranged, consistent with the hiring procedures (See Section 500/2.1). A general guideline is to make the effective date of a transfer no sooner than two (2) weeks, but in no event should a notice period extend beyond four (4) weeks.

Human Resource Action Form

Managers/Supervisors who desire to request changes to administrative/staff employee personnel records should complete a Human Resources Action Form. This form can be used to request changes such as title, salary, promotion, transfers within campus and notices of resignations. This form requires the signature of the Manager and appropriate area Chief. Final approval of such changes must be made by the Chief Financial Officer.

Section 500/2.3 Human Resources Subject: Hiring Practices: Position Control

I. Policy

To maintain overall position balance and equity within the University, all requests for new title, reclassification, and title changes must be processed through the Human Resources Office.

II. Procedure

Reclassifications of classified personnel are approved only when the employee's responsibilities and duties have changed significantly since the grade level for his/her position was established or when other significant factors prevail, such as job market salary or wage level.

New titles, reclassification, and title changes may be implemented and rates of pay established by the appropriate administrator with the approval of the appropriate Chief following the approved University procedures maintained in Human Resources. A revised job description must also be drafted by the appropriate department in consultation with the appropriate Chief. A Human Resources Action Form must be completed.

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Section 500/2.4 Human Resources Subject: Hiring Practices: Employment Responsibilities and Standards

I. Policy

Jacksonville University employees are expected to uphold the following responsibilities and standards:

A. Employees shall not knowingly mislead the University or its personnel by falsely asserting facts relevant to their professional qualifications or their eligibility for institutional benefits. B. Current, approved job descriptions shall be maintained for all employees and employees shall perform the duties and responsibilities outlined in those descriptions. C. Employees shall maintain work schedules that are consistent with the needs of their position, as agreed upon with the Fair Labor Standards Act and applicable laws and regulations of the State of Florida. D. Employees shall chair and serve on committees, participate in meetings, comply with other assignments, and accept other responsibilities as required for the efficient and effective operation of the University. E. Activities that serve to maintain or improve employees' professional skills have a legitimate relationship to their service; however, employees shall not allow non-institutional commitments, outside consulting, or other non-institutional employment to interfere with the proper discharge of their responsibilities to the University. Employees shall comply with the state law and institutional policies relating to conflicts of interest. F. Employees shall not exploit the University's name or their own relationship with the University for personal reasons unrelated to their legitimate job duties and responsibilities. They shall not create the impression that they are representing the University unless in fact they are. G. Employees shall not maliciously destroy institutional property, purposely inflict physical injury or threaten such injury to other persons on campus, or purposely interfere with the legitimate activities of other persons on campus. Nor shall employees purposely and unlawfully incite others to engage in such activities. H. Jacksonville is committed to providing an inclusive and welcoming environment of all who interact in our community and strives to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. I. Employees shall comply with the general policies, rules, and regulations of the University. J. Employees share the general duties of citizenship, and employees who violate state or federal law may not expect immunity or special protection because of their employment status. Breaches of legal duty are matters for disposition by the legal system and the University reserves the right to bring proceedings against employees who are tried and convicted of unlawful conduct.

Section 500/2.5 Human Resources Subject: Hiring Practices: Employment of Relatives

I. Policy

The University subscribes to the policy that all employment decisions should be based solely on the merits of the individual candidate. However, it is considered inappropriate for any member of the staff to be in a reporting relationship with an immediate family member or a household member. Staff 152 should neither initiate, nor participate in, directly or indirectly, decisions involving a direct benefit (including employment or appointment, retention, promotion, salary, work assignments, leaves of absence or any other employment condition) to members of their immediate family or household.

Immediate family for the purpose of this policy includes: spouse, children (including stepchildren), parents, grandparents, grandchildren, brothers, and sisters (including stepbrothers and stepsisters), aunts and uncles, and in-laws of all the above. Household members include individuals regularly sharing the staff member’s residence.

Section 500/2.6 Human Resources Subject: Hiring Practices: Employment Classifications

I. Policy

Jacksonville University classifies its employees as follows:

1. Salaried Positions: Faculty and non-faculty positions that can be reasonably expected to last six (6) consecutive months or longer and are paid a salary for carrying out a particular function, rather than for completing one or more of a series of assigned tasks during a standard workweek. These positions are funded from salaried budgeted dollars and provide a benefit package paid for by the University. 2. Regular Full-time Employees: Employees hired to work the University’s standard 38.75 hour work week for twelve (12) months per year (these employees work a minimum of 2,015 hours per year). These positions are funded from hourly budgeted dollars and provide a benefit package paid for by the University. 3. Regular Part-time Employees: Employees hired to work fewer than twelve (12) months per year or fewer than 38.75 hours per week. These positions are funded from hourly budgeted dollars and do not provide a benefit package. 4. Temporary Employees: Employees engaged to work full-time or part-time for the University with the understanding that their employment will be terminated upon completion of a specific assignment or a specified period of time. Positions in this category have no limit on number of hours worked per week, providing that the position does not continue beyond six (6) months. Employees in this category are not eligible for any of the University’s benefit programs. 5. Adjunct Faculty Positions: Faculty positions that are funded from hourly budgeted dollars and do not provide a benefit package. These positions are filled for one (1) semester at a time, depending on need. Adjunct faculty shall have the standard teaching load, not to exceed fifteen (15) credit hours or twenty-five (25) contact hours, whichever comes first. When approved by department chairs and deans, adjunct faculty members may teach an additional eight (8) contact hours per week. 6. Student Positions: An employee who performs services in the employ of the University incident to and for the purpose of pursuing a course of study at the University. There are four (4) categories of student employment: University Work Study FICA exempt, Federal Work Study FICA exempt, Student eligible for FICA deduction, and Foreign Student FICA exempt.

A. University Work Study FICA exempt

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An individual enrolled as a student at Jacksonville University at least half-time (earning a minimum of six (6) credit hours per semester), as determined by the University. These students work on the student pay schedule no more than 1500 hours within the fiscal year.

B. Federal Work Study FICA exempt

An individual enrolled as a student at Jacksonville University full-time (earning at least twelve (12) credit hours per semester). These students work on the student pay schedule no more than twenty (20) hours per week in the work study program.

C. Student eligible for FICA deduction (Trainee status)

An individual enrolled as a student at Jacksonville University at less than half-time status (fewer than six (6) credit hours earned per semester), as determined by the University. These students work on the student pay schedule not more than 1500 hours within the fiscal year.

D. Foreign Students FICA exempt

An individual attending Jacksonville University on an F1 visa, maintaining at least twelve (12) credit hours per semester and working on the student pay schedule not exceeding twenty (20) hours of work per week as mandated by INS policy, except during their designated vacation, or during a semester off. During vacation or a semester off, a foreign student may work up to thirty (30) hours per week, working not more than 1500 hours within the fiscal year.

II. Procedure for Determining Student Status

Determination of student status will be made at the end of the drop-add period; the status may be adjusted after that period. For payroll periods ending before the expiration of the drop-add period, the determination of student status is made on the basis of the number of semester hours being taken at the end of the registration period for the semester. Student performed work that is exempt from FICA during all pay periods of a month or less and that falls wholly or partially within the academic term is eligible for the FICA exemption.

Section 500/2.7 Human Resources Subject: Hiring Practices: Financial Sponsorship for Non-U.S. Citizens Applying for Faculty Positions

I. Policy

Jacksonville University is an equal opportunity employer committed to achieving excellence and strength through diversity. The employment of foreign employees in faculty and staff positions is an accepted practice for achieving diversity. Any candidate who is not a U.S. citizen and who requires a particular immigration status to begin employment in the United States may apply for financial sponsorship if he/she is being considered for a faculty position. To maintain consistency at the 154

University, the following procedures must be followed by all University departments in regards to financial sponsorship of foreign faculty members. Any department wishing to hire a staff member who is not a U.S. Citizen must consult with the Human Resources Department before any offer of employment to a non-citizen is made. Approval by the Human Resources Department is a mandatory pre-requisite to an offer of employment to a non-citizen.

II. Procedures

1. The Department intending to hire a foreign faculty member must obtain approval from the Provost and Chief Academic Officer department for all expenditures associated with employment prior to an offer of employment. The Provost and Chief Academic Officer department will advise Human Resources of the pending employment. 2. During the job search phase, Human Resources will ensure that the potential faculty member is eligible for work authorization. The Department seeking the foreign faculty member will work with Human Resources during the pre- employment and offer phase to ensure that the appropriate work visa is obtained. 3. Each foreign faculty member accepting a position at the University will be assisted by the University in the visa process and may receive up to $4,000.00 toward visa application costs. The University will also pay the filing fees (not including premium processing fees) to the government. 4. A foreign faculty member who is granted financial assistance from the University (up to $4,000.00) as provided above shall submit a $1,000.00 deposit for legal fees as acceptance of the terms above and as acceptance of the employment offer by the department. Legal work to obtain a work visa will not commence without the acceptance of this offer and deposit of $1,000.00. 5. Work visas are applied for by the University and issued to the University with the foreign faculty member named as the beneficiary. Because the University is the sponsoring employer, the foreign faculty member may only be employed by the University will residing in the United States. 6. Any extensions needed for work visas (in the future) will be determined on a case-by-case basis and largely determined by the individual’s green card progress. The process above only applies to the first work visa issued to the foreign faculty member. 7. If all parties are in agreement with the above policy and procedures, an agreement form must be signed by both (1) the intending foreign faculty member, and (2) a representative in the Human Resources Department who is responsible for maintaining the hiring documents. This agreement form is available in the Human Resources Department.

Employment Documents

Under no circumstances should a department allow a foreign employee to work for the University prior to receiving and submitting all documents to the Human Resources department for verification. Any questions regarding securing employment authorization for non-citizens or non-resident aliens should be directed to Human Resources at (904) 256-7025. The following documents are required for every foreign employee seeking employment with Jacksonville University: 155

A. A passport issued by the candidate’s home country B. A permanent resident card (green card) or U.S. Work Visa C. Social Security card or proof/receipt of application D. Employment authorization card (or OPT card for recent graduates) E. Visa documents (see Visa Summary Chart)

Section 500/3.1 Human Resources Subject: Conditions of Employment: Workload Provisions for Non-Faculty

3.1.1 General Conditions of Full-Time Employment, Required Hours

I. Policy

Each full-time, non-faculty employee at Jacksonville University must work 7.75 hours per day, for a total of 38.75 hours per week. The standard work day begins at 8:30 a.m. and ends at 5:00 p.m. For employees in the Orthodontic Clinic and Campus Security Department, the working day schedule may vary based on the needs of the University. Also, various operating areas may permit a more flexible work schedule. The decision of whether to provide a more flexible work schedule lies solely with the respective Department Manager or Director.

II. Procedure

When an employee seeks a schedule other than the standard operating schedule as stated above, the employee must: - Establish a standard alternative schedule in writing and submit it to the Department Manager or Director, - Obtain the approval of the Department Manager or Director, - Work a total of 7.75 hours per day, - Be present during the entire core hours of 9:00 a.m. to 3:00 p.m., and - Where appropriate, have a supervising employee present in the workplace during the hours worked.

Management reserves the right to alter, modify, or rescind an alternative work schedule as University requirements change from time to time.

3.1.2 Lunch Period

I. Policy

Each full-time employee at Jacksonville University is allowed forty-five (45) minutes each day for lunch. Each employee’s lunch time shall be scheduled by the employee’s Department Manager or supervisor.

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3.1.3 Provisions for Professional and Administrative Employees to Teach University Classes

I. Policy

Occasionally, administrative employees and professionals are permitted to teach University classes. In order for an administrative or professional employee to teach University classes, he/she must get approval of his/her supervisor and the appropriate Chief of the employee’s department.

II. Procedure

If a University professional or administrative employee is approved to teach classes, he/she may do so with the following provisions:

1. Any classes taught during the regular work day (8:30 a.m. to 5:00 p.m.), except during the employee’s lunch hour (usually between 11:00 a.m. and 2:00 p.m.), will be considered part of the regular work load of that employee for payroll purposes. Employees will not receive additional compensation as a result of teaching classes during normal work hours. 2. Classes that are taught outside of the regular work day may be contracted as adjunct pay. In order to teach classes outside of the regular work day, the employee must obtain the permission of his/her supervisor, Chief, and, where appropriate, the applicable Dean. Classes taught outside of regular work hours are limited to a maximum of two classes per semester.

Section 500/3.2 Human Resources Subject: Conditions of Employment: Overtime

I. Policy

Jacksonville University classifies its employees for purposes of salary administration, overtime compensation, and employee benefits. Employees are classified as either exempt or non-exempt, according to standards adopted by the United States Government under the Fair Labor Standards Act. According to the Fair Labor Standards Act, exempt and non-exempt employees are determined as follows:

1. Exempt: Employees who are exempt from the Fair Labor Standards Act; therefore, employees are exempt from receiving overtime pay because they are paid a salary for carrying out a particular function, rather than for completing one or more of a series of assigned tasks during a standard workweek. Therefore, the amounts of hours that are worked in any given week are variable and there is neither overtime compensation nor additional compensation for overtime hours worked. 2. Non-Exempt: Employees who are not exempt from the Fair Labor Standards Act and are required to be paid overtime at the rate of one and one-half (1.5) times the regular rate of pay for all hours worked beyond forty (40) hours in a work week, in accordance with applicable federal wage and labor laws.

The University classifies its employees as follows:

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1. Regular Full-time Employees: Employees hired to work the University’s standard 38.75 hour work week for twelve (12) months per year (these employees work a minimum of 2,015 hours per year). Employees under this classification may be “exempt” or “non-exempt.” 2. Regular Part-time Employees: Employees hired to work fewer than twelve (12) months per year or fewer than 38.75 hours per week. These employees may be classified as “exempt” or “non- exempt.” 3. Temporary Employees: Employees engaged to work full-time or part-time for the University with the understanding that their employment will be terminated upon completion of a specific assignment or a specified period of time. Employees in this category are not eligible for any of the University’s benefit programs, but may be considered “exempt” or “non-exempt.” No classification guarantees employment for any specific term.

Individuals who volunteer their services to the University are excluded from the definition of “employee,” thus excluding these volunteers from coverage by the Fair Labor Standards Act. Departments that utilize individuals who volunteer on a regular, ongoing basis should notify Human Resources accordingly. For non-exempt employees, overtime is considered authorized work in excess of forty (40) hours in each workweek period. Any non-exempt employee that works authorized overtime is entitled to overtime pay at the rate of one and one half (1.5) times the employee’s regular hourly rate of pay for each hour worked in excess of forty (40) hours per workweek.

Note: Overtime pay is not included as compensation for benefit purposes. This includes Group Life and various defined contribution plans.

II. Procedure

In order to work overtime, an employee must be non-exempt. The employee must also obtain approval from his/her manager or director prior to working overtime. The employee must be supervised by an exempt employee during the overtime worked. Finally, sick time will not be counted as hours worked for purposes of calculating overtime compensation. Overtime must be kept to a minimum and should be permitted only in exceptional circumstances. Overtime may not be worked at the option of the employee. Unless overtime is necessitated by a natural disaster or other unusual emergency situation, the employee must obtain approval of the appropriate supervisor and administrator responsible for the account to which overtime is charged.

Jacksonville University employees that are specifically exempt from obtaining overtime compensation include, but are not limited to: individuals employed in a bona fide executive, administrative, or professional capacity; individuals employed in the capacity of academic administrative personnel; teachers and professors. In consultation with the appropriate University administrator(s), the Human Resources Department will determine whether an employee is exempt or non-exempt and will furnish such information to directors, supervisors, and managers as requested.

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Section 500/3.3 Human Resources Subject: Conditions of Employment: Scheduling and Reporting Working Hours

I. Policy

Jacksonville University shall comply with applicable state and federal laws requiring record maintenance of hours worked by the University’s employees. Compliance with applicable laws will ensure that: - accurate records are kept of hours actually worked (including overtime hours where applicable), - accrued leave time is properly taken, and - the employee is compensated in a timely manner.

II. Procedure Administrative Employees Administrative employees shall complete a monthly time card, ensure that it is properly signed by the employee’s supervisor, and submit it to the Payroll Office by the 10th day of each month for the work activity completed during the prior month. Time cards should reflect the administrative employee’s leave time taken.

Staff Employees Staff employees shall complete a weekly time card, ensure that it is properly signed by the employee’s supervisor, and submit it to the Payroll Office by 10:00 a.m. each Monday for the work activity completed during the prior week. In order to receive proper compensation, time cards should reflect the employee’s actual hours worked and leave time taken.

Exceptions to this policy can only be authorized by the University President and supported by proper documentation maintained in the Chief Financial Officer’s office.

Section 500/3.4 Human Resources Subject: Conditions of Employment: Time Off/Leaves of Absence

3.4.1 Vacation for Administrators

I. Policy

Jacksonville University recognizes the importance of vacation in providing each administrative staff member an opportunity for rest, recreation, and other personal activities. Each administrative employee accrues vacation time as follows:

Rate per Month (days) Annual 1.666 20 days

II. Procedure

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Starting from the date of employment, administrative staff will earn 1.666 days per month until the new fiscal year (July 1st of each year). This accrued vacation time must be taken prior to July 1st, or it will be lost. Beginning July 1st, the employee will be updated with twenty (20) days of vacation time to be taken over the next twelve (12) months. Any vacation time that is not taken during the twelve (12) month period will be lost. In no event is an administrative employee granted more than twenty days of vacation during any twelve (12) month period. Vacation days should be taken in increments of whole days but in no event can vacation be taken in increments smaller than one-half (1/2) days. The pay rate for vacation time will be based on the employee’s normal rate of pay. In the case of those employed on an hourly basis, the vacation pay will be based on the hourly rate and normal hours, excluding any overtime, scheduled to be worked for that position. All vacation leave must be approved in advance by the appropriate department manager or supervisor. Vacation periods may be changed based on departmental needs. Employees will be paid for any vacation days accrued (at the rate of 1.666 days per month times the number of months worked in the fiscal year) and unused upon their termination from the University. An employee who provides the University with less than two weeks notice or is terminated for cause will not be eligible for payment of unused vacation. If more vacation time has been taken than granted, the employee will need to reimburse the University as a deduction from the final paycheck. Termination payment will be based upon the employee’s salary at the time of termination. Administrators may not use vacation time in lieu of notice of intent to separate from the University. Any payment of vacation time following termination of employment does not extend the period of time the employee is considered employed for the purpose of benefits. Vacation and sick leave days will not be updated during unpaid leaves of absence, including leave due to Worker’s Compensation injuries, or during breaks in service; however, they will be updated during an approved paid leave of absence, paid vacation, or paid sick leave period. Any balance of vacation granted and not used will be “lost” when new vacation time is earned, unless the manager states the nature of a job prevented the use of all vacation time. Unused vacation balances that are approved for carry-over must be taken within 90 days following vacation update. A memo from the Department Manager requesting carry-over vacation must be sent to the Human Resources Department. Vacation carry-over not taken within 90 days will be dropped.

3.4.2 Vacation for Staff

I. Policy

The University recognizes the importance of vacation in providing each staff member the opportunity for rest, recreation, and personal activities.

The amount of vacation the employee accrues depends on length of service as follows:

Years of Employment Rate per Month (days) Annual 0 through 2 years .833 10 days 3 through 4 years 1.000 12 days 5 through 9 years 1.250 15 days 10 through 19 years 1.500 18 days 20 + years 1.666 20 days

II. Procedure

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During the Introductory Period (first 90 days of employment or any extension thereof), employees may not draw upon vacation time. Upon the successful completion of the introductory period, the granted vacation time will be released to the current year’s vacation account. Vacation days should be taken in increments of whole days but in no event can vacation be taken in increments smaller than (1/2) one- half days.

The pay rate for vacation time will be based on the employee’s normal rate of pay. In the case of those employed on an hourly basis, the vacation pay will be based on the hourly rate and normal hours, excluding any overtime, scheduled to be worked for that position.

All vacation leave must be approved in advance by the appropriate department manager or supervisor. Generally, employees should notify the appropriate department manager or supervisor of the vacation period desired at least two weeks prior to the proposed vacation period. The amount of notice required is within the discretion of the appropriate department manager or supervisor. Vacation periods may be changed based on departmental needs. Employees will be paid for any vacation days accrued (at the rate indicated above based upon years of service and the number of months worked in that calendar year) and unused upon their termination from the University. An employee who provides the University with less than two weeks notice or is terminated for cause will not be eligible for payment of unused vacation. If more vacation time has been taken than accrued, the employee will need to reimburse the University as a deduction from the final paycheck. Termination payment will be based upon the employee’s salary at the time of termination. Staff members may not use vacation time in lieu of notice of intent to separate from the University. Any payment of vacation time following termination of employment does not extend the period of time the employee is considered employed for the purpose of benefits.

Vacation and sick leave days will not be granted during unpaid leave of absence, including leave due to Worker’s Compensation injuries, or during breaks in service; however, they will be granted during an approved paid leave of absence, paid vacation, or paid sick leave period.

Any balance of vacation if not granted and not used during the current anniversary year will be “lost” when new vacation time is earned, unless the manager states the nature of a job prevented the use of all vacation time. Unused vacation balances that are approved for carry-over must be taken within 90 days following vacation update. A memo from the Department Manager requesting carry over vacation must be sent to the Human Resources Department. Vacation carry-over not taken within 90 days will be dropped.

3.4.3 Holidays

I. Policy

The University designates certain days as holidays during the year. Paid holidays are limited to full- time and part-time employees with Regular status and are paid only if the holiday occurs during a period of time the employee is normally scheduled to work and the employee is in a paid status. If the employee works a part-time regularly scheduled work week, salary will be paid on a pro-rated basis receiving the number of hours that is normally worked per day. In those University facilities where it is necessary, certain employees may be required to work on holidays. If the employee is a non-exempt staff member and scheduled to work on a holiday, compensation will be at double-time for

161 actual hours worked on the holiday. Employees who are on leave without pay will not be paid for holidays.

The following holidays are generally observed during the academic year: • Labor Day • Veterans Day • Thanksgiving • Wednesday before and Friday after Thanksgiving • Christmas (specified annually to accommodate calendar variances) • New Year’s Day • Martin Luther King Day • Spring Break (specified annually to accommodate calendar variances) • Memorial Day • Independence Day

The University reserves the right to alter the holiday schedule from year to year. The holiday schedule will be sent through JU News, the Wave, and posted on the H.R. website’s announcements.

3.4.4 Sick Leave, Death in the Family

I. Policy

All regular full-time employees will be granted sick leave on the first day of employment with the University. Sick leave is intended to be used for personal medical purposes only. The University does allow an employee to use up to four (4) accrued sick days per calendar year to care for a sick or injured family member. These days must come from the employees accumulated sick leave days. Sick leave is not to be used for personal leave, days off, or other personal purposes. The rate at which sick leave will be granted is as follows:

• 1.00 Day per month of continuous employment. • Twelve (12) Days per year up to a maximum.

After an employee has accumulated thirty (30) days of sick leave, he or she will be allowed to convert all days over thirty (30) into personal time days at the rate of two (2) sick leave days for one (1) personal time day up to a maximum of ten (10) personal time days.

If there is a death in the employee’s immediate family, three (3) days time off will be allowed with pay and two (2) additional days paid leave may be charged to accrued sick leave, if available. Immediate family is defined to mean: spouse, child, parents, stepparents, grandparents, brother, sister, stepson or stepdaughter, or in-laws of same.

Time off to attend the funeral of non-immediate family members may be charged to the employee’s vacation time or may take time off on a non-paid basis.

II. Procedure

A request for converting sick days into personal time days must be approved by the supervisor, with a copy of the approved request submitted to the Human Resources Department prior to taking the 162 personal time days. Each employee will be expected to maintain a balance of at least thirty (30) days of sick leave for lengthy illness. Personal time days may be broken into half (1/2) days, but no less than half (1/2) days. Employees will not be paid for unused sick leave or personal days upon termination from the University. All sick leave taken by exempt or non-exempt employees must be reported on a timely basis to the Payroll Department on the appropriate forms.

If an employee is absent for three (3) days or more, a doctor’s certificate/note permitting a return to work must be submitted to the supervisor/manager. The supervisor/manager will forward the note to Human Resources.

Sick Leave is a benefit provided to assist employees with those occasional times when it is necessary to be absent due to illness. Excessive use of sick time can be cause for disciplinary action. Excessive use of unscheduled sick time may cause for disciplinary action.

3.4.4.1 Sick Leave Donation

I. Policy

The University permits sick leave donation with the following provisions:

The employee who is the recipient of sick leave must be employed at least one year; have exhausted all available sick leave, vacation and personal time; and have an extended illness, which requires an extended absence of five (5) or more days. The recipient may receive a maximum of fifteen (15) days per calendar year from co-workers.

The donor may donate a maximum of five (5) days of sick leave per individual recipient per year, providing that the donor has a minimum of twenty (20) days of sick leave remaining for his/her own future use after the donation of time to a co-worker.

II. Procedure

Requests for sick leave donation must be made in writing and sent to the Human Resources Department for approval.

3.4.5 Other Unpaid Leaves of Absence

I. Policy

In general, unpaid leaves of absence other than for those regulated by the Family and Medical Leave Act, are considered a privilege and in no instance are leaves not governed by these regulations granted automatically. All requests for unpaid leaves of absence other than those governed by state or federal regulations are granted entirely at the discretion of the responsible department head and the University.

NOTE: Leave without pay for periods exceeding thirty (30) days will affect the benefits of the employee and must be coordinated with the Human Resources Department.

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II. Procedure

A department head may grant an unpaid leave of absence for any of the following reasons: 1. Education (must be of mutual benefit to the employee and the University and not covered by tuition benefits); 2. Military obligation; 3. Personal business; 4. Other purposes necessary to the well-being of the employee and/or otherwise deemed beneficial to the University; or, 5. Medical leave (other than those regulated by the FMLA).

Terms and Conditions of Leave 1. The employee is required to submit a written request to his/her department head, thirty (30) days in advance, for any unpaid leave of absence, with a copy of the request to the Director of Human Resources. 2. A personal leave of absence is available only to regular employees who have been on the University’s payroll for the previous twelve (12) months. 3. The service requirement does not apply in the case of unpaid leave for military duty or an emergency leave of less than five (5) working days. 4. The University requires that available paid leave be used before an unpaid leave of absence begins.

Reinstatement An employee returning within the agreed-upon leave period from an approved, unpaid leave may be reinstated to their same or similar position. An employee on medical leave must submit certification that he or she is fit for duty and able to perform the essential functions of his or her position prior to being restored to employment.

Termination An employee who does not return from work when the leave expires will be considered to have voluntarily resigned, absent extenuating circumstances acceptable to the University. 1. The purpose of allowing unpaid leave is not to allow an employee to work for another employer. Doing so without prior approval may subject the employee to termination. 2. Refusal of an offer of reinstatement will be treated as a voluntary resignation.

3.4.6 Family and Medical Leave Act (FMLA)

I. Policy

The University permits employees to take leave if the employee is eligible under the FMLA. Employees of the University who have worked for the University for at least twelve (12) months and have worked at least 1,250 hours during that time may request a Family Medical Leave to a total of twelve (12) work weeks of leave during any twelve (12) month period when leave is taken for one or more of the following circumstances:

1. The birth of a son or daughter of an employee and to care for the child; 2. The placement of a son or daughter with an employee for adoption or foster care;

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3. To care for the spouse, son, daughter, or parent of an employee, if the family member has a serious health condition; or 4. The employee is unable to perform the functions of the position because of the employee’s own serious health condition.

A “serious health condition” is an illness, injury, impairment, or physical or mental condition that involves: (1) inpatient care at a hospital, hospice, or residential medical care facility; or (2) continuing treatment by a healthcare provider.

II. Procedure

In the case of the birth or placement of a child for adoption or foster care, employees who wish to take leave must do so within twelve (12) months of the date of the birth or placement of the child. Where both spouses work for the University, their total leave in any twelve (12) month period is limited to twelve (12) weeks if leave is taken either: (1) for the birth or adoption of a child; or (2) to care for a sick parent. The “12-month period” during which Family Medical Leave may be taken, is the period beginning 12 months prior to the date of the requested leave.

Intermittent or Reduced Schedule Leave When medically necessary, intermittent or reduced scheduled leave can be taken in cases of a serious health condition, either an employee’s own or that of a family member. Intermittent or reduced leave schedule is not available for the birth or placement of a son or daughter.

Employees seeking intermittent or reduced schedule leave based on planned medical treatment are required to produce medical certification outlining the dates on which treatment is expected and the duration of the treatment. Employees are expected to make a reasonable effort, subject to the health care provider’s approval, to schedule treatment so as to not unduly disrupt the University’s operations. Employees are also required to give the University, through the Human Resources Department, thirty (30) days notice or as much notice as is practicable of their intentions. In the event an employee requests intermittent or reduced schedule leave due to a family member’s or the employee’s own serious health condition, the employee may be transferred by the University to a temporary alternative job for which the employee is qualified and which better accommodates the University’s needs and that of the employee.

Notice A minimum of thirty (30) days advance notice of an employee’s intent to take leave is required when it is foreseeable because of: 1. The expected birth of a baby; 2. The expected placement of a child for adoption or foster care; 3. Planned medical treatment for a son, daughter, spouse, or parent with a serious health condition, or 4. Planned medical treatment in case of the employee’s own serious health condition.

If leave has to begin in less than thirty (30) days as a result of one of the above-referenced circumstances, the employee still must provide the University, through the Human Resources Department, with advance notice as is practicable.

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Where unforeseen events require Family Medical Leave, employees must give notice as soon as practicable. Such notice should be in writing, but may be given orally when circumstances so require. Employees are requested to confirm oral notice in writing as soon as practicable. Once the University receives the employee’s notice and determines that the leave is for a Family Medical Leave Act reason, it will notify the employee within two days, except in extenuating circumstances, that the leave is designated and will be counted as Family Medical Leave.

Notice must be provided in writing to the Human Resources Department of the University. When notice is not given in these circumstances, the employee will be considered to have taken “unauthorized leave” and subjected to appropriate disciplinary action.

Certification When leave is requested based on a family member’s or employee’s own serious health condition, the employee must provide, in writing, a medical certification of the condition and the need for leave from the employee’s health care provider within fifteen (15) days of the written request for leave. This certification must contain: 1. Patient’s name, and if not the employee, his or her relationship to the employee; 2. Where leave is based on care of a spouse, child or parent, a statement that the employee is needed to provide the care and an estimate of the amount of time that the need will continue; 3. The date the serious health condition began; 4. The probable duration of the condition; 5. The appropriate medical facts regarding the condition which are within the knowledge of the health care provider; 6. Where intermittent or reduced leave is sought for planned medical treatment, a declaration from the health care provider stating that this kind of leave is medically necessary, the dates that treatment is expected to be given and the duration of the treatment. This certification will be treated as a confidential medical record and information will be disclosed only on a strictly need-to-know basis. The University may, at its expense, require second and third medical opinions regarding a serious health condition.

Use of Paid Leave Paid leave can be elected as follows: The University requires that available paid leave be used for all or a portion of Family Medical Leave. Employees must advise the University of the purpose of any paid leave request so that a Family Medical Leave designation may be made in a timely fashion in the appropriate case.

Recertification An employee who has taken leave because of a serious health condition or that of a family member is required by the University to obtain subsequent written recertification of the medical condition every five (5) weeks during the duration of the condition.

The University also requires employees on leave under this provision to report periodically, in writing, at least every two (2) weeks on his or her status and the intention of the employee to return to work.

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Restored Employment Eligible employees who comply with all provisions of this Policy and who return from family and medical leave have the right to return to the position that they held when they went on leave, or they may be placed, at the discretion of the University, in an equivalent position with equivalent benefits, pay, and other terms and conditions of employment. While on leave, eligible employees will retain all eligible benefits. Restored employees, eligible employees returning from family and medical leave, are not entitled to accrue seniority or employment benefits during any period of leave. Restored employees are not entitled any right, benefit or position of employment other than any to which they would have been entitled had they not taken the leave.

As a condition to restoring an employee whose leave was based on the employee’s own serious health condition, each returning employee is required to provide, in writing, to the Human Resources Department a certification from the employee’s health provider stating that the employee is able to resume work.

Maintenance of Benefits The University will maintain group health plan coverage for employees on family and medical leave for the duration of the eligible employee’s leave. Coverage will be provided on the same level and under the same conditions that coverage would have been provided if no leave had been taken. In the event an employee fails to return to work after the period of leave expires, the University may recover any premiums the University paid for coverage during the leave period. Such recovery can be taken from any benefits or wages owed by the University to the employee. In the event, however, that the employee fails to return to work for a reason other than the continuation, recurrence or onset of a serious health condition of a family member or that would otherwise entitle the employee to take leave, or due to other circumstances beyond the control of the employee, the University will not attempt to recover such premiums. In this circumstance, the employee is required to provide, in writing to the Human Resources Department, a certification from the employee’s health care provider to that effect.

3.4.7 Military Leave

I. Policy

In accordance with applicable federal and state laws, a leave of absence without pay for military or Reserve duty will be granted to an employee if they are called to active military duty or to Reserve or National Guard training.

II. Procedure

In order to take a leave of absence without pay for military or Reserve duty, the employee should submit copies of military orders along with the completed leave of absence form to the supervisor for processing. During the time of military leave, benefits will be continued in the following manner:

Reserve or National Guard Training (summer camp normally two (2) weeks) The employee’s pay and benefits will continue during this time conditioned upon return to active employment.

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Call-up The employee’s pay and benefits will be discontinued during the period of active duty. The employee’s eligibility for reinstatement after military duty or training is completed will be determined in accordance with applicable federal and state laws.

3.4.8 Jury and Witness Duty

I. Policy

Jacksonville University views jury duty as a vital part of responsible citizenship and is supportive of its employees when they are called to serve as jurors.

II. Procedure

Employees, providing a copy of their summons for jury duty at least five (5) days in advance of such service, will receive regular straight time pay for up to four (4) work weeks of jury service, if arrangements can be made to provide for the employee’s work responsibilities during that time without incurring unacceptable additional cost to Jacksonville University. If employees serve beyond the period of paid jury duty, if any, they may apply paid vacation or personal time and/or take unpaid jury duty leave.

Employees must use vacation or personal time for court appearances for purposes other than jury service.

Section 500/3.5 Human Resources Subject: Conditions of Employment: Drug-free Workplace

I. Policy

In compliance with Federal law, Jacksonville University maintains a drug-free workplace in order to promote the health and safety of our employees, our students, and the general public. The University prohibits the unlawful manufacture, distribution, dispensation, possession, or use of controlled substances on University owned or controlled property. Further, no employee may report to work while under the influence of drugs or alcohol.

II. Procedure

Sanctions Violation of this policy will result in referral to a substance abuse assistance or rehabilitation program and/or disciplinary action which may include suspension or termination. Violators will also be subject to referral for prosecution. Violations of Federal or State law concerning controlled substances can result in incarceration and/or fines. Any employee convicted of a violation in the workplace of any criminal drug statute is required to notify Jacksonville University within five (5) days of the conviction.

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In order to comply with Federal law, Jacksonville University will then notify any Federal contracting agency within ten (10) days of a notice of conviction when said employee is engaged in the performance of a Federal contract or grant.

Condition of Employment All Jacksonville University employees will, as a condition of their employment, abide by the terms of the foregoing statements.

Awareness Program Through its annual health fairs, Jacksonville University acquaints employees with the serious health risks associated with the abuse of drugs and alcohol; the dangers of drug abuse in the workplace; the availability of the counseling, rehabilitation and employee assistance programs; and the penalties imposed on employees for drug abuse violations.

Section 500/3.6 Human Resources Subject: Conditions of Employment: Sexual Harassment, Sexual Abuse, and Consensual Relationships

3.6.1 Sexual Harassment

I. Policy

Jacksonville University strives to establish and maintain a work and academic environment in which the dignity and worth of all members of the University community are respected; an environment characterized by equal employment, academic opportunity, academic freedom, freedom of inquiry and expression and the absence of harassment and intimidation. Sexual harassment of students, staff, administrators and faculty at Jacksonville University is inconsistent with these objectives and is unacceptable conduct that will not be tolerated. This policy is intended to prohibit sexual harassment; to establish procedures providing due process for both complainants and those accused of sexual harassment. It is the responsibility of each member of the University community to foster and maintain an environment free from sexual harassment.

Definition For purposes of this policy, sexual harassment may involve the action of a person of either sex against a person of the opposite or same sex. Sexual harassment of students, staff, administrators and faculty at Jacksonville University is defined, in accordance with the Equal Employment Opportunity Commission’s (EEOC) definition, as any unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature, when:

1. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, education or enrollment; 2. Submission to or rejection of such conduct is used as the basis for employment, or academic decisions affecting that individual; 3. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance, academic experience, or creates an intimidating, hostile, or offensive work environment or academic environment.

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Prohibited Conduct It is a violation of this policy for any member of the University community to engage in sexual harassment or to retaliate against any member of the University community for raising an allegation of sexual harassment, filing a complaint alleging sexual harassment, or for participating in any proceeding to determine if sexual harassment has occurred. Sexual Harassment may take many forms. Prohibited behaviors include, but are not limited, to the behaviors described in this section.

A. Sexual Favors as a Basis for Actions Affecting an Individual’s Welfare as a student or Employee. No member of the University Community shall behave toward another member of the University community in any of the following ways:

1. Make, or threaten to make, submission to or rejection of requests for sexual favors a basis for decisions or assessment affecting an individual’s employment or education. 2. Agree or offer to trade sexual favors for favorable decisions or assessments affecting an individual’s employment or education. B. Flagrant or Repeated Sexual Advances, Requests for Sexual Favors, and Physical Contacts Harmful to Another’s Work or Academic Performance to the Work Environment or Academic Environment.

No member of the University community shall behave toward another member of the University community in any of the following ways:

1. Make sexual advances, request sexual favors, or make physical contact commonly understood to be of a sexual nature, a. If the conduct is unwelcome by the person(s) to whom it is directed, and b. If, because of its flagrant or repeated nature, the conduct either: 1. Seriously interferes with work or academic performance of the person(s) to whom the conduct was directed; or 2. Makes the institution’s work or academic environment hostile, intimidating, demeaning or abusive to a person of average sensibilities.

C. Flagrant or Repeated Verbal and Other Expressive Behavior of a Sexual Nature which is Harmful to Another’s Work or Academic Performance to the Work or Academic Environment. No member of the University community shall behave toward another member of the University community in any of the following ways:

1. Make sexual gestures, inquire about or discuss sexual activities, make sexual comments, statements, jokes, slurs or gender-related epithets concerning a specific person if such gestures, inquiries and remarks a. Are commonly considered by people of a specific sex to be demeaning to that sex, and b. If, because of its flagrant or repeated nature, the conduct either:

1. Seriously interferes with the work or academic performance of the person to whom the conduct is addressed or directed; or 2. Makes the work or academic environment hostile, intimidating, demeaning or abusive to persons of average sensibilities of that sex.

2. Display visual materials, alter visual materials displayed by others if:

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a. Such displays or alterations are commonly considered by persons of a particular sex and of average sensibilities to be demeaning to members of that group, and b. If, because of its flagrant or repeated nature, the display or alteration or statement either:

1. Seriously interferes with work or academic performance of a member of the University community; or 2. Makes the work or academic environment hostile, intimidating, demeaning or abusive to persons of average sensibilities of a particular sex.

D. Consenting Relationships Consenting sexual and romantic relationships between a member of the University community and someone for whom he or she has professional responsibility (e.g., faculty/student relationship, administrator/faculty relationship, supervisor/employee relationship) are strongly discouraged by Jacksonville University for the reasons described below.

1. An employee may feel coerced into an unwanted relationship because he or she feels that refusal to enter the relationship will adversely affect his or her employment. 2. Conflicts of interest may arise when a faculty member or supervisor is required to evaluate the work performance of an individual with whom he or she has a romantic relationship. It is difficult at best to be unbiased in such a situation, and other co-workers of the individual involved in the relationship may perceive that individual as having an unfair advantage. 3. If such a romantic relationship ends negatively, the ongoing work relationship can become difficult. There is a possibility that the individuals involved may seek to harm one another or perceive that they are or were being harmed, and charges of sexual harassment may be raised. If a complaint is lodged by one party to a consensual relationship against the other, and the facts establish a power differential between the accused and the complainant, the presumption by those investigating or acting as a hearing body in this matter will be that the accused has violated the policy against sexual harassment, unless the accused can show by clear and convincing evidence that there was genuine consent to the relationship by the complainant.

E. No Retaliation No member of the University community shall retaliate in any way against any other member of the University community for: 1. reporting instances of sexual harassment, filing a complaint within the University or outside the University, responding to a complaint, or 2. appearing as a witness, investigating a complaint or serving on a hearing body concerning a complaint of sexual harassment.

F. False and Malicious Charges False accusations of sexual harassment can seriously injure innocent people. Where the preponderance of the evidence shows that an employee intentionally made a false and malicious charge of sexual harassment, that person will be subject to disciplinary action. Charges made in good faith which are erroneous or unproven are not subject to discipline.

II. Procedure

The University reserves the right to investigate and take appropriate action in any matter of sexual harassment which comes to its attention. 171

Complaint Any member of the Jacksonville University faculty, staff, administration, or student body who believes he or she has been subjected to unlawful discrimination as defined in the University’s sexual harassment policy may initiate informal and formal actions for complaint resolution. It is the responsibility of persons receiving complaints about the behavior of a member of the University community, which is or may be construed to be a violation of this policy against sexual harassment to promptly proceed to report the alleged violation in the manner required by this policy. Failure to do so also constitutes a violation of University policy.

Confidentiality All complaints of sexual harassment will be handled promptly, treated with discretion, and fully and fairly investigated. Access to information provided by the complainant will be available only to those persons on a reasonable need-to-know basis. The University will make every effort to maintain confidentiality of the charges and proceedings, subject to the disclosure it deems necessary to conduct a full and fair investigation.

Informal Procedure The purpose of the informal procedure is to provide an opportunity for the parties to reach a mutually acceptable resolution. A complainant is encouraged to use the informal procedure prior to a formal complaint process. A complainant may initiate an informal procedure for resolution of a sexual harassment complaint by contacting a Receiving Officer (“RO”). For faculty the RO may be any academic dean or member of the Sexual Harassment Committee; and for administrators and staff the RO may be the Director of the Human Resource Department, or any member of the Sexual Harassment Committee.

The RO shall provide counseling and assistance as soon as possible. Informal complaints should be made as soon as possible, but in no event later than thirty days (30) after the alleged incident. 1. The RO will counsel the complainant concerning the options available under the sexual harassment policy. If the complainant chooses to proceed with an informal complaint, the complainant may choose one or more steps described below. (a) The complainant may choose to attempt to resolve the matter by confronting the harasser directly or indirectly (e.g. in person with a witness present, or by letter). (b) The complainant may request that the RO intervene and help the complainant mediate the complaint with the accused; (c) The complainant may request that the RO discuss the accusation with the accused, out of the presence of the complainant, and attempt to get resolution. 2. The RO shall attempt to assist the complainant in reaching a resolution within thirty (30) days of the filing of the informal complaint and shall make a written summary of the informal proceedings which will be retained by the Sexual Harassment Officer (“SHO”) who shall be appointed by the President. If the complainant chooses not to proceed with an informal or formal complaint, the University reserves the right to take appropriate action.

Formal Procedure If a complaint cannot be resolved informally or if the complainant chooses to take the complaint through the formal procedure, the complainant may elect to initiate the following formal complaint procedure.

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1. A sexual harassment complaint must be made, in writing, and should be delivered or sent to the SHO, or any member of the Sexual Harassment Committee in an envelope marked “Personal and Confidential” within one hundred and eighty (180) days of the alleged sexual harassment incident; or, if an informal complaint has been filed, within one hundred and twenty (120) days of the final action on the informal complaint.

2. The written complaint must include the following information: (a) name, address and telephone number of the complainant, (b) nature of the complaint, (c) date(s) and location of the occurrence, (d) facts upon which the complaint is based and supporting evidence, and (e) redress sought by the complainant.

3. The SHO shall notify the accused of the nature of the complaint, the identity of the complainant and the procedures to be followed. The SHO shall then convene a Sexual Harassment Panel (“SHP”) which shall commence an investigation of the complaint as soon as possible but by no means longer than five (5) working days from the receipt of the complaint. (a) The SHP will consist of five (5) members, including the SHO, chosen from the Sexual Harassment Committee. (b) The Sexual Harassment Committee shall consist of twelve (12) persons, excluding the SHO, who shall be appointed by the President for a two (2) year term, and consist of persons of both genders, representing the faculty, administrators and staff. Members of the Faculty Grievance Committee or University Discipline Committee may not serve a simultaneous term on the Sexual Harassment Committee. (c) The SHO will select the four (4) members for each SHP from the members of the Sexual Harassment Committee with the following parameters in mind:

1) fairly apportion the opportunities to serve on an SHP; 2) provide for representation from the accused’s branch of the University; and 3) ensure that participants on the SHP have no direct association with the persons involved in the complaint and/or a conflict of interest.

4. The SHO will coordinate the investigation and deliberations of the SHP. It will be the responsibility of the SHP to investigate the complaint and report its findings to: (a) the President when faculty or administrators are accused; and to (b) the Chief Financial Officer when the accused is staff. To maintain the confidentiality required by this policy, members of the SHP are prohibited from discussing matters related to the complaint outside meetings of the SHP unless such discussions are part of the assigned investigatory process.

5. The investigation will provide an opportunity for both the complainant(s) and the accused person(s) to submit facts and to identify witnesses to be interviewed. The SHP shall review the facts and circumstances and interview witnesses identified by the parties. Within seven (7) working days of the completion of the investigation, the Officer will provide a written report of the formal investigation which details the findings, determines whether there is cause to believe the policy was violated, and includes any actions recommended to the President or Chief Financial Officer, as appropriate. The SHO shall also provide a report to the complainant, unless prohibited by law, and to the accused. In addition, the SHO shall also provide a quarterly 173

report to the President’s office on the nature and action of each complaint related to sexual harassment without identifying details of the complaint or the names of the parties involved.

6. If the report finds that the policy has been violated by an administrator or a staff person, the accused person has five (5) days to request a hearing in accordance with the Employee Handbook, including the right of appeal. 7. If the report finds no probable cause to believe that the policy has been violated, the complainant may appeal, in writing, to the President of the University within five (5) days of the no probable cause finding. The complainant’s appeal must demonstrate that the findings are erroneous, the procedure required by this policy has been violated or that new evidence is available. The complainant and the accused will be notified in writing, of the President’s final decision within ten (10) working days.

Other Procedures The University reserves the right to continue or suspend all proceedings if the complainant or defendant files a charge with the EEOC, through the courts, or with a state agency.

Sanctions Because of the private nature of sexual harassment incidents, and the emotional and moral complexities surrounding such issues, every effort will be made to resolve problems on an informal basis. If formal charges are pursued and verified, the sanctions applied will vary depending on the nature and severity of the violation and can include termination of employment.

Examples of possible sanctions for employees of the University include, but are not limited to, participation in developmental educational programs related to sexual harassment; warning letters; poor job performance ratings impacting upon salary, work reassignment, demotion, non-renewal of contract; and suspension or termination.

Implementation To assure that all faculty, staff and administrators of the University are aware of this policy and the University’s commitment to the establishment and maintenance of a working environment free from sexual harassment, copies of this policy will be distributed to employees and placed permanently on designated bulletin boards.

3.6.2 Sexual Abuse

I. Policy

II. Procedure

All employees are required to report any known or suspected incidents of sexual abuse to the Sexual Harassment Officer who will handle further proceedings in accordance with state law and report as 174 needed to the appropriate University administrator. See Jacksonville University Policy and Procedures Regarding Sexual Harassment. This policy can be found in both the Student and Employee Handbook or obtained in the Human Resources Department.

Each year, students shall be advised of the contents of this Sexual Abuse Policy and Procedures and be instructed to report any incident of known or suspected sexual abuse.

Investigation and Confidentiality All formal complaints will be given a full, impartial and timely investigation. During such investigation, while every effort will be made to protect the privacy rights of all parties, confidentiality cannot be guaranteed.

Discipline Any employee or student who is determined, after an investigation, to have engaged in sexual abuse in violation of this policy will be subject to disciplinary action up to and including termination and/or expulsion.

False Accusations False accusations regarding sexual abuse will not be tolerated, and any person knowingly making a false accusation will likewise be subject to disciplinary action up to and including termination, with regard to employees and expulsion with regard to students.

Retaliation Jacksonville University will discipline any individual who retaliates against any person who reports alleged sexual abuse or who retaliates against any person who testifies assists or participates in an investigation, a proceeding or a hearing relating to sexual abuse complaint. Retaliation includes, but is not limited to, any form of intimidation, reprisal or harassment.

Sexual Abuse Incident Reporting and Follow-up Any case of known or suspected sexual abuse will be reported immediately in compliance with the state law reporting requirements to a police officer or the State’s Attorney’s Office. Any employee involved in a reported incident of sexual abuse may be immediately relieved of responsibilities that involve interaction with students or may be suspended, as determined by Jacksonville University. The reinstatement of an employee involved in a reported incident of sexual abuse shall occur only after all allegations of sexual abuse have been cleared by Jacksonville University.

Section 500/3.7 Human Resources Subject: Conditions of Employment: Investigations of Incidents Other Than Sexual Harassment or Sexual Abuse

I. Policy

The President, in his/her sole discretion, may organize the internal auditor or a special committee to investigate such incidents or alleged incidents as he/she deems appropriate.

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Scope of Investigation

A. The investigation shall be by and among current campus personnel only unless significant evidence clearly demonstrates a need for broader investigation. Any investigation beyond the department in which the incident or alleged incident originated should be undertaken only after notice to the President. B. The purpose of an investigation shall be to determine whether there has been conduct in violation of University standards.

Confidentiality

The fact of an investigation itself shall not be a secret. However, the committee should function with a low profile. Nothing said or done in committee meetings should be disclosed outside the meetings. The final report of the committee should be disclosed only to the President.

II. Procedure

A. Function The function of the committee shall be that of investigation only, not discipline or grievance. B. Evidence and Testimony 1. The committee shall collect evidence and testimony. Any public accounts such as newspaper articles or court records should be reviewed. 2. The committee should then interview people, one at a time. With at least one business days advance notice, those people may be accompanied by witnesses or advisers. Anyone may be interviewed more than once. Each person shall be informed that their statements will be confidential; although, those statements might be put into a report to the President, they will not be attributed to anyone, unless the person testifying requests that his/her name be used. Only if the University decides to initiate some sort of disciplinary proceeding which requires witnesses, will the person be asked to come forward. 3. Interviews should begin with the individual who is under investigation. Then other personnel in that department should be interviewed to the extent reasonable to complete the investigation or as directed by the President. People in other departments or students may be interviewed. However, people should be interviewed about other departments only if there is significant evidence (including testimony) of an infraction and then only after notice to the President. 4. The committee shall seek firsthand information. Hearsay (one person's report of what another person said) should be characterized as that and should generally be used only to ask the other person to come forward and be heard. No one will be "under oath," but all should be counseled about the value to the University, its students, and employees of speaking fairly, accurately, and honestly.

C. Report to the President

1. The committee shall deliver a report to the President. The report should be in writing and signed by all the committee members. (Majority and minority reports would be acceptable, if necessary.) It should summarize, analyze, and briefly state the conclusions based on the facts, and make recommendations. The 176

report should not mention any names, either of those who were interviewed (unless the person being interviewed expressly requests that his or her name be included) or of anyone else. Letters ("A," "B," etc.) could be substituted for names. The committee chair should keep a complete version of the report showing all names. If no further action is taken with respect to the report (such as further investigation or discipline of an employee), all versions of the report are to be destroyed at the earliest time permitted by law. 2. The recommendations should indicate only either that no further action should be taken or that the University should examine the need for disciplinary proceedings or organizational changes or both. 3. The report will not be binding on the President.

Section 500/3.8 Human Resources Subject: Conditions of Employment: Telephones, Cell Phones, Electronic Mail and Internet Usage

I. Policy

Jacksonville University supports a connection to Email and the World Wide Web for faculty, staff and administration in support of the mission of the University. The Internet connection should be used in an open, accessible and academically free manner to support the teaching, research and outreach missions of the University. JU encourages faculty, staff, administration and students to make broad but appropriate use of email, voicemail and the Internet tools for learning, communication and scholarship.

II. Procedure

Acceptable use of the Internet, Voicemail, and Email The Internet, voicemail and email systems are valuable resources which serve a large number and variety of users. Individuals should act responsibly in their use of them, not infringing on the rights, integrity or privacy of others or their data. The use of email, voicemail and the Internet are privileges, not a right, and users have the responsibility to employ these resources in an ethical and legal manner consistent with federal, state and local laws and the University’s policy, including policies on discrimination and harassment.

Behavior in electronic media is subject to the same restrictions as behavior in face-to-face meetings or written correspondence. Conversely, misbehavior in electronic medias is subject to the same corrective action and penalties.

Internet, voicemail and email violations and complaints are handled in the same way as other complaints or grievances – through the procedures and the channels outlined in the same way as other complaints or grievances – through the procedures and channels outlined in the University’s Faculty/Employee Handbook.

Unacceptable use of the Internet, Voicemail, and Email Examples of non-acceptable use include, but are not limited to the following:

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1. Distribution of sexually explicit, defamatory, fraudulent, abusive, harassing or threatening messages of data; 2. Communication of information that supports discrimination on the basis of race, color, religion, national origin, sex, marital status, veteran’s status or disability; 3. Violation of existing copyright or other intellectual property rights of another; 4. Providing any information that would facilitate unauthorized access to or use of computer facilities; 5. Communication of any personal or financial information without the written consent of the individual; 6. Forwarding of any personal email message without the written consent of the sender; 7. Accessing another person’s email, voicemail or computer accounts without permission; 8. Contact with or support of known or suspected terrorist; communications involving child pornography or pedophilia; 9. Taking actions likely to endanger minors; 10. Releasing viruses, worms, bugs or taking any other actions to impair the integrity of the University’s Internet, voice or computer systems; 11. Inappropriate use of email, voicemail or the Internet may result in suspension of these privileges, as well as application of other established penalties, up to and including termination of employment.

Please take notice that certain kinds of computer-related fraud and abuse are not only prohibited by this Policy, but they are also illegal and punishable by civil sanctions, criminal fines, imprisonment, or some combination. See, for example, 18 U.S.C. § 1030, Computer Fraud and Abuse Act and 18 U.S.C., §§ 2510-2520, 2701, 2710, the Wiretap and Electronic Communications Privacy Acts. The University may report suspected criminal conduct to the appropriate authorities.

No Privacy Rights The University provides Internet, voicemail and email access for the University’s academic and business purposes. As a result, all email, voicemail or other communications sent internally or externally using the University’s computers or communication systems are the property of Jacksonville University. Therefore, faculty and staff should have no expectation of privacy for any message or data transmitted over the University’s Internet, voicemail or email systems. The University reserves the right to access, review and disclose, in its discretion, email voicemail and Internet activity on the University’s systems. Please note that “deleting” email, voicemail or other electronic records may not prevent their subsequent recovery from backup tapes or other means. The storage of electronic data is governed by the University’s record retention policies. Pursuant to these policies, electronic messages and data stored on the University’s systems are subject to permanent deletion without further notice.

Internet Content Jacksonville University assumes responsibility for the information provided on the official home page and supporting web pages on the University’s server. The University does not monitor and has no control over the information accessed through the Internet. The Internet offers access to many valuable local, national and international sources of information. However, not all sources on the Internet provide accurate, complete or current information. A good information consumer evaluates the validity of information found. The Internet is a global entity with a highly diverse user population and information content. Jacksonville University’s patrons use it at their own risk. The University cannot censor access to material. Therefore, the University cannot censor access to materials or protect users for materials they may find offensive. 178

Copyright Infringement Almost all forms of original expression that are fixed in a tangible medium are subject to copyright protection, even if no formal copyright notice is attached. Written text (including email messages and news posts), recorded sound, digital images and computer software are some examples of works that can be copyrighted. Copyright holders have many rights, including the right to reproduce, adapt, distribute, display and perform their work. Reproducing, displaying or distributing copyrighted material without permission infringes on the copyright holders rights and is strictly prohibited.

Section 500/3.9 Human Resources Subject: Conditions of Employment: Avoiding Conflicts of Interest

I. Policy

Employees are expected to devote their best work efforts to the interests of the University. Jacksonville University recognizes the right of employees to engage in activities that are of a private nature and unrelated to our business. However, a policy of full disclosure will be followed to assess and prevent potential conflicts of interest from arising. Failure to disclose information related to any of the terms of this policy may lead to disciplinary action, up to and including termination.

Nothing in this policy is intended to restrict investment activity or require disclosure of any investment by any employee in any business or organization, when such investment does not conflict with this policy. While describing all the circumstances that might develop is possible, the following is set forth to guide you:

A. Full time employees have an obligation to devote their full time to employment with the University and may not engage in any outside work without prior full disclosure to the appropriate Chief and the employee’s supervisor. Employees may not engage in outside work that will interfere with their primary job at the University or engage in any activity of a nature that is in some way adverse to the University. B. Part time employees have an obligation to devote the agreed upon amount of time to employment with the University. These employees may not engage in outside work that will interfere with their job at the University or engage in any activity of a nature that is in some way adverse to the University. No outside work may be done during regular working hours, and C. No University office, equipment, labor or supplies may be used to conduct outside activity. If any outside work is permitted, the employee obligated to advise anyone with whom the employee conducts business that the work is in no way affiliated with the name of Jacksonville University.

II. Procedure

Any questions regarding a possible conflict of interest or outside work should be discussed with the employee’s supervisor in advance of the possible conflict or the performance of outside work.

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Section 500/4.1 Human Resources Subject: Compensation: Staff Compensation and Benefits

4.1.1 Salary Administration Program

I. Policy

Jacksonville University enhances motivation and communication through a written evaluation of employee performance for each Regular Full and Part-time employee on at least an annual basis. Salary advancements are based primarily on merit, as recommended by the findings of the performance review. Normally merit increases become effective in September of each year, provided the employee has been employed for a minimum of ninety (90) days as of September 1. Salary increases are not automatic and are contingent upon performance and the availability of University funds.

Most people have a natural curiosity about how they are paid, why they are paid at a particular salary range, and how their work performance relates to their pay.

At the University, we have a Salary Administration and Performance Appraisal Program that works to:

1. Pay what a job is worth. 2. Explain how salaries are determined. 3. Recognize and reward individual effort and job-related performance.

Through the University’s Salary Administration Program, we can measure each job, give it a value and compare that value with the values assigned to other jobs within our organization. This process helps us determine a ranking order for all jobs and assists us in determining the range of pay opportunity we want to make available for each position.

Because so many organizations use the same job evaluation system we use, we can compare our pay policy (the pay opportunity we make available to you) with the way other organizations pay their employees. We do this to make certain that we maintain competitive salaries. The Performance Appraisal Program is designed to review each employee’s performance, provide guidance and direction for personal development within the University, and to ensure a fair basis for awarding pay increases based on merit.

Salary is only a part of our employees’ total compensation, which also includes benefits. Benefit options include Group Life Insurance, Accidental Death and Dismemberment, Group Health Care, Sick Pay, Long Term Disability Insurance, Retirement, Vacation, Holidays, Workers Compensation, and a Tuition Benefit Plan.

Objectives of the Salary Administration and Performance Appraisal Program

In line with our pay for performance philosophy, we designed our salary program to meet certain key objectives:

1. Internally Equitable: Our program provides a salary range for each job that fairly reflects the value of the job and relates that to every other job in the organization. 180

2. Externally Competitive: In order to continue to attract and keep the most qualified people available, our pay practice (the way we pay salaries) is frequently compared with the pay programs of other organizations like ours. We do this to make sure our Salary Administration Program remains competitive. 3. Personally Motivating: The program provides opportunities to recognize and reward individuals through salary increases. 4. Continuing and Flexible: As jobs change or new jobs develop, the program is adjusted so that all jobs continue to be paid on a fair and equitable basis. Salary ranges are adjusted periodically to account for changes in jobs and changes in the competitive job market. 5. Meeting Equal Opportunity Goal: The program helps to ensure that employees are hired, evaluated, promoted, and paid solely on their job qualifications and job performance.

II. Procedure

How the Salary Administration Program Works The Salary Administration Program meets its objectives of providing internally fair ranking of jobs, based on a systematic evaluation of job content, and an externally competitive rate of pay by: 2. Documenting each position and its function at the University, 3. Evaluating each position, 4. Comparing all positions internally, and 5. Assigning salary ranges to each position

Position Descriptions The starting point for the salary program is obtaining a clear understanding of what each job is expected to accomplish. We do this by developing a written description of each job.

The job description lists the qualification (preparation, experience and the like) required to obtain the job, as well as the responsibilities involved in its performance (what the employee is expected to do). Each job is expected to accomplish some end result. The position description provides a record of the most important facts about the job. Because of their importance, position descriptions are updated as needed. In this way, you can be sure that the description, as well as the evaluation and salary range developed from it, are current and accurately reflect the worth of your job. With the passing of new ADA legislation, we have posted a sample description position template on the H.R. website, under Forms. It can serve as a tool in writing a position description that is in compliance of the law.

Once the position descriptions are written, we are ready to evaluate our jobs based upon:

1. The value of each job, and 2. The relationship of one job to another.

It is important to remember that, in this stage of the program, no attempt is made to evaluate the person in the position or that person’s performance. The University considers only the job itself, as defined by its description.

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Of course, we recognize that not all jobs are the same. For example, an Administrative Associate and a Date Entry Clerk have different job requirements that call for different types of individualized training and experience.

In order to ensure a competitive level of pay for each job, the University looks to the marketplace. By looking at the marketplace, the University finds out what other similar organizations are paying for similar jobs. This external evaluation is achieved by participating in a variety of salary surveys. The salary survey information is used annually to establish our pay policy. We test this data against other similar organizations to further ensure that the University’s pay policy remains competitive. Salary survey results also help the University identify and analyze trends and changes in the job market. This allows us to determine adjustments in salary ranges which might be needed to maintain a competitive market position.

Assigning Salary Ranges After jobs are evaluated, and the University’s desired competitive position in the marketplace is determined, each job is assigned to a salary range that reflects the job’s overall value to the University. Each job type thus has its own individual salary range.

Each salary range has a minimum and a maximum pay amount established around a midpoint.

Sample Job Salary Range Minimum Midpoint Maximum $18,150 $22,688 $27,225

For Example: If the midpoint of a range is $22,688 the minimum is $18,150 and the maximum is $27,225.

A newly hired employee is typically brought in at the minimum of the salary range. New employees being paid at the entering level of their salary ranges then have an opportunity to increase their salary to the midpoint or maximum over a period of time. Thus, the salary range provides sufficient room for merit increases based on differences in individual performance. Salary ranges are reviewed annually. They are adjusted as needed to reflect changes in the marketplace. These adjustments aim to reflect a composite of changes ranging from the rate of inflation to the present financial condition of the University. All employees are reminded that all individual salary matters are confidential and as such should not be discussed with anyone other than their supervisor or the Human Resources Department. Discussion of confidential salary information will be cause for disciplinary action.

Promotions, Demotions, and Lateral Job Changes

Promotion A promotion is the reclassification of an employee upward into a higher grade position. The amount of the salary increase will be based upon the greater of:

1. The amount required to bring the employee up to the new minimum; or 2. The promotional percentage chart below.

First, we look at the employee’s current salary in relation to the new salary midpoint. For example: An employee is being promoted as follows: 182

Minimum Midpoint Maximum

Current Salary Range $18,150 $22,688 $27,225 New Salary Range $24,158 $30,198 $36,237

The employee’s current salary is $24,000. We calculate the compa-ratio by dividing the current salary by the midpoint of the new salary range ($24,000 divided by $30,198). This means that the current salary is 79% of the new salary midpoint. The following guideline is used for promotional increases.

Compa-Ratio % to the New Grade Midpoint Promotional Increase 70 % & Under 12 % 71 - 79 % 10 % 80 - 89 % 8 % 90 - 99 % 6 % 100 - 109 % 4 % 110 % & above 2 %

In the above example, this employee would receive a 10% promotional increase, which would bring the new salary to $26,400. In no event will a promotional increase provide a salary increase which will exceed the maximum of the new salary range.

If an employee’s current salary is below the new salary minimum the employee would receive the greater of the amount required to bring the individual to the minimum or the amount provided by the promotional chart.

Promotional salary increases, if any, will be effective at the beginning of the next pay period.

Demotion A demotion is the reclassification of an employee into a lower grade position. The salary of the demoted employee will be examined in relation to the salary range of the new position. If the salary exceeds the maximum of the new position, the individual’s pay will be reduced to bring the individual to the maximum of the new salary grade. In other cases where the employee’s rate of pay does not exceed the maximum of the new grade the employee’s current salary will be reduced so that the compa-ratio is held constant.

First, we look at the employee’s current salary in relation to the new salary midpoint. For example, an employee is being demoted as follows:

Minimum Midpoint Maximum Current Salary Range $24,158 $30,198 $36,237 New Salary Range $18,150 $22,688 $27,225

The employee’s current salary is $25,000. We calculate the compa-ratio by dividing the current salary by the midpoint of the current salary range ($25,000 divided by $30,198). The compa-ratio is 83%. To hold the compa-ratio constant we multiply the midpoint of the new position by the 83% ($22,688 X 83%). This means the new salary will be $18,331. The salary decrease as a result of a demotion is effective at the beginning of the next pay period.

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Lateral A lateral change is an employee moving to a new position which has an identical salary grade as the prior position. In this event there are no adjustments made to the salary (i.e. upward or downward) at the time of the job classification.

4.1.2 Group Benefits

I. Policy

The University has established a variety of employee benefit programs designed to assist employees and eligible dependents in meeting the financial results of illness, death, employee disability, job- related illness or accidents, as well as help to plan for retirement.

The University reserves the right to amend or terminate any of these programs or to require or increase any contribution level for any of the benefits at its discretion. This reserved right may be exercised in the absence of financial necessity.

This policy is meant to highlight some features of the benefit plans. The plans are described in more detail in the summary plan descriptions (SPD’s) which were provided upon the employee’s enrollment in these programs. Complete descriptions of the master contracts are maintained in the Human Resource Department. In the event of any contradiction or misinterpretation of any information in this policy, the master contracts will govern in all instances.

1. Section 125—“Flex Plan”

Currently the University offers Regular Full-time employees a program that permits financial contribution to the majority of the benefit programs to be taken on a pre-tax basis. Utilizing this plan allows employees to pay for medical, dental and some ancillary benefits with pre-tax dollars, thereby reducing overall taxable income. The University must adhere to certain laws (under Section 125 of the Internal Revenue Code) regarding the offerings of this tax savings program. The benefit elections that the employee makes and pays for on a pre-tax basis are intended to remain in force for the entire calendar year (or the remaining portion of that year if recently hired or just became eligible to participate). Once an election has been made, it cannot be changed unless the employee has had a change in family status or the employee or spouse has had a significant change in their employment. Some common examples of family status changes are:

• Marriage or divorce; • Birth, adoption or legal guardianship; • Death of a covered family member; • Loss of outside coverage because spouse’s employment ends; • A change from full-time to part-time employment (or vice versa) by the employee; or • A significant change in medical coverage because of a change in spouse’s employment.

NOTE: The employee is required to give written notice to the Human Resource Department within thirty (30) days of any such changes. Forms for this purpose can be obtained from the Human Resource Department.

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2. Medical Insurance

Group medical insurance is available to all Regular Full-time employees. Full-time employees become eligible to enroll in the health insurance plan upon employment. Premium contributions are re- established every year and therefore are subject to change. The employee may select between a Blue Cross (HMO) or a Blue Options (PPO), or a high deductable PPO plan. An employee who enrolls when first eligible is automatically accepted.

If the employee elects not to participate within the first thirty (30) days of employment and decides at a later time to enroll, the employee must wait until the next period of open enrollment.

If a covered employee or dependent should lose benefits due to termination of employment, divorce, or ineligibility of the dependent child (known as “Qualifying Events”), the University will extend the availability of medical insurance coverage through COBRA. The employee is required to provide the Human Resources Department written notice within sixty (60) days of the qualifying event. Upon written notification, the Human Resources Department will initiate the application process for the employee’s completion if they wish to continue benefits beyond the termination of coverage of an employee or dependent.

In order for the employee’s benefits to continue during periods of unpaid absences, the employee must make arrangements with the Human Resources Department for any payments normally taken via payroll deductions. Benefits cease upon termination of employment or retirement.

3. Life Insurance

For all Regular Full-time employees, the University provides a group term life insurance plan and accidental death and dismemberment (AD&D) plan. The benefits for each plan are equal to one times (1x’s) annual salary, rounded to the nearest thousand, with a maximum coverage of $150,000. The University provides for the cost of the entire premium for the one time annual salary benefit; therefore, there is no cost to the employee. The employee also has the option to purchase additional group term insurance through the same insurance carrier. The cost of this additional group term is paid for entirely by the employee. Benefits cease upon termination of employment or retirement.

4. Dental Insurance

As the University recognizes the need for a dental plan that suits each employee’s particular situation, two dental plans are available to all Regular Full-time employees. Both plans offer comprehensive, affordable coverage. Employees may select the plan that best suits their needs and budget.

The two dental plan options are as follows: the Co-Pay Plan (this plan offers a strong level of benefits when you receive treatment from a dentist in the network); or the Indemnity Plan (PDO) (this plan allows you to receive treatment from any dentist). Both plans provide coverage for preventative check-ups and coverage for both basic and major services.

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5. Disability Insurance

Short Term Disability Benefits The University offers a short term disability plan for all Regular Full-time employees through an insurance carrier which provides a weekly benefit for the partial replacement of income while the employee is disabled due to an illness or accident, unable to work, and under the care of a doctor. • Benefits begin: On the first (1st) day of an accident or the eighth (8th) day of an illness. • Duration of benefits: Up to 26 weeks. • Benefit: 60% of weekly salary, to a maximum benefit of $500 per week. If an employee is not actively at work on the effective date of insurance, coverage is postponed until return to active full- time work. The employee can purchase this coverage when first employed. The cost is paid for by the employee.

General Limitations and Exclusions Benefits are not payable for any disability due to an accidental bodily injury arising out of, or in the course of, employment, or due to disease covered by a Worker’s Compensation Act or similar legislation. Participation ends upon termination of employment or retirement.

Long Term Disability Benefits For all Regular Full-time employees, the University provides Group Long-Term Total Disability Benefits. For Administrative employees, coverage is effective the first of the month coinciding with; or next following employment. For Staff employees, coverage is effective the first day of the month following one year of employment. This plan provides the employee with an income, for certain duration of time, should he or she become totally disabled and unable to earn an income. Benefits begin following a period of six (6) months of continuous total disability. The University contributes the entire premium for each participant; therefore, there is no cost to the employee for this benefit. The amount of disability income benefit will be sixty (60) percent of salary, coordinated with Social Security Disability Income and/or Worker’s Compensation Insurance, not to exceed $10,000 per month. Participation ends upon termination of employment or retirement.

6. Worker’s Compensation Insurance

All employees of the University, regardless of their work status, are covered under the State of Florida’s worker’s compensation laws. If an employee is injured while working in an approved capacity for the University, the University will provide prompt medical care and compensation for lost wages if the employee should be unable to work due to injury. The employee is required to report all accidents, regardless of severity, immediately (within one (1) hour) to his or her supervisor. The employee is also required to complete a written report, detailing the injury in the Human Resource Department within twenty-four (24) hours of the accident in order to receive benefits under the state’s worker’s compensation laws. The injured employee’s supervisor is responsible for the submission of the employee’s accident report to the Human Resources Department within twenty-four (24) hours of any accident. Failure to follow these procedures may result in disciplinary action.

Absences due to a work-related injury must have the written approval from the University-appointed physician. The University will attempt to provide an injured employee with modified work responsibilities based on the physician’s recommendations and employee’s limitations. Employees who have been absent due to a work-related injury must also obtain a “return to work” release from the attending physician before the employee may report back to duty. 186

Although not required by State of Florida worker’s compensation laws, the University will pay the first seven (7) days of lost wages for any employee who is required to be absent from work due to a work- related injury that has been reviewed and approved by the University physician. After the first seven (7) days, the University’s insurance carrier will make payments to the employee for lost wages based on current state statutes. This payment is not full salary but based on a percentage of the wages in effect at the time of the injury. In order for the employee’s benefits to continue during such an absence, the employee must make arrangements with the Human Resource Department for any payments normally taken via payroll deductions.

7. Tax-Deferred Annuity Plan

All Regular Full-time employees are eligible to voluntarily contribute a portion of their salary, tax- deferred (as regulated by Section 403(b) of the Internal Revenue Code), into a retirement investment fund of their choice. These plans are known as “defined contribution” plans and as such make no guarantee as to the level of retirement benefits.

Employees are encouraged to begin planning for retirement early in their career in order that the University’s retirement plans, social security benefits and the employee’s personal savings/investments can grow together to provide for a stable financial future. Eligibility for the 403(b) plan is effective following one (1) year of employment. The one (1) year waiting period is waived if, immediately prior to your employment, you were previously employed for a minimum of one (1) year with a higher education institution.

Should the employee wish to contribute, the University currently matches the employee rate of contribution as follows:

University Contribution Employee Contribution 1% 1% 2% 2% 3% 3% 4% 4% 5% 5% 6% 6%

An employee can make changes to the rate of contribution on a quarterly basis (up to four (4) times in a calendar year.)

Note: Providers of retirement plans are not evaluated or endorsed by the University.

8. Employee Assistance Program

The University offers free, independent and confidential counseling services for all Regular Full-time and Part-time employees and their dependents. Services are available for those individuals experiencing difficulties with stress, emotional problems, substance abuse, and financial problems. Each eligible employee is provided with EAP information and a telephone number upon employment. Since the University pre-pays for these services, there is no charge to the employee for services, nor is there any notification to the University regarding the use of these services, thereby protecting the patient’s confidentiality.

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Section 500/4.2 Human Resources Subject: Compensation: Tuition and Fee Waivers for Employees and Dependents

I. Policy

Jacksonville University encourages employees to continue their education in hopes of improving their knowledge, skills, and abilities. Tuition benefits will be granted to eligible Regular Full-time employees after ninety (90) days of service. The tuition benefits are available to employees and members of their immediate family, except when such family member in his/her own right is eligible or receives cash awards for tuition costs from sources outside the University. Immediate family includes the spouse and unmarried dependent children. The dependent child must be twenty-five (25) years of age or under, and residing in the home of the employee. If eligible to receive Florida Resident Access Grant (FRAG), you must file a current FAFSA to be eligible for Tuition Benefits.

Benefit Limitations 1. A maximum of three (3) classes for both Fall and Spring semester and three classes for both Summer semesters regardless of the number of credit hours for a particular class. There is no semester credit hour limitation for a spouse or dependent children. 2. The tuition benefits are only for attendance at Jacksonville University. Benefits do not include room, board, general fee, or other fees and charges. 3. In the event of termination of employment (voluntary or involuntary with Jacksonville University), the tuition benefit for an eligible dependent or employee when enrolled will continue without penalty until the end of the then-current semester. 4. For an employee whose termination is a result of retirement, tuition benefits will be granted to the extent of one (1) academic year for each two (2) years of full time service when at least ten (10) years of continuous service have been completed immediately prior to retirement. 5. Certain limitations apply to several programs such as the Executive Master of Business Administration and Aviation Program. Please contact the Human Resources Department for further details. Tuition benefits do not apply to any doctorial program or Online Nursing Program. 6. Dependent Survivor Provision: In the event of death or total disability of a regular full-time employee, one (1) academic year for each two (2) years of service will be granted for the spouse and unmarried dependent children. For example, if an employee with ten (10) years of service dies, the surviving spouse and eligible children would be eligible for a total of five (5) academic years of tuition benefits.

NOTE: The cost of some graduate courses may be considered taxable income. Tuition benefits for Graduate programs provided to an employee are tax-free for the first $5,250 in tuition per year. As the tax provisions may change as required by law, please contact the Human Resources Department for additional information.

II. Procedure

Application Process All recipients of tuition benefits must meet the usual admission and scholastic standards. Once accepted, a standard University tuition benefits application form, available in the Human Resources Department, must be completed and returned to the Human Resources Department at least thirty (30) days prior to registration. 188

Release Time “Release Time” is the allowance, by the appropriate supervisor, of the employee to attend courses during the normal operating hours while compensation continues on an hourly or salaried basis. Supervisors may release employees a maximum of three (3) hours per week to complete courses that are directly related to the performance of the job of the employee. This is contingent upon the written recommendation of the supervisor and the Dean of the school/college, or head of the administrative organization. The release time provision is designed to support job related personal development. The University encourages participation in the professional development of its staff through the educational opportunities of the Tuition Benefits Plan, but this must be accomplished within the primary goal of the efficient performance of the individual employee’s task within his/her department.

Work Schedule Supervisors may rearrange the schedules of employees, without “release time,” to accommodate a class schedule if this does not interfere with the satisfactory performance of the job. Such changes must be recommended, in writing, by the supervisor and by the dean of the college/school, or head of the administrative organization.

Section 500/4.3 Human Resources Subject: Compensation: Executive Employees

I. Policy

1. Definition of Executive Employee

1. Level: Provost and Chief Academic Officer 2. Level: Chief 3. Level: Dean, Associate Dean 4. Level: Assistant Chief 5. Athletic Director Note: The Board of Trustees has responsibility for the President's employment.

2. Recruitment, Selection, Placement and Advancement

The responsibility for recruitment, selection, placement and all subsequent employment actions of executive employees rests with the President. The Chief of the affected area assists the President.

Section 500/5.1 Human Resources Subject: Grievances: Staff Grievances

I. Policy

The University recognizes that problems involving employer-employee relations will arise from time to time. We believe that it is in the best interest of both the University and the employee to resolve these matters as soon as possible and at the lowest possible level. In order that employees may be assured fair consideration of their problem(s), a means of review and appeal, without prejudice, to higher levels of authority has been established. 189

A grievance is a complaint by an employee regarding the interpretation or application of University rules and regulations, working conditions, or alleged improper treatment, which has not been resolved satisfactorily in an informal manner between the employee and his or her immediate supervisor.

II. Procedure

A grievance complaint must set forth a clear indication of unfairness resulting in harm or damage to the aggrieved person, arising out of management failures, working conditions, or employment relationships. The complaint must be concerning a matter within the control of the department head, and must state the relief sought. This relief must also be within the authority of the department head to grant in whole, or in part. Complaints or grievances, except those relating to the termination of employment, should be taken up in the following manner:

Step 1: The employee should first attempt to address the complaint or grievance informally by discussing it with his or her immediate supervisor.

NOTE: Although the University encourages the resolution of problems by information discussion between employee and supervisor, the employee is free to discuss the complaint with the University Grievance Officer or Director of Human Resources in an attempt to resolve the issue(s) in an informal manner. However, any informal discussions must be held before a formal complaint is filed.

Step 2: If the matter is not resolved to the employee’s satisfaction through the informal discussion, the employee may proceed to the first stage in the formal grievance procedure by presenting the grievance in writing to the immediate supervisor, clearly identifying this action as a formal complaint, describing the first step in the grievance procedure, and the resolution desired. The written grievance must be presented to the immediate supervisor within five working days of the last informal meeting to resolve the grievance with that immediate supervisor. Upon receipt of this written grievance, the immediate supervisor shall have five (5) working days in which to provide the employee a written answer to his/her grievance.

Step 3: If the employee is not satisfied with the answer from the immediate supervisor, such employee may, within five (5) working days of receiving a reply from the immediate supervisor, present the grievance in writing to his/her immediate supervisor’s superior, the department director, or administrator, with a copy forwarded to the University Grievance Officer and Director of Human Resources. Upon the receipt of this written grievance, the administrator shall have five (5) working days in which to provide the employee an answer in writing, with copies forwarded to the Grievance Officer and Director of Human Resources.

Step 4: If upon receipt of the answer from the administrator, the employee remains unsatisfied; such employee may take the grievance to the final level of review by the Grievance Officer. To do so, the employee must provide written notification of such dissatisfaction to the Grievance Officer, with a copy to the Director of Human Resources within five (5) days after receiving the answer from the supervisor’s superior, or the department head. The Grievance Officer shall promptly investigate and, if necessary, conduct a hearing upon the grievance. The Grievance Officer shall

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render a written decision concerning the matter within thirty (30) calendar days and furnish copies thereof to the parties involved, including the Director of Human Resources. The decision of the Grievance Officer will be final unless the employee appeals to the President within five (5) days of the decision in Step 4 and the President of the University exercises the right to review the decision and modify or reverse it.

Grievance of Termination Any non-academic employee who has been terminated from employment and who believes that action to have been improper may appeal in writing, within ten (10) days of the action, to the Grievance Officer for a review of the termination. This appeal must set forth specific allegations that provide a clear indication of unfairness, resulting in the termination of the aggrieved person. Additionally, the appeal must provide a description of the factual basis for such allegations and must specify the relief sought. The relief sought must be within the authority of the Grievance Officer to provide. At the time the written appeal is filed with the Grievance Officer, copies thereof shall be furnished to the administrator responsible for the termination, and the Director of Human Resources. The administrator responsible for the termination shall promptly provide a written response to such appeal to the Grievance Officer, with a copy to the aggrieved person. The Grievance Officer will immediately notify the Director of Human Resources of this action and will then promptly investigate all facts and, if necessary in the sole discretion of the Grievance Officer, will conduct an investigation regarding the appeal.

After a review of the case, the Grievance Officer will notify all parties involved, including the Director of Human Resources of the findings and final determination. The decision of the Grievance Officer will be final unless the President of the University exercises the right to review the decision and reverse it.

Employee Rights and Responsibilities Associated With the Grievance Procedure If a University employee engaged in the grievance procedure requires time away from the department for counseling or discussion of the grievance with University official(s) or Grievance Officer, the employee will be required to provide adequate advance notice to the supervisor. This is to insure his or her absence will not unduly interfere with departmental operations. An employee will be given what is deemed by the Director of Human Resources a reasonable amount of University time to present the grievance to management. In scheduling the time, place, and duration of any grievance meeting, both the employee and the administration will give due consideration to the duties each has in the essential operations of the department. No employee shall lose his/her rights because of the administration’s imposed limitations in scheduling meetings.

A University employee engaged in the grievance procedure and still on the job will be expected to maintain acceptable performance levels in the discharge of their duties and departmental responsibilities. Employees who utilize the grievance procedure are assured freedom from reprisal as a result of the airing of their grievance.

NOTE: Any employee who fails to follow the grievance procedure shall lose any right in pursuing the grievance and the grievance will be subject to dismissal.

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Section 500/6.1 Human Resources Subject: Staff Performance Appraisal Program

I. Policy

Jacksonville University’s Performance Appraisal Program provides a rational basis for assessing individual performance, rewarding achievement, and motivating individual effort. One of the best ways for the University to show that it values your contribution is to reward you with an equitable salary and salary increase opportunities. Evaluations are completed at least annually. A new employee or newly promoted employee will be evaluated at the end of the introductory period as well as annually. Since the University believes in pay for performance, the program means that the University does not grant across the board or automatic annual salary increases. Your compensation is earned through your record of performance on the job.

II. Procedure

Performance Ratings As part of the Performance Appraisal Program, your performance is rated within one of the five following categories:

 Far Exceeds All Goals and Expectations A rare rating given to those few individuals whose performance is obvious to all who are familiar with the position requirements.  Often Exceeds All Goals and Expectations Performance is clearly above what is normally expected.  Meets All Goals and Expectations Employee consistently fulfills all goals and expectations.  Meets Most Goals and Expectations However, improvement is needed to meet all goals and expectations of the position  Does Not Meet Goals and Expectations This level of performance is unacceptable. Termination will result if improvement is not made before a specific date.

Responsibility for conducting the performance review is lodged with supervisors. Some employees may achieve a higher level of success in meeting job standards than others. It is expected that all employees will be rated fairly based upon their performance, attendance and cooperation; however, annual performance evaluations with a rating of Far Exceeds must be discussed and approved by the senior officer of the specific area before the evaluation conference is held with the employee.

Any employee rated as Does Not Meet on their annual review will be terminated. Under special circumstances, approval may be given to extend employment for a brief period to allow the employee time to meet all the expectations of the position. In such cases, significant improvement must be immediately noted or the employee will be terminated at the end of the time period provided by the supervisor. The University does not wish to tolerate poor performers.

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Determining Your Salary Increase The Performance Review Program recognizes that different people perform at different levels in the same job. The Program rewards the good performer both now and in the long run.

You and your supervisor should discuss your performance at least once a year. Newly hired employees may be reviewed more frequently during the first year of employment to provide greater understanding of what is expected of them.

The purpose of the performance review is to focus on your job performance, how you are doing, and what you can do to perform even better. While your supervisor will assign a performance rating based on your performance, there will be no salary increase at the time of the performance review. If you are promoted, a performance review will be conducted as a part of the promotion review, and a promotional salary increase will be granted if warranted at the time of the promotion. Promotions do not affect or change your regular annual performance review date.

The performance rating you receive depends on how well you meet the requirements of your job. It is your supervisor’s responsibility to communicate to you what these requirements are.

The size of any salary increase you may receive following your annual review will be determined by your performance rating and availability of University funds.

The range for each job may be adjusted on a regular basis to account for inflation and other factors so that as your range moves up, your pay opportunity increases as well.

Remember, a top performance rating does not mean that you automatically go to the top of the range. What it does mean is that you will receive a bigger percentage increase in pay than a less competent performer will receive.

If you continue to turn in an outstanding performance year after year, you may eventually move up to the maximum, provided you are not promoted in the meantime. On the other hand, a poor performer will nearly always be below the midpoint in the salary range.

Effective Date of Approved Increases Increases resulting from the annual performance evaluation for both non-exempt and exempt employees are effective September 1, provided the employee has been employed a minimum of ninety (90) days as of September 1. Salary increases are not automatic and are contingent upon performance and the availability of University funds.

Section 500/7.1 Human Resources Subject: Dismissal, Terminations, and Lay-off

7.1.1 Staff Termination

I. Policy

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Employees are expected to maintain a high standard of conduct and abide by the rules of the University, department and work unit. When an employee does not observe these standards, disciplinary action will result.

The following examples of misconduct could result in disciplinary action up to and including dismissal:

1. Excessive, unauthorized tardiness or absenteeism. 2. Failure to comply with University or departmental policy or regulations. 3. Refusal to follow instructions of the duly assigned supervisor including overt or covert questioning and/or undermining authority of management. 4. Substandard work performance. 5. Use of vile, intemperate, or abusive language or fighting, pushing, or acting in a threatening manner to any University employee, student, or visitor. 6. Negligence resulting in damage or defacement of University property. 7. Falsifying employment records or other University records including “time worked” reports. 8. Conduct on or off campus that is a violation of law or University policy, raises questions of moral turpitude and/or brings unfavorable attention to the University. 9. Dishonesty or stealing including irregularity in handling University assets; acts of theft from the University or co-workers; or actual or threatened destruction of University property. Unauthorized possession, use, copying, or reading of University records or unauthorized disclosure of information contained in such records. 10. Absence for three consecutive days without properly notifying the University. 11. Obtaining a leave of absence under false pretenses. 12. Failure to report to work upon expiration of an approved leave of absence. 13. Concealing or having possession of any weapons, firearms, or explosives while on University premises. 14. Any willful act, careless act, or conduct detrimental to University operations or the safety and rights of other persons on University premises. 15. Excessive or unauthorized use of University telephones for personal business or other than University business. 16. Failure to work the assigned work schedule, which may include overtime assignments. 17. Unauthorized use, possession, or distribution of intoxicants, illegal drugs, designer drugs, prescription drugs, controlled substances or use of or possession of other drugs that would adversely affect an employee’s performance on University premises. 18. Reporting for work under the influence of drugs or alcohol, or the unlawful manufacturing, distribution, dispensation, possession and/or use of a controlled substance as per the Drug Free Work Place Policy.

This list is not intended to be inclusive of all types of misconduct, but rather a sample listing of behavior which could result in dismissal. The employee may also be disciplined or dismissed for conduct that may not be specifically covered by this list if the conduct is harmful to the operation of the University or to the rights, reputation, and safety of University employees or students.

II. Procedure

Managers and supervisors have discretion to determine whether an employee has committed a terminable violation as outlined above (or any other conduct that is terminable). Once the manager or 194 supervisor has determined that the employee should be terminated, the manager will consult Human Resources prior to the termination.

7.1.2 Lay-off

I. Policy

The University has discretion to determine whether a full-time or part-time position must be eliminated based upon financial constraints and University need. If a full-time or part-time employee’s position is eliminated, the employee will be considered for the first (1st) available position for which he/she is deemed qualified, providing that the employee properly applies for the position.

Section 500/8.1 Human Resources Subject: Staff Resignation and Exit Process

I. Policy

When an employee desires to terminate employment with Jacksonville University, a minimum of two weeks’ notice should be provided. This notice should be provided in writing to the Manager/Supervisor. An Exit Interview must be completed and forwarded to the Human Resources Department.

II. Procedure

The employee must provide notice, in writing, to his/her manager or supervisor. Upon receiving notice of termination from an employee, the supervisor will email Human Resources of the termination, provide a written notice from the employee indicating last day of employment, and indicate any special instructions that Human Resources may need to know regarding the employee’s exit. The hiring supervisor must request a new “Request to Hire form” to begin the replacement process.

Human Resources will:

1. Collect all department equipment from the employee; 2. Cancel computer authorization with Information Technology; 3. Notify the employee of the steps that he/she needs to take and exit survey form to be completed; 4. Notify all applicable departments of termination and instruct them to collect the following materials:

a. Library: overdue books, films, screens; b. Campus Security: parking permit, keys; c. Controller’s Office: outstanding accounts, debit/credit cards; d. Internet Technology: phone bills, email authorization e. Any other materials belonging to the University that are in possession of the employee.

Adjunct Faculty Members Adjunct faculty members are not automatically terminated at the end of each term. When a department chair determines that an adjunct faculty member will not be returning to the department, the Human 195

Resources office and the Office of Academic Affairs should be notified in writing with a termination date.

Section 500/9.1 Human Resources Subject: Retirement Programs: Retirement

I. Policy

Employees will be eligible for retirement provided they retire after reaching age fifty-five (55) with a minimum of ten (10) years of service at the University.

II. Procedure

Benefits of retirement are:

1. For an employee whose termination is a result of retirement, tuition benefits will be granted to the extent of one (1) academic year for each two (2) years of full time service when at least ten (10) years of continuous service have been completed immediately prior to retirement.

2. Attending Jacksonville University Recreational Functions with Employee Retirement I.D. Card. University recreational facilities are available to employees and their eligible dependents. These facilities include: pool, outdoor racquetball courts, and tennis courts. Please show your Employee Retirement I.D. card when utilizing such facilities.

3. Attending Jacksonville University sponsored Events. The University sponsors certain special events such as plays, lectures, concerts, etc. Free attendance is offered to retired employees. The department which sponsors these events will publish announcements concerning the availability of tickets for such events.

Section 500/10.1 Human Resources Subject: Staff Recognition: Staff Recognition Programs

Program Overview The Jacksonville University Employee Recognition program was created to recognize excellence in the areas of quality service, process improvement, and teamwork and to acknowledge longstanding commitment to the University. The program is comprised of several sub-programs, including JU Employee of the Month Program, Service Awards, Dolphin Cheer and Ideas Programs.

10.1.1 Employee of the Month Program

I. Policy

All full or part-time staff/administrative employees working for Jacksonville University (including those individuals in Food Services and Physical Plant) are eligible to be nominated for employee of the month. Any employee or student of the University can make nominations by completing an Employee 196 of the Month Nomination form. Nominations must be submitted by the 20th of each month for award consideration for the following month. An individual can win the award once in any calendar year. Recipients will receive the following recognition: a $50.00 cash award, designated parking space for the month, certificate signed by the President, an extra day off, and recognition at the University-wide fall cookout.

Employee of the Month criteria:  Exhibits commitment to service and to serving the Jacksonville University community,  Sustains a high level of productivity and consistent quality of work,  Demonstrates a high degree of initiative in the performance of responsibilities,  Displays exceptional dependability, and  Maintains, demonstrates, and exhibits effective relationships with others.

II. Procedure

If someone you know portrays the above kinds of qualities or has done something above and beyond normal duties, nominate them for the Employee of the Month Award. Submit your nomination to Human Resources.

10.1.2 Service Awards

I. Policy

All full-time and part-time staff/administrative employees will receive recognition for continuous service to the University at five (5) year increments. Individuals can select award material from a service award vendor, which has a variety of awards from which to select. The value of the award increases with the years of completed service.

II. Procedure

The selection for each service award will be made approximately six (6) weeks prior to the date of the fall cookout and Employee Recognition Day. These individuals will receive recognition in JU Today as well as at the University-wide fall cookout.

Section 500/11.1 Human Resources Subject: Staff Memorial: Remembrance Ceremony for a Deceased Employee

I. Policy

When the Human Resources Department receives notice of the death of an employee, it will notify the Employees Advisory Council (EAC). Human Resources will proceed with the business activities according to the department policy. The EAC will contact the Head of the Department in which the employee worked to coordinate the personal activities, such as the Remembrance Ceremony to honor the deceased employee (if the family so desires).

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It is imperative that the wishes of the family be followed. If the family does not desire a Remembrance Ceremony to be held at Jacksonville University, then there will be none. If the family does desire one, the Remembrance Ceremony will be held at a date and time that is convenient for the family.

The Remembrance Ceremony for an employee is not a mourning of the death but a remembering of the life. A member of the EAC will work with the Head of the Department to coordinate the Remembrance Ceremony, following the written guidelines as established by the EAC and approved by the President’s Council. Employees are allowed to attend funeral/memorial services that are held off campus and the Remembrance Ceremony hosted by Jacksonville University without loss of personal time.

II. Procedure to handle personal issues upon the death of an employee

Head of the Department in which the employee worked notifies Human Resources and the President’s office Human Resources notifies EAC and the campus community EAC member contacts Head of Department offering assistance and information on the policy and procedure to be followed Check with Human Resources to determine if employee had expressed wishes (i.e., privacy of terminal illness, flowers or donations, etc.). If yes, specify:

Brief notice is written and sent to Public Relations to be published in the JU magazine “In Memoriam” (attach copy) Department head orders flowers sent to funeral home, if appropriate Department head contacts family to determine their wishes and the number of family members expected to attend. Specify (including name and relationship of family member contacted):

If no Remembrance Ceremony is desired by the family, notify Human Resources so they are aware of the situation and can respond to inquiries from the campus community. If a Remembrance Ceremony is desired, refer to “Procedure for Remembrance Ceremony for Deceased Employee”

III. Procedures for Remembrance Ceremony for Deceased Employee

 = done X = not EAC and Department Head (or one assigned by Department Head) appropriate Allow family to select the date and time which should be a reasonable time after the funeral. Schedule chaplain. Schedule St. Mark’s Chapel. Arrange for audio equipment, music, and microphone as well as someone to run it. EAC will notify campus community of the date and time of the Remembrance 198

Ceremony. If desired, the Department orders flowers for Remembrance Ceremony and determine what to do with them after the ceremony. Determine which employees (if any) from the department would like to speak briefly at the Remembrance Ceremony Set program for Remembrance Ceremony. Allow approximately 30 minutes. (Refer to suggested program plan) Have programs printed for memorial service. (Human Resources, Financial Affairs and the President’s office will cover the expense.) Purchase a guest book for attendees to sign and present to family. The Employee Advisory Council will cover this expense. Assign EAC Member or Dept Head to be responsible to have guest book and programs at the chapel. Confirm how many family members are expected and reserve seats in front row(s) for family. Determine which EAC Members will greet visitors in the entry at the chapel, pass out programs and usher family to their seats.

IV. Program for Remembrance Ceremony for Deceased Employee

(Starting time will vary depending upon family wishes and availability of the chapel).

9:30 EAC Members greet visitors in the entry at the chapel and hand out programs. Visitors sign guest book. EAC Members usher family members to their seats. 9:45 Background music begins in the chapel. 9:50 Department Head (and EAC Member upon request) meets the family and escorts them to St. Mark’s Chapel 10:00 Department Head gives opening remarks, welcoming family and guests to the Remembrance Ceremony. 10:05 Chaplain gives remarks 10:10 Department Head gives remarks 10:15 Brief talks/poems by co-workers, if desired 10:25 Song as selected by family, if desired 10:30 Closing by chaplain 10:35 EAC Members and/or Department Head and members escort family members to entry in chapel to receive guests. 10:45 Department Head presents the family with the guest book and honors their request for removal of the flowers.

Section 500/12.1 Human Resources Subject Employee Hotline

I. The Employee Hotline

The Employee Hotline is for anyone wishing to anonymously or confidentially report any serious suspected violation of our standards of conduct, policies or applicable laws and regulations.

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The Hotline is not meant to replace existing resources, but rather to supplement them. You are encouraged to report or discuss a situation, to talk with supervisors, or our Human Resources Department. If for any reason anyone would rather address an issue in a more anonymous manner, I strongly suggest talking advantage of the Employee Hotline. The Hotline is toll free and available to you 24 hours a day, 365 days a year. It is operated on our behalf by National Hotline Services, Inc., an independent firm. The Hotline number is 1-800-826- 6762.

You do not need to identify yourself by name when you phone the Hotline. If you choose to give your name, we will keep that information confidential unless, as in the case of certain crimes, a law requires that any name you supply be provided to enforcement officials or court. We absolutely will not allow any retribution or retaliation against an employee who reports a compliance issue in good faith.

Section 500/13 Human Resources Subject Title IX

Title IX of the Education Amendments was passed by the U.S. Congress on June 1972, and signed into law on July 1, 1972. It is a federal civil rights law that prohibits sex discrimination in education programs and activities such as:

 Admissions  Housing and Facilities  Course and other educational activities  Career guidance and counseling activities  Financial aid  Health and insurance benefits  Scholastic, intercollegiate, club or intramural athletics

Each school must designate at least one employee to evaluate current policy practices to ensure an institution’s compliance with Title IX; coordinate efforts to effectively and efficiently respond to complaints of sex discrimination, including complaints of sexual harassment; and ensure as much as possible that every JU employee and student has an equal education and employment opportunities.

For further information regarding Title IX, including nondiscrimination complaint policies and procedures, please contact Jacksonville University’s Title IX Coordinator:

Title IX Coordinator Jacksonville University 2800 University Boulevard, N. Jacksonville, FL 32211 Phone: (904) 256-7067 Email: [email protected]

For further information regarding sexual harassment and sexual assault, please contact:

Dr. Lynnette Kennison Sexual Harassment Officer 200

Jacksonville University 2800 University Boulevard, N. Jacksonville, FL 32211 Phone: (904) 256-7622 Email: [email protected]

Section 600/1.1 Financial Affairs Subject: General Finance Information: Purchasing

Policy

Jacksonville University’s Purchasing Department provides reliable and economical sources for the purchase of products and services and provides quality services from the Duplicating Department and Post Office. The Department strives to manage University resources as wisely and prudently as possible without sacrificing quality. The performance of the Purchasing Department supports the efforts of the entire University community toward the achievement of its mission of student success.

Jacksonville University is a member of the National Association of Educational Procurement (NAEP) and adheres to the NAEP Code of Ethics. As such, the University’s Purchasing Department strives to:

1. Give first consideration to the objectives and policies of the institution. 2. Strive to obtain the maximum value for each dollar of expenditure. 3. Decline personal gifts or gratuities. 4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit. 5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation. 6. Demand honesty in sales representation whether offered through the medium of verbal or written statement, an advertisement, or a sample of the product. 7. Receive consent of originator of proprietary ideas and design before using them for competitive purchasing purposes. 8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of the institution permit. 9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions. 10. Cooperate with trade, industrial and professional associations and with governmental and private agencies for the purpose of promoting and developing sound business methods. 11. Foster fair, ethical and legal trade practices. 12. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them.

The University’s Purchasing Department handles all purchasing requests, office supplies, copier matters, travel matters, transportation, audio/visual equipment, and the vendor library. Any request with regard to the above services must be submitted to the purchasing department using the processes

201 outlined below. Failure to comply with the purchasing processes could result in disapproval of the requested action.

II. Procedures

1.1.1 Purchase Requisition Process

The process of purchasing goods and services begins with the completion of the Purchase Requisition form commonly referred to as the “blue sheet”.

When properly completed, the blue sheet will have all of the signatures, account numbers, product and vendor information.

A purchase requisition sent directly to purchasing that does not have the proper signatures or account numbers will be returned to the initial requisitioner and will result in a delay of processing.

A properly completed and approved “blue sheet” received in the Purchasing Department will be processed within twenty-four (24) hours.

When filling out the form, too much information is better than too little.

 Make sure your account number is correct.  If you’re splitting the amount over two (2) or more account numbers, you may either specify the dollar amount or put the percentage amount chargeable to each account number.  There must be a date in the “date required” field. Using “asap,” “tomorrow,” or “immediately” is not sufficient. If a date has not been entered, the Purchasing Department will enter a date that is two (2) weeks from the day that the department receives the “blue sheet”.  The “QTY” (quantity) column should include the amount of items needed.  The “Unit” column should indicate how the product is packaged such as “each,” “gal,” “sets,” “bxs,” “dz,” etc.  If you do not know of or have a preferred supplier, then enter “best source possible” in the vendor’s box and the Purchasing Department will choose the vendor.

The Purchase Requisition forms are available from the Purchasing Department.

1.1.1.1 Signature Approval Path

The following signature paths should be followed on the purchase requisition form:

Purchases Administrative Purchases Faculty Office Associate or Staff Member Department Chair Director of the Department Division Chair Chief of Division Dean Chief of Division Chief Chief of Division

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1.1.2 The Purchase Order

Upon receipt of a completed Purchase Requisition form, a purchase order is entered into the system and a P.O. Number is generated. The P.O. number will be used as a reference to all questions relating to that order. Purchase orders will either be mailed or faxed to the vendor.

1.1.2.1 Blanket Purchase Order

The Blanket Purchase Order (B.P.O.) or Open Purchase Order is issued for a specific length of time, usually a semester or an academic year, and for a specific dollar amount. The B.P.O. is used for common or repetitive items that are specified in advance. [Examples include: the delivery of bottled gasses to the chemistry department, advertising in local newspapers, Home Improvement Centers, etc.]

1.1.2.2 Pre-Approved Purchase Order

The pre-approved purchase order is designed for use at local businesses that have “house” or “open” accounts with the University. This purchase order is used when you are not certain of the items you are purchasing, the price of the items, or the amount of items. The purchase order will be limited to a specific dollar amount for that single purchase.

Purchase Requisition for Pre-Approved Purchase Order Complete as a typical Purchase Requisition except for the description column that must contain the following types of wording as examples:

1. Misc. supplies for annual meeting Not to exceed $250.00; or, 2. Lumber and building supplies for stage production Not to exceed $750.00.

Procedure for use at local merchants Present Purchase Order to the cashier when “checking out. You may also have to present a charge card for that company which is available in the purchasing office or you might have a personalized card for that particular company. (This is most common for Home Depot and Wal-mart purchases)

You must obtain a store receipt that must be returned to the Purchasing Office so we can reconcile the invoice.

1.1.3 Unauthorized Purchases/ Misrepresentation and Misuse of the Purchasing Procedures No individual has the authority to enter into purchase agreements or contracts or in any way to obligate the University to procure indebtedness unless specifically authorized to do so by the President, Chief Financial Officer . Any such negotiations are unauthorized purchases and the individual making such negotiations may become personally liable to the seller as a result. Vendors ordinarily doing business with the University are aware of this policy and are advised that all purchases must be authorized by an official purchase order signed by an authorized individual. Exclusive of the petty cash form and invoice payment form, the University will not reimburse employees for the cost of such 203 unauthorized purchases on behalf of the University unless previous arrangements have been properly made and approved.

1.1.4 Inquiry Definitions

1.1.4.1 Request for Quote (R.F.Q.) This is a method of soliciting the supplier to commit to a price, quality and delivery for specific item(s). Purchasing decides which vendors are qualified to submit a quote on the item. These areas usually include, but are not limited to: price, quantity, delivery requirements, quality, and service.

1.1.4.2 Request for Proposal (R.F.P.)

This method applies when there is a non-specific product or service required that Purchasing desires to have the vendor community evaluate. A request for proposal allows for information gathering without committing to the purchase until the best sources are identified and a final specification is made. A final Request for Quote or a purchase order award may result when specifications and qualified vendors have been appropriately defined.

1.1.4.3 Request for Information (R.F.I.)

This is an informal request and is not binding on either the requester or the supplier. This is used when general information about the products or services being purchased is needed or when information about a supplier is needed.

1.1.5 Petty Cash The purpose of Petty Cash is to provide immediate cash resources to reimburse any out-of-pocket expenses incurred by an individual. Petty cash slips may be used by any employee of Jacksonville University for items purchased, but may not be used for services rendered. Each individual may request up to $50.00 in petty cash per week. Any amount over this limit requires a Purchase Order. Petty cash may be obtained at the Cashier’s Window during normal business hours.

1.1.5.1 Petty Cash Funds Required in Advance

The following procedure must be followed: 1. An approved, completed petty cash slip must be submitted to the Cashier with all required information (amount, project/object to be charged, proper approval signatures). 2. Cash is advanced in the exact amount of the approved petty cash slip. 3. Original sales receipts and any unspent funds must be returned to the Cashier no later than the next business day.

1.1.5.2 Petty Cash Funds Requested after Purchase

The following procedure must be followed: 1. After the purchase, present the original sales receipts or invoices to the Department Director for approval. Then submit receipts and a completed and approved petty cash slip to the Cashier. 2. Cashier will reimburse you for exact amount of original receipts.

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1.1.6 Credit Cards

Jacksonville University provides a corporate credit card for authorized employees who travel on official University business. The employee’s Dean or Department Head must submit an application for approval for University corporate credit cards to the Provost and Chief Academic Officer or Chief Financial Officer. The approved applications will be forwarded to the Controller’s Office for processing. The credit card company will run a credit check and make a decision to issue the card based on their criteria. The credit card company will notify both the employee and Controller’s Office of their decision.

After receiving a corporate credit card, the employee is responsible for paying the monthly statement on a timely basis. Corporate credit cards are not to be used for any personal expenses. Reimbursement for legitimate expenses requires the cardholder to submit a Travel Expense Report to his/her Department Head or Dean for approval. The Travel Expense Report must have the original detailed sales receipts attached. The Department Head or Dean must then present approved expense reports to Financial Affairs for final approval. Once approved, Financial Affairs will forward these expense reports to Accounts Payable for payment.

1.1.6.1 Loss or Theft of Credit Card

The theft or loss of a credit card should be immediately reported by the cardholder to the credit card company and then as soon as possible to the Controller's Office. The Department for which the cardholder works should immediately notify the Controller’s Office when the credit card is no longer needed or upon termination of the cardholder.

1.1.6.2 Corporate Cards

Corporate cards to those stores such as Wal-Mart, Home Depot, Best Buy, Sam’s and others are issued in the individual user’s name. Prior to shopping at these stores, the user must complete the purchase requisition form (as outlined in Section 1.3.2.2) and pick up the purchase order from the Purchasing Department.

1.1.6.3 Procurement Card

Procurement Card Policies and Procedures can be found in this document in sections 600/3.6-600/3.14.

1.1.7 Purchasing and Accounts Payable

The Accounts Payable department is ultimately responsible for payments to vendors. Payments will only be made from original invoices. All invoices received at the University must be forwarded to the Accounts Payable department for processing.

Regular check runs will occur weekly on Thursday with check distribution on Friday. In order to accomplish this, all invoices, check requests, and travel expense reports must be submitted to the Controller’s Office by the close of business on the preceding Monday. This will allow time for proper approval and entry into the Accounts Payable system. Any requests for a check outside of the normal schedule will be evaluated on an individual basis. These requests should be limited to emergency situations. 205

1.1.7.1. Check Requests/Expense Reports

The following is the procedure when requesting reimbursements and check requests:

1. A request for reimbursement must have original receipts attached. The employee requesting the reimbursement should retain copies of receipts for his/her records.

2. Travel advances may be requested by submitting an approved check request. All travel advances will be recorded as an Account Receivable from the employee until a properly documented and approved expense report is submitted to Accounts Payable. Any excess advance should be returned at the Cashier’s window, and a copy of the receipt from the Cashier should be attached to the expense report.

3. All requests for payment must have the approval of the employee’s immediate supervisor and/or the Department Head. Individual departments may require additional approval. All requests must have final approval by Financial Affairs.

1.1.7.2 Non-Allowable Purchases

University department heads are responsible for ensuring that all expenditures in their areas are for appropriate and legitimate business purposes. Only goods and services which are necessary for the completion of official University business are allowable. See Purchasing Policy section for specific information on appropriate procedures for purchasing and reimbursement. Examples of non-allowable purchases include but are not limited to:  Grocery items (including beverages/water coolers) for department use (example: routine staff meeting) and meals for employees that do not also include non-University personnel.  Flowers and gifts for employees other than through official recognition programs.  Coffee makers, microwaves and refrigerators for office use  Clothing other than required uniforms and/or protective gear  Office and holiday decorations  Entertainment of employees (birthday/farewell/retirement/holiday celebrations)

See also the Travel Policy section for additional non-allowable items specifically related to travel.

Exceptions to this policy must be approved by the Chief Financial Officer.

1.1.7.3 Handling and Payment of Invoices

All invoices must be sent directly to Accounts Payable. Accounts Payable will process them accordingly. If Accounts Payable is not able to process a particular invoice, the invoice will be sent to the Purchasing Department for additional processing.

1.1.7.4 Purchases Made Without Purchase Order (P.O.)

Invoices for non-purchase order items must have all required approvals prior to submission to Accounts Payable. Account codes must be written on the face of the invoice. Receiver, supervisor

206 and/or department head must approve invoices. Once the Department has secured the appropriate approvals, invoice must be forwarded to Accounts Payable for approval and processing.

1.1.7.5 International Payments

On rare occasions, international payments are required in the currency of that country. Advance arrangements for these payments must be coordinated with the Controller’s office.

1.1.8 Central Storeroom and Office Supply Catalog Usage

The Purchasing Department maintains an on-campus supply storeroom. Most items necessary for the daily operation of an office are stocked for immediate access. Those items not stocked can be acquired within twenty-four (24) hours from a local vendor.

Each department has been issued the current catalog from the local office supply vendor. The purchasing department strongly encourages the use of this catalog in lieu of making purchases at the local office supply superstore. The University receives discounts off of the listed prices starting at 30% and going upwards depending on the product.

The University has negotiated price discounts with Total Office Products for desktop delivery and next day service.

All office supplies can be ordered by accessing the Purchasing web page and clicking on “order your office supplies online,”

You can place an order any day of the week, but your order will be processed for delivery on the Wednesday after the order is placed. All emergencies will be handled as needed.

1.1.9 Central Receiving

Most deliveries to the campus are made to the University Post Office. The Post Office is located on the lower level of the Kinne University Center. This is the central delivery point for USPS, FedEx, UPS, DHL and all other similar delivery companies. Deliveries requiring the use of a forklift are directed to the facilities warehouse.

1.1.9.1 Receiving Process

The procedure for receiving packages and mail items will be as follows:

1. Packages are inspected upon delivery for damage (see 1.3.9.2 below). 2. Packages are opened and contents are compared to packing slips. 3. Delivery notices are written with tracking numbers, shipper’s zip code and receiving department’s name. 4. Items purchased with Purchase Orders are entered into the receiving module of the University’s financial system. 5. Packages will be delivered to the recipient’s office within twenty-four (24) hours. The utility department of the physical plant will deliver larger or heavy packages. A representative of your department must sign for all packages, and packages will not be left in an unattended office. 207

1.1.9.2 Damaged Items

All damaged materials shall be preserved in the condition in which they were received and must be kept in the original shipping containers until instructions for disposal are received from the Purchasing Department. Compliance with this requirement is extremely important in order to fulfill the requirement for the inspection report, which is needed to file a damage claim.

1.1.9.3 Purchases That Are Not Delivered to Central Receiving

There are instances where items covered by purchase orders may not be delivered to Central Receiving. In order to bypass central receiving, the items must meet one of the following conditions:

1. Materials that are delivered by the supplier directly to the requestor, by-passing the central receiving. 2. Materials picked up by the department directly from a local supplier.

If either of these procedures is followed in place of Central Receiving, the Central Receiving department must be notified so that the proper receiving information can be entered into the receiving module of the University’s financial system.

All packing lists and bills of lading may be forwarded to the central receiving department located in the JU Post Office, to be filed as permanent proof of delivery.

1.1.10 Cash On Delivery Orders

Cash On Delivery (C.O.D.) orders are possible but we strongly discourage using this method. This method of payment should be used only on rare occasions. If a vendor will not accept a University purchase order, an alternative vendor should be identified or an alternative method of payment should be arranged, such as using a University credit card for the purchase.

The Post Office does not have the funds available to handle C.O.D. orders, so advance arrangements must be coordinated. The initial requisitioner must make arrangements with the Controller’s Office to have a check printed for the purchase. The vendor must send a “pro-forma” invoice for the Controller’s Office to use as a method of advance payment. This process is strongly discouraged.

1.1.11 Audio Visual Equipment

The Purchasing Department maintains a minimal amount of audio/visual equipment for campus-wide use. We can assist you in preparing for events by setting up sound systems, projectors, televisions, video cassette recorders (V.C.R.s), and other audio/visual equipment.

The Purchasing Department can also assist you with the purchase and installation of new equipment. The Purchasing Department maintains a relationship with various local and national distributors of all types of audio/visual equipment.

In some instances it is necessary for campus departments to “loan” equipment to other campus departments for on-campus use. The University strongly urges cooperation when this becomes necessary. 208

1.1.12 Interaction with Vendors

All administration, faculty, and staff are encouraged to meet with vendors to seek information on products and services. They are a valuable source of information on the latest products and technology available to the University. However, only the Purchasing Department is authorized to place orders. When interacting with vendors, please use the following guidelines:

1. Advise the Purchasing Department before contacting any vendors. 2. Contact more than one supplier whenever possible. Competition between vendors is the Purchasing Department's most valuable asset. 3. Give the same information to all suppliers, so that each has an equal opportunity to compete. 4. DO NOT commit the University to a purchase by telling a salesperson that they have an order, or will receive an order, from the University. ONLY A SIGNED PURCHASE ORDER CAN COMMIT THE UNIVERSITY. 5. Never place an order from an unsolicited phone call. Forward all calls from unknown or unsolicited salespeople to the Purchasing Department. 6. Give vendors as much lead-time as possible to fulfill your requirements. 7. Guard against overreaction to a supplier-created crisis. Examples of these supplier-created crises include: "The price goes up after the first of the month," "This is the last one in stock," etc. 8. Whenever possible, make sure to utilize local vendors. 9. Any complaints relating to salespeople or companies should be directed to the Purchasing Department. 10. Never accept personal gifts from vendors. While University employees are not permitted to accept personal gifts, employees may receive samples of products to be used as a learning aid in the purchase decision process.

1.1.13 Conflict of Interest

All employees of Jacksonville University have an obligation to avoid any conflicts of interest or even the appearance of a conflict of interest when selecting vendors for purchasing on behalf of the University.

Possible conflicts of interest may include, but are not limited to, the following examples:

1. A University employee acting as both seller and purchaser in the same transaction(s) where goods or services are involved. 2. A University employee entering into business negotiations on behalf of the University with close relatives or members of his/her immediate household. 3. A University employee allowing his/her purchasing decision to be influenced due to a relationship of any kind existing with the vendor. 4. A University employee is (or expects to be) retained as a paid consultant or contractor by an organization seeking to do business with the University. 5. A transaction that entails a payment of money or anything else of value to the employee, a close relative of the employee, or a member of the employee's household. 6. A University employee accepting a personal gift from a vendor (this is strictly prohibited).

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1.1.13.1 Exception to the Policy against Conflicts The only exception to this policy is where there is positive proof that the employee or their immediate family will not benefit either monetarily or by any other means, and the University will benefit as a result of the transaction.

1.1.14 Surplus Property

Disposition of University surplus property is the primary responsibility of the Purchasing Department. The property disposition procedure applies to all departments.

1.1.14.1 Objectives

The objectives with regard to surplus property at the University can be summarized as follows:

1. To provide an effective means for transferring idle equipment from one department to another within the university. 2. To promote optimum use of existing equipment. 3. To minimize the cost of replacing equipment or obtaining additional equipment for individual departments. 4. To provide for the sale or other disposition of equipment no longer of value to the University.

1.1.14.2 Definition of Surplus Property

Surplus property includes any item(s) which are no longer needed by the department that initially purchased the property.

1.1.14.3 Disposal Options

The first option for items that are deemed Surplus Property is always re-circulation within or among other departments. Unauthorized removal or disposal of University owned, loaned, or donated property, regardless of value, constitutes a violation of University policy.

1.1.14.4 Procedures for Surplus Property

The Purchasing Department shall be immediately notified when a department has surplus property. The item description, condition, location and inventory control tag number shall be conveyed with this notification. Furniture that will no longer be needed should be declared surplus. Surplus Equipment will remain in the campus warehouse until re-allocated or sold.

Temporary storage of items during a renovation project may be arranged by contacting the Purchasing Department. Items that remain in the warehouse area for thirty (30) days beyond the completion of such project may be declared surplus property and disposed of in accordance with this policy.

From time to time, the Purchasing department may hold "surplus sale days." During a surplus sale day, the warehouse will be open for prospective purchasers to view and purchase surplus items.

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1.1.15 Facilities Renovations and New Construction

All renovations to existing spaces or new construction must first be approved by the VP for Finance and Administrative Services.

To achieve a successful project, you should have:  A well-defined plan and scope of work  Pre-arranged finances  Design team for project programming

The following guidelines will be followed pertaining to quotes, proposals and formal bids depending on the total project estimated costs.

Monetary Thresholds for Renovations or new construction on campus.

A project with a budget of $25,000.00 or less will either be accomplished with in-house personnel or by obtaining three informal quotes from local vendors.

A project of $25001.00 to $250,000.00 will require three formal quotes. A project of $250,000.00 or more will require three competitive bids.

Section: 600/1.1.16 Financial Affairs Subject: Contracts and Agreements

This document outlines the procedures through which a University contract may be created, the terms and conditions that must be included, and the official signatures to execute the document.

1. The Purchasing Department is the depository for all contracts and agreements (“contracts”). An executed copy of all documentation must be forwarded to the Purchasing Department. 2. The Executive Director of Campus Services must be made aware of all contract negotiations and involved in all final negotiations to ensure that University policies and procedures are followed. 3. The President and Chief Financial Officer are authorized by the Board of Trustees to sign and execute documents for the University. 4. Contracts must be reviewed and approved by University counsel before execution. 5. Contracts must contain at a minimum the following:

(a) a clause stating that the document is governed by the laws of the State of Florida; (b) a clearly stated term with a commencement date and end date; (c) a termination clause for both parties which provides for termination either with or without cause; (d) a specified date or time frame for notification to all concerned parties of intent to either cancel or renew the document; (e) a clearly defined scope of work covering services rendered or received; (f) compensation rendered or received; (g) a conflict of interest statement as outlined in the University’s Policies and Procedures Manual. 211

6. All contractors, subcontractors, vendors, and other organizations physically performing work on campus, selling or distributing products, performing duties or services, or seeking to use facilities on the campus must submit a certificate of insurance naming Jacksonville University as an additional insured and must meet the minimum requirements at stated in attachment “A” of this document.

7. The initiating party must read the contract in its entirety, understand all of the terms and conditions, and ensure that:

(a) the contract accurately reflects the proposed intent; (b) the contract does not conflict with any University policies; (c) the University can comply with the obligations stated in the contract/agreement.

8. All contracts associated with construction must meet the following requirements:

a. Under $25,000 RFP/RFQ issued to a minimum of two contractors b. $25,000 to $250,000 RFP/RFQ issued to a minimum of three contractors c. Over $250,000 Formal bid process

Attachment “A”

Contracted party shall, at its sole cost and expense, procure and maintain throughout the term of this contract, Comprehensive General Liability and Worker’s Compensation insurance, including Employer Liability insurance, with minimum policy limits of $2,000,000 Combined Single Limits, Professional Liability in the amount of $1,000,000 minimum or to the extent and in such amounts as required and authorized by Florida law, and will provide endorsed certificates of insurance generated and executed by a licensed insurance broker, brokerage or similar licensed insurance professional evidencing such coverage, and naming Jacksonville University as a named, additional insured, as well as furnishing Jacksonville University with a certified copy or copies of said insurance policies. Certificates of insurance and certified copies of these insurance policies must accompany this signed contract. Said insurance coverages procured by [Vendor] as required herein shall be considered, and [Vendor] agrees that said insurance coverages it procures as required herein shall be considered, as primary insurance over and above any other insurance or self-insurance available to Jacksonville University, and that any other insurance, or self-insurance available to Jacksonville University shall be considered secondary to or in excess of the insurance coverage(s) procured by [Vendor] as required herein.

Section: 600/1.2 Financial Affairs Subject: General Finance Information: Official University Travel

I. Policy

Employees traveling on official University business should neither gain nor lose personal funds while traveling. Reasonable and necessary expenses for official travel will be reimbursed in accordance with the guidelines set forth in the procedures section below. The University recognizes that exceptions are 212 necessary from time to time. These exceptions must be cleared, in advance and in writing, with the President or the Chief Financial Officer. Jacksonville University does not assume any obligation to reimburse employees for expenses that are not in compliance with the approved policies and procedures.

II. Procedures

1.2.1 Hotel Reservations

Please follow these simple steps when making hotel reservations either locally or out-of-town. Complete a purchase requisition (blue sheet) with all account numbers and signatures.

Include on the requisition the following information:  Name of hotel and all contact information  Person(s) staying at hotel  Check-in and check-out dates  Price of rooms only, no taxes or other charges

Send purchase requisition through regular signature path.

When purchasing receives completed requisition, we will call hotel with credit card number and receive a confirmation number which we will forward to you.

In cases where the hotel will accept a purchase order, purchasing will use the same information and furnish a PO to the hotel.

At the end of the hotel stay, the purchasing office must get the receipt in order to reconcile the transaction.

1.2.2 Documentation Requirements

Under IRS regulations, reimbursements may be taxable and subject to W-2 reporting unless there is a legitimate business purpose for the expense and it is substantiated with receipts.

To satisfy these requirements, all reimbursements must include an explanation of the business purpose for the expense and original receipts detailing the date, place, and amount of the expense. Copies of credit card statements are not acceptable as receipts.

1.2.3 Travel Advances

Travel Advance Request Forms may be submitted for travel advances to cover expenses that cannot be paid with corporate credit cards or purchase orders. Such requests should be submitted at least two (2) weeks in advance of the travel date to ensure the timely issuance of the check.

Travel expense reports with appropriate documentation should be submitted within ten (10) days of completion of travel and must be submitted within thirty (30) days of travel to clear the advance from the employee’s personal account. Additional travel advances will not be released if an employee has

213 outstanding advances in excess of thirty (30) days. Also, any travel reimbursement requests not submitted within thirty (30) days may not be honored by the University.

1.2.4 University Vehicles

University vehicles are to be driven only by University employees and authorized volunteers.

Each University driver must submit a copy of their Florida driver’s license along with a completed Consent to Obtain State Motor Vehicle records form. Contact the Office of Financial Affairs for more information or to receive a copy of this form.

University vehicles including rental vehicles are covered by the University’s insurance; proof of insurance cards may be obtained from the Purchasing Office. If an employee is traveling with a rental car and extends that travel for personal reasons, University insurance will only cover the car during the period of business use; the employee will be responsible for insuring the rental car for the personal portion of the rental period. Any vehicles assigned to individual employees as part of their compensation package are for their use only.

Employees will be personally responsible for the payment of any insurance deductible associated with damages incurred during personal use of any vehicle, owned, leased or rented. If you are involved in an accident with a University vehicle, please report it to the Office of Financial Affairs no later than 24 hours after the accident. You must get the names, addresses and phone numbers of all involved drivers, witnesses and passengers and also the driver’s license and insurance information for all drivers.

1.2.5 Transportation Expense

Commercial air transportation All official University travel should be at the most economical rates available. Generally, coach or lower promotional fares are the only classes of travel that are reimbursable. All travel must also utilize the most direct and/or economical route.

For reimbursement, the original airline ticket receipt or airline/travel agency confirmation notice or invoice detailing flights, destination, and payment must be submitted with the reimbursement request.

When ticketless airline travel is booked, the traveler must request a receipt from the airline or travel agency at the time of the booking or at check-in at the airport. This receipt must provide details of flights, destination, and payment. The receipt must be submitted with the reimbursement request.

For on-line purchases, a copy of the e-mail confirmation and itinerary may be used for receipt purposes. This documentation must provide details of flights, destination, and payment. The e-mail confirmation must be submitted with the reimbursement request.

Private automobile Travel by private auto in excess of 20 miles round-trip is reimbursable at 100% of the current federal rate (as reflected on the GSA webpage). Rental cars should be used for any trip exceeding 400 miles round-trip. Reimbursement for trips exceeding 400 miles shall not exceed equivalent air coach fare or 214 other reasonable available transportation (i.e., rental car plus gasoline). Necessary extra costs for food and lodging while in route are not reimbursable if the travel is reimbursed on a mileage basis in preference to air travel or other public transportation. Individual departments may set a lower reimbursement rate to ensure compliance with budgetary constraints.

Damage to personal automobiles used on official business is considered covered by private insurance. The University does not assume liability for deductibles or any other uninsured loss to the vehicle.

Rental Automobile Transportation Rental automobiles may be used when such travel is more advantageous to the institution than the use of taxis or other means of transportation. Advance reservations for compact or intermediate automobiles should be requested. The car rental agreement should be in the name of the traveler and Jacksonville University. Receipts must be attached to the request for reimbursement.

Employees renting automobiles on University business are covered under corporate insurance policies; optional insurance coverage should be declined. Travelers must carry a University automobile insurance card. This card is available from the Purchasing Office. In the event of an accident or other damage to a rental vehicle, please contact Ellen Paige in Financial Affairs as soon as possible and submit a written statement describing the accident/damage (who, what, when, where) along with a copy of the car rental agreement and a copy of the police report.

Taxi and Limousine Service Fares for these services, including reasonable tips (10-20%), are allowable. Receipts must be attached to the request for reimbursement.

Hotel Reservations Please follow these simple steps when making hotel reservations either locally or out-of-town. Complete a purchase requisition (blue sheet) with all account numbers and signatures. Include on the requisition the following information:

 Name of hotel and all contact information  Person(s) staying at hotel  Check-in and check-out dates  Price of rooms only, no taxes or other charges

Send purchase requisition through regular signature path.

When purchasing receives completed requisition, we will call hotel with credit card number and receive a confirmation number which we will forward to you.

In cases where the hotel will accept a purchase order, purchasing will use the same information and furnish a PO to the hotel. At the end of the hotel stay, the purchasing office must get the receipt in order to reconcile the transaction.

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1.2.6 Lodging and Meals

Lodging Lodging expenses are reimbursed on an actual cost basis. Travelers should use standard accommodations in reasonably priced hotels and motels. When requesting reimbursement, the original itemized hotel bill must be submitted.

It is the traveler’s responsibility to cancel guaranteed hotel reservations when necessary; any cancellation charges arising from the failure to cancel reservations is the responsibility of the employee. Always request and retain the cancellation number when canceling reservations.

Meals for Overnight Travel Reasonable expenses incurred for meals (including non-alcoholic beverages) will be reimbursed for actual costs including reasonable gratuities (10-20%). Original itemized receipts are required for reimbursement and must be attached to the travel expense report. Individual departments may set a dollar limit for daily meal reimbursements to ensure compliance with budgetary constraints. When there is no overnight travel involved, meals will be reimbursed only if they are for the business purpose of entertaining non-employees. See Entertainment section below.

Entertainment Entertainment expenses for meals, alcoholic beverages, and receptions must have appropriate documentation including the original receipt or invoice, names of persons entertained, and the business purpose of the meal or function. Acceptable credit card receipt must contain a detailed description of what was consumed.

1.2.7 Cellular Phones

In most cases, employees will be responsible for payment of their personal cell phone bills. When it is determined that a cell phone is a job necessity, with approval of the President or Chief Financial Officer, the University will support an agreed-upon “cell-phone allowance” which will be included in the employee’s pay identified as a separate employee benefit. This will eliminate the requirement to provide receipts for reimbursement.

Monthly allowances will be authorized up to a maximum amount of $75 ($900 per year) and only for employees below the level of Chief. Each Chief and the Athletic Director will provide a list at the beginning of each fiscal year with eligible employees, unit numbers, and the allowance amount for each employee. These expenses will be included in the pooled budget line as operating expenses. Amounts paid to employees through the payroll system will be identified on pay advices and W-2s as a non-taxable employee benefit.

1.2.8 Non-Reimbursable Expenses

Employees will not be reimbursed for the following miscellaneous expenses:

• Annual fees for personal credit cards • Commuting between home and office • No-show charges for hotels or car rentals 216

• Conference/convention meals if already included in registration fees • Credit card late fees and interest charges • First or business class airfare upgrades • Gifts to friends or relatives in lieu of meals and lodging • Life or travel accident insurance premiums • Parking fines and traffic tickets • Personal care items • Clothing and clothing rental • Laundry, valet, or dry-cleaning charges • Personal entertainment such as hotel room movies, newspapers, magazines, health club facilities, etc. • Department meetings, staff meetings, department meals off-site unless authorized. • Repairs or towing of personal vehicles • Baby-sitting/pet-sitting • Expenses for travel companions • Mini-bar refreshments or other snacks in addition to the meal reimbursement • Basic monthly charges for personal cell phones • Home internet service charges

Section 600/2.1 Financial Affairs Subject: Budgeting; Budget Process

I. Policy Budgets for each fiscal year are based on estimations and components that reflect the University resources that are available as well as the resources needed to sustain a strong financial base for the University.

II. Procedure The necessary forms for completing departmental budget requests will be distributed each budget cycle by the Financial Affairs Office. These budget request forms will include the current year budgets with columns to note both maintenance and enhancement requests (see below). The forms are designed to be dynamic in order to avoid unnecessary duplication and to ensure accuracy. The deadline for submission of budget requests will be determined each year by the Chief Financial Officer.

Base Budget The base budget reflects the previous fiscal year budget that was approved by the Board of Trustees. The budget office compiles the budgets for each department and distributes them for review by the departments. Departments will review their respective base budgets and note any inaccuracies, desired re-allocations, or changes (e.g. one-time fiscal year allocations not part of the ongoing budget) that should be reflected in the subsequent fiscal year budget. Adjustments to the base budget should be reflected in the “maintenance” column of the budget summary worksheet.

Maintenance Requests While the base budget typically reflects the year-to-year financial needs of departments, maintenance requests may be necessary in order to maintain the same level of service provided during the previous year. The maintenance budget request should reflect those documented changes that the department 217 expects to incur in order to maintain the same level of service as the previous year. Maintenance requests should be communicated to the Budget Director early in the budget process.

Enhancement Requests Enhancement requests reflect the cost of new departmental initiatives. These requests require the greatest level of justification and must be documented on an Enhancement Worksheet. Each enhancement worksheet must state the full cost of the initiative, distinguish between initial and ongoing costs, and include any other incidental needs which may require an additional expenditure of funds (e.g. additional classroom space). Multiple enhancement requests should be submitted in order of priority due to the limited support that is available.

Positions and salaries The Budget Office will distribute a list of budgeted positions and salaries that are included in the current fiscal year budget. Departments should review and modify these lists to reflect any changes in existing positions including the elimination of current positions and the addition of any new positions and/or salaries requested for the upcoming fiscal year. Any additional positions or significant salary adjustments should also be reflected in the Enhancement Worksheet and noted in the enhancement column on the Budget Request Worksheet.

Section 600/2.2 Financial Affairs Subject: Budgeting; Department Heads

Policy

Each department’s budget is managed by their respective department head. All requests and inquiries within a department about a department’s budget should be made to the department head. The Budget Office will not consider any changes to a department’s budget unless authorized and submitted by the department head.

Section 6002.3 Financial Affairs Subject: Budgeting; Late Requests for Increases in Budget

Policy

Jacksonville University strives to provide every department with the necessary funding to achieve that department’s goals and mission. In order to do so, each department’s budget request must be finalized and submitted by the date set forth by the Chief Financial Officer. Generally, no increases to a department’s budget will be allowed after the established budget due date. In exceptional circumstances, increases will be allowed after the budget due date only if the department can show a clear and convincing need for the change and if the department has the written approval of the University President.

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Section 600/2.4 Financial Affairs Subject: Budgeting; Unusual Budgetary Circumstances

Policy

In the event of insufficient University revenue during the course of a fiscal year, additional budget restrictions, reductions, and/or freezes may be imposed by the University President. These actions will be communicated and implemented by the Chief Financial Officer.

Section 600/2.5 Financial Affairs Subject: Budgeting; Calendar

Policy

The Budget Office will develop a budget calendar for each fiscal year. The calendar will include all meeting dates, report dates and due dates. The calendar will be distributed to all departments together with the base Budget Request Worksheets and budget instructions.

Section 600/2.6 Financial Affairs Subject: Budgeting; Budget Adjustments

Policy

Departments may request adjustments within certain budget categories. There are two general budget categories: compensation and operational. Departments may make current year budget adjustments within each budget category but normally not between budget categories. In other words, departments may not request adjustments from compensation budget lines to operational budget lines. Budget adjustments must be submitted in writing to the Budget Office with the approval of the department head.

Section 600/2.7 Financial Affairs Subject: Budgeting: Overruns

Policy

Chiefs, deans, directors and other department heads have both the authority and responsibility to manage the budgets of their respective units. Budget overruns can cause serious problems for the entire institution and may result in disciplinary action.

When a unit head becomes aware of even the possibility of a budget overrun, he/she should contact the Budget Office immediately to discuss the situation. If it can be corrected with a budget adjustment within the academic or administrative unit, such an adjustment should be requested and implemented as soon as possible. Overruns that cannot be remedied within the unit should be resolved directly with the appropriate dean and/or Chief in conjunction with the Budget Office and the Chief Financial Officer. 219

Section 600/3.1 Financial Affairs Subject: Controller; Accounts Payable; Overview of Purchases

Policy

All University purchases over $50.00 must go through the Purchasing Process. Please refer to http://www.ju.edu/administration/pdf/purchasingmanual.pdf for a review of the approved purchasing procedures.

Procedure

The Controller’s Office has established that regular check runs will be done weekly on Fridays.

All invoices check requests, and expense reports must be submitted to Financial Affairs by Monday at 10 a.m. While there may be occasions when a request is received after this deadline and a check is issued, a check can only be guaranteed if the request is received by the 10 a.m. deadline. Any checks requested outside of this time frame will be granted in rare circumstances where a clear emergency situation exists. Checks are mailed directly to vendors from the Controller’s Office. Submit all backup along with requests to Accounts Payable. Checks issued to employees or for events that require the check to be delivered at the time of event, will be available in the Controller’s office by 9 a.m. on Friday.

Section 600/3.2 Financial Affairs Subject: Controller; Accounts Payable; Check Requests

Policy

Check requests must go through the department signature approval process, as determined by each department head. Once approved by the department, the Budget Director must approve all requests for payments.

1) Check Requests should be used only for those payments that do not have an invoice such as conference registrations; a one-time payment for service, travel advance or Honorarium payments. 2) Check Requests must have supporting documentation showing payee and amount. 3) Check Requests for Contractual Staff must have a W-9 attached. W-9’s are available at http://www.ju.edu/administration/controllers_forms.asp. 4) Accounts Payable will never pay from a Statement; original invoices are required.

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Section 600/3.3 Financial Affairs Subject: Controller; Accounts Payable; Travel Advances

Policy

Travel Advance Request Forms may be submitted for travel advances to cover expenses not being paid with corporate credit cards or purchase orders. 1. Such requests should be submitted at least two weeks in advance of the travel date to ensure the timely issuance of the check. Please refer to travel policies and procedures: http://www.ju.edu/administration/supportServices_purchasing_travelProcedures.asp 2. All checks issued for an advance will be entered as a Prepaid Purchase Order and recorded as an Account Receivable due from the employee until a properly documented and approved Travel Expense Report is submitted to Accounts Payable. 3. To ensure proper credit of your A/R account, attach all original receipts and a completed Travel Expense Report along with all other supporting documents. 4. Travel Advance Requests are available at: http://www.ju.edu/administration/controllers_forms.asp.

Section 600/3.4 Financial Affairs Subject: Controller; Accounts Payable; Expense Reports

Policy

Expense reports are used for purpose of travel, training and any non-travel expenses incurred in the course of university business. Requests must go through the department Signature Approval process. Reimbursements for expenses will be made in accordance with the University’s Travel Policy. Below are some excerpts from that policy:

1) Original receipts must be attached. In the rare occasion that a receipt should be lost, a memo must be attached acknowledging this missing receipt with an explanation of the expense. However, this should be a rare exception and any reimbursement made without a receipt is subject to inclusion as taxable income in your W-2. (see: University’s Travel Policy) 2) Work related expenses that are not related to travel or training such as hotel rooms for visitors, entertainment, cell phones and mileage, could also be reimbursed by submitting an expense report. 3) Map quest mileage totals must be used for mileage reimbursements, and proof of cell phone charges must be attached to reimbursement requests. 4) The expense report form can be found at: http://www.ju.edu/administration/controllers_forms.asp.

Jacksonville University is a tax-exempt organization. Tax-exempt certificates are available in the Controller’s Office. Advance planning of purchases will eliminate rejection of sales tax reimbursement. Sales tax on items over fifty dollars will not be reimbursed.

Procedure All expense reports must; 1) Be typed or prepared in ink 221

2) Reflect only authorized expenses 3) Include all relevant account numbers and reference numbers 4) Include name, date, department and University identification number 5) Report each day separately 6) Have all necessary documents (receipts, etc.) attached 7) Be prepared, signed, and submitted within five working days after completion of the expenses incurred or the end of the period covered by the report. Employees should keep a copy of any report that is submitted. Any receipts submitted to the Controller’s Office will be retained in University files for security purposes. Overlapping expense requests are not allowed; no subsequent requests for advances will be granted to an employee if that employee has an outstanding report for a previous advance.

Section 600/3.5 Financial Affairs Subject: Controller; Corporate Credit Card

Policy

Jacksonville University provides corporate credit cards for authorized employees who travel on official University business. The employee’s supervisor must submit an application for approval for University corporate credit cards to the Chief Financial Officer. A memorandum explaining the need for the card must be attached. The approved applications will be forwarded to the Controller’s office for processing.

The credit card company will conduct a credit check of the individual applying for the card. Once a decision is made by the credit card company, the company will notify both the employee and the Controller’s Office.

After receiving a corporate credit card, the employee is responsible for paying the monthly statement on a timely basis. Corporate credit cards are not to be used for any personal expenses. Reimbursement for legitimate expenses requires the cardholder to submit a Travel Expense Report, with original sales receipts attached, to their supervisor for approval. Departments will then present approved expense reports to Financial Affairs for approval. Financial Affairs will then submit it to Accounts Payable for payment.

The theft or loss of a corporate credit card should be immediately reported by the cardholder to the credit card company and then as soon as possible to the Controller’s Office. The Department in which the cardholder works should immediately notify the Controller’s Office when the credit card is no longer needed or upon termination or retirement of the cardholder.

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Section 600/3.6 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Overview

Policy

The purchase card program is designed to assist the company in reducing its reliance on petty cash funds, employee advances and special checks, and reduce the need to use personal funds for business purposes. The program should help increase your turn-around time in the fulfillment of orders, provide greater flexibility and reduce paperwork. The P-Card Administration Team is responsible for the implementation, maintenance, program compliance, auditing, processing payment, issuance of the P-Card, and bank relations to solve customer service issues. Only employees of Jacksonville University are allowed to participate in the program. Each cardholder has the responsibility to review, reconcile and submit their monthly account statement with the appropriate receipts and signatures for processing and payment by the due date. All policies outlined in this manual, the AP Policies and Procedures, Purchasing Policies and Procedures and JU’s financial and operational policies must be adhered to and any failure to comply can result in the suspension from the P-Card program and also include disciplinary actions that may include termination of employment. The P-Card issued to the cardholder is the property of JU and can be canceled at any time. Periodic audits will be performed to ensure the cardholder is in compliance with the policies and procedures.

Procedure

I. Cardholder Setup

Prior to the issuance of the P-Card, an employee must attend the P-Card Program training seminar.

A new participant in the P-Card program must complete the P-Card Application/Agreement and obtain the appropriate authorizations. The application must be submitted to the P-Card administrators by the applicant’s manager. Once the application has been approved by the P-Card administrators and the bank has processed the request, an account for the cardholder may be established. The new participant’s signature on the Application will suffice in lieu of the P-Card Acknowledgement Form. The P-Card Acknowledgement Form outlines the responsibility of the cardholder while in possession and use of the P-Card. In addition, the participant is required to read the Code of Conduct for the program and adhere to the principles in the policy. Both of these documents can be located in the P-Card Policies and Procedures Manual.

II. Activation of Account

To activate a P-Card, the employee should call Sun Trust Purchasing Card Center at 1-800-510-3499. A sticker will be adhered to the card listing this phone number. The Accountholder’s identification number will be the last four digits of the Accountholder’s JU ID number (in lieu of Social Security number). To provide security, the Cardholder will be asked to verify additional information.

Contact 256-7610 or 256-7594 regarding any problems with activation.

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Section 600/3.7 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Purchasing Guidelines and Limits

Policy

Jacksonville University only allows certain purchases to be made using the P-Card. All purchases must be made in compliance with its Purchasing Policies and the guidelines set forth in this manual. Any violation will result in disciplinary action that may include termination of employment. Only the authorized cardholder may use the P-Card and no authority is permitted or conferred to the cardholder for the delegation of its use. Each cardholder has a designated credit limit for monthly purchases. JU performs periodic audits electronically and manually to verify adherence to this policy.

A. Allowable Purchases:

1. General supplies 2. Travel 3. Entertainment for Business Purposes only 4. Dues for associations 5. Subscriptions for Business Purposes only 6. Materials and supplies for musical or theatrical performances 7. Meals while conducting University business

B. Prohibited Purchases (these are examples, anything not listed under Allowable purchases is prohibited).

1. Cash advances, wire transfers, money orders, and gift cards 2. Computer hardware 3. Assets to be capitalized (over $5,000 = life expectancy > 1 year; check with the Controller’s Office if unsure) 4. Drugs/narcotics 5. Independent contractors or other personal services 6. Maintenance contracts 7. Telephone expenses 8. Alcohol or Tobacco purchases 9. Donations 10. Employment ads/ employment agencies 11. Parking tickets 12. Gambling 13. Legal services and fees (e.g. attorney’s fees, bail bonds, court costs) 14. Cleaning services 15. Clothing 16. Health services 17. Barber or beauty shops, massage parlors, or spas 18. Pet related expenses 19. Boating services 20. Any other item not listed under “Allowable Purchases” 224

Section 600/3.8 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Recordkeeping

Policy

The cardholder is responsible for maintaining adequate receipts for goods and services purchased with the P-Card. The cardholder must contact the vendor directly to resolve any discrepancies or incomplete orders. The documentation retained should include sales receipts, packing lists (if applicable) and credit card transaction receipts. ORIGINAL RECEIPTS ARE REQUIRED (Description of the original receipt must contain the name of the establishment, what was purchased and the date and time you visited the establishment). The credit card slip is not an original receipt. The transactions should be reviewed by the cardholder on a regular basis so that all transactions will not have to be reconciled at the end of each month. The Transaction Details (on the website https://enterprisespendplatform.suntrust.com/secure/welcome/asp) allows cardholders to log and track relevant details of corporate card purchases before the statement is ready to be prepared. Transaction Details will give you access to different areas of information related to each transaction. Purchases are maintained in the application and available for the duration of JU’s data retention period. Because the Transaction Details are maintained online in one location, managers and supervisors may review their users’ purchase log by contacting the P-Card Administrators.

Any incorrect charges, duplicate transactions or missing credits must be addressed directly between the cardholder and the vendor. Upon completion of the reconciliation, the cardholder and their manager must sign the cardholder’s monthly statement documenting their agreement with the transactions appearing on their account statement.

If a cardholder is missing receipts, the cardholder must submit a Missing Receipt Form documenting the pertinent transaction information. This documentation must be reviewed by the Controller’s Office. The cardholder may be held liable for purchases without original receipts. This should be an extremely rare situation. Forged or fraudulent documents submitted with the intent to deceive the University will not be tolerated. Any cardholder that submits forged or fraudulent documents will immediately have their P- Card privileges revoked and will be subject to disciplinary action, including termination of employment.

Section 600/3.9 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Billing and Payment

Policy

The cardholder is responsible for going to the website https:.//enterprisespendplatform.suntrust.com/secure/welcome/asp and coding each transaction to the proper General Ledger expense account(s) after each purchase. Financial Affairs must receive your reconciled account statement by the 30th of the month - otherwise transactions as they appear on the cardholder’s statement from the bank will be expensed to a default general ledger account that has been created for your unit titled “Unallocated P-Card Purchases” (object code: 80363).

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Any account statements deficient of the proper approvals and documentation will be returned to the cardholder’s manager to be resubmitted appropriately. If a cardholder is consistently delinquent in submitting their reconciled account statement to the Financial Affairs Office, the P-Card administrator and the cardholder’s manager may review their status as a participant in the program and suspend their privileges until an adequate resolution is achieved.

Key Dates

15th of each month: monthly statement ending posting cycle by the bank 30th of each month: cardholder should submit the account statement (reconciled with the relevant receipts and account numbers) with appropriate approval and documentation. Section 600/3. 10 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Disputed Transactions

Policy

If you have a transaction on your account statement that you want to dispute (the dollar amount is not the same as the receipt you have, or you have not received the goods to which the transactions relates), you have the ability to tag this transaction as disputed on the system. To dispute the transaction, click the Disputed check box on the Coding tab of the Transaction Details window. This label may have a different name in your company setup. A red check appears. Depending on your company set up, a pop-up window may appear advising you of the action you need to take to dispute the transaction.

By checking the Disputed check box you are not informing the card issuer you are disputing this transaction. You must follow your company policy with respect to transaction disputes. The cardholder should try to resolve disputed transactions with the merchant. If successful, make sure to get a written confirmation of the credit from the merchant. By checking the check box, this transaction can be identified in Enterprise Spend Platform so your administrator is able to report on it and, and if required it can be handled differently when extracted from the system into your company’s finance system.

Section 600/3.11 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Account Maintenance

Policy

The cardholder information, such as billing address, credit limits, etc., may change periodically. To do so, an Account Maintenance Form must be completed by the cardholder and approved by his or her manager. The form should be forwarded to Financial Affairs for review and approval. It will then be forwarded to a P-Card Administrator for processing.

The P-Card Administrator may update the credit limit, cancellation of the cardholder’s account, and suspension of the cardholder account.

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Section 600/3.12 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Audit Overview

Policy

All cardholder accounts are subject to periodic audits to ensure compliance with the Jacksonville University’s overall policies and that policies outlined in this manual. The P-Card Administration Team will review daily, monthly, and annual transaction activity reports as deemed necessary to ensure adherence to the P-Card policies. If an audit reveals a policy violation, the cardholder and their manager will be contacted and disciplinary action assessed based on the type of violation.

Section 600/3.13 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Audit—Violations

Policy

The following violations warrant disciplinary action: 1) Intentional splitting of transactions to circumvent the credit limit including single day and single transaction limits. 2) Consistently delinquent accounts submitted for processing and payment. 3) Personal use of the P-Card. 4) Allowing an unauthorized person to use a P-Card 5) Purchase of prohibited products, service or merchandise outlined in the University’s policies and procedures manual. 6) Failure to pay inadvertent personal charges on the P-Card. 7) Fraudulent transactions with a vendor. 8) Violations of the University’s purchasing policies. 9) Recurring instances of improper documentation, including missing original receipts.

Section 600/3.14 Financial Affairs Subject: Controller; Purchase Card Program (P-Card); Lost or Stolen Cards Policy

If your card is lost or stolen, the cardholder must immediately contact SunTrust Purchasing Card Customer Service at 1-800-836-8562 and the P-Card Administrator. Upon notification, the card will be suspended immediately and any charges posted to the account after the “missing date” will be denied. A new card will be issued.

Users can avoid lost or stolen cards by observing the following practices: 1) When not traveling on University business, the card should be retained in a secure location other than a personal billfold or purse. 2) A cancelled card should be turned into the P-Card Administration Team so that it can be verified and destroyed. 3) When presenting the card for purchases, provide your driver’s license to identify you as the authorized user of the card.

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4) Sign the back of the card and also write “See ID” next to the signature to remind the vendor to look at your personal identification to authenticate the transaction. 5) Do not provide card account number to unsolicited marketing calls. 6) When a card is no longer needed, be sure to turn it in to a P-Card Administrator. Users can avoid fraud by observing the following practices: 1) Examine monthly statements for unauthorized charges. Notify P-Card Administrator if there are any unrecognized charges on the statement. 2) Watch sales clerks to make sure the card is not being used to imprint more than one transaction slip. Be sure the correct card is returned. 3) Do not leave card lying around the house, a hotel room, or in the car. 4) Do not leave copies of the cardholder number lying around or posted in visible areas. 5) Beware of callers seeking the account number. 6) Expired cards should be turned in before receiving a new card. 7) If the card is lost/stolen/missing, notify the credit card center and the P-Card Administrator immediately.

Section 600/3.15 Financial Affairs Subject: Controller; Gift Certificates and Gift Cards

Policy

The Internal Revenue Service (IRS) has recently clarified its position that any gift certificate or gift card provided by the employer is taxable income to the employee. If purchased with University funds, gift certificates and gift cards of any amount given to employees for holiday gifts, incentives or any other reason must be treated as taxable compensation to the employee whether or not the certificate can be converted to cash. Gift certificates and gift cards can no longer be excluded as a “de minimis fringe benefit”. The IRS position is that the value of a gift certificate or gift card is readily apparent and therefore cannot be considered a de minimis fringe benefit.

Any gift card or gift certificate acquired with University funds and given to an employee is considered a taxable event and will be added to the employee’s gross W-2 wages. The attached reporting form should be completed for each employee receiving a certificate or card.

Gift cards or gift certificates given to Non-Employees are considered taxable income per the IRS. If the aggregate amounts are greater than $600 during the calendar year, the total income will be reported to recipient and the IRS on form 1099.

For gift certificates, gift cards, and cash gifts to employees (including student employees), please use the Gift to Employee Form.

For gift certificates, gift cards, and cash gifts to non-employees, please use the Gift to Non-Employee Form.

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Procedure

Employees can be reimbursed for the purchase of gift cards or certificates by submitting an Expense Report Form with the following documentation: 1) Receipt for purchase of a gift card. 2) A completed Gift To Employee or Gift to Non-Employee Form. The form must be completed in full and signed by the recipient of the gift card/certificate.

Gift cards and certificates cannot be purchased with the JU P-Card.

Section 700/1.1 University Advancement Subject: Overview

Policy

The Office of University Advancement shall be responsible for all University related gifts, sponsored awards, and grants and contracts for funding made with outside agencies.

Section 700/2.1 University Advancement Subject: Distinguishing Gifts from Sponsored Awards

Policy

Gifts and sponsored awards to the University are made in a variety of forms, reflecting the diversity of sponsors as well as their purposes. The language used by a donor or sponsor in providing support is generally the source for making a distinction between an award and a gift; however, it is often difficult to determine from the wording of the governing document whether a receipt of funds is a sponsored award or a gift.

Sponsored Awards A sponsored award is funding from an external entity such as a private foundation, corporation or governmental agency for an activity with a defined scope and purpose undertaken by the University with the expectation of an outcome that directly benefits the provider.

Sponsored awards, which include both grants and contracts, bind the University to a set of specific terms and conditions and involve a related reciprocal transfer of something of value to the sponsor. In general, contracts contain a more precisely stated expectation of a definable work product on some set schedule as a condition of payment than do grants. Contracts also generally provide for tighter control by the sponsor over the scope of work and utilization of funds.

Sponsored awards are charged facilities and administrative costs, whether identified in the award or not, unless the sponsor has a written policy that precludes such recovery and the University has accepted the award with this restriction. The rates to be applied are University-approved rates. The Office of University Advancement, after consideration of the proposed award, may choose to accept an alternative indirect cost arrangement. 229

Gifts Support of the University that does not include the above conditions is viewed as a gift and is processed through the Gift Acceptance Committee. A gift is any item of value given to the University by a donor who expects nothing significant of value in return, other than recognition and disposition of the gift in accordance with the donor's wishes. Although a donor may place some restrictions on the use or disposition of a gift and may require a report that demonstrates that the donor’s wishes have been met, these terms do not make the gift a sponsored award. Such “restricted gifts” essentially create a fiduciary responsibility in which the University, by accepting the gift, is obligated to carry out the wishes of the donor.

When in doubt about the nature of the award, consult the Office of University Advancement. The Office of University Advancement and/or Gift Acceptance Committee, will make the final determination as to whether the award in question shall be treated as a sponsored award or a gift.

Section 700/3.1 University Advancement Subject: Gifts; Authority to Accept

Policy

All gifts intended for the University must be approved by the Gift Acceptance Committee before Jacksonville University accepts the gift. No University employee shall have the authority to accept a gift on behalf of the University without the Gift Acceptance Committee’s written consent.

Section 700/4.1 University Advancement Subject: Gifts; Gift Acceptance Committee

Policy

Jacksonville will maintain a committee for the purpose of determining if receiving a particular gift is appropriate and desirable for the University. This policy applies to both solicited and unsolicited gifts. Recommendations from the committee shall be made to the President for his approval.

Procedure

The committee shall consist of: 1. Chairman of the Development Committee, Building and Grounds Committee, 2. Chief for University Advancement, 3. Chief Financial Officer, 4. Chief Information Officer

The committee shall establish criteria for the acceptance of common and ordinary gifts. Clearance to cultivate and solicit will be given for a particular program or project at a specific size range of gift through the committee. Three members of the committee shall meet as needed to consider the acceptance of gifts.

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The committee meets at 10:00 a.m. on the second Wednesday of the month. Any person submitting a gift for acceptance review may attend and participate in the meeting. The meeting shall take place in the Office of the Chief Financial Officer.

Faculty, staff, alumni, and friends of the University shall be notified periodically of the University’s gift acceptance policy and shall be directed to refer gifts to the Office of University Advancement for presentation to the committee for consideration.

Section 700/5.1 University Advancement Subject: Grants and Contracts

Policy

The Office of University Advancement is responsible for the coordination of the submission of all proposals for funding made with outside agencies (including state and federal agencies).

Section 700/5.2 University Advancement Subject: Gifts; Gifts from External Parties to Employees

Policy This policy sets guidelines to employees who represent the University in their business operations. Employees are expected to uphold the integrity of the University in the highest manner when conducting business operations of the University with outside organizations, vendors and individuals. Along with prudent business judgment, employees are expected not to compromise business transactions in exchange for personal gifts. In general, employees cannot accept gifts from outside sources for personal benefit. In some instances, if it furthers the University goals, promotional materials and business meals may be acceptable. The provisions of this policy must be applied consistently to all University institutional activities. I. Terms 1. Gift: a tangible or intangible item of any value received from external sources, directly or indirectly by the employee of the University. 2. Immediate Family Member: The employee’s spouse or domestic partner, child or child of spouse or domestic partner, sibling or sibling of spouse or domestic partner, parents or parents of spouse or domestic partner, grandparents, and grandchildren.

II. Gifts to Employees:

Gifts in the form of cash, gift certificates, vacations, or volunteered services to University employees or their immediate family members are prohibited, with a few exceptions as noted below. Unsolicited gifts should be returned to the donors. Buyers and certified buying agents or members of their immediate family may not accept personal gifts or entertainment from any vendor by any means, directly or indirectly, at any time of the year. This includes but is not limited to items of value, quasi-social invitations, credits for vendor promotions, etc. 231

University employees can however accept the following; - A plaque or an award; - Items of insignificant value that are commonly given to everyone;(e.g., key chains, T- shirts, coffee mugs, bags) - Informational materials that are commonly given by vendors to everyone;(e.g., booklets, audio or video tapes) - A non-cash raffle prize or draw at a conference or similar events, where the employee is representing the University; (Any cash prizes must be used to offset the expenses associated with the event/conference.) - Goodwill exchange gifts when University officials are on a mission abroad or visiting other domestic institutions or when officials from other institutions visit the University. Because a refusal of a gift could offend the hosting officials, such gifts can be accepted. If the gifts are of significant value (i.e. greater than $150), they become the property of the University and should be discussed with the head of the department; - Business meals with a prospective vendor or at professional meetings and conferences are allowed if the University gains from such attendance.

Repetitive mealtime meetings should be discouraged. Meals associated with pure entertainment, where University business is not discussed, are not considered business meals.

The University allows payment for reasonable and necessary meal expenses incurred during a business meeting involving external parties if the purpose of the meeting is to discuss University business. Refer to Section 600; Purchasing for more details.

Section 700/5.3 University Advancement Subject: Gifts Process and Procedure

Policy

1. All gift accounts with balances will need a MOU or gift form completed. 2. The MOU’s or gift forms will be scanned to a shared drive accessible by the University Advancement, Purchasing, and the Controller’s office staff. 3. All invoices/expenditures (including journal entries, p-cards purchases, and HR action forms) coded to a 21 gift account or funded by a 21 gift account will be reviewed and approved by the staff in University Advancement to determine if the expenditure meets the intent of the purpose of the gift before being entered in the accounting/financial system for processing. 4. Each quarter a review of gift balances will be performed to determine excess funds exist on completed or cancelled projects. University Advancement will be notified of the excess funds and a recommendation made to contact the donor to determine if the funds should be returned or re-purposed for another project. 5. In order to provide Trustees and donors with feedback on their donations, a best practice at other Universities is to provide an account statement showing the initial contribution,

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expenditures, and the remaining balance in the gift account. These are mailed on a quarterly basis to the donors.

Section 800/1.0 Athletics Subject: Department Mission/Structure

Policy

1.1 VISION STATEMENT

Jacksonville University Department of Athletics vision to change the lives of all of those involved in JU Athletics by winning championships, achieving academic success, providing equitable opportunities and building common core values.

1.2 STATEMENT OF PRINCIPLES

Preamble: This institution is committed to a philosophy of firm institutional control of athletics, to the unquestioned academic and financial integrity of our athletics program, and to the accountability of the department of athletics to the values and goals befitting higher education. In support of that commitment, the board, officers, faculty and staff of this institution have examined and agreed to the following general principles as a guide to our participation in intercollegiate athletics:

I. The educational values, practices and mission of this institution determine the standards by which we conduct our intercollegiate athletics program.

II. The responsibility and authority for the administration of the athletics department, including all basic policies, personnel and finances, are vested in the President.

III. The welfare, health and safety of student-athletes are primary concerns of athletics administration on this campus. This institution will provide student-athletes with the opportunity for academic experiences as close as possible to the experiences of their classmates.

IV. Every student-athlete and employee - male and female, majority and minority, in all sports - will receive equitable and fair treatment.

V. The admission of student-athletes - including junior college transfers - will be based on their showing reasonable promise of being successful in a course of study leading to an academic degree. Admissions officials will make that judgment.

VI. Continuing eligibility to participate in intercollegiate athletics will be based on students being able to demonstrate each academic year that they will graduate within five years of their enrolling. Students who do not pass this test will not play.

VII. Student-athletes, in each sport, will be graduated in at least the same proportion as non-athletes who have spent comparable time as full-time students. 233

VIII. All funds raised and spent in connection with intercollegiate athletics programs will be channeled through the institution's general treasury, not through independent groups, whether internal or external. The athletics department budget will be developed and monitored in accordance with general budgeting procedures on campus. IX. All athletics-related income from non-university sources for coaches and athletics administrators will be reviewed and approved by the university. In cases where the income involves the university's functions, facilities or name, contracts will be negotiated with the institution.

X. Annual academic and fiscal audits of the athletics program will be conducted. Moreover, this institution intends to seek NCAA certification that its athletics program complies with the principles herein. This institution will promptly correct any deficiencies and will conduct its athletics program in a manner worthy of the distinction.

1.3 GOVERNING OVERSIGHT

The president, with authority and responsibility vested by the governing Board of Trustees, leads the intercollegiate athletics programs through the below actions. Working with the President and the Director of Athletics, the Board appoints an Athletic Committee of Board members to help with the evaluation and direction of the program.

Exercising ultimate responsibility for the conduct and control of the athletics department, including all personnel decisions (hiring, firing, compensation, etc.), corporate partnerships, television contracts, booster clubs, and affiliated organizations, including their private fundraising efforts.

Setting appropriate standards of accountability and benchmarks against which to measure the success of the intercollegiate athletics program. Standards and benchmarks should include finances, admissions, student-athlete well-being, academic advising, graduation rates (APR), facilities, capital expenditures and conflict-of interest policies.

Establishing and upholding, with the faculty and administration, academic and eligibility standards for student-athletes that reflect the institution’s academic values and mission.

Communicating to the board of trustees on his or her fulfillment of responsibilities as they relate to agreed-upon goals, standards and benchmarks of the intercollegiate athletics program.

Reviewing, with the board, the NCAA institutional self-study and certification process and the institution’s compliance with Title IX provisions concerning gender equity, as well as departmental compliance with any laws and regulations to which the institution is subject. The NCAA Academic Progress Rate (APR) will also be reviewed with the Board.

Communicating clearly with the board, coaches, administrators, students, faculty, boosters and alumni concerning: compliance with institutional, conference and NCAA rules and regulations; the mission, values and goals of the athletics department; appropriate stewardship of and contact with donors and students; and the acceptance of benefits from the athletics department.

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1.4 ADMINISTRATIVE OVERSIGHT

Full responsibility for all actions taken by or within the Department of Athletics shall rest with the Director of Athletics. The Director of Athletics, in turn, shall report directly to the Chief Executive Officer (CEO) of the University who bears oversight responsibility and final authority in all matters pertaining to the Department of Athletics.

In addition, the Athletics Committee, which is a University Standing Committee on Faculty and Academic Affairs, shall provide input from the faculty on all matters presented to them by the Department of Athletics. This committee is composed of nine ex-officio members: the Director of Athletics, the NCAA Faculty Athletics Representative, the Dean of Students, the Assistant Dean of Students for Administration, Registrar, Director of Financial Aid, Director of Admissions and Assistant Director of Athletics for Compliance. In addition, six faculty members and two students (one of whom may not receive an athletics award) sit on the committee.

Financial control of the Department of Athletics shall rest with the administration, with ultimate responsibility lying with the CEO. The Jacksonville University Athletic Association (JUAA), the development arm of the Department of Athletics will be guided by the Director of Athletics, but must receive approval by the administration for all fiscal matters and submit independent audits in each case.

The administration of scholarships, grants-in-aid and loans shall be included in the University's regular planning, budgeting, accounting and auditing procedures and will be channeled through the Financial Aid Office for oversight. All income and expenditures for the Department of Athletics will be subject to review by the Chief Financial Officer (or designee) and appropriate auditing procedures.

The University's Department of Athletics shall be operated in strict adherence with National Collegiate Athletic Association (NCAA) regulations concerning recruiting, admissions, financial aid and continuing eligibility of its student-athletes. Compliance with these regulations will be monitored by the Assistant Director of Athletics for Compliance, NCAA, the Atlantic Sun Conference and the Compliance and Certification Committee.

Control over admissions, financial aid distribution and academic progress of student-athletes shall fall within the jurisdiction of the offices, which control such areas for the general student body: namely, the Admissions Office, the Financial Aid Office, the Registrar and the Dean of Students Office. Any special considerations given to student-athletes must be available to the general student body under similar circumstances as stated in the university catalog.

In the occurrence that the Director of Athletics is also the Head Coach of a sport program, the Assistant Director of Athletics for Compliance will report to the Faculty Athletic Representative with regard to compliance / violation investigation issues pertaining with that sport.

2.0 STAFF RESPONSIBILITIES

2.1 ADMINISTRATIVE STAFF

2.1.1 Overall responsibility for the Department of Athletics lies with the Director of Athletics who reports directly to the Chief Executive Officer of the University. 235

2.1.2 One Senior Associate Director of Athletics, one Senior Woman Administrator, three Assistant Director of Athletics and five Department Directors oversee the following areas and report directly to the Director of Athletics.

Senior Associate Director of Athletics for Internal Operations (SADA)  Budgets  Accounting  Purchasing  Travel  Equipment  Event Staffing  Game Contracts  Sport Oversight

Senior Woman Administrator (SWA)/Administrative Associate  Oversees all Department Office Assistants (OA)  Conference Liaison  Gender Equity Issues  Special Assistance Funds Coordinator  Student-Athlete Opportunity Fund Coordinator  National Letter of Intent Coordinator  Women’s Sport Oversight

Assistant Director of Athletics for Media Relations (AADMR)  Sports Information  Media Guides  Web Site Maintenance  Broadcast Operations  Liaison with Media (print/radio/TV)  Press Box/Row Operations  Printed Materials

Associate Director of Athletics for Compliance (ADAC)  Liaison with all NCAA compliance  Liaison with Registrar/Financial Aid  Liaison with Admissions/Advising  Recruiting  Eligibility/Certification  Camps and Clinics  Honors and Awards  Student-Athlete Advisory Committee

Assistant Director of Athletics for External Operations (ADAEA)  Marketing, Promotions & Advertising  Ticketing  Fundraising 236

 Corporate Sponsorships  Licensing

Director of Facilities and Operations (DFO)  Facility Scheduling  Facility Maintenance  Facility Planning  Event Operations  Game Management

Director of Sports Medicine (DSM)  Oversight of Athletic Sports Medicine Operation  Student-Athlete Health Care  Drug Testing Coordination

Head Athletic Trainer (HAT)  Oversight of Athletic Sports Medicine Operation  Liaison with Team Physician  Coordinates Trainers assigned to different sports Director of Marketing and Tickets (DMT)  On Campus Marketing Plans  Ticket Sales and Distribution  Player/Staff Pass Lists  Game Day Ticket Staff Coordinator

Director of Student-Athlete Development (DSAD)  Study Hall  Tutoring  SPLASH/NCAA CHAMPS Lifeskills  Text Book Program  SAAC

Director of Athletic Development (DAD)  JUAA (booster club)  Coordinate special fundraising opportunities with sports

Academic Advisor for Student-Athletes (AASA)  Reports to Coordinator of the Advising Center  Academics  Advises student-athletes with classes and majors

2.1.3 Staff members should address any questions to the Assistant Director of Athletics or Department Director with responsibility for that particular area. Staff members are encouraged to discuss pertinent and confidential issues with the Director of Athletics.

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2.1.4 Graduate Assistants, Interns and Work Study Students perform a variety of duties in the Department of Athletics. All GA’s, Interns and Work Study Students (if applicable) may work operations for athletic events for 10 months of the year, unless taking summer classes, as assigned by their respective directors or Department Director. 2.1.5 Official flowchart of staffing and coaches is located on (A-1) 2.2 COACHING STAFF MEMBERS

The execution of the items listed below is the responsibility of each Head Coach. Although certain duties may be delegated by the Head Coach to an Assistant Coach(es), the ultimate responsibility for the execution of the following items (in their sport) rests with the Head Coach.

2.2.1 COACHING – Responsible for:  All on- and off-field coaching  Completing the Coaches Status Report (F-79) annually

2.2.2 SCHEDULING (see 12.0) – Responsible for:  Scheduling of all competition  Submitting schedule to the Finance and Compliance Office for final approval prior to initiating contracts  Coordinating and Submitting Practice Schedule to DFO

2.2.3 RECRUITING (see 5.0) – Responsible for:  Compliance with NCAA recruiting rules and completing associated paperwork in a timely manner  Arranging financially responsible recruiting trips  Passing NCAA Coach’s Recruiting Test each year  Initiating arrangements for all official visits  Recruiting students who will be an asset to the University and Department of Athletics and graduate in a timely manner

2.2.4 FINANCIAL AID (see 6.0) – Responsible for:  Understanding NCAA regulations  Initiating process for initial and renewal grants  Consistently updating team rosters  Meeting athletic grant-in-aid budget

2.2.5 BUDGETS (see 7.0) – Responsible for:  Assisting in annual budget preparation  Staying within amount budgeted for fiscal year  Having all expenditures pre-approved through appropriate channels

2.2.6 TRAVEL (see 8.0, 9.0 & 10.0) – Responsible for:  Initiating process for all travel arrangements and submitting reports within 48 hours of return

2.2.7 EQUIPMENT/APPAREL (see 11.0) – Responsible for: 238

 Pre- and Post-season inventory  Care and maintenance of all equipment/apparel and facilities  Initiating process to order equipment/apparel

2.2.8 ACADEMICS (see 3.0) – Responsible for:  Supporting all Department of Athletics policies on classroom attendance, study hall, progress reports and enforcing disciplinary actions  Working with teams to maintain and increase their APR

2.2.9 FUNDRAISING (see 17.0) – Responsible for:  Getting prior approval from the DAD prior to initiating a fund raising activity  Devising new methods of fund raising  Being available for Departmental fund raising activities  Following guidelines established by Department, University, and the NCAA for fund raising activities

2.2.10 PAPERWORK – Responsible for:  Completing all paperwork by established athletic department and NCAA deadlines

2.2.11 MEETINGS – Responsible for:  Attending and contributing to all Department of Athletics meetings and requested functions

2.2.12 CAMPS (see 21.0) – Responsible for:  Following guidelines established by Department, University, and the NCAA for camp procedures and operations

2.3 OFFICE PROCEDURES

2.3.1 KEYS  To request keys, a Duplicate Key Request Form (F-2) must be filled out and submitted to the Internal Operations staff  A complete list of key recipients along with the key numbers issued shall be kept on file in the Office of Campus Safety  Return keys along with ID, Parking Pass, and Corporate Credit Card (when applicable) upon termination or resignation  Lost keys require a new key request form turned into the Internal Operations Staff and a $50 charge will be made for EACH key lost; Master keys will carry a $250 charge

2.3.2 MAIL  Incoming  Mail is delivered to the Department of Athletics once a day

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 Each sport and each administrative employee has a mail box located in the Department of Athletics and is expected to check it daily  Outgoing  All outgoing mail should be placed in the office mail bag  All outgoing mail must have the sports stamp on it to be charged to the correct account  Mail is picked up once a day  All outgoing mail must have a JU return address on the envelope or it will not be processed by the Post Office  All personal mail must have a stamp on it before it is placed in the mail pouch  Bulk mailing should be done when there are 200+ pieces of mail; Pieces of 1,000+ need to be outsourced  Express mailings (see 7.11)

2.3.3 COURTESY CARS  Cars provided by a dealer must have an ID number, year, make, value and license plate number recorded for insurance purposes. The information must be reported to the internal operations office.  Any changes in this information or in vehicles must be immediately reported to the internal operations office. Solicitation of cars must be coordinated through the Director of Athletics.

2.3.4 VACATION/SICK LEAVE  All full-time staff and coaching members are required to complete a Vacation Schedule Form (F-4) when requesting vacation time or returning from sick leave. Vacation requests should be submitted to the immediate supervisor in advance of time requested. Leave adjacent to holidays and university holidays need to be approved by the Director of Athletics  Administrative Time Record (F-66) is to be completed no later than the 1st of every month.  Any athletic department employee with 1-5 years of employment is allowed to roll-over 5 days maximum (must be used within 90 days). Anyone with over 5 years of employment is allowed to roll-over their remaining time (must be used within 90 days). Subject to approval by the Director of Athletics.  Once an employee resigns, if no paperwork is approved on rolling over vacation days, employees will get a maximum of five days upon the Director of Athletics approval

2.4 JOB PERFORMANCE EVALUATIONS

2.4.1 All staff members will be evaluated on an annual basis (July-August) by their direct report. Head Coaches will receive an evaluation from the Director of Athletics after each playing season. 240

2.4.2 Review of the previous year’s performance will be conducted and goals for the coming year will be established.

2.4.3 After each season, student-athletes are asked to evaluate their coaches. This is administered by the student-athlete services office. The Director of Athletics will also use these evaluations in the overall Coach’s Performance Appraisal.

2.5 OUTSIDE ATHLETICALLY RELATED INCOME

2.5.1 In accordance with NCAA Bylaw 11.2.2, contractual agreements, including letters of appointment, between a full-time or part-time athletics department staff member (excluding secretarial or clerical personnel) and an institution shall include the stipulation that the staff member is required to prove a written detailed account annually to the CEO for all athletically related income and benefits from sources outside the institution. In addition, the approval of all athletically related income and benefits shall be consistent with the institution’s policy related to outside income and benefits applicable to all full-time or part- time employees. Sources of such income shall include, but are not limited to, the following: (a) Income from annuities; (b) Sports camps; (c) Housing benefits (including preferential housing arrangements); (d) Country club memberships; (e) Complimentary ticket sales; (f) Television and radio programs; and (g) Endorsement or consultation contracts with athletics shoe, apparel or equipment manufacturers. (h) Miscellaneous Income Opportunities

2.5.2 A detailed accounting of all athletically related income for the previous year must be submitted to the CEO by each staff member prior to the start of each academic year. Staff members must track all such income on the Year-End Report of Athletically Related Income (F-8). Staff members must attach to this report a detailed financial statement of income and expenditures for any income source, which also requires expenditures (i.e., camp, radio, and television deals). The completed report should be signed by the staff member and submitted to the Director of Athletics prior to the start of each academic year. The form will then be forwarded to the CEO for approval. Copies will be kept on file with the Director of Athletics and the CEO.

3.0 ACADEMIC POLICIES

3.1 AREA OF RESPONSIBILITY

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3.1.1 The Director of Student-Athlete Services is the contact person for all academic issues concerning student-athletes and is the liaison to the faculty and academic staff.

3.2 ACADEMIC OBJECTIVES

3.2.1 The following objectives were developed to measure the academic success of student-athletes and to motivate all student-athletes to perform at the highest possible level in the classroom:

 To continue to have 60% of all student-athletes achieve GPA's 3.0 or better;

 To have all athletic teams at or above the 925 score in the APR (Academic Progress Rate) measurement for the NCAA;

 For all teams to have semester GPA's 2.75 or greater each semester;

 For athletic GPA to be higher than general student body

 To be annually in the upper half of the Conference Academic measuring sticks.

3.3 ACADEMIC ADVISING

3.3.1 All student-athletes must seek academic advice from the AASA or (for junior and seniors) their faculty advisor. Faculty advisors assist student-athletes in the selection of courses and development of class schedules while the evaluation of student-athlete's progress toward a degree will be evaluated by the student- athlete services office.

3.3.2 Prior to registration, student-athletes are to meet with their faculty advisors, in order to select classes and complete degree plans.

3.3.2.1.1 Student-athletes should register for the next semester before they leave campus. For example, student-athletes should be registered for the Spring before leaving for Christmas break and should be registered for the Fall before leaving school the previous Spring semester. Student-athletes should print schedules and let the student-athlete services office check on progress-toward-degree completion.

3.4.1 NCAA Champs Lifeskills and Speaker Series

3.4.2 The goals and mission are a close reflection of the overall vision of the University and its role in the development of the whole person. The

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programming provided speaks directly to the advancement of students and student-athletes as leaders within their communities by focusing on the skills and abilities needed for succeeding in the 21st century beyond those learned in the classroom. These programs (workshops, presentations, and special events) contribute to the development of the whole person through dynamic presentations on interpersonal skills, career preparation, personal growth, and learning how to learn. 3.4.3 All programming will be used to fulfill JU’s commitment to the CHAMPS / Lifeskills program.

3.4.4 Student-athletes are required to complete two NCAA Champs/Lifeskills programs, one Drug and Alcohol program and one Gambling program, per year.

3.5 STUDY HALL

3.5.1 The Department of Student-Athlete Services coordinates and monitors the General Study Hall with the assistance of the Tutoring Center. General study hall is operated under the supervision of the Graduate Assistant of Student Athlete Services and study hall monitors via the Tutoring Center. Study hall begins the day after the drop/add period ends and continues until Final Exam week each semester. All Freshman Student- Athletes are required to attend General Study Hall for the duration of their first year at JU. Returning and Transfers students are assigned to study hall at the discretion of their coaches; such students are required to comply with the rules and regulations set forth by their respective coaches.

3.5.2 If required to attend study hall, student-athletes must complete 1.5 hours every day, Monday through Thursday, for a total of 6 hours every week. Failure to complete the specified hours on any study hall day will result and a study hall absence (See Study Hall Absence Policy below). General Study Hall hours can be completed at the following locations: The Library from 8:30am-9:00pm and Botts Computer Lab from 8:30am- 5:00pm. When attending Study Hall at the Library students are required present their JU ID to the Study Hall monitor on duty to check in and out with the study hall monitor located on the 2nd floor of the library. If the student-athlete does not have an ID, he/she cannot check in. The IDs will remain with the monitor until the student- athlete checks out of study hall. Each student-athlete in study hall is responsible for keeping track of his/her daily hours to make sure that he/she meets the 1.5 hour per day requirement. Should the student-athlete have questions or concerns regarding the study hall policies, procedures or rules they are welcome to contact Student Athlete Services.

Disruptive Behavior in Study Hall will not be tolerated. At the discretion of the Study Hall monitor student-athletes who disrupt the learning environment will be asked to leave Study Hall for the day; thus resulting in a Study Hall absence

Because student-athletes in theory self-report their hours, it is expected that such hours reported are representation of hours spent studying at one of the specified locations. Falsifying Study Hall hours is unacceptable and if revealed will result in a study hall absence.

3.5.3 All Freshmen Student-Athletes in General Study Hall will be subject to the following standards associated with unexcused absences:

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1st & 2nd absence: Student-Athlete and coach will be notified of the absence via JU email by the Graduate Assistant of Student Athlete Services

3rd & 4th absence: Student-Athlete, Coach, Director of Student Athlete Services and the Director of Athletics will be notified of the absence via JU email. Student-Athlete is immediately suspended from the next two days of team practices and all athletic activities related to their varsity sport (including team travel). Student Athlete is required to attend study hall at the Botts Computer Lab location, during practice time for those two days.

5th absence: Student-Athlete, Coach, Director of Student Athlete Services and the Director of Athletics will be notified of the absence via JU email. Student-Athlete is immediately suspended from playing in the next scheduled game or competition (including away games and competitions).

Additional Absences: Same as 5th absence.

3.5.4 The Graduate Assistant of Student-Athlete Services must pre-approve any absences for Student-Athletes from Study Hall before 12pm on the day of the anticipated absence. Student Athlete Services will require some type of written/verbal correspondence from a coach, doctor, or professor detailing why a student-athlete would need to miss study hall. If the student-athlete does not pre-approve the absence with Student-Athlete Services, he/she will incur one study hall absence for that missed day. Our policy is that if you are well enough to practice, you are well enough to attend Study Hall. At the discretion of the Graduate Assistant of Student Athlete Services, student-athletes may be permitted to meet with professors, advisors, career services or attend events in place of Study Hall hours. Such cases require pre-approval.

3.5.5 Attendance at the LRNet centers will be on an as needed basis. All student- athletes, regardless of assignment to study hall, will be provided with the schedule and hours of the LRNet centers at the beginning of each semester. A student-athlete may contact the center individually to set up an appointment or contact Student Athlete Services. A student-athlete may be required to attend one or more LRNet centers based upon the recommendation of their coach or Department of Athletics.

3.6 TUTORING SERVICES

3.6.1 Student-athletes are encouraged to request tutorial assistance whenever necessary. The AASA or DSAD shall provide tutors at no charge to the student- athlete. Tutors will be available during study hall hours as well as individual times by appointment. Tutors for writing, math, and languages are available through the LRNet centers.

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3.6.2 It is the student-athlete's responsibility to request a tutor. Student-athletes may request tutors by contacting the AASA or the DSAD. 3.6.3 Tutors for selected or upper-level courses may take additional time to acquire; therefore, student-athletes should request tutors for such courses as early into the semester as possible.

3.6.4 Student-athletes who are tardy, absent or ill prepared for a tutoring session may forfeit future tutoring privileges. Each Head Coach will be notified immediately by the DSAD.

3.6.4.1 Tutors must be officially hired by the AASA, DSAD, or LRNet and attend Tutor Training each semester. Tutors hired by LRNet are compensated through LRNet. Tutors hired by the AASA or DSAD must keep a time card and submit the timecard each pay period to the DSAD in order to assure compensation.

3.6.4.2 No tutorial aid can be provided to prospective student-athletes, regardless of whether or not their admission has been approved. Tutorial aid cannot be provided until after enrollment.

3.7 MID-TERM REPORTS

3.7.1 There will be one Mid-term Report requested from the faculty at mid-semester with information from them collected by the AASA and forwarded to the DSAD and the Head Coaches.

3.7.2 The DSAD may recommend the following for student-athletes presenting unsatisfactory reports:

 The student-athlete meet with the professor to discuss ways to improve his/her academic performance;

 The student-athlete meet with the Head Coach and to discuss ways to improve his/her academic performance;

 Mandatory study hall hours and tutorial help (if applicable);

 Other action as deemed appropriate.

3.8 WITHDRAWAL/PROCEDURES/CHANGING MAJORS

3.8.1 In accordance with NCAA regulations, student-athletes must be enrolled in a minimum of 12 credit hours each semester in order to remain eligible for practice and competition. The only exceptions are student-athletes classified as Learning Disabled, student-athletes in their final semester prior to graduation and student-athletes enrolled in a graduate program (6 hrs. = full time). The Compliance Office must approve any exceptions.

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3.8.2 Student-athletes must receive approval from the prior to withdrawing from a course or changing a major.

3.8.3 The University Registrar will place a hold on every student-athlete’s account. If a student-athlete wants to change a major or withdraw from a class, they will need to get approval from the DSAS and get signatures on the needed and approved form.

3.9 CLASS ATTENDANCE

3.9.1 Student-athletes are expected to attend all classes and labs unless otherwise excused. Excused absences are issued as a result of travel related to athletic competition. Additional absences due to sickness or extenuating circumstances should be handled on an individual basis between the student and instructor. Excused absences related to health matters will be confirmed by the AASA with documentation from the Sports Medicine Department. Class attendance is monitored through progress reports and telephone calls to and from instructors.

3.9.2 The AASA will send a packet of travel letters and missed class worksheet to each coach detailing the travel schedule. The coach is then responsible for distributing the letters to the traveling student-athletes. The student-athletes are responsible for giving each of their instructors a copy of the travel letter. It is also the student-athletes responsibility to complete any work missed while traveling.

3.9.3 Student-athletes who are ill must report to the participating medical care center for treatment and attain the proper medical documentation to be excused from any missed classes. 3.9.4 Unexcused absences will be penalized as the Head Coach and Director of Athletics sees fit.

3.9.5 It is a NCAA violation for student-athletes to miss class due to an athletic practice (NCAA Bylaw 17.1.5.5.1), except as permitted in Bylaw 17.1.5.5.1.1 (championship practice). Responsibility of complying with this Bylaw lies with the Head Coach.

3.10 EXCUSED ATHLETIC TEAM TRAVEL ABSENCES

3.10.1 The AASA will issue a travel letter listing the all travel dates student-athletes may be excused from class. This memo will be sent out after the final day of drop/add each semester in order to keep faculty confusion to a minimum. Student-athletes must make the necessary arrangements for missed assignments.

3.10.2 No more than 9 Monday, Wednesday and Friday classes and 6 Tuesday, Thursday class days may be missed as a result of excused team travel absences per semester during the regular season. Head Coaches must submit an Athletic Schedule Approval Form (F-70) annually for approval.

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3.10.3 There should be no team travel or competition during exam periods, except those contests scheduled by the Conference and/or NCAA Championships.

3.10.4 Changes to the travel schedule must be kept to a minimum to avoid confusion among the faculty. If travel arrangements are changed, the Finance Office and the AASA must be notified as soon as possible.

3.10.5 Injured, redshirted, ineligible or student-athletes serving a year in residence are not permitted to miss class due to traveling with the team. These student- athletes should be left behind for class, unless given permission by the Director of Athletics.

3.11 CONTACTING PROFESSORS

3.11.1 Coaching staff members may contact faculty members via email to monitor a student-athlete’s academic progress and attendance. However, coaches are not to pressure faculty members regarding student-athletes’ grades. Incidents of coaches pressuring (or appearing to pressure) faculty regarding student-athletes’ grades should be reported to the Faculty Athletics Representative.

3.12 ACADEMIC DISHONESTY

3.12.1 Dishonesty or cheating in the classroom by student-athletes will NOT be tolerated. If a student-athlete is accused of cheating or academic fraud, the normal university chain of procedures will occur. In the event that the student- athlete is found guilty, the student-athlete will be subject to the university penalties as well as the below department of athletics penalties.

3.12.2 First Offense - Notification: director of athletics, head coach, assistant director of athletics for compliance, academic advisor and director of student-athlete. - Participation in an academic reform program, at no cost to student-athlete (length to be determined by director of student-athlete development) - Suspended from 5% of the NCAA regularly-scheduled season of competition (minimum of 1 competition). - Possible disciplinary action by team’s head coach (Approval from athletic director required)

Second Offense - Notification: director of athletics, head coach, assistant director of athletics for compliance, academic advisor and director of student-athlete. - Continued participation in an academic reform program, at no cost to student- athlete (length to be determined by director of student-athlete development) - Suspended for one week of practice - Suspended from 33% of the NCAA regularly-scheduled season of competition. - Consistent with university, conference and NCAA regulation, grounds for scholarship revocation 247

- Possible disciplinary action by team’s head coach (Approval from athletic director required) Third Offense - Notification: director of athletics, head coach, assistant director of athletics for compliance, academic advisor and director of student-athlete. - Student-athlete is dismissed permanently from the team and will lose their scholarship

3.13 STUDENT-ATHLETE ACADEMIC RECOVERY PROGRAM (STAAR)

3.13.1 STAAR is a program designed for student-athletes whose cumulative grade point average is 2.25 or below and other student-athletes at the discretion of the student-athlete services office. Student-athletes report weekly or bi- weekly to a designated member student-athlete services staff.

3.13.2 Below is the tiered approach on student-athlete assignments:

Tier One Student-athletes with a cumulative GPA below 2.0 are in this tier. They are considered at the highest risk academically and must meet with the student- athlete services staff at least once a week.

Tier Two Student-athletes with a cumulative GPA between a 2.0 and 2.25 are in this tier. They are considered a high risk academically and must meet with the student- athlete services staff at least every other week.

Tier Three Student-athletes with a cumulative GPA between 2.25-2.50 are in this tier. They are considered a risk academically and must complete a weekly student-athlete individual study plan (ISP) online.

4.0 COMPLIANCE

4.1 AREA OF RESPONSIBILITY

4.1.1 The Compliance Office is the contact regarding all issues pertaining to NCAA rules compliance.

4.2 NCAA CERTIFICATION OF COMPLIANCE/INSTITUTION

In accordance with NCAA Bylaw 18.4.2:

The Certification of Compliance/Institution Form must be completed by the University's CEO and kept on file in the office of the Director of Athletics. This form certifies the following information:

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4.2.1 The CEO or designated representative has reviewed NCAA rules and regulations with all Department of Athletics staff members. (Bylaw 18.4.2.1.1.1) 4.2.2 No current member of the coaching staff, within the past two years, has been:

 Suspended from coaching by another member institution.  Prohibited from certain coaching-related activities as a result of violations while employed by another member institution, unless JU has applied the prohibition equally.  Permitted to perform any coaching-related activities that the NCAA Committee on Infractions has prohibited by a disciplinary action (Bylaw 18.4.2.1.1.1).

4.2.3 Policies, procedures and practices of JU staff and representatives of the University's athletics interests are in compliance with NCAA legislation in so far as the CEO can determine. (Bylaw 18.4.2.1.1.1).

4.2.4 JU has:  Published its regular entrance requirements in the catalog (including any special admission opportunities).  Published its requirements for satisfactory progress toward a degree in the catalog.  Certified that each student-athlete is in good academic standing and is maintaining satisfactory progress toward a degree as required by NCAA Bylaw 14. (Bylaw 18.4.2.1.1.5).

4.2.5 The Compliance Office is responsible for the administration of this form.

4.3 NCAA CERTIFICATION OF COMPLIANCE/STAFF MEMBERS

In accordance with NCAA Bylaw 18.4.2:

4.3.1 The Certification of Compliance/Staff Members Form must be completed and signed by each staff member (excluding new staff members who were not employed during the previous year). It must be completed and kept on file in the office of the Director of Athletics. (Bylaw 18.4.2.1.1.4)

4.3.2 This form certifies that all staff members have reported any knowledge of violations of NCAA legislation.

4.3.3 The Compliance Office is responsible for the administration of this form.

4.4 NCAA STUDENT-ATHLETE STATEMENT

In accordance with NCAA Constitution 3.2.4.6 and Bylaws 14.1.3

4.4.1 The Student-Athlete Statement must be completed annually by each student- athlete prior to competition. 249

4.4.2 At the Student-Athlete Eligibility meeting each fall, the Compliance Office shall review the Summary of NCAA Regulations - to each student-athlete. Student- athletes will be required to sign the Student-Athlete Statement.

4.4.3 Student-athletes who do not complete a Student-Athlete Statement will not be permitted to participate in intercollegiate athletics at JU.

4.4.4 These records are kept on file in the Department of Athletics for six years.

4.5 NCAA AND JU DRUG-TESTING CONSENT FORMS

In accordance with NCAA Constitution 3.2.4.7 and Bylaws 14.1.4

4.5.1 The Drug-Testing Consent Form must be completed by each student-athlete prior to the first practice.

4.5.2 At the Student-Athlete Eligibility Meeting each fall, the Compliance Office shall administer the Drug-Testing Consent Form to each student-athlete.

4.5.3 Student-athletes who are under the age of 18 must have his/her parent's or legal guardians sign the form.

4.5.4 Student-athletes who do not complete a Drug-Testing Consent Form will NOT be permitted to participate in intercollegiate athletics at JU.

4.5.5 These records are kept on file in the Department of Athletics for 6 years.

4.5.6 JU also conducts a drug testing program. A JU drug testing consent form must be completed by each student-athlete prior to the first practice.

4.5.7 For specific information, refer to the JU Athletic Department Drug Testing and Education program and policies

4.6 SCHEDULED NUMBER OF CONTESTS

In accordance with NCAA Bylaws 17 and 20.9.4.3:

4.6.1 Head Coaches must schedule contests within the following NCAA regulations:

MAXIMUM MAXIMUM MINIMUM TEAM SPORTS CONTESTS (TRAD.) CONTESTS (NON-TRAD.) CONTESTS

Baseball 56 -- 27 M. Basketball 27 or 29 (see bylaw 17.3.5.1.1)-- 25 W. Basketball 27 or 29 (see bylaw 17.3.5.1.1)-- 25 Football 11 or 12 (see bylaw 17.9.5.1) -- 9 M. Lacrosse 17 dates of competition -- 10 W. Lacrosse 17 dates of competition 5 dates of competition 250

M. Rowing N/A N/A N/A W. Rowing 20 dates of competition -- 6 M. Soccer 20 5 Dates of Competition 11 W. Soccer 20 5 Dates of Competition 11 Softball 56 (max 10 tourn.) 8 27 Volleyball 28 Dates of Competition 4 Dates of Competitio 19

MAXIMUM MINIMUM MINIMUM INDIVIDUAL SPORTS CONTESTS CONTESTS PARTICIPANTS

Cross Country 7 6 5 Golf 24 dates of competition 8 5 Tennis 25 (7 sing/dbl tourn.) 12 5 Track, Indoor/Outdoor 18 (see bylaw 17.24.5.1) 6 14

For further information on the scheduling of contests see 12.0.

4.7 DECLARATION OF PLAYING/PRACTICE SEASONS

In accordance with NCAA Bylaw 17.1.3:

4.7.1 Each sport sponsored at the NCAA Division I level must declare and document it's official playing and practice season.

4.7.2 Each Head Coach must complete the Playing and Practice Season Form (Y- Drive) and submit it to the Compliance Office prior to the start of each playing and practice season.

4.7.3 It is permissible to revise the playing and practice season but the revision must be documented and kept on file.

4.7.4 If the Playing and Practice Season Form has not been submitted to the Compliance Office prior to the start of the declared season, the sport will be suspended from practice and competition until the form is completed.

4.8 TRACKING COUNTABLE ATHLETICALLY-RELATED ACTIVITIES

In accordance with NCAA Bylaws 17.02.1 and 17.1.6:

4.8.1 Each sport must monitor countable athletically related activities as follows:

 During declared playing and practice seasons, after the start of classes:

Daily limit of athletically related activities: 4 hours

Weekly limit of athletically related activities: 20 hours

One day off required/week 251

4.8.2 For a clarification of countable vs. non-countable activities, see NCAA Bylaw 17.02.1.

4.8.3 The Countable Athletically-Related Activities Form (Y-drive) must be used to track countable activities for student-athletes. These activities must be tracked during their declared playing and practice season and when sports are participating outside of their playing and practice season (8 hours/week of strength and conditioning). Student-athletes are required to initial verifying that the hours are correct and accurate. This form must be completed and turned in to the Compliance Office each week.

4.8.4 These forms are kept on file in the Department of Athletics Compliance Office.

4.9 OUTSIDE COMPETITION

In accordance with NCAA Bylaw 14.7:

4.9.1 Student-athletes in sports other than basketball (under no circumstances may basketball student-athletes participate in outside competition), participating in outside competition during the academic year (except during official vacation periods listed in JU's catalog), must have his/her Head Coach complete the Notification Form for Outside Competition (Y-drive). This form must be submitted to the Compliance Office prior to such participation to determine whether such activity is permissible under NCAA regulations.

4.9.2 Head Coaches are responsible for monitoring their student-athletes' participation in summer leagues:

 The Head Coach shall designate a member of his/her staff to maintain a list of approved summer leagues (if applicable).  Each student-athlete must receive approval from the Compliance Office and receive written permission from the Director of Athletics prior to participating in a summer league.

AS IT RELATES TO 4.10-4.19, SPECIAL POLICIES AND PROCEDURES FOR CERTIFICATION FOR ALL STUDENT-ATHLETES IS DETAILED IN THE JU CERTIFICATION MANUAL.

4.10 INITIAL ELIGIBILITY

In accordance with NCAA Bylaw 14.3:

4.10.1 All freshman student-athletes must be certified prior to competing against outside competition.

4.10.2 The ultimate responsibility for determining the eligibility for freshmen student- athletes rests with the NCAA Eligibility Center and verified by the Certifying Officer and oversight is provided by the Faculty Athletics Representative. 252

Admissions

4.10.3 Head Coaches should encourage prospective student-athletes to provide academic information to the Admissions Office as early in the recruiting process as possible.

4.10.4 Other than email, all communication with the Admissions Office must be made through the Compliance Office. Coaches are permitted to set up official visit arrangements directly with the Admissions receptionist.

4.10.5 Once a prospective student-athlete submits an application, the Admissions Office creates a file for the prospective student-athlete and the initial admissions process begins (as it does for all applicants for admission to the University). Coaches are responsible for entering prospective student-athletes in the compliance assistant (CA) recruiting module. The Admissions Office will hold all final decisions as to the admissibility of a prospective student-athlete until his/her application file is complete.

NCAA Certification/Eligibility Center

4.10.6 All freshman student-athletes must register and be certified by the NCAA Initial Eligibility/Amateurism Center (EC) to be eligible for practice and competition. In those instances where the academic year or pre-season practice begins prior to a final certification decision by the Center, a student-athlete may practice during a temporary certification period, 14 days (recruited athlete), 45 days (non- recruited athlete) or non-championship season (non-recruited women’s rower) if all other applicable regulations are met.

4.10.7 All prospects new to Division I (including transfers) must register with the EC for amateurism certification.

4.10.8 Head Coaches are responsible for ensuring student-athletes provide the appropriate information to the EC for final certification of student-athletes for practice and competition.

4.10.9 Head Coaches update the Compliance Office of all freshmen (recruited or walk- on) student-athletes by submitting the NCAA ID number as soon as a student- athlete expresses an interest in participating in athletics.

4.10.10 The Compliance Office updates the Head Coaches on which student-athletes have been certified for practice and competition per the NCAA EC Report.

General Eligibility Procedures

4.10.11 The NCAA Student-Athlete Statement, Summary of NCAA Rules and Regulations, NCAA Drug Testing Consent Form and JU Drug Testing Consent Form is reviewed and signed (if applicable) by each student-athlete at the Student-Athlete Eligibility meeting conducted by the Compliance Office. 253

Additionally, student-athletes complete a Student-Athlete Questionnaire Form from the Compliance Office.

4.10.12 All student-athletes are listed on the NCAA Squad List (see section 6.7).

4.11 INTERNATIONAL STUDENT-ATHLETES

4.11.1 International student-athletes are certified the same as non International student- athletes for initial eligibility, except, all International student-athletes who either (1) do not have U.S. citizenship or (2) have participated in International athletics activities or were associated as an athlete with a International athletics organization, must complete the NCAA General Eligibility Form for International Student-Athletes.

4.11.2 The Compliance Office reviews this form to ensure the International student- athlete has met the general eligibility requirements, particularly those related to amateurism, prior to certification.

4.11.3 The NCAA General Eligibility Form for International Student-Athletes is kept on file in the Department of Athletics Compliance Office.

4.12 TRANSFER ELIGIBILITY

In accordance with NCAA Bylaw 14.5:

4.12.1 All transfer student-athletes must be certified prior to competing against outside competition.

4.12.2 The ultimate responsibility for determining the eligibility for transfer student- athletes rests with the Certifying Officer and oversight is provided by the Faculty Athletics Representative.

Transfer Information

4.12.3 Each Head Coach, through the Compliance Office, is responsible for identifying recruited transfer student-athletes to the Admissions Office.

4.12.4 If a transfer candidate is from another four-year institution, the Compliance Office will contact that institution and seek permission to recruit (contact) the transfer candidate and obtain information relative to the student-athlete's eligibility status via the Transfer Questionnaire. A copy of the response is used in the certification of the student-athlete. 4.12.5 For transfer candidates from 4-year institutions and 2-year institutions, Head Coaches are responsible for the transfer candidate providing Admissions with the appropriate academic information from any previous academic institution(s). Transfer Credit Evaluations (TCE) should be requested of the Certifying Officer as early in the recruiting process as possible.

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4.12.6 At the Student-Athlete Eligibility meeting, all transfer student-athletes shall complete the required NCAA forms and the Student-Athlete Questionnaire provided by the Compliance Office. The Compliance Office and Certifying Officer use this form to determine his/her certification status.

4.12.7 The Certifying Officer, in conjunction with the Compliance Office, determines whether or not the 4-year transfer or 2-year transfer student-athlete is eligible under NCAA Bylaw 14.5.4 or NCAA Bylaw 14.5.5.

General Eligibility Procedures

4.12.8 The NCAA Student-Athlete Statement, Summary of NCAA Rules and Regulations and NCAA Drug Testing Consent and JU Drug Testing Consent Form is reviewed and signed (if applicable) by each student-athlete at the Student-Athlete Eligibility meeting conducted by the Compliance Office. Additionally, student-athletes complete a Student-athlete Questionnaire form from the Compliance Office.

4.12.9 All student-athletes are listed on the NCAA Squad List (see section 6.7) by the Compliance Office prior to the student-athlete's first outside competition.

4.13 CONTINUING ELIGIBILITY

In accordance with NCAA Bylaw 14.4:

4.13.1 All continuing student-athletes must be certified prior to competing against outside competition.

4.13.2 The ultimate responsibility for determining the eligibility for continuing student- athletes to compete rests with the Certifying Officer. Other members of the Certification Committee: the Compliance Office, AASA, FAR, DFA and Registrar also contribute to the certification process.

4.13.3 If available by the end of April, the Compliance Office provides the Certifying Officer a list of returning student-athletes, based on each Head Coach’s report of renewals and non-renewals.

4.13.4 The Certifying Officer reviews the academic records of each listed student- athlete and determines whether each student-athlete is eligible for competition. A NCAA Satisfactory Progress Worksheet is completed on each student-athlete to determine whether he/she is eligible and in collaboration with ADSAS makes a recommendation for summer school (if applicable).

4.13.5 No later than during the first week of Summer Session I, the Certifying Officer notifies the Compliance Office, which notifies each Head Coach of the status of each student-athlete presented for certification via an Eligibility Memorandum.

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4.13.6 A continuing student-athlete (other than baseball) who is ineligible for competition during the Fall semester may establish competitive eligibility based on his/her academic performance during that semester. (Student would be re- certified at the end of the Fall semester).

4.13.7 For those student-athletes who reach eligibility milestones at mid year (i.e. 4, 6 or 8 semesters of full time enrollment), eligibility must be certified at the completion of the fall semester. A new Eligibility Memo will be distributed.

4.13.8 Head Coaches are responsible for keeping the Compliance Office apprised of any additions or deletions in the list of student-athletes to be certified via a change of roster notification form (Y-drive). Coaches who knowingly fail to enter all student-athlete participants on their squad list will be dismissed for cause.

4.14 FINAL CERTIFICATION

Final Certification—Eligibility Center (Freshmen)

4.14.1 The Certifying Officer does not certify a student-athlete for competition (or practice, if appropriate) until the NCAA Eligibility Center has a qualifying final certification as viewed on the web site, or a verbal confirmation from an EC Official.

Final Certification—Transfers

4.14.2 A completed copy of an Admissions Check Sheet for Transfer Student-Athletes form, which includes transfer history, is included in each transfer student- athlete’s admissions file for the Certifying Officer to use for final certification.

Final Certification—All Student-Athletes

4.14.3 The Certifying Officer verifies that each student-athlete has enrolled as a full- time student.

4.14.4 Prior to each sport's first competition, the Compliance Office sends an Eligibility Memorandum notifying each Head Coach which student-athletes have been certified.

4.14.5 If a student-athlete is not eligible for practice, competition or financial aid, the Compliance Office notifies the Head Coach and student-athlete immediately.

4.14.6 The Compliance Office faxes a copy of the signed squad list and eligibility check sheet to the Conference office prior to each sport's first competition. The squad list is signed by the Head Coach, Director of Athletics and Director of Financial Aid. The eligibility check sheet is signed by the Certifying Officer, Faculty Athletic Representative and the Director of Athletics. 256

4.14.7 The squad list and eligibility check sheet for each sport is kept on file in the Department of Athletics Compliance Office.

4.15 AMATEURISM

In accordance with NCAA Bylaw 12.1:

4.15.1 All prospects new to Division I are required to have his/her amateurism status certified by the NCAA EC.

4.15.2 If there is a question regarding the amateurism status of a student-athlete, he/she is withheld from competition until the Compliance Office has thoroughly investigated the situation. The Compliance Office may clear the student-athlete in question for competition, however, if the Compliance Office deems the student-athlete to have violated any amateurism bylaws, the student-athlete is declared ineligible for competition and the proper procedure set forth by the NCAA will be strictly followed.

4.16 AWARDS AND BENEFITS/STUDENT-ATHLETE EMPLOYMENT

In accordance with NCAA Bylaw 16:

4.16.1 Each Head Coach is responsible for ensuring that any benefits and/or awards given to his/her student-athletes conform to NCAA and University regulations. The Compliance Office is available to assist with interpretations of these regulations.

4.16.2 Information regarding extra benefits is included in the Student-Athlete Handbook, which is distributed at the Student-Athlete Eligibility meetings and is reviewed and discussed at that time with the student-athletes.

4.16.3 Pertinent regulations regarding extra benefits are included in the education sessions with Head and Assistant Coaches, Athletic Department administrators, staff and representatives of the University's athletics interests.

4.16.4 The Compliance Office and Finance Office, at least annually, reviews selected telephone records of selected staff members (e.g. office telephones, credit card charges).

4.16.5 At the team Eligibility Meetings, the Compliance Office reviews NCAA regulations regarding employment.

4.16.6 Head Coaches are responsible for ensuring that student-athletes complete and submit the Student-athlete Employment Form (Y-drive) to the Compliance Office.

4.16.7 The Compliance Office monitors employment by contacting employers to confirm compliance with NCAA employment regulations. 257

4.16.8 Employers who (a) have employed more than one JU student-athlete, (b) are known members of the JUAA, or (c) regularly employ JU student-athletes are randomly contacted by the Compliance Office to monitor compliance with NCAA regulations concerning employment.

4.17 EXIT INTERVIEWS

In accordance with NCAA Bylaw 6.3.2:

4.17.1 Student-athletes from all sports who have exhausted their eligibility are asked to complete an electronic exit interview form. Twenty-five percent are randomly chosen for in-person exit interviews. The AD, Compliance Office, Finance Office, AASA, SWA, DSAD conduct the exit interviews.

4.17.2 The Compliance Office, Finance Office, AASA and SWA contact the student- athletes and arrange an appointment. The interviews are conducted using the Exit Interview Form (Y-drive). The original copy of the Exit Interview Form is sent to the Director of Athletics. A copy is kept in the office of the Compliance Office.

4.17.3 The Director of Athletics reviews the Exit Interview Forms and discusses any pertinent information with the appropriate coach at their annual personnel evaluation.

4.18 ROSTER AND ROSTER CHANGES

4.18.1 Up-to-date rosters are maintained by the Compliance Office.

4.18.2 Coaches are required to submit a Squad-List Change Notification Form (F-15) to the Compliance Office within 24 hours of a change (both additions and deletions) in their squad. The Compliance Office notifies the Sports Medicine Department, Strength and Conditioning and Media Relations Department.

4.18.3 Coaches who knowingly fail to enter all student-athlete participants on their squad list will be dismissed for cause.

4.19 TRANSFER/RELEASE

4.19.1 If a student-athlete decides to transfer, the student-athlete and Head Coach should complete the Request for Permission to Contact Other Institutions Form and submit to the Compliance Office.

4.19.2 As a general rule, a student-athlete transferring from JU to another Conference member institution will not be granted an exception to the transfer-residence requirement (one-time transfer exception).

4.19.3 Any exception to the intra-conference transfer rule in 4.19.2 may be granted based on extenuating circumstances as determined by the Director of Athletics. 258

4.19.4 Upon being denied permission to speak to another institution or a release (exception to the transfer-residence requirement), the student-athlete may seek an appeal hearing conducted by an institutional committee outside of the Athletics Department.

4.20 RULES EDUCATION

4.20.1 The Compliance Office is responsible for coordinating the University's program of education with regard to NCAA, Conference and University regulations, which pertain to athletics. This program shall include, but is not limited to, athletics administrators and coaches, student-athletes, support groups and representatives of athletics interests, prospective student-athletes, the Faculty Athletics Representative and University Administrators. Individuals in supervisory positions are responsible for the rules education of those individuals under their authority.

4.20.2 The rules education program for the athletics department staff consists of the following:  NCAA Legislation is reviewed with each sport's coaching staff during Rules Education Sessions (monthly) conducted throughout the academic year.  The Compliance Office meets individually with each Head Coach as needed to discuss pertinent compliance issues.  Information regarding NCAA, Conference and University regulations will be distributed to the appropriate staff members by the Compliance Office.  NCAA Manuals and the NCAA News are distributed to all appropriate staff members.  All new staff members attend a rules orientation program conducted by the Finance and Compliance Office.  The FAR ensures the NCAA Coaches' Certification Test is administered in accordance with NCAA and Conference mandated procedures.

4.20.3 The rules education program for student-athletes consists of the following:  Student-Athlete Eligibility meetings are conducted in the fall by the Compliance Office to review relevant NCAA, Conference and University regulations.  A Student-Athlete Handbook containing pertinent NCAA regulations is prepared by the Compliance Office and distributed to each student-athlete at the Student-Athlete Eligibility meeting.

4.20.4 The rules education program for support groups and representatives of athletics' interests consists of the following:  The Compliance Office periodically provides a booster information letter to supporters and representatives of athletics’ interests regarding pertinent NCAA regulations.

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 The Compliance Office attends and speaks (and distribute rules information) at JUAA meetings to emphasize the importance of compliance with NCAA, Conference and University regulations.

4.20.5 The rules education program for prospective student-athletes consists of the following:  Each prospective freshman student-athlete is directed to the NCAA Clearinghouse website  A summary of official visit rules is sent by the Head Coach prior to the prospective student-athlete's official visit.

4.20.6 The rules education program for University Administrators consists of the following:  The Compliance Office, FAR, Registrar, Assistant Registrar, Director of Financial Aid and AASA attend on an annual basis the NCAA Regional Seminar for Rules Compliance.  The Compliance Office directs pertinent compliance information to, and meets with as needed, appropriate University Administrators.

4.21 RULES INTERPRETATIONS

4.21.1 University and Department of Athletics staff members may direct rules questions and requests for interpretations at any time directly to the Compliance Office. The Compliance Office will maintain a record of interpretations.

4.21.2 If the Compliance Office cannot provide the interpretation, he/she may contact the Conference office or the NCAA Membership Services Office for assistance in obtaining an official interpretation.

4.21.3 If the interpretation is considered significant, the Compliance Office circulates it to the appropriate University and Department of Athletics staff members.

4.21.4 University and Department of Athletics staff members are bound by all official interpretations given by the Compliance Office.

4.22 VIOLATIONS

4.22.1 Any potential violations of NCAA, Conference, or University regulations concerning intercollegiate athletics are required to be reported to the Director of Athletics, Compliance Office, FAR or to the SWA. In addition, all individuals associated with JU are expected to cooperate with any investigation, whether conducted by the Compliance Office, FAR, outside counsel, a Conference official, or the NCAA. When applicable, a Bylaw 10.1 form (F-12) will be utilized.

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4.22.2 Athletics staff members found to have knowingly violated a NCAA regulation will be subject to disciplinary action and/or termination by the Director of Athletics. Any student-athlete found to be involved in any NCAA rules infraction is subject to disciplinary action by the Director of Athletics. Any student-athlete found to have been knowingly involved in a major NCAA rules infraction, as determined by the NCAA, will be immediately declared ineligible and the University will make no appeal for restoration of his/her eligibility.

4.22.3 If an individual defined by NCAA regulations as a "representative of the University's athletics interests" knowingly violates any NCAA regulation, that individual may be officially disassociated from the University for a period of time determined by the Director of Athletics after consulting the CEO and the Compliance Office and the FAR.

4.22.4 When information is received by the Director of Athletics, Compliance Office, FAR or SWA which could reasonably cause concern as to whether a violation of NCAA, Conference or University regulations has occurred, the following process shall take place:

 The Compliance Office and Director of Athletics are informed as soon as possible.  The Compliance Office and Director of Athletics determine whether additional University staff members should be included in the deliberations (i.e. the CEO and or University Legal Counsel) and then determine how best to investigate the situation.  An investigation is conducted by the Compliance Office (and possibly with the FAR) and findings are reported to the Director of Athletics.  In the occurrence that the Director of Athletics is also the Head Coach of a program involved in the investigation, findings are reported directly to the President.  If the investigation reveals no violation of NCAA, Conference or University regulations, such finding is documented by the Compliance Office.

4.22.5 The following steps will be followed if the investigation reveals that a violation of NCAA regulations occurred:

 The Department of Athletics will impose penalties and the Compliance Office will report the violation to the Conference and/or the NCAA Enforcement Staff.  Any student-athlete or prospective student-athlete found to be involved in a secondary violation of NCAA regulations will immediately be declared ineligible (if applicable) and the University may appeal to the NCAA Student-Athlete Reinstatement Committee for restoration of the student-athlete's or prospective student-athlete's eligibility (if applicable). The

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Compliance Office will inform the Head Coach that the ineligible student-athlete must be withheld from competition.  If a violation could be classified as a major violation, the CEO and the University Legal Counsel will be immediately informed. When the investigation has been completed, the University will submit to the NCAA and Conference a detailed report which sets forth specific reasons that will justify the NCAA Committee on Infractions accepting the University-imposed penalties and foregoing the required penalties set forth in the NCAA enforcement procedures.  If the investigation reveals that a violation of Conference regulations occurred (no NCAA or institutional violation), the violation is reported to the Conference, and in consultation with Conference officials, appropriate remedial actions are taken.  If the investigation reveals that a violation of University (no NCAA or Conference violation) policy occurred, the violation is handled in accordance with University policies and procedures.  Should the Department of Athletics, the University, or the NCAA impose sanctions on any athletics department or University staff member, representative of the University's athletics interests, or student-athlete, the Compliance Office will oversee the implementation of those sanctions and file appropriate documentation of compliance with sanctions with the NCAA.  The Compliance Office shall maintain a log of all NCAA violations.

4.22.6 Dishonesty with regard to answering questions regarding possible NCAA violations or conducting investigations of them will not be tolerated and could result in suspension or termination.

4.22.7 A Director of Athletics who fails to accurately diagnose and promptly report NCAA violations will be discharged, regardless of the pressures that may be brought to bear to withhold judgment.

5.0 RECRUITING

5.1 PHILOSOPHY

5.1.1 Jacksonville University’s recruiting philosophy is to attract the best quality student-athlete, both academically and athletically, while adhering to University, Conference and NCAA rules and regulations. With the NCAA now judging institutions on the Academic Progress Rate (APR), coaches are educated and expected to recruit student-athletes who can succeed academically, while staying at JU for their career.

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5.2 METHOD

5.2.1 Recruiting policies are developed and amended by a committee, reviewed by coaches and approved by the Director of Athletics and University President.

5.3 AREA OF RESPONSIBILITY

5.3.1 All staff members are required to adhere to University and NCAA rules and regulations, which pertain to recruiting. The Compliance Office is the liaison to the University's Financial Aid Office, Admissions Office and Registrar’s Office regarding all recruiting issues. Contact via email correspondence is permissible for all coaches. 5.4 COACH'S RECRUITING TEST

In accordance with NCAA Bylaw 13.1.2.1.1:

5.4.1 A Head Coach or Assistant Coach engaged in off-campus recruiting, or a volunteer/graduate assistant coach involved in any recruiting activities must pass the Coach's Certification (Recruiting) Test.

5.4.2 The certification period begins August 1 and ends July 31.

5.4.3 Coaches must retake and pass the test each year in order to continue off-campus recruiting.

5.4.4 A coach who fails to pass the test must wait a minimum of 30 days to retake the test.

5.4.5 The Compliance Office will provide coaches practice tests and review them as part of a rules education session in the spring.

5.4.6 The test is scheduled in late spring (May) and is facilitated by the FAR.

5.4.7 The Compliance Office shall have on file a list of all coaches permitted to recruit prospects off-campus.

5.5 RECRUITING FILES

5.5.1 Each Head Coach must maintain records on each recruited student-athlete. All correspondence, evaluations, contacts and telephone calls must be documented and available for the Compliance Office to audit at any time.

5.5.2 Each student-athlete record must have a Detailed Recruiting Log. These must be used to monitor recruiting activities of each recruited student-athlete.

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5.5.3 The Compliance Office will perform random checks of recruiting records on a regular basis. Recruiting Records will be compared against phone and travel documentation for accuracy.

5.6 WRITTEN CORRESPONDENCE

5.6.1 In accordance with NCAA Bylaw 13.4.1, other than men’s basketball, prospective student-athletes may not be contacted in writing (including general correspondence related to athletics) until September 1 of the prospect's junior year in high school. In men’s basketball, it is not until the conclusion of the prospect’s sophomore year in high school.

5.6.2 All recruiting materials utilized must be listed in NCAA Bylaw 13.4.1. If the recruiting material is not listed, each Head Coach must consult the Compliance Office before mailing correspondence to a prospect.

5.6.3 All mailings for recruiting must have the sport's individual name on it so the correct account can be charged.

5.6.4 Copies of all written correspondence and a list of all materials sent to prospects should be kept for each prospect for review by the Compliance Office.

5.7 PHONE CALL REGULATIONS AND RECRUITING PHONE LOGS

5.7.1 Coaches shall adhere to NCAA Bylaw 13.1.3 for all telephone call regulations to prospects. This includes all time periods for such calls and exceptions for I-AA football, men’s basketball and women’s basketball.

5.7.2 Institutions may accept phone calls at any time from prospects which are made at the prospect's expense. However, in the sport of men’s basketball, institutional staff members may accept collect telephone calls placed by prospects, provided the calls are placed not earlier than the conclusion of the prospect’s sophomore year in high school. The institution may use a toll-free number to receive such calls from prospective student-athletes, prospect’s relatives or legal guardian(s).

5.7.3 Unlimited phone calls may be made to prospects under the following situations:  During the five days immediately preceding their official visit  On the day a permissible, in-person, off-campus contact occurs  On the initial date for signing of the National Letter of Intent and during the two days immediately following the initial signing date  Football Only: 48 hours before and 48 hours after 7 a.m. on the initial signing date for the NLI  Subsequent to the calendar day on which a prospect signs a National Letter of Intent or written offer of admission and/or financial aid

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5.7.4 In accordance with NCAA Bylaw 13.1.3.5.1.1, a representative of an institution’s athletics interest may speak to a prospect via the telephone only if the prospect initiates the phone call and it is not for recruiting purposes. The representative may not discuss any athletics information with the prospect and must refer any such questions to the Department of Athletics.

5.7.5 In addition to maintaining a phone log, coaches must record all recruiting calls on the Weekly Recruiting Calls Form (F-17). This log will be spot checked by the Compliance Office and compared to the Department Phone bill and/or cell phone bill for accuracy. Phone logs must be completed and turned into the Compliance Office on the first Wednesday of every month.

5.8 REQUIRED DOCUMENTS PROVIDED TO PROSPECTS

5.8.1 In accordance with NCAA Bylaw 13.3, member institutions must provide copies of the NCAA Admissions and graduation rate data, academic progress rate and graduation success rate, banned drug list and initial- eligibility standards to prospects and to the prospect's parents at the earliest opportunity after the institution’s first arranged in-person encounter with the prospect or upon request; however, no later than the day prior to the prospect's signed acceptance of the National Letter of Intent or signed acceptance of the institution's written offer of admission and/or financial aid.

5.8.2 To ensure the prospect receives the reports, they will be sent prior to an official visit (with the official visit letter) by the Head Coach. The Office Assistant will include the reports with the athletic grant-in-aid and NLI prior to the prospect signing the NLI. The information will also be made available via links on the JU athletics website.

5.9 EVALUATIONS

5.9.1 In accordance with NCAA Bylaw 13.02.6, an evaluation is any off-campus activity designed to assess the academic qualifications or athletics ability of a prospect, including any visit to a prospect's educational institution (during which no contact occurs) or the observation of a prospect participating at any practice or competition site.

5.9.2 In football, any evaluation that occurs during a contact period by a coaching staff member is a countable contact per Bylaw 13.02.3.1 rather than a countable evaluation.

5.9.3 An evaluation day is defined as one coach engaged in the evaluation of any prospect on one-day (12:01 a.m. to midnight); two coaches making evaluations on the same day shall use two evaluation days. Combined totals for all staff members shall not exceed: Women’s basketball 85 Men’s basketball 130 I-AA football 42 265

Softball 50 Volleyball 80

5.9.4 Coaches shall adhere to limitations on number of evaluations in accordance with NCAA Bylaw 13.1.8.

5.9.5 Institutional staff members must adhere to all yearly NCAA calendars for dates of evaluation periods. Staff members may not evaluate a prospect outside of the permissible evaluation periods.

5.9.6 Prior to an off-campus evaluation a Travel Assistance Request Form (F-18) must be completed and submitted to the Compliance Office and the Finance Office for approval (see section 8.0).

5.9.7 Upon the completion of an off-campus evaluation, coaches must complete the Contacts and Evaluations Form (F-19) along with the Expense Report Form (F- 20) in order to receive reimbursement for their off-campus recruiting trip. The Contacts and Evaluations Form should be used to track the number of off- campus contacts and evaluation for each prospect. The Contacts and Evaluations Form should be filed with the appropriate prospect's recruiting records.

5.9.8 The Compliance Office will retain a copy of each Contacts and Evaluations Form complete by each sport to monitor the number of contacts and evaluations for each prospect.

5.10 CONTACTS

5.10.1 In accordance with NCAA Bylaw 13.02.3, a contact is any face-to-face encounter between a prospect or the prospect's parents or legal guardian and an institutional staff member or athletics representative during which any dialogue occurs in excess of an exchange of a greeting. Any such face-to-face encounter that is prearranged or that takes place on the grounds of the prospect's educational institution or at the site of organized competition or practice involving the prospect or the prospect's high school, preparatory school, two- year college or all-star team shall be considered a contact, regardless of the conversation that occurs.

5.10.2 Coaches shall adhere to NCAA Bylaw 13.1.6 for the permissible number of contacts.

5.10.3 In accordance with NCAA Bylaw 13.1.7.1, any staff member desiring to contact a prospect at the prospect's high school, prep school or two-year college must first obtain permission for such contact from that school's chief executive officer. Contact may be made only when such permission is granted. 5.10.4 Institutional staff members must adhere to all yearly NCAA calendars for dates of contact periods and no staff member shall contact a prospect outside of the acceptable contact periods. 266

5.10.5 Prior to an off-campus contact, a Travel Assistance Request Form (F-18) must be completed and submitted to the Compliance and to the Finance Office for approval (see section 8.0).

5.10.6 Upon the completion of an off-campus contact, coaches must complete the Contacts and Evaluations Form (F-19) along with the Expense Report Form (F- 20) in order to receive reimbursement for their off-campus recruiting trip. The Contacts and Evaluations Form should be used to track the number of off- campus contacts and evaluation for each prospect. The Contacts and Evaluations Form should be filed with the appropriate prospect's recruiting records.

5.10.7 The Compliance Office will retain a copy of each Contacts and Evaluations Form complete by each sport to monitor the number of contacts and evaluations for each prospect.

5.11 INITIAL-ELIGIBILITY CLEARINGHOUSE

5.11.1 At the earliest possible point in the recruiting process, coaches must encourage prospective student-athletes to register with the NCAA Initial- Eligibility/Amateurism Clearinghouse. Prospects may register on-line at the Clearinghouse web site (www.ncaaclearinghouse.net). 5.11.2 Coaching staff members are responsible for educating their prospects regarding any high school core-courses required to achieve qualifier status (NCAA Bylaw 14.3).

5.11.3 To access and monitor the certification status of prospects, Head Coaches must submit social security numbers or CH ID numbers of prospects to the Compliance Office.

5.11.4 The Compliance Office updates the Head Coaches as needed as to the eligibility status of each prospective student-athlete.

5.11.5 All freshmen must be certified for practice and competition for Division I by the NCAA Initial Eligibility/Amateurism Clearinghouse and each Head Coach will be notified by the Compliance Office (see section 4.11).

5.12 UNOFFICIAL VISITS

5.12.1 In accordance with NCAA Bylaw 13.02.15.2, an unofficial visit is a visit made to the institution at the prospect's own expense. The only permissible activities that can be funded by the institution are:  Three complimentary admissions, via a pass list (F-21), to a campus athletics event in which JU practices or competes (see 18.4).  Transportation for the prospect, when accompanied by a staff member, to view off-campus practice and competition sites and other institutional

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facilities and provide local transportation to attend one home athletics event (on or off-campus) during the unofficial visit. 5.12.2 There is no limit on the number of unofficial visits a prospect may make to campus. In the sport of men’s basketball, a prospect may not make unofficial visits during the month of July.

5.12.3 Once a prospect has arrived for an unofficial visit, a coach may not turn it into an official visit.

5.12.4 A coach may arrange interviews with campus administrators for a prospect on an unofficial visit.

5.12.5 Upon completion of an unofficial visit, coaches must record all necessary information on detailed recruiting records which will randomly be reviewed by the Compliance Office.

5.13 OFFICIAL VISITS

5.13.1 In accordance with NCAA Bylaw 13.6, each prospect may be provided one official (paid) visit to an institution. Each prospect may make no more than five official visits to Division I institutions. The total number of official visits that JU may provide prospects in the following sports on an annual basis (August 1 – July 31) shall be limited to:

Football 56 Basketball 12 Baseball 25

5.13.2 In sports other than men’s basketball, a prospect may not be provided an expense-paid visit earlier than the opening day of classes of the prospect’s senior year in high school. In men’s basketball, a prospect may not be provided an expense-paid visit earlier than January 1 of the prospect’s junior year in high school and no such visits may occur during the summer between the prospect’s junior and senior years in high school.

5.13.3 Any coach wishing to bring in a prospect on an official visit must complete and submit the Official Visit Pre-Approval Form (F-22) and turn it in to the Compliance Office prior to the desired visit date.

5.13.4 A copy of academic transcripts (including test score for incoming freshmen) must accompany all official visit requests from their current educational institution. Under no circumstances will a prospect be permitted to visit without this documentation.

5.13.5 Prior to the prospect’s official visit, the recruiting coach will disclose to the prospect/parent(s) and/or legal guardian(s) NCAA restrictions on the official visit. The Head Coach will generate and mail/fax this official visit letter (F-24)

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to the prospect/parent(s) and/or legal guardian(s) and submit a copy to the Compliance Office with the Official Visit Pre-Approval Form (see section 5.8.2).

5.13.6 Once the Compliance Office has approved the official visit, if off-campus lodging is needed, the marketing office will make arrangements.

5.13.7 If a student host is to be used for the official visit, the Head Coach will meet with the host and review the Student Host Instructions and Receipt Form (F-25). The form must be signed by both the Head Coach and host and submitted with the pre-approval packet to the Compliance Office. The pre-approval packet should contain the following documents:

 Official Visit Pre-Approval Form (F-22)  Transcript  Test score (if applicable)  Copy of official visit letter (F-24)  Student Host Instructions and Receipt Form (F-25)

5.13.8 Pending approval, all travel, housing and meal arrangements will be made by the Head Coach or Office Assistant. Coaches may request recruiting advances via check request through the Finance Office two weeks prior to the official visit. The Compliance Office will distribute checks after official visit is approved.

5.13.9 The educational component of an official visit will include a meeting with an Admissions Counselor and may include a campus tour, classroom experience, on-campus meeting with a professor, department chair and/or the Academic Advisor for Student-Athletes.

5.13.10 The application fee is waived by the Admissions Counselor after meeting with the prospective student in person.

5.13.11 In accordance with NCAA Bylaw 13.6.6.1, an institution may provide entertainment, which may not be excessive, on the official visit only for a prospect and the prospect's parents [or legal guardian(s)] or spouse and only within a 30-mile radius of the institution's main campus. Entertainment and contact by representatives of the institution's athletics interests during the official visit are prohibited. It is not permissible to entertain other relatives or friends (including dates) of a prospect at any time at any site.

5.13.12 Only one student host may receive a meal with the prospect at a restaurant facility (NCAA Bylaw 13.6.6.5) and only one time during the official visit may the prospect be provided a meal at a staff member's house (NCAA Bylaw 13.6.6.7.1). In this instance, JU will only pay for the meal of the prospect, prospect's parents or legal guardian(s), student host and members of the coaching staff. 269

5.13.13 In accordance with NCAA Bylaw 13.6.6.5, JU may provide the student host with the following:  A maximum of $30/day for each day of the visit to cover all actual costs of entertaining the prospect, excluding meals and admission to campus athletic events. These funds may not be used for the purchase of souvenirs.  An additional $15/day for each additional prospect the host entertains.  A complimentary meal, provided the student host is accompanying the prospect during the official visit.  A complimentary admission to a campus athletics event to be utilized during the prospect’s official visit.

5.13.14 The following activities may not be engaged in at any time:  Underage use of alcohol  Use of drugs or sex as a recruiting device  Activity that violates criminal law  Gambling/gaming activities  Use of strippers or gentlemen’s clubs or the equivalent

5.13.15 When taking recruits out to eat or on the town, athletic staff and coaches ARE NOT to partake in any alcoholic beverages during the outing.

5.13.16 At the discretion of the Head Coach, and/or Director of Athletics, curfews and/or unstructured time may be established.

5.13.17 A student host who violates official visit policies will lose student host privileges for the remainder of the academic year. The Head Coach will receive a letter of admonishment from the Director of Athletics. Any further sanctions for either the student host or coach will be at the discretion of the Director of Athletics.

5.13.18 Prior to the completion of the official visit, the coach should have the prospect complete the Prospect's Declaration Form (F-26). This form must be read and signed by both the prospect and the recruiting coach.

5.13.19 Upon completion of the official visit, the Official Visit Summary Form (F-27) must be completed by the coach. Accompanying this must be a travel expense report with all receipts attached to a plain piece of paper and submitted to the Finance Office.

5.13.20 In addition, any receipts or monies from the student host should be organized and taped to the back of the Student Host Instructions and Receipt Form (F-25). 5.13.21 Within 48 hours of the completion of the official visit, the Final Official Visit- Paperwork Package should be compiled and submitted to the Finance Office. The package should contain the following documents:  Travel expense report (F-20) 270

 Paper with receipts attached  Official Visit Pre-Approval Form (F-22)  Official Visit Summary Form (F-27)  Transcript/test score  Copy of official visit letter (F-24)  Student Host Instructions and Receipt Form (F-25) (with receipts taped on back)  Prospect's Declaration Form (F-26)

5.13.22 Once the Finance Office has reviewed the package, it will be submitted to the Compliance Office and filed with other recruiting paperwork. Coaches should retain a copy of the final official visit paperwork package.

6.0 FINANCIAL AID

6.1 AREA OF RESPONSIBILITY

6.1.1 The Compliance Office is the liaison to the Financial Aid Office and contact for all financial aid issues.

6.2 INITIAL GRANTS-IN-AID

6.2.1 During the spring semester, the Financial Aid Office determines the University's cost of attendance and the value of a full athletic grant-in-aid for the next academic year.

6.2.2 The Director of Athletics determines the amount of funds to be allocated for athletic grants-in-aid for each sport.

6.2.3 No later than one week prior to the desired signing date for a prospective student-athlete, the Head Coach will submit a Request for Grants-In-Aid Form (F-28) to their Office Assistant.

6.2.4 Grants-in-aid (F-29) are approved with a signature in the following order: Head Coach, Compliance Office (initials), Director of Athletics, Director of Financial Aid. No deviations from this order are permitted.

6.2.5 The grant-in-aid will be valid only if:  The prospective student-athlete is officially accepted to JU  The prospective freshman student-athlete is certified as a full- qualifier for Division I by the NCAA Initial-Eligibility Clearinghouse  The amount that has been indicated on the prospective student- athlete's athletic grant-in-aid is within his/her sport budget and NCAA maximum team and individual financial aid limits.

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6.2.6 Once signed by the Director of Athletics, the grant-in-aid is forwarded to the Financial Aid Office for the Director of Financial Aid's signature. The grant-in- aid is then returned to the Department of Athletics.

6.2.7 The athletic grant-in-aid is then sent to the prospect along with a (1) a National Letter of Intent (if applicable) (2) an accompanying letter, (3) the documents listed in Section 5.8 (if applicable), (4) the JU Financial Aid Policy Statement (P-3) and, (5) student-athlete media relations questionnaire.

6.2.8 The prospective student-athlete signs the Athletics Grant-In-Aid and also the parent or legal guardian if the student-athlete is under the age of 18. The prospective student-athlete keeps the original white copy, and the remaining copies are returned to the Department of Athletics. The Department of Athletics retains the yellow copy and the pink copy is sent to the Financial Aid Office.

6.3 NATIONAL LETTER OF INTENT

The National Letter of Intent Program is conducted on behalf of the Collegiate Commissioner's Association.

6.3.1 National Letters of Intent (NLI) are completed and mailed by the Office Assistant, upon request by the Head Coach (requests for the NLI should be indicated on the Request for Grants-In-Aid Form [F-28]).

6.3.2 All Letters of Intent must be accompanied by an Athletic Grant-In-Aid for the NLI to be valid.

6.3.3 All NLI's MUST BE SIGNED BY THE PARENT OR LEGAL GUARDIAN OF A PROSPECT, unless at the time of signing the prospect is 21 years of age or older, regardless of the prospect’s marital status. NLI's not signed by the parent or legal guardian for those prospects who are less than 21 years of age will be declared null and void.

6.3.4 All NLI's must be appropriately signed within 14 days or 7 days (early signing period) of the date of issuance. The NLI should be returned to the Department of Athletics as soon as possible so that the Department of Athletics may send it to the Atlantic Sun Conference within 21 days of the latest signature date or the NLI is null and void. Head Coaches are responsible for understanding the NLI program and its rules and regulations.

6.4 RENEWAL GRANT-IN-AID

6.4.1 Before student-athletes leave campus for summer (and before summer classes begin), Head Coaches must complete all renewal scholarships for the upcoming year. They are forwarded to the Financial Aid Director by the end of the month.

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6.4.2 Grants will be signed in the following order: Head Coach, Compliance Office (initials), Director of Athletics, Director of Financial Aid. No deviations from this order are permitted.

6.4.3 The grant-in-aid will be valid only if:

 The student-athlete has made satisfactory progress according to NCAA legislation and JU (if the student has not, it is within the Head Coach’s discretion to still award aid, provided he/she is eligible for Institutional aid per JU’s catalog)  The student-athlete has athletics eligibility remaining and, according to JU, is eligible for practice and competition (if student is not eligible for competition, it is within the Head Coach’s discretion to still award aid, provided he/she is eligible for Institutional aid per JU’s catalog)  All athletic grants-in-aid for each sport is within their JU scholarship budget and is within NCAA maximum team and individual financial aid limits

6.4.4 Once signed by the Director of Athletics, the athletic grant-in-aid is forwarded to the Financial Aid Office for the Director of Financial Aid's signature. The grant-in-aid is then returned to the Department of Athletics.

6.4.5 The grant-in-aid is then sent to the student-athlete, who signs the athletic grant- in-aid, then keeps the original white copy, and returns the remaining copies to the Department of Athletics. The Department of Athletics retains the yellow copy and the pink copy is sent to the Financial Aid Office.

6.4.6 Any increases in grant-in-aids must be done in the same manner and must be in accordance with NCAA Bylaw 15.3.4.2.

6.4.7 In accordance with NCAA Bylaw 15.3.5.1, student-athletes must be notified of all renewals by July 1.

6.5 NONRENEWALS/REDUCTIONS OF ATHLETIC GRANTS-IN-AID

6.5.1 Head Coaches who wish to reduce or non-renew a student-athlete must follow the following procedures. Each coach must notify and gain approval from either the SWA (women’s sports) or the SADA (men’s sports), unless the coach reports directly to the Director of Athletics. If SWA and/or SADA do not approve the non-renewal or reduction, the case shall go to the Director of Athletics for final decision.

6.5.2 In accordance with NCAA Bylaw 15.3.5.1, any student-athlete who received an athletic grant-in-aid the previous academic year and has eligibility remaining, must be notified in writing by the Financial Aid Office prior to July 1 of any

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renewal, non-renewal or reduction. The Head Coach via the Non-renewal Form (F-30) notifies the Financial Aid Office of any non-renewal or reduction.

6.5.2 In accordance with NCAA Bylaw 15.3.5.1.1, any student-athlete whose athletic grant-in-aid is not renewed or reduced must, upon request, have a hearing opportunity. University procedure is for the Financial Aid Office to notify the student-athlete, in writing, that he/she must file a request in writing for a hearing with the Financial Aid Appeals Committee. If the student-athlete elects to appeal, he/she is granted a hearing with the Financial Aid Appeals Committee. The policy regarding Financial Aid Appeals should be enclosed with the notification letter.

6.5.3 In accordance with NCAA Bylaw 15.5.1.4, if the appeal results in the student- athlete's athletic grant-in-aid being restored, regardless of the student-athlete's future participation on the team, he/she counts against that sport's NCAA maximum financial aid limit. In addition, the athletic grant-in-aid will count toward that sport's scholarship budget.

6.5.4 The Department of Athletics policies regarding non-renewal, reduction, or termination of athletically related financial aid shall govern such action.

 Non-renewal or Reduction of Athletically Related Financial Aid for the Succeeding Term (Policy 1)  Gradation or Cancellation of Athletically Related Financial Aid During the Period of Award (Policy 2)  Financial Aid Policy Statement (Policy 3)

6.6 GRADATION/CANCELLATION DURING THE PERIOD OF THE AWARD

6.6.1 In accordance with NCAA Bylaw 15.3.4.1, gradation or cancellation of an athletic grant-in-aid during the period of its award is permissible if the recipient:  Renders him/herself ineligible  Misrepresents information on an application, NLI or grant-in-aid  Engages in serious misconduct  Voluntarily withdraws for personal reasons

6.6.2 If the student-athlete becomes ineligible per JU satisfactory progress academic requirements, the student-athlete's athletics grant-in-aid may be revoked per the Head Coach and process in section 6.5.1.

6.6.3 In accordance with NCAA Bylaw 15.3.2.4, the student-athlete must have an opportunity for a hearing (see sections 6.5.2, 6.5.3 and 6.5.4).

6.6.4 In accordance with NCAA Bylaw 15.3.4.3, gradation or cancellation is not permitted during the period of the award:  On the basis of athletic ability, performance or contribution  Because of an injury 274

 For any other athletic reason

6.6.5 The Department of Athletics policies regarding gradation or cancellation of athletically related financial aid (P-2) shall govern any such action.

6.7 SQUAD LISTS AND MONITORING FINANCIAL AID LIMITS

6.7.1 The Director of Financial Aid (DFA) awards financial aid in compliance with NCAA regulations in regard to maximum individual financial aid limits.

6.7.2 Prior to July 1, Compliance Office will begin preparing NCAA Squad Lists for the upcoming year. Included will be:  Names of all returning student-athletes  Names of all prospective student-athletes (freshmen and transfers)  Anticipated walk-ons

6.7.3 The Compliance Office inputs all new information into the Compliance Assistant Software.

6.7.4 The DFA reviews each student-athlete for maximum individual financial aid limits. Financial aid information is entered into the Compliance Assistant Software Financial Aid module, which computes the "other countable aid" column of the NCAA Squad List, and determines each sport's team equivalency total.

6.7.5 If a student-athlete is over his/her individual maximum financial aid limit, the DFA takes the appropriate steps in reducing the student-athlete's athletics grant- in-aid (or institutional aid) accordingly. For all third-party scholarships or payments, an inquiry will be conducted by the DFA.

6.7.6 In early Fall, the Compliance Office initiates the documentation process for all financial aid exemptions on the Certification Forms for Non-counters. Prior to the first competition in each sport, the DFA will complete these forms. The Compliance Office will receive copies and file in the Department of Athletics.

6.7.7 Once Squad Lists are completed and signed, each Head Coach will receive a copy. After that time, Head Coaches are responsible for notifying the Compliance Office of any changes to that team's roster by completing the Squad List Change Notification Form (F-15). Notification should be made within 24 hours of the change (either additions or deletion to the team). The Compliance Office is responsible for notifying the Financial Aid Office within 48 hours.

6.7.8 Changes to financial aid packages made by the Financial Aid Office will be documented and the Compliance Office will be notified within 48 hours. The Compliance Office will then notify the Head Coach within 24 hours of the change.

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6.8 HOUSING

6.8.1 Head Coaches are responsible for ensuring that all housing arrangements have been made for each of their student-athletes.

6.8.2 All student-athletes who are receiving a full grant-in-aid must live on campus, unless approved by the Director of Athletics in accordance with the University catalog.

6.8.3 Per Bylaw 16.5.1, no dormitory, wings, or floors of dormitories may house more than 49% student-athletes.

6.8.4 All student-athletes who are receiving a full grant-in-aid should apply for double rooms in the residence halls. Any student-athlete requesting a single room will be responsible for paying the difference in room rates. The additional room charges will not be covered by an athletic grant-in-aid. However, with the approval from the Director of Athletics, additional single or apartment room charges may be covered by an athletic grant-in-aid and/or restricted funds account.

6.9 BOOK SCHOLARSHIP

6.9.1 Student-athletes who receive books as part of their athletic grant-in-aid, must receive a book slip from the Financial Aid Office.

6.9.2 The student-athlete must then receive a copy of his/her schedule from the Registrar.

6.9.3 The student-athlete then goes to the Bookstore with his/her I.D., book slip from the Financial Aid Office and copy of his/her schedule from the Registrar. The Bookstore will issue only required course-related books to the student- athlete. The Bookstore is instructed to issue used books if available.

6.9.4 Any permissible course supplies, per bylaw 16.3.1.1.1(c), must be approved in writing by the Head Coach. The coach’s approval and relevant course syllabus is submitted to the Compliance and Finance offices for final approval to the bookstore.

6.9.5 If a student-athlete drops a course or adds a course, he/she must repeat this process. In the event a student-athlete drops a course, he/she must return all textbooks for that course to the DSAD.

6.9.6 Student-athletes receiving books through a grant-in-aid are required to get a copy of their book slip from the DSAD at the conclusion of the semester. He/she then must return their books to the bookstore and bring a copy of their receipt to the DSAD.

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6.10 STUDENT-ATHLETE EMPLOYMENT

6.10.1 Any student-athletes wishing to work, whether on or off campus, must complete the Student-Athlete Employment Form (F-31) and submit it to the Compliance Office prior to beginning employment.

6.10.2 Football Student-athletes working in a camp or clinic, whether during the academic year or in the summer, must received approval from the Director of Athletics.

6.11 SPECIAL ASSISTANCE FUND FOR STUDENT-ATHLETES (SAF)

6.11.1 The NCAA provides financial assistance to student-athletes with limited financial support. The amount allocated to JU each year is based on the number of JU student-athletes who were Pell Grant Recipients the previous academic year. This fund is controlled by the SWA with oversight from the Finance Office.

6.11.2 The SAF money is available to those student-athletes who are currently receiving Pell Grant money, demonstrate need as determined by federal methodology or those international students who can display sufficient financial need.

6.11.3 The Compliance Office reviews the SAF Program at the Student-Athlete Eligibility meeting each fall.

6.11.4 The SAF may be utilized for the following expenses:  Medical expenses (except those covered by another insurance program, either institutional or personal)  Hearing aids  Vision therapy (e.g., contact lenses, eyeglasses)  Off-campus psychological counseling  Travel expenses of student-athletes related to family emergencies  Purchase of expendable academic course supplies (e.g., notebooks, pens) and rental of nonexpendable supplies (e.g., computer equipment, cameras) that are required for all students enrolled in the course  Articles of clothing and shoes, up to $500 each year

6.11.5 The following student-athletes are eligible to apply for funds:

 Pell-eligible student-athletes (except non-qualifiers in their first year of residence), including student-athletes who have exhausted their athletics eligibility or no longer are able to participate because of medical reasons.

 Student-athletes who are receiving countable athletically related financial aid and who have demonstrated financial need as 277

determined by an analysis conducted consistent with federal methodology or the methodology used for all students at the institution.

 For a foreign student-athlete, an official student-athlete advisory entity of the institution outside the athletics department must certify in writing that the student-athlete has financial need.

6.11.6 All purchases from the SAF must receive prior approval through the SWA. The following procedures are followed when utilizing the SAF for all items except clothing and shoes:

 After approval by the SWA, the Department of Athletics will pay for the expense or the student-athlete will pay for the expense and the SAF will reimburse the appropriate party. All receipts are to be collected and submitted to the SWA along with a completed and signed Special Assistance Fund Application.

6.11.7 To be eligible for the clothing and shoe allowance student-athletes must be receiving pell grant money. The following procedures are followed when utilizing the SAF for clothing and shoes:

 Student-athletes must turn in all receipts to the SWA for approval and reimbursement.

6.12 STUDENT-ATHLETE OPPORTUNITY FUND (SAOF)

6.12.1 The Student-Athlete Opportunity Fund (SAOF) provides direct benefits to student-athletes through assistance with educational expenses and fees, health and safety expenses, personal or family expenses, and institutional academic or programming enhancements.

6.12.2 The SAOF is a separate allocation from the Special Assistance Fund, though it can be used for similar purposes.

6.12.3 The Compliance Office reviews the SAOF Program at the Student-Athlete Eligibility meeting each fall.

6.12.4 The SAOF may be utilized for the following expenses:  Educational Expenses and Fees (i.e. Summer School, Educational Supplies)  Health and Safety Expenses (i.e. Insurance, Medical Expenses)  Personal or Family Expenses (i.e. Emergency Travel, Clothing Enhancements, Travel Expenses for Family members for ceremonies)  Institutional Academic or Programming Enhancements

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(i.e. Academic Support Services, Academic Award Enhancements)

6.12.5 All purchases from the SAOF must receive prior approval through the SWA. The following procedures are followed when utilizing the SAOF for all permissible items:

 After approval by the SWA, Finance Office and the Director of Athletics, the Department of Athletics will pay for the expense or the student-athlete will pay for the expense and the SAOF will reimburse the appropriate party. All receipts are to be collected and submitted to the SWA along with a completed and signed Student-Athlete Opportunity Fun Application.

6.13 DEGREE COMPLETION AID (5th YEAR AID)

6.13.1 Student-athletes who have completed their athletics eligibility after competing for two traditional seasons who have not already graduated may apply for Degree Completion Aid.

6.13.2 Applications for Degree Completion Aid (F-32) can be acquired through the Compliance Office and should be completed and returned by April 1.

6.13.3 A committee made up of the Faculty Athletics Representative, the Director of Financial Aid, the assistant registrar, the Director of Athletics and the Compliance Office meet to determine degree completion grant recipients. Student-athletes must meet all of the criteria listed on the Degree Completion Application.

6.13.4 Student-athletes are notified by July 1 whether they have been awarded a fifth year grant.

6.13.5 Degree completion grants go towards tuition costs only and student-athletes are funded to the same grant-in-aid percentage they were awarded the previous academic year. Recipients must work in the Department of Athletics as needed per 5th year aid contract, unless previous arrangements have been made between the student-athlete and the Department of Athletics. If the student-athlete’s work obligations are not fulfilled, there may be consequences that affect their Degree Completion Aid.

6.14 SUMMER SCHOOL FINANCIAL AID

6.14.1 Summer school aid is awarded within each sport at the discretion of the Director of Athletics appointed committee.

6.14.2 Each student-athlete must complete an Application for Summer School (F-33) with Head Coach’s approval and submit to the Compliance Office by April 1st.

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6.14.3 To receive aid the student-athlete must have received athletic aid during the prior academic year.

6.14.4 Aid will go towards tuition and fees only and will be proportional to the athletic aid received during the prior academic year.

7.0 BUSINESS PROCEDURES

7.1 BUDGET PREPARATION

7.1.1 Internal Office and Director of Athletics will review the budget request and develop the overall athletic budget.

7.2 BUDGET MONITORING

7.2.1 Once the budget has been approved, the Head Coach is held accountable for staying within his/her budget.

7.2.2 Budgets updates are available on line (WebAdvisor).

7.2.3 No expenditure that exceeds the budgeted amount will be approved unless authorized by the Director of Athletics.

7.3 PURCHASE REQUISITIONS

7.3.1 A Purchase Requisition Form (Blue Sheet) (F-34) should be completed prior to all purchases and submitted to the Athletic Finance Office.

7.3.2 Failure to complete a purchase order prior to ordering leaves the Head Coach/Administrator accountable for payment and could result in further disciplinary actions.

7.3.4 For companies that do not accept purchase orders, a requisition along with that documentation should be submitted to the Internal Office to allow for alternative method of purchase to be determined.

7.4 BOOKSTORE/OFFICE SUPPLY PURCHASES

7.4.1 Office supplies are ordered on-line. Supply vendor delivers supplies directly to the purchasing designee. Designee verifies the supply invoice and forwards the invoice to accounts payable in the controller’s office.

7.4.2 All supply purchase orders after April 1, must have prior approval from the Internal Office.

7.4.3 Bookstore purchases require prior approval by Internal Office who will assign an appropriate account number. 280

7.5 DUPLICATING

7.5.1 For all on-campus duplicating jobs, the work should be taken to the Duplicating Department and the Duplicating Order Form (F-35) must be completed except for the account number. Staff members should receive an estimate for the work requested prior to the work being completed.

7.5.2 The Internal Office will then contact the Duplicating Department with an account number to be charged and approve the work.

7.5.3 The yellow copy of the Duplicating Form, which is returned with the job, should be turned in to the Internal Office upon completion of the work.

7.6 MEMBERSHIPS/SUBSCRIPTIONS

7.6.1 Individual professional memberships to various organizations require approval from Head Coaches and the Director of Athletics.

7.6.2 The membership or subscription application form should be completed by the staff member or coach requesting the membership or subscription and should be submitted to the Internal Office for approval.

7.6.3 Recruiting services need to be approved by the Compliance Office before the subscription is realized.

7.8 DEPOSITS

7.8.1 All non-ticket income must be deposited by the Finance Office. All ticket income is deposited by the Ticket Office.

7.9 NON-RECRUITING PHONE CALL PROCEDURES

7.9.1 Phone calls should be made from the office whenever possible.

7.9.2 Personal calls must be reimbursed to the University.

7.10 P-CARDS USAGE

7.10.1 P-cards should be used for university travel or emergency purchases or any other JU business with prior approval from the finance office.

7.10.2 Coaches are responsible for paying their monthly credit card statements. Reimbursement for expenses is submitted with the Travel Expense Report (F- 20). 7.10.3 Original line-item detailed receipts must accompany the expense report.

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7.11 EXPRESS MAIL

7.11.1 Express mail service should only be used for time sensitive documents.

7.11.2 The Internal Office must receive the sender’s copy of any express mail air bill.

7.11.3 No recruiting materials other than required NLI documents may be sent via express mail.

7.12 CELL PHONES

7.12.1 With approval from the Director of Athletics, based upon the job description, employees will either have their phone bill reimbursed up to $60 or the bill in full will be paid.

8.0 ATHLETIC TEAM TRAVEL

8.1 GENERAL

8.1.1 The Head Coach or designee will arrange transportation. Travel advances will be prepared by the Finance Office from TAR information.

8.1.2 Head Coach must submit itinerary and travel roster to the Compliance Office prior to receiving travel advances.

8.1.3 Head Coach or designee is responsible for reporting all travel information on the required forms.

8.1.4 Travel expenses will not be reimbursed without an approved TAR on file with the Finance Office.

8.1.5 For travel in the state of Florida the Tax-Exempt Certificate must be used where applicable.

8.2 PER DIEM

8.2.1 Team travel per diem is limited to a maximum of $25 per person broken down as follows.

Breakfast $5 Lunch $8 Dinner $12

In high cost cities to be determined by the Finance Office (e.g. New Orleans, New York City, etc.) a $30 limit is permitted.

8.2.8 Teams departing Jacksonville after 9 a.m. are not eligible for breakfast meals. Coaches should use the student meal plan whenever possible.

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8.2.3 Meal Allotment Form (F-39) must be completed when teams use per-diem. Every member of the official travel party must sign individually. Xeroxed copies are unacceptable. Head Coach or designee must provide detailed written explanation if per-diem is given and signed for in lump sums.

8.2.4 All itemized receipts, and the Meal Allotment Form are submitted on the Travel Expense Report to the Finance Office for reimbursement.

8.2.5 The Athletic Department will reimburse up to a 15% gratuity, unless another percentage is automatically included in the bill.

8.2.6 Coaches must submit to Finance Office the original itemized receipts and/or the Meal Allotment Form for all team travel.

8.3 SQUAD SIZE/TRAVEL PARTIES

8.3.1 For travel purposes, coaches should use the following numbers for maximum allowable traveling parties, per Bylaw 31.4.6.3. This includes coaches, student- athletes, managers and trainers, unless otherwise noted.

TEAM SPORTS (maximum traveling parties) Baseball 27 Basketball (M) 15 Basketball (W) 15 Football (FCS) 100 (championship game) Non-air travel games Institutional Discretion (PFL) Air travel games 55 dressed players (PFL) Lacrosse (M) 40 Lacrosse (W) 30 Rowing (W) 31 Soccer (M) 22 (players per A-Sun rule 1.10) Soccer (W) 22 (players per A-Sun rule 1.10) Softball 20 Volleyball 15

INDIVIDUAL SPORTS (minimum participants, excludes coaches, etc.) Cross Country (M) 5 (9 maximum travel squad limit) Cross Country (W) 5 (9 maximum travel squad limit) Golf (M) 5 (6 maximum travel squad limit) Golf (W) 5 (6 maximum travel squad limit) Tennis (M) 5 (8 maximum travel squad limit) Tennis (W) 5 (8 maximum travel squad limit) Track and Field, Indoor 14 (no limitation) Track and Field, Outdoor 14 (no limitation)

8.3.2 Each sport’s travel squad must be submitted and approved by the Compliance Office before departing JU’s campus for an away contest. The travel party must be limited to: (1) members of the department's official traveling party (players, 283

coaches, managers, trainers, media relations staff); (2) cheerleaders; (3) Department and/or University staff; (4) Approved passengers by Director of Athletics.

8.4 ADVANCES

8.4.1 Travel advances may be used for all travel.

8.4.2 For team travel to all away contests, the Playing and Practice Season Packet must be completed (see 12.1.4).

8.5 TRAVEL EXPENSE REPORT

8.5.1 Travel Expense Reports (F-20), accompanied by applicable receipts and TAR (F-18) must be submitted to the Finance Office upon return from the trip.

8.5.2 All receipts should be taped to plain white paper and arranged by date.

8.5.3 ALL must include detailed itemized receipts.

8.5.4 Both cash and credit card expenditures should be included on Travel Expense Report. JU will reimburse for all charges listed on the Travel Expense Report. It is then the responsibility of the individual to pay their credit card bill.

8.6 STUDENT-ATHLETE/ATHLETIC STAFF TRAVEL TO AWAY CONTEST

8.6.1 Coaches, student-athletes and athletic administration must adhere to the athletic department dress code policy. When teams travel by car, van or bus, the dress code is up to the discretion of the head coach. When teams travel by the air, all travel party individuals (coaches, student-athletes, trainers, managers, athletic administration, etc…) must dress in business attire (no jeans). When teams travel by charter flights, the dress code is up to the discretion of the Director of Athletics and head coach. For males, student-athletes can wear either collared team shirts with JU or coats and ties. For females, student-athletes can wear either collared team shirts or the equivalent to male business dress. Male coaches and staff are required to wear coats and ties, doesn’t have to be a suit. Females should wear the equivalent dress. On the road, at no time should coaches, student-athletes and athletic administration wear clothing promoting other universities. When coaches and staff are travelling by the air on university business separate from team travel, dress should be business attire (no jeans), preferably wearing attire promoting JU Athletics

8.6.2 Student-athletes must travel to any off campus contests or airport with the team. No student-athlete personal vehicles may be used. A student-athlete may be released to travel home with a parent from the competition site; however, a release must be submitted to the Finance Office in writing by the individual’s parent. 284

8.6.3 When teams are playing contest off campus, but within the city limits, student- athletes are still required to travel with team to contest. This travel excludes carpooling in student-athlete automobiles.

8.6.4 Injured student-athletes are not permitted to travel with their teams, unless it is while class is not in session (i.e. weekend, Christmas breaks, etc…). See 3.10.5 for clarification.

8.6.5.1 Any exceptions to 8.6.1-4, must be submitted and approved by the Director of Athletics

9.0 ADMINISTRATIVE/OFF-CAMPUS RECRUITING/SCOUTING TRAVEL

9.1 TRAVEL AUTHORIZATION

9.1.1 At least two weeks prior to an administrative trip, a Travel Assistance Request Form (F-18) must be submitted to the Finance Office for all out-of-town trips.

9.1.2 For any off-campus recruiting trips, the Travel Assistance Request Form must first be submitted to the Compliance Office for compliance approval. It will then be forwarded to the Finance Office for budget approval.

9.2 PROFESSIONAL DEVELOPMENT

9.2.1 All full-time staff members are permitted one professional development meeting/workshop per year at the discretion of the AD. These trips should be included when preparing upcoming budget and Travel Assistance Request form must be filled out.

9.3 STAFF PER DIEM

9.3.1 Staff per diem is $25 broken down as follows:

Breakfast $5 Lunch $8 Dinner $12

9.3.2 Individuals departing campus after 9 a.m. are not eligible for breakfast meals.

9.3.3 Coaches/administrators are responsible for expenditures over the $25 per diem. Receipts for per diem meals are not necessary. Per meal reimbursement will be for the amounts listed above. An exception to this is in certain high cost cities where a $30 limit is permitted as determined by the Finance Office.

9.3.4 The Athletic Department will reimburse up to a 15% gratuity, unless another percentage is automatically included in the bill.

9.3.5 Per diem costs must be broken down by day on travel expense report. 285

9.3.6 If you are making a day trip to attend a conference, professional development seminar, recruiting, etc. that doesn’t include an overnight stay, there will be NO per diem reimbursement with the exception of team travel and entertaining a non-employee.

9.4 ADVANCES

9.4.1 Advances can be requested from the Finance Office for all travel.

9.4.2 For recruiting travel, the Coach submits a Travel Assistance Request Form to the Compliance Office for approval. If approved, the Finance Office prepares a Check Request (F-37) if needed.

9.4.3 For administrative travel, the Head Coach/Administrator submits a Travel Assistance Request and Check Request Form to the Finance Office for approval by the Director of Athletics.

9.5 TRAVEL EXPENSE REPORT

9.5.1 Travel Expense Reports (F-20), accompanied by applicable receipts (originals for cash, copies for credit cards) must be submitted to Finance Office within five days of return.

9.5.2 All receipts should be taped to plain white paper and arranged by date.

9.5.3 ALL receipts must be itemized receipts.

9.6 MILEAGE

9.6.1 Mileage for university-related business should be submitted on a Travel Expense Report (F-20) and is reimbursable at an amount not to exceed $.55 cents per mile for personal cars. Rental or JU vehicles may only submit gas receipts, not mileage. Coaches and staff should look to use rental cars when mileage payouts are significantly more than a rental car + gas cost.

9.7 COURTESY CAR

9.7.1 Staff members are responsible for routine maintenance and repairs on their courtesy cars, unless stated in their contract. Only authorized drivers should be driving courtesy cars. If an accident occurs on business use and travel, the university insurance will pay and the employee will not be responsible for the charges. However, if an accident occurs on personal use, the employee will be personally responsible for coverage the charges of the damage.

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10.0 VEHICLE USE

10.1 GENERAL

10.1.1 The use of vehicles will be on the basis of compliance with local, state and federal laws and regulations. Alcohol, drugs and contraband will not be transported or used in any vehicle. Vehicles will not be operated while under the influence of alcohol or drugs.

10.1.2 Speeding and parking fines are the responsibility of the driver.

10.1.3 For insurance purposes, at no time will more than 15 people, including the driver, travel in a 15-passenger van.

10.2 ELIGIBLE DRIVERS

10.2.1 Only authorized drivers may operate vans, university owned, leased or rented vehicles. Authorized drivers are only contracted staff members who have completed the van driver education course through the Campus Security Office.

10.2.2.1 Drivers must coordinate with the DFO to schedule a van certificate test with the Campus Security Office. The Campus Security Office will maintain a copy of the driver’s license and driver information form.

10.3 REPORTING DAMAGES

10.3.1 An accident report must be obtained at the time of the accident or when it is first discovered and must be reported immediately through official documentation (i.e. police report, accident report) to the Finance Office.

10.4 OTHER VAN/CAR RENTALS

10.4.1 Rental vans are scheduled by the head coach or designee. Rental cars are reserved by the employee using the vehicle.

10.4.2 Pickup/return is the responsibility of the head coach or designee. Rental vans should be returned cleaned and in a responsible condition.

10.4.3 Employees should present school insurance cards when renting vehicles (no additional coverage is needed).

10.5 ELIGIBLE PASSENGERS

10.5.1 Passengers traveling on JU owned or operated vehicles must be: (1) members of the department's official traveling party (players, coaches, managers, trainers, media relations staff); (2) cheerleaders; (3) Department and/or University staff; (4) approved passengers by Director of Athletics.

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10.6 UNIVERSITY OWNED VEHICLES

10.6.1 University vehicles are to be driven only by University employees and authorized volunteers.

10.6.2 Each University driver must submit a coyp of their Florida driver’s license along with a completed Consent to Obtain State Motor Vehicle records form.

10.6.3 University vehicles including rental vehicles are covered by the University’s insurance; proof of insurance cards may be obtained from the Purchasing Office. If an employee is traveling with a rental car and extends that travel for personal reasons, University insurance will only cover the car during the period of business use; the employee will be responsible for insuring the rental car for the personal portion of the rental period.

10.6.4 Any vehicles assigned to individual employees as part of their compensation package are for their use only.

10.6.5 Employees will be personally responsible for the payment of any insurance deductible associated with damages incurred during personal use of any vehicle, owned, leased, or rented.

10.6.6 If you are involved in an accident with a University vehicle, please report it to the Office of Financial Affairs as soon as possible, but absolutely within 24 hours. Be sure to get the names, addresses, and phone numbers of all involved drivers, witnesses and passengers, and also the driver’s license and insurance information for all drivers.

11.0 EQUIPMENT

11.1 PRESEASON INVENTORY

11.1.1 Prior to the issuance of equipment, each coach should complete the preseason section of the Annual Inventory Form (F-41) for uniforms, equipment and supplies.

11.1.2 At the time equipment is issued, an Equipment / Apparel Check-out / Check-in Form (F-42) must be completed for each athlete receiving equipment. Athletes must understand that they are held accountable for all equipment checked out to them.

11.1.3 The Annual Inventory Form and all accompanying Equipment Checkout Forms should be turned in together to the Equipment Manager prior to the first competition.

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11.2 POSTSEASON INVENTORY

11.2.1 At the conclusion of the season, all equipment and supplies should be collected within two weeks.

11.2.2 Coaches will receive the Annual Inventory Form (F-41) and the Equipment / Apparel Check-out / Check-in Form (F-42) completed during pre-season from the Equipment Manager and should complete the postseason sections of these forms. These forms should then be turned in along with the End of Season Report (F-1) (see section 2.2.10).

11.3 PURCHASING

11.3.1 All equipment, uniforms and apparel should be purchased in accordance with NCAA Bylaw 12.5.4.

11.3.2 For procedures for purchasing see section 7.3 of this manual.

NCAA 16.11.1.7 Summer Vacation Policy

11.4 DELIVERY

11.4.1 Equipment and supplies will be delivered to the university post office.

11.4.2 Upon receipt, equipment and supplies will be delivered according to university policy.

11.5 STUDENT-ATHLETE CHECK OUT 11.4.1 Summer use of athletics equipment: A student-athlete may retain and use institutional athletics equipment (per the institutions normal policy) during a summer vacation perion (bylaw 16.11.1.7)

12.0 EVENT SCHEDULING

12.1 GENERAL

12.1.1 Each head coach is responsible for putting together his/her own sports schedule. However, schedules and contests should not be confirmed unless approved by the Director of Athletics!

12.1.2 All schedules should be made with the following considerations: 1. NCAA requirements 2. Conference requirements 3. Facility availability 4. Travel expenses 5. Jacksonville University Academic calendar

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6. Minimizing missed class time 7. Revenue generating potential 8. Other Athletic Events on Campus

12.1.3 Deadlines for schedule submission are as follows: Fall Sports June 1 Winter Sports Aug. 1 Spring Sports Oct. 1

Any non-conference travel outside the Southeast Region, Home tournament, conference championship bid or special event needs to be submitted in writing for approval by the Director of Athletics prior to above deadline.

12.1.4 The Playing and Practice Season Packet must be submitted to the Compliance Office by deadline listed in 12.1.3. The packet includes: Tentative schedule (including Director of Athletics approval) Athletic Schedule Approval Form (F-70) Declaration of Playing and Practice Season Form (F-XX) Coaches Status Report (F-XX) Travel Assistance Request for each trip (F-XX) Season Travel Worksheet (F-XX)

12.1.5 After review by the Compliance Office, the Finance Office will review the schedule for budgetary approval.

12.1.6 Upon approval, the Finance Office will forward a copy of the team schedule to the Media Relations Office and the DFO.

12.1.7 All schedule changes must be submitted on the Schedule Change Form, then 12.1.5 is followed above.

12.1.8 After a schedule is set by the Atlantic Sun Conference Office and becomes the contract for these contests, any request to change the schedule must be made in writing to the conference office. The Director of Athletics or designee of both institutions involved in the contests must be in agreement over the change and the change must then be approved by the conference office. Coaches may initiate schedule change discussions, but it is the administrator for the home team that must submit the schedule change request.

12.2 HOSTING CONTESTS

12.2.1 For all sports hosting regular home contests, approval for these contests will be according to guidelines in section 12.1.

12.2.2 Head Coaches wishing to host a special event, tournament or conference championship must submit all operational requirements and expenses to stage the event to the Director of Athletics.

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12.2.3 Once approval has been obtained, responsibility for staging the event will be assumed by the Department's Administration (see section 13.1).

12.2.4 Coaches are responsible for advising the administration of all games or matches held during a tournament format, even those not involving JU's teams or athletes.

12.2.5 Any event that is scheduled without following the above stated procedure will be cancelled.

12.3 GAME CONTRACTS

12.3.1 With the completion and approval of 12.1.4, an Official Athletic Contract (F- 43) for each home event or tournament will be generated by the Office Assistant, executed by the Director of Athletics (excluding games scheduled by the respective Conference Office).

12.3.2 A copy of all contracts will be kept on file by the Finance Office.

12.4 GUARANTEES

12.4.1 Home game guarantees can only be issued with the authorization of the Director of Athletics. Head Coach needs to schedule a meeting gaining approval before the guarantee is offered.

12.4.2 Payment of guarantees will be processed after the contest has occurred as stated in the contract.

12.4.3 Payment of guarantees is the responsibility of the Finance Office.

13.0 EVENT OPERATIONS

13.1 GENERAL

13.1.1 All home events for Baseball, Basketball, Football, Soccer, Softball and Volleyball will have a Game Administrator in attendance to oversee operations. Ultimately, the DFO is responsible for the operations of all events.

13.1.2 For each of the above listed sports, there will be a pre-season operational meeting held to discuss operational needs to stage home events. This will be the responsibility of the DFO.

13.1.3 A coach requesting to host a special event or tournament must receive prior approval from the Director of Athletics per 12.1.3. A list of operational needs is then submitted to the DFO. The DFO will review material and schedule a meeting with the Head Coach to discuss the particulars of the event and the needs from the Department of Athletics to support the event. Other

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administrative staff may be included in this meeting as needed. The Finance Office must approve all special events budgets.

13.1.4 All game day operations will be coordinated by the DFO and the other involved positions. ALL music for pregame, in-game and postgame HAS to be cleared by the DMT at least 24 hours before the home contest.

13.1.5 The DFO is responsible for coordinating the facility preparedness for events including support from within the Department of Athletic divisions as well as needs from various University departments (Physical Plant, Security, etc.). All requests from sports for material and manpower to support a home season or a particular game must be received 30 days prior to the first game. Requests should be directed from the Head Coach to the DFO.

13.1.6 Marketing should coordinate with the DFO all arrangements for special game- day contests, hospitality needs, etc. Any promotions that may possibly involve student-athletes must be approved by the Compliance Office (see section 17.4).

13.1.7 For each home event in Baseball, Basketball, Football, Soccer, Softball and Volleyball, Marketing and/or Media Relations will compile a complete itinerary (if needed) of all game-day activities which will be distributed to the Head Coach, the Game Administrator, Media Relations and event staff.

13.1.8 The Ticket Manager will arrange for all ticketing needs with the Finance Office. Coaches must submit their Complimentary Ticket Forms to the Ticket Manager by noon of the last business day prior to the event (see 18.0).

13.2 PAYING OFFICIALS

13.2.1 The Game Administrator is responsible for ensuring the officials complete W9s and are paid. W9s are returned to the Finance Office.

13.3 EVENT CHECKLISTS

13.3.1 The DFO will establish an event checklist for each sport/tournament and coordinate its execution, as needed.

13.4 EVENT CANCELLATION/SUSPENSION

13.4.1 Should an event need to be cancelled or suspended due to circumstances other than severe weather, the following procedures should be followed:

Conference Events  Cancelled/suspended games must follow conference policies by sport.

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Non-conference Events  Prior to the event start, the head coach will make a decision in consultation with the game administrator.  Once the game has begun, the game official will make any cancellation decisions.  If there are no officials and/or event administrator in attendance, the decision to cancel an event remains with the Head Coach.  In the event of lightning or severe weather, the Department of Athletics Lightning Policy (P-4) will be implemented.

13.4.2 If the Head coach decides to cancel the event, the following personnel must be notified:

Head Coach will notify:  Director of Athletics  Opposing Team's Head Coach  JU Coach's Team  Athletic Training Staff

Game Administrator should notify:  Athletic Administration  Officials  Media Relations staff  University Departments (Physical Plant/Security)  Event staff

Media Relations should notify:  Public  Media

14.0 FACILITY USE

14.1 FACILITY USE BY ATHLETICS

14.1.1 The DFO is the liaison with the Campus Facility Coordinator (CFC) in the Financial Affairs Office for the scheduling of all athletic activity at the athletic facilities. These facilities include Brest Baseball Field, Keith Watson Family Tennis Complex, Russell Boathouse, Swisher Gymnasium, Ashley Sports Complex and the Varsity Softball Field. ALL proposed use of these facilities by the Department of Athletics, other University departments, or outside groups must be approved by the DFO and the CFC before an event can be scheduled.

14.1.2 The Athletic Department is responsible for reserving facilities for all practices and home contests. All sports have equal access to reserving facilities per approved by the Director of Athletics. DFO receives approved schedule information from the Finance Office. A composite schedule, with both home contests and practice schedule, is then prepared by the DFO and submitted to the 293

CFC. Changes to the approved schedule are communicated via Schedule Change to the Compliance Office. Upon Compliance Office approval the schedule change will be forwarded to the Finance Office for budgetary approval. The Finance Office will distribute all approved changes to the DFO.

14.1.3 The DFO is responsible for communicating home contests and practice schedules to the CFC, Physical Plant and Campus Security.

14.1.4 Head Coaches are responsible for requesting weight room and/or training room needs to the Strength & Conditioning Coach (SCC) and Head Athletic Trainer (HAT). The SCC and HAT will prepare a schedule for hours of use and coordinate the scheduling of individual or team needs.

14.1.5 In the event of last minute or emergency facility use, all attempts should be made to contact the DFO.

14.1.6 The Department of Athletics should make every effort to be aware of athletic facility schedules and should report unscheduled use, especially by outside groups to Campus Security.

14.2 FACILITY USE BY COACHES FOR PERSONAL INTERESTS

14.2.1 Coaches are responsible for reserving facilities through the CFC for personal interests (i.e. camps, clinics, private lessons). CFC will request rental fees and liability insurance for the private use of its facilities. The Athletic Department has no involvement in this area.

14.2.2 Coaches must reserve any facilities needed (especially during the summer months) as early as possible with the CFC to ensure availability.

14.3 FACILITY USE BY NON-UNIVERSITY ENTITIES

14.3.1 Any non-university entity wishing to use JU's facilities must go through the CFC and the University Programming Council if needed. Coaches and staff of the Department of Athletics are not permitted to commit university facilities without prior approval by the CFC.

14.3.2 A Facility Request Form (F-44) is required by the CFC and is accessible on the JU web site. The CFC then emails confirmation to the requesting party.

14.3.3 Non-University entities are responsible to the CFC for executing a contract, providing public liability insurance and paying all fees for the use of the facility. It is the responsibility of the Department of Athletics to inform any non- University entity about these requirements.

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14.4 FACILITY MAINTENANCE AND REPAIRS

14.4.1 Any facility maintenance or repair needs should be reported to the DFO through and electronic submission. The DFO will then submit a Physical Plant Work Order electronically.

14.5 FACILITY USE FOR CAMPS See Section 21

15.0 HOUSING/MEALS (SCHOOL OUT OF SESSION)

15.1 HOUSING

15.1.1 Any sport requiring housing for athletes outside of the academic year or during official school vacations must submit a request in writing to the Compliance Office. A roster of student-athletes being housed must be submitted with the request.

15.1.2 Upon approval by the Compliance Office, the Head Coach is responsible for coordinating arrangements with the Housing Office.

15.1.3 Coaches should be aware of the following policies concerning housing when school is out of session:

 When school is out of session, the Housing Office will assign available housing.

 Only those student-athletes who are full-time dorm or apartment residents may stay in the residence halls when school is out of session.

15.1.4 A Coach must be present during check-in for those sports arriving prior to the start of the school year. Keys are signed out at the Residence Hall Office.

15.1.5 For any sport teams staying on campus during the Christmas Break, a coach is encouraged to be in residence with them. The dorms will be staffed by the Housing Office at all other times.

15.1.6 Housing will be provided only for those student-athletes required to be present for competition outside of the regular academic year and during official vacation periods.

15.1.7 The Housing Office allows students generally to retain housing from the period of time when the spring term ends and until the first summer school session begins. Check with the Housing Office for current regulations.

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15.2 MEALS - GENERAL INFO

15.2.1 For preseason meals, coaches can request to have their athletes dine in the cafeteria (at specified times). During these periods, all meals will be provided at the individual sport's expense.

15.2.2 During Thanksgiving, Christmas, Spring Break and summer, the cafeteria will not be open.

15.3 MEALS - REQUEST PROCEDURES

15.3.1 A Catering Request Form (F-47) must be submitted to the Finance Office for approval. The form should be submitted not less than two weeks in advance of the vacation's beginning.

15.3.2 For meals while traveling when school is out of session, see procedures in section 8.2.

15.3.3 Marketing may be able to provide trade-out meals. The AADMP distributes the trade-out meals/coupons based on the quantity of meals available and the number of teams/athletes requesting meals. See Bylaw 16.8.1.2.3 “Meal Allowance Limitation” for limitations on providing both per diem and meals from another source. Any needs for trade meals need to be given to the Marketing Office when the schedule is given to the Finance and Compliance Offices.

15.3.4 The Department of Athletics will reimburse for a 15% gratuity for each meal receipt.

16.0 MEDIA RELATIONS DEPARTMENT

16.1 DEPARTMENT OF ATHLETICS PRINTED MATERIAL

16.1.1 ALL printed material must receive prior approval from the Assistant Director of Athletics for Media Relations (AADMR) before being printed. The Director of Athletics, along with the AADMR shall make the decision on whether any material representing the Department of Athletics and Jacksonville University is printed and distributed. Recruiting materials per NCAA Bylaw 13.4.1 must also receive prior approval from the Compliance Office.

16.1.2 All JU athletic camp brochures need to be approved by the Media Relations office.

16.2 LOGO USAGE

16.2.1 There are specific guidelines set forth by the University and the Department of Athletics for the use of the official JU Athletic Logo Mark (F-48). Any use of the JU athletic logo must meet the standards and criteria that have been set forth 296

by the Athletic Department and the University in the Licensing Manual (attached in Appendix).

16.2.2 There are three valid versions of the JU Athletic logo: four-color process with PMS 3305 green; a black and white version to be used in professionally printed materials; and an outlined version to be used primarily on photocopied materials. The athletic logo and the “wordmark” is the only mark that is to be used to promote JU Athletics and all of its entities.

16.2.3 At no time shall the JU athletic logo and/or “wordmark” be altered in any way for use on printed material, uniforms, team gear and/or memorabilia. The Dolphin shall never be used separately from the “JU” logo, unless authorized by AADMR. It is to remain one logo at all times.

16.3 MEDIA RELATIONS QUESTIONNAIRE

16.3.1 All student-athletes must have on file a completed Media Relations Student- Athlete Questionnaire (F-49). These questionnaires shall be completed and returned when the student-athletes return their official National Letter of Intent and/or athletic grant-in-aid. If the questionnaire is not completed prior to arrival for classes, it must be completed on the scheduled physical examination day for each sport.

16.3.2 Staff members are required (only one time) to complete the Intercollegiate Athletic Staff Information Form (F-50) and submit it to the Athletic Media Relations Office. The form must be handwritten (a resume may be submitted only as additional information) and signed by each respective staff member. The AADMR shall keep this form on file.

16.4 MEDIA INTERVIEWS

16.4.1 All media interviews of student-athletes and coaches must be arranged through the Athletic Media Relations Office. All inquiries for interviews must be referred to the respective Media Relations contact. At no time should any student-athletes or coaches provide the media with their home telephone number.

16.5 SCHEDULES

16.5.1 Completed schedules must be submitted to the Compliance Office prior to release to any other entity, including other athletic department personnel. Once the schedule has been approved, the Compliance Office will forward a copy to the Finance Office, who will then forward a copy to the Athletic Media Relations Office.

16.5.2 A final version of the schedule will be produced according to formats set forth by the Atlantic Sun conference (when applicable) and then released for general

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purposes both internally and externally. At this point, the Athletic Media Relations Office bears responsibility for distribution of the schedule to all areas.

16.5.3 Once the schedule is completed and distributed by the Athletic Media Relations Office, a copy will be sent to each opposing team to ensure accuracy of dates and times. Any discrepancies should be immediately reported to the Finance Office.

16.6 SCHEDULE CHANGES

16.6.1 Any necessary schedule changes after the composite schedule has been approved must be submitted to the Compliance Office. Once the change has been approved, a copy of the schedule will be forwarded to the Finance Office who will then submit the final change to the Athletic Media Relations Office, which then bears responsibility for distribution of the change in schedule to all areas.

16.7 PRESS RELEASES / PUBLICITY

16.7.1 All press releases must be disseminated by the Athletic Media Relations Office.

16.7.2 In accordance with NCAA Bylaw 13.10.2, prior to the signing of a prospect to a National Letter of Intent or institution’s written offer of admission and/or financial aid, staff members may comment publicly only to the extent of confirming its recruitment of a prospect. Therefore, prior to any public release of information (i.e. release, radio or television program) a valid NLI or signed athletic grant-in-aid for the prospect must be on file with the Compliance Office and the Athletic Media Relations Office.

16.7.3 Per NCAA Bylaw 13.10.8.2.2, an institutional staff member may not assist, in any manner, with the planned announcement of a prospect’s signing of an NLI or intentions to attend Jacksonville University (i.e. press conference).

16.8 TEAM PHOTOS

16.8.1 Team photos will be arranged by the Athletic Media Relations Office. Coaches are responsible for having all team members in attendance and properly attired.

16.9 WEBSITE MAINTENANCE 16.9.1 All maintenance or updating of the athletic website (judolphins.com) will be done through the Athletic Media Relations Office. If staff members or coaches want to update their page(s), they must contact the Athletic Media Relations Office.

16.10 HISTORICAL RECORD KEEPING

16.10.1 The Athletic Media Relations Office is responsible for maintaining files and records on all present and former JU athletes, including but not limited to statistics, honors, awards, news clippings and photos. None of these items are 298

to be removed from the Athletic Media Relations Office without approval from the AADMR.

17.0 DEVELOPMENT/MARKETING

17.1 GENERAL PROCEDURES

17.1.1 All marketing activities are coordinated by the AADEA in accordance with Departmental, University, Conference and NCAA rules and regulations. The AADEA is responsible for coordinating departmental marketing efforts. Head Coaches need to fund raise for their specific sport program. The DAD will be responsible for coordinating the individual fundraising efforts. The AADEA and DAD will work closely together in all efforts.

17.1.2 Staff members are encouraged to actively assist in fund raising efforts.

17.1.3 Staff members are encouraged to assist the development efforts in prospecting donors, but may not contact prospects without prior approval from the DAD or Director of Athletics. Contracts with sponsors must be coordinated through the AADEA.

17.1.4 Development and marketing activities include, but are not limited to the following: Anyone looking to sell these items must get approval from the AADEA.  Corporate Sponsorships  Game Program Advertising  Game Program Sales  Game Promotions  Raffles/Drawings  Concessions  Merchandise  Direct Mail  Special Events (i.e. golf tournaments, banquets)

17.1.5 Specific requests to conduct fund raising/promotional activities must be submitted to the DAD via the Fund Raising Request Form (F-51).

17.1.6 Upon completion of each fund raising/promotional activity, the DAD or Coach will complete and submit a Fund Raising Activities Reconciliation Form (F-52) along with collected revenue to the Finance Office.

17.2 JU ATHLETIC ASSOCIATION (JUAA)

17.2.1 The JU Athletic Association (JUAA) is served by a Board of Directors made up of local community leaders and guided by the Director of Athletics. The primary goal of the JUAA is to support external marketing and fund raising

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programs for JU Athletics. The DAD will be responsible for administering the JUAA on a daily basis.

17.2.2 A restricted account is set up for the JUAA and each sport/program.

17.2.3 JUAA members must adhere to NCAA rules concerning representatives of athletic interests, which among other restrictions prohibits involvement in any type of recruiting activity. The Athletic Department and DAD shall bear responsibility for educating members of the JUAA in NCAA rules compliance. The DAD will send information to all boosters educating them on all NCAA rules regarding gifts and boosters.

17.2.4 All fundraising/booster groups must come under the umbrella of the JU Athletic Department.

17.3 DONATIONS - GOODS/SERVICES/GIFTS-IN-KIND

17.3.1 Donations of all goods, services or gifts-in-kind must be officially recognized by the Department.

17.3.2 All donations of goods, services or gifts-in-kind must be recorded on the In- Kind Gift Form (F-53) and is then submitted to the DAD and SADA who files it with the Institutional Advancement Office.

17.4 STUDENT-ATHLETES AND PROMOTIONAL/CHARITABLE ACTIVITIES

17.4.1 All requests for the involvement of student-athletes in University fundraising, promotional, or charitable activities are directed to the DAD. The DAD will then check with the Compliance Office, which is responsible for reviewing the request and determining that the student-athlete’s involvement does not violate NCAA, Conference or University regulations. Student-athlete involvement will be documented on the Student-Athlete Institutional / Charitable / Education Appearance Form (F-54).

17.4.2 All requests for donations to charitable organizations are handled by the Marketing Office. The Compliance Office is available to assist in the determination of whether requests for charitable donations are authorized by NCAA regulations.

18.0 TICKETS FOR JU ATHLETIC EVENTS

18.1 COMPLIMENTARY ADMISSIONS / JU STAFF

18.1.1 In accordance with NCAA regulations, the following complimentary admissions will be available to JU Coaching Staff Members:

COACHING CLASSIFICATION # OF COMP. ADMISSIONS 300

Head Coach as negotiated in the coach’s contract specific to his/her sport

Full-Time Assistant as negotiated in the coach’s contract specific to his/her sport

Volunteer Coach 2 to home contests in the coach’s sport (NCAA Bylaw 11.01.5)

18.1.2 Coaches requesting complimentary admissions to JU athletic events must complete the Staff Member’s Personal Complimentary Admissions Form (F-55) and submit it to the Director of Marketing and Tickets (DMT). This must be submitted by noon of the business day prior to the contest. Requests for weekend contests are due no later than noon of the Friday prior.

18.1.3 Last minute changes must be communicated to the DMT at least one hour prior to contest time.

18.1.4 Those receiving tickets may pick them up at Will Call on game day. All guests receiving complimentary admissions will be required to show ID and sign for their tickets.

18.1.5 Under no circumstances, may a Coach provide a prospect and or the prospect’s parents/legal guardians complimentary admission on the Coach’s Personal Complimentary Admission Form. Prospect’s coaches must be listed on the Coach’s Complimentary Admissions Form (F-56).

18.1.6 On the next business day following a contest, the Coach’s Personal Complimentary Admissions Form will be reviewed by the DMT. This review includes, but is not limited to:

 Review for signatures  Compare admissions requested and received  Proper documentation on last-minute changes  Review for accuracy  Ensure prospects and prospect’s parents/legal guardians, two-year college, high school and prep school coach have not received over the permitted complimentary admissions

18.1.7 The DMT will file all documentation for complimentary admissions.

18.2 COMPLIMENTARY ADMISSIONS/HIGH SCHOOL, 2-YEAR COLLEGE, PREP SCHOOL COACHES

18.2.1 In accordance with NCAA Bylaw 13.8.1, JU staff members may provide high school, college prep, and two-year college coaches with a maximum of two complimentary admissions (through a pass list only) to home athletic contests, which must be issued on an individual-game basis. 301

18.2.2 JU coaches must complete the Coach’s Complimentary Admissions Form (F-56) and submit it to the DMT. This must be submitted by noon of the business day prior to the contest. Requests for weekend contests are due no later than noon of the Friday prior.

18.2.3 On the Coach’s Complimentary Admissions Form, JU coaches must complete the name of the coach who is to receive complimentary admissions, his/her affiliated school and what type of school it is.

18.2.4 Last-minute changes must be communicated to the DMT at least two hours prior to contest time.

18.2.5 Complimentary admissions recipients must sign and provide identification.

18.2.6 On the next business day following a contest, the Coach’s Complimentary Admissions Form is returned to the DMT. The DMT reviews this list and a copy will be given to the Compliance Office. This review includes but is not limited to the following:

 Review for signatures  Compare admissions requested and received  Proper documentation on last-minute changes  Review for accuracy  Ensure High School, 2 year, and prep school coaches have not received over the permitted complimentary admissions

18.2.7 The DMT will file all documentation for complimentary admissions.

18.3 COMPLIMENTARY ADMISSONS / JU STUDENT-ATHLETES

18.3.1 In accordance with NCAA Bylaw 16.2.1.1, JU can provide four complimentary admissions to each home and away contest to a student-athlete in the sport in which the student-athlete is participating (either in practice or in competition), regardless of whether the student-athlete competes in the particular contest for which the tickets are received.

18.3.2 In accordance with NCAA Bylaw 16.2.1.1.2, JU may provide complimentary admissions to members of JU’s team for all contests in a tournament in which the team is participating, rather than only for those tournament games in which JU’s team actually participates. However, tickets may be provided for any such additional tournament contests only if the contest is at the site at which JU’s team participates.

18.3.3 In accordance with NCAA Bylaw 16.2.1.2, complimentary admissions shall be provided only through a pass list for the four individuals designated by the student-athlete.

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18.3.4 The Head Coach, in conjunction with the student-athletes must complete the Student-Athlete’s Complimentary Ticket Form (F-57). The Head Coach will be responsible for submitting it to the DMT. This must be submitted by noon of the business day prior to the contest. Requests for weekend contests are due no later than noon of the Friday prior.

18.3.5 Last-minute changes must be communicated to the game administrator at least two hours prior to contest time. A member of the coaching staff must request last-minute changes. The DMT must approve all changes.

18.3.6 Complimentary admissions recipients must sign and provide identification.

18.3.7 On the next business day following a contest, the Student-Athlete’s Complimentary Ticket Form (F-57) is returned to the DMT. The list is reviewed by the DMT and a copy is given to the Compliance Office upon request. This review includes, but is not limited to the following:

 Review for signatures  Compare admissions requested and received  Proper documentation on last-minute changes  Review for accuracy

18.3.7.1 The DMT will file all documentation for complimentary admissions.

18.4 COMPLIMENTARY ADMISSIONS / PSA (OFFICIAL & UNOFFICIAL VISITS)

18.4.1 In accordance with NCAA Bylaws 13.6.6.2 and 13.7.2.1, JU may provide a maximum of three complimentary admissions to PSA’s on official and unofficial visits.

18.4.2 Coaches must complete the PSA Complimentary Admissions Form (Official Visits or Unofficial Visits) (F-21) and submit it to the Compliance Office. This must be submitted by noon of the business prior to the contest. Requests for weekend contests are due no later than noon of the Friday prior. Once the Compliance Office has approved the form, it will be submitted to the Ticket Manager.

18.4.3 Complimentary admissions recipients (the prospect and those persons accompanying the prospect) must sign and provide identification.

18.4.4 Last-minute changes must be communicated to the DMT at least two hours prior to contest time. A member of the coaching staff must request last-minute changes. The game administrator must approve all changes.

18.4.5 For PSA’s on an official visit, the coach should complete the Entertainment section of the Official Visit Summary Form (F-27) (see section 5.13).

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18.4.6 On the next business day following a contest, the DMT and the Compliance Office should review the PSA Complimentary Admissions Form. This review will include, but is not limited to:

 Review for signatures  Compare admissions requested and received  Proper documentation on last-minute changes  Review for accuracy

18.4.7 The DMT will file all documentation for complimentary admissions.

18.5 TICKETS / JU ADMINISTRATION, STAFF, FACULTY & DEPARTMENTAL RETIREES

18.5.1 Football and Basketball season tickets are available to all JU Athletic Department Coaches and Staff. A memo/email will be distributed prior to the beginning of each season outlining the procedure for acquiring season tickets. Administration, Department of Athletics Staff and Coaches are permitted four season tickets upon request, unless stated in their contract. Identification may be required to claim season tickets at the Department of Athletics.

18.5.2 Additional tickets may be purchased at face value prior to the game at the JU Athletic Ticket Office or at the game, however same seating preferences may not be available.

18.5.3 For JU Administration, Faculty and Staff, general admission tickets to JU Basketball, Football, Soccer and Baseball games will be available at the field ticket booth. Entrance into games is free with presentation of a JU ID with a limit of four tickets available to immediate family members only.

18.5.4 Department of Athletics personnel who retire after a minimum of 10 (ten) years of continuous service will receive two season tickets for Football, Men's & Women's Basketball, Soccer and Baseball.

18.6 TICKETS / JU STUDENTS

18.6.1 JU students will be admitted on a general admission basis to regular season Football, Basketball, Soccer and Baseball games by presenting a valid JU identification card. Guests of students who are not JU students must purchase a ticket prior to the event or at the game.

18.7 TICKETS / COMMUNITY GROUPS

18.7.1 All requests for reduced-price or complimentary admission by community or youth groups must be approved by the Compliance Office.

18.7.2 Departmental policy on special group admissions is up to $5.00 off per ticket for groups of 20 or more. 304

18.8 SEATING BASKETBALL / FOOTBALL / SOCCER / BASEBALL

18.8.1 The DMT will assign reserved seating for Administration, Faculty and Staff.

18.8.2 Student seating for Basketball will be in the South Bleachers. Students must use the lower entrance located on the west side of Swisher Gymnasium.

18.8.3 Student seating for Football and Soccer will be in any general admission seating area.

18.8.4 Student seating for Baseball will be in the general admission seats located above the reserved seats and in the bleachers located down the third base line.

18.9 SEATING / OTHER JU ATHLETIC EVENTS

18.9.1 Seating for students, Administration, Faculty and Staff is first come, first serve with no reserved seating available.

19.0 ATHLETIC TRAINING PROGRAM

19.1 GENERAL

19.1.1 Jacksonville University, through its athletics director, is responsible for establishing a safe environment for its student-athletes to participate in its intercollegiate athletics program

19.1.2 Responsibilities of the Athletic Training Department include, but are not limited to Prevention, Recognition, Evaluation, and Immediate Care, Rehabilitation and Reconditioning of Athletic Injuries, Health care administration, and Professional Development and Responsibility. 19.2 PERSONNEL AND RESPONSIBILITIES

19.2.1 Certified Athletic Trainers shall practice within a written protocol established between the Athletic Trainer and a supervising licensed Physician.

19.2.2 The Director of Athletics will assign the duties and responsibilities of the Head Athletic Trainer. The Head Athletic Trainer also serves as the primary liaison with all team physicians and support medical personnel.

19.2.3 Associate and Assistant Athletic Trainers will operate under the direction of the Head Athletic Trainer and the supervising Team Physician. Duties, responsibilities and team coverage will be assigned by the Head Athletic Trainer and will cover all facets of Athletic Training.

19.2.4 Intern Athletic Trainers will operate under the direction of the Head Athletic Trainer and/or Associate/Assistant Athletic Trainers, and the supervising Team Physician. Duties, responsibilities and team coverage will be assigned by the staff Athletic Trainer and will cover all facets of Athletic Training. 305

19.2.5 Student Athletic Trainers, as assigned by the Director of the Sports Medicine and Athletic Training Program at the University of North Florida, will be directly supervised by a certified staff athletic trainer from Jacksonville University. All Student Athletic Trainers will be expected to follow the guidelines set forth by the National Athletic Trainers Association and the Sports Medicine and Athletic Training Program at the University of North Florida. The supervising Certified Athletic Trainer will assign duties and responsibilities.

19.2.6 The Team Physicians have absolute authority in determining the health status of an athlete who wishes to participate in intercollegiate athletes at Jacksonville University. He/She is the final authority in the determination of whether or not an athlete should be permitted to return to practice or competition following injury or illness.

19.2.7 A consulting medical specialist or second opinion may be called on referral by the Team Physician or Athletic Training Staff to better care for the student- athlete.

19.3 PHYSICALS AND REQUIRED PAPER WORK

19.3.1 In order to schedule physicals, coaches must provide in writing to the Head Athletic Trainer the date athletes will report for preseason practice and a preliminary roster. The due date is June 1. A complete roster is due to the Head Athletic Trainer by July 15. The rosters must delineate between new and returning participants in athletics at Jacksonville University.

19.3.2 All athletes must complete the Physical process and turn in all required paper work prior to participating in any athletic activity. Each Head Coach will be given a template of the forms needed before May 15. It is the coach’s responsibility to make copies and distribute to each athlete and collect completed forms. All forms are due August 1.

19.3.3 First year participants must provide (on the form provided) a current original physical evaluation performed by an U.S. licensed M.D. or D.O. physician clearing them for participation in intercollegiate athletics. The Pre-participation Athletic Physical Evaluation form, in addition to the Health Questionnaire, Orthopedic History, Athletes Personal/Insurance Information, Medical Bill Policy, and Consent/Release forms will be sent to each new athlete by their coach. The forms may also be obtained from the Athletic Training Department.

19.3.4 All returning athletes will complete an interim medical history questionnaire and evaluation. Any athlete that has had or is having medical problems since their last pre-participation examination will be interviewed to determine if a re-check exam is warranted. Every returning athlete will be required to complete the Athletes Personal/Insurance Information form each year and provide enlarged copies of the front and back of their insurance cards. The Personal/Insurance Information form will be distributed as in 19.3.3.

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19.3.5 Orthopedic examinations are provided for all new recruited athletes. The Athletic Training Staff or coaching staff may identify returning athlete that need Orthopedic re-checks as per 19.3.4. This may include but not limited to currently having medical problem, has not been released to full participation, or on request of athlete.

19.3.6 A form is considered complete when all information is filled in, signed and dated where required. A clean, enlarged copy of the front and back of the insurance card is required for the Athletes Personal/Insurance Information form.

19.3.7 If changes need to be made to any form, it is the athlete’s responsibility to immediately update the form during the school year.

19.3.8 Walk-on/Try-outs must: provide a current original physical evaluation performed by a U.S. licensed M.D. or D.O. physician clearing them for participation in intercollegiate athletics; complete and have on file - the Health Questionnaire, Orthopedic History, Athletes Personal/Insurance Information with an enlarged copy of the front and back of the insurance card and execute the Walk-on/Tryout Waiver form prior to participating in any athletic activity. An Orthopedic Evaluation will be scheduled after the athlete has been added to the official team squad list. 19.3.9 All athletes that engage in summer and voluntary workouts at JU must complete and have on file: an original physical evaluation performed by a U.S. licensed M.D. or D.O. physician clearing them for participation in intercollegiate athletics, the Health Questionnaire, Orthopaedic History, Athletes Personal/Insurance Information with an enlarged copy of the front and back of the insurance card and execute the Summer and Voluntary Workout Waiver.

19.4 TREATMENT AND REHABILITATION HOURS

19.4.1 The hours of operation of the Athletic Training Rooms will be posted at the beginning of each semester. The Athletic Training Room at the Athletic Fieldhouse will serve as the primary training room. Training Rooms at Swisher Gym and the Baseball Field will serve as satellite facilities for practice and games.

19.4.2 Morning treatments at the Athletic Fieldhouse will serve as the primary treatment and rehabilitation for most injuries. Afternoon treatments will be second treatments and pre-practice preparations. All injured athletes will be required to attend both morning and afternoon treatments unless excused by the Athletic Training Staff.

19.4.3 If practice occurs at times other than during the regularly scheduled athletic training room hours, the training room will open one hour prior to the start of practice unless otherwise announced.

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19.5 PRACTICE COVERAGE

19.5.1 Practice schedules must be submitted, in writing, at least one week in advance to allow for Athletic Trainer coverage. Any changes must also be submitted in writing as soon as possible.

19.5.2 The Head Athletic Trainer will assign athletic training coverage for practice. Assignments will be based on the NATA Recommendations and Guidelines for Appropriate Medical Coverage of Intercollegiate Athletics, experience, expertise, availability of the Athletic Trainer, and as directed by the Director of Athletes.

19.5.3 It is the coaches’ responsibility to have their athletes in the athletic training room early enough to complete all pre-practice procedures prior to the start of the practice session. There will be no treatments during practice time.

19.5.4 Practice will close with the administration of post practice treatments when needed.

19.6 GAME COVERAGE

19.6.1 The Head Athletic Trainer will assign on-site athletic training coverage. Assignments will be based on the NATA Recommendations and Guidelines for Appropriate Medical Coverage of Intercollegiate Athletics, experience, expertise, availability of the Athletic Trainer, and as directed by the Director of Athletics. 19.6.2 On-site Team Physician coverage for home events will be based on availability. A Team Physician will be on-call for all home events when no on-site coverage is available.

19.6.3 An Advanced Life Support Unit will be on-site for all Home Football games.

19.6.4 Appropriate equipment and supplies for emergencies, first aid and hydration will be made available.

19.7 ATHLETIC INJURIES/ILLNESS REPORTING & MEDICAL REFERRALS

19.7.1 All athletic injuries/illness must be reported to the Athletic Training Staff immediately. If an athletic trainer is not available on-site, in the athletic training room, by phone or beeper, the coaching staff must be notified and appropriate first aid or emergency care should be provided (see 19.13 and 19.15). The Athletic Training Staff must be notified as soon as possible. Failure to report an injury/illness in a timely manner may reduce or terminate Jacksonville University's involvement. 19.7.2 Except in cases of extreme emergencies, if an injury occurs during a countable athletically related activity requires a physician’s care other than that of the University’s Infirmary and/or Sports Medicine Clinic, only the Athletic Training Staff can authorize the arrangements. The University will not be responsible for 308

any unauthorized medical expenses or expenses incurred from physician consultations for the purpose of a second opinion unless referred by the team physician or authorized attending physician and authorized by JU staff athletic trainer.

19.7.3 The Athletic Training staff will provide immediate evaluation, first aid, injury management and rehabilitation. If necessary, a medical diagnosis and prescribed treatment and rehabilitation will be made through the Team Physician, University’s infirmary or support medical professional. A Team Physician is in the Fieldhouse Training Room as posted. Athletes may request to be seen or the athlete may be referred by their coach or by the athletic trainer.

19.7.4 If the student-athlete and/or parents prefer to use outside medical providers of their choice, the following guidelines will be enforced. The athletic department will: A. Assume no financial responsibility for any expense incurred. B. Not allow the student-athlete to participate until the following: 1. Receive detailed written reports and other medical records from the other medical provider(s). 2. Receive written release to return to participation from other medical provider. 3. Demonstrate full skills and abilities necessary to compete in their selected sport. 4. Passes an evaluation from the University’s team physician. C. The guidelines (19.7.4. A & B) are also enforced for any student-athlete who seeks medical care for injuries during the off-season and/or during non- countable athletically related activities.

19.8 MEDICAL BILL PAYMENT

19.8.1 Primary insurance coverage is the athlete’s personal health insurance. It is the athlete’s and/or parents’ responsibility to ensure that all claims are processed with their insurance company. This includes, but not limited to, primary care physician and insurance company notification and gaining referrals.

19.8.2 Jacksonville University has secondary insurance coverage. When filed properly with the athlete’s personal health insurance, if the primary insurance denies the claim or does not cover the entire bill, JU and/or insurance carrier will pay the balance when the Head Athletic Trainer or our insurance carrier receives the following:  All available itemized bills (HCFA 1500 or UB92) for medical service. “Balance Due” bills are not acceptable.  Explanation of Benefits (EOB) from insurance plan. There should be an EOB for each itemized bill submitted for payment. 19.8.3 Jacksonville University is not responsible for: a) pre-existing conditions, b) injuries/ conditions that occur during non-countable athletically related activities. This includes, but not limited to: voluntary workouts/training/play. c) medical bills resulting from a countable athletically related injury/conditions 309

when proper procedure is not followed or processed in a timely manner. d) unauthorized medical expenses including expenses incurred from physician consultations for the purpose of a second opinion unless referred by the team physician or authorized attending physician and authorized by a JU staff athletic trainer.

19.9 VISITING TEAM INJURED ATHLETES 19.9.1 Visiting team Athletic Trainers and Team Physicians will be given assistance in emergency care and the use of athletic training room facilities. Certified Athletic Trainers will have full access to all modalities. Student Athletic Trainers will be assisted with modality uses when a written prescription from a Certified Athletic Trainer or Physician is provided.

19.9.2 Visiting athletes that travel without an Athletic Trainer and injured during their stay at JU will be evaluated and provide with appropriated first aid and/or medical referral.

19.9.3 The JU Athletic Training Staff will only provide electrical modalities to injured visiting athletes that travel without a Certified Athletic Trainer when a written prescription from a Certified Athletic Trainer or Physician is provided.

19.10 ATHLETIC TRAINING ROOM USAGE

19.10.1 The use of the athletic training room is for current Jacksonville University athletes, visiting team athletes and patients of HealthSouth.

19.10.2 Other JU students, staff and university personnel may use the facility for first aid or when authorized by the Athletic Training Staff.

19.10.3 No athlete will be allowed in the athlete training room without athletic trainer supervision. There will be no unsupervised treatment. It is the athlete’s responsibility to complete the treatment sign-in sheet.

19.10.4 Only the Athletic Training Staff may operate the therapeutic modalities.

19.10.5 Proper behavior is required. Violations may result in the immediate suspension of training room privileges.

19.11 SEVERE WEATHER AND LIGHTNING POLICY

19.11.1 The University has adopted a Severe Weather and Lightning Policy based on the recommended guidelines of the National Weather Service, National Athletic Trainers’ Association position statement, and National Collegiate Athletic Association sports medicine handbook. 310

19.12 BLOODBORNE PATHOGEN EXPOSURE CONTROL PLAN

19.12.1 Jacksonville University Athletic Department personnel will follow the University’s Exposure Control Plan as mandated by Occupational Safety and Health Administration (OSHA). 19.12.2 The plan establishes procedures for preventing exposure of athletic trainers, equipment managers, coaches, athletes and other personnel to pathogens contained in blood/body fluid spills, to provide for documentation of training, and to provide follow-up action and documentation of accidental exposure. 19.13 EMERENCY MEDICAL PLAN

19.13. 1 The emergency medical plan is designed to give game administrators, athletic trainers, coaches and managers a set of guidelines to follow in the event of traumatic injuries that may occur during athletic activity. The components of this plan include information on personnel, communication, equipment, transportation, and venue directions.

19.13.2 All athletic personnel associated with practices, competitions, individual workouts, and strength and conditioning sessions should review and practice the emergency plan.

19.13.3 A copy of the Emergency Guidelines For Injured Athletes will be posted in each athletic training room, near the phone. Copies will also be made available to all athletic department personnel.

19.14 HYDRATION POLICY

19.14.1 The hydration policy is based on recommendations from the National Athletic Trainers’ Association, National Collegiate Athletic Association, Professional Football Athletic Trainers Society, and David Murray, MD at Baptist Medical Center.

19.14.2 The hydration policy is designed to give athletic trainers, coaches, and administrators a set of guidelines to follow throughout the season.

19.15 INJURIES/ILLNESS WHEN ATHLETIC TRAINER IS NOT ON-SITE

19.15.1 Refer to the Emergency Guidelines for Injured Athletes (see 19.13.3).

19.15.2 If not limb/life-threatening and immediate treatment is needed, contact an Athletic Trainer. If you cannot reach an athletic trainer, transport to Family Care Center of Arlington, (6484 Ft. Caroline Road). Hours of operation are: 8am – 8pm, Monday- Friday, 9am – 4 pm, Saturday. On-call all other hours (744-7300). Serious injuries/illnesses should be transported to the emergency room. Baptist Medical Center is the preferred hospital. Report injury/illness and results of doctor visit to athletic trainer as soon as possible.

19.15.3 If not limb/life-threatening and immediate treatment is not needed, the athlete should report to the Athletic Training Staff as soon as possible. Failure to report an 311

injury/illness in a timely manner may reduce or terminate Jacksonville University’s involvement.

19.16 STUDENT HEALTH INSURANCE PROGRAM at JACKSONVILLE UNIVERSITY

19.16.1 Jacksonville University requires all full-time traditional undergraduate students to carry a blanket accident and health insurance policy. Markel Insurance Company has been chosen to underwrite and administer a Student Health Insurance Program specifically designed for JU students. Students may choose to maintain health insurance independently or you may purchase this coverage available through the University. If a student has local coverage under their existing plan and does not want JU's coverage they must submit a waiver with a copy of their insurance card (front & back). Students without complete and proper waivers will be automatically enrolled in the Student Health Insurance Program. The insurance cost will be added to the student account.

If the student has other coverage, they should consider the following before making their decision to complete the waiver form:

 Review their current health plan, if they are a member of an HMO or PPO; please be certain of service available in the Jacksonville, FL area. Many plans have geographic limitations.  Their family policy may not cover you after you reach a certain age. Plan ahead. Don't wait until this occurs and they find them self without protection.  Given the above, they should consider the low cost of this plan for 12 months protection. Their participation will provide them with coverage that can fill the gaps of primary coverage or financial assistance at a time when they need it the most.  19.16.2 Student Health Insurance - Waiver Waiver Forms are available to those students who have other coverage in the controller’s office or by completing the Athletes Personal/Insurance Information with an enlarged copy of the front and back of the insurance card or on-line at http:www.ju.edu/administration/controllers_studentHealthInsurance.asp

19.17 CATASTROPHIC INJURY PLAN

19.17.1 The catastrophic injury plan at JU is designed to give game administrators, athletic trainers, coaches and managers a set of guidelines to follow in the event of catastrophic and/or life altering injuries that may occur during athletic activity. The emergency action plan at JU will be followed with regards to a home competition and/or practice.

19.17.2 A member of the JU sports medicine staff, coaching staff, and/or administration will accompany the injured student-athlete to the medical facility. This person

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will be responsible for giving updates on the condition of the student- athlete.

19.17.3 The head athletic trainer will be notified of the situation. The sports medicine staff will notify the following: . Director of Athletics . Team Physician

19.17.4 The Director of Athletics will notify other administrators as he sees necessary (i.e. President (General Counsel), SWA, SADA, Student Counseling Center). Updates will be provided as they come from the attending physician.

19.17.5 A member of the sports medicine staff, JU administration, and/or coaching staff will make every effort to notify the student-athlete’s family and/or next of kin. Updates will be provided as they come from the attending physician.

19.17.6 A member of the sports medicine staff, JU administration, and/or head coach will meet with players and assistant coaches in the locker room to update them on the situation. It is strongly encouraged that no one speaks with the media about the emergency situation.

19.17.7 As soon as the student athlete’s family and /or next of kin have been notified, the sports medicine staff, team physician, had coach, and Director of Athletics, in consultation with the JU media relations department, may release a statement. A statement may only be released when the family and/or next of kin have given their consent and/or the team physician, President and Director of Athletics must approve the statement.

19.17.8 A member of the sports medicine staff and/or designee will be responsible for confiscating all equipment and materials involved and placing them in a secure area.

19.17.9 HAT should document all events and all individuals involved in the event by completing the incident review form.

20.0 VARSITY AWARDS

20.1 VARSITY AWARDS

20.1.1 Head Coaches must submit all award nominations to the Director of Athletics (F-69). The varsity awards are as follows: 1st Year Letter Winner Cube/Paper Weight 2nd Year Letter Winner Computer Bags 3rd Year Letter Winner Chair 4th Year LetterWinner Watch

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20.2 VARSITY AWARDS CRITERIA (for use in F-1)

20.2.1 Head Coach must base nominations for awards on the following criteria:  Be in good standing of team and JU rules  Practice regularly  Complete the season as an eligible member of the team  Make a significant contribution to the team  Maintain an attitude which reflects positively on him/her and the team

20.2.2 In order for a student-athlete to qualify for the above gifts, he or she must participate and compete in at least one athletic contest in their competitive year. Golf student-athletes only have to compete in one tournament to receive the above gifts.

20.3 CONFERENCE CHAMPIONSHIP AWARDS

20.3.1 For sports that compete in both a regular season conference schedule and a postseason conference tournament the following championship recognition honors apply. If the team wins or ties for the regular season championship, members of the team will receive a watch as selected by the department. If the team goes on to win the conference tournament most likely putting them into NCAA postseason play, they will then forgo the watch and receive a ring.

For sports that compete in only a conference championship event, the following honors apply. If the team wins the conference championship event, members of the team will receive a ring.

For sports that only compete in conference regular season games and the champion is then determined, if the team wins or ties for the regular season championship and is therefore deemed the champion or co-champion, members of the team will receive a ring.

If an individual off a team is selected to compete in the postseason and goes on to win a NCAA National Individual Championship, that individual will receive a ring.

20.4 DEPARTMENTAL AWARDS

20.4.1 Department of Athletics Team GPA Award This award is given to the team that has the highest grade point average for the previous academic year. 20.4.2 Douglas B. Milne Sportsmanship Award (F-67) This award is given to the student-athlete “who has demonstrated excellence in athletics, academics, leadership, and sportsmanship.” Coaches submit nominations and the recipient is decided by committee. 20.4.3 Senior Student-Athlete Award (F-68) 314

This award is to be given each year to the outstanding student-athlete based on the following criteria:  Senior Class standing  Minimum 3.2 GPA  Rated “outstanding” by coach  Presents tangible evidence of volunteer activities

20.4.4 Department of Athletics Academic Excellence Award Presented annually to the senior male and female student-athlete who has recorded the highest cumulative grade point average, while participating in his or her respective sport for at least two years.

21.0 SPORTS CAMPS AND CLINICS

21.1 GENERAL DEFINITIONS

21.1.1 A Jacksonville University sports camp or instructional clinic is any camp or clinic that is owned or operated by Jacksonville University or an employee of the Jacksonville University Department of Athletics, either on or off its campus, and in which prospective student-athletes participate. (NCAA Bylaw 13.12.1.1)

21.1.2 A diversified sports camp is a camp that offers a balanced camping experience, including participation in seasonal summer sports and recreational activities, without emphasis on instruction, practice or competition in any particular sport. (NCAA Bylaw 13.02.1.1)

21.1.3 A specialized sports camp is a camp that places special emphasis on a particular sport or sports and provides specialized instruction in the sport(s). (NCAA Bylaw 13.02.1.2)

21.1.4 A prospective student-athlete (prospect) is a student who has started classes for the ninth grade. In addition, a student who has not started classes for the ninth grade becomes a prospective student-athlete if the institution provides such an individual (or the individual's relatives or friends) any financial assistance or other benefits that the institution does not provide to prospective student-athletes generally. (NCAA Bylaw 13.02.11) 21.2 REQUESTS TO CONDUCT A CAMP/CLINIC

21.2.1 Any Jacksonville University Department of Athletics staff member wishing to conduct a sports camp or clinic must complete a Camp/Clinic Description Form (F-71) and submit it prior to the camp to the Compliance Office. Once the request has been filed, that staff member shall become the Camp Director and bear all responsibility for the camp/clinic.

21.2.2 This form must be completely filled out and turned in to the Compliance Office no later than 3 months prior to the anticipated start date of the camp/clinic.

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21.2.3 The Compliance Office will set a meeting time to review the NCAA Camps and Clinics rules and related information with the Camp Director(s). This meeting may be one of the monthly rules education sessions attended by all coaches.

21.3 CAMP/CLINIC RESPONSIBILITY

21.3.1 The Camp Director bears full responsibility for following the regulations of Jacksonville University and the NCAA.

21.3.2 At all times, the Camp Director is expected to work in cooperation with the Compliance Office and the Finance Office. All requests relative to the camp/clinic must be responded to in a timely manner and the camp director is expected to maintain complete documentation (F-72-78) according to NCAA regulations (see section 21.6.2).

21.3.3 Scheduling of facilities must be arranged and approved through the CFC and the University Programming Council. The arrangement of housing and of meals is the sole responsibility of the Camp Director and must be dealt with through the normal university channels handling those areas.

21.4 CAMP/CLINIC PROMOTIONS

21.4.1 All printed camp/clinic material must be cleared and designed through Media Relations. Also, all printed material should be submitted to the Compliance Office to ensure compliance with NCAA regulations. It is imperative that these printed materials be submitted prior to going to press so that any corrections can be made. Camp Directors not submitting materials as requested may forfeit the opportunity to operate a camp/clinic the following year (see section 16.1.1).

21.5 CAMP/CLINIC EMPLOYEES

21.5.1 Per the Camps/Clinics packet, a complete listing of all camp/clinic employees must be submitted including duties and salary.

21.5.2 Camp Directors are expected to follow all NCAA regulations concerning the employment of student-athletes, High School and 2-Year College Coaches. 21.5.3 Any student-athlete wishing to work at either a JU or another institution’s operated camp/clinic, or a private camp/clinic must fill out a Summer Employment Form (F-13). This form must be submitted to the Compliance Office prior to committing themselves for employment (see section 6.10).

21.6 CAMP/CLINIC FINANCES

21.6.1 In accordance with NCAA Bylaw 11.2.2, Department of Athletics Staff members must complete the Individual Approval Form for Athletically Related Income (F-7). Copies of this form will be kept on file with the Compliance Office. This form must be completed prior to the start of the academic year for 316

all earnings and during the previous academic year. Camp/clinic revenue would be included in this income (see section 2.5).

21.6.2 Camp Directors will be expected to have proper documentation of all expenditures and revenue for camps/clinics and will be asked to produce this documentation for a review by the University’s Internal Auditor. Forms required for submission at the conclusion of camp are:

 Sports Camp/Clinic Payment Ledger (F-72)  Sports Camp/Clinic Refund List (F-73)  Individual Discounts (F-74)  Group Discounts (F-75)  Sports Camp/Clinic Staff & Compensation (page 1) (F-76)  Sports Camp/Clinic Staff & Compensation (page 2) (F-77)  High-School/Two-Year College Coaches’ Clinic Work Sheet (F-78)

Section 900/1.1 Enrollment Services Subject: Admissions Policy and Procedures

I. Overview of the Admission Process

1.1 Freshmen applicants must submit:

1. A completed application. Application for admission may be obtained online at www.ju.edu/apply. 2. A $30 nonrefundable application fee. 3. Official copy (ies) of secondary school transcript(s). 4. Official copy (ies) of SAT or ACT test results. 5. A counselor recommendation or letter of recommendation if requested. 6. A writing sample if requested.

a. Applicants who have not earned a high school diploma, but who have received a high school equivalency diploma or certificate from their state by satisfactory performance on American Council of Education’s Tests of Educational Development (GED), must submit a copy of their GED certificate along with the application for admission.

b. Every freshman applicant must submit scores on the Scholastic Assessment Test (SAT) of the College Entrance Examination Board or the American College Test (ACT) of the American College Testing Program

c. Admission to Jacksonville University is competitive. JU seeks students from a variety of backgrounds with strong academic preparation who can contribute to and benefit from the University’s many academic and co-curricular programs. JU seeks to admit students who have the background necessary to be successful academically. The most important factors in the admission decision are the academic record and standardized test scores. The student’s academic record carries more weight than standardized test scores. Jacksonville University considers courses taken grades attained, and class standing as parts of a student’s 317

academic record. Other factors which may be considered include recommendations, leadership potential, extracurricular and service-related activities, special talents, and the ability to contribute positively to the campus community. Jacksonville University does not discriminate against applicants based on ethnicity, creed, gender, sexual orientation, political affiliation, national origin or disability.

d. Interviews with an admission counselor are strongly encouraged during an arranged visit to the campus.

e. To be considered for admission, students must satisfactorily complete, or be in the process of completing, a standard college preparatory program. Students applying for admission must complete the following minimum requirements:

1. Four (4) units of English; 2. Three (3) units of mathematics (algebra I and II and geometry); 3. Three (3) units of natural science (preferably, two (2) units as lab sciences); 4. Three (3) units of social sciences (history, civics/government, political science, psychology, sociology, economics)

Factors consider in the Admissions Decision:

1. HS GPA 2. HS Course selection 3. Standardized test scores 4. Recommendations 5. UG GPA (graduate students) 6. GMAT scores

1.1.2 HOME-SCHOOLED APPLICATION

Jacksonville University recognizes and appreciates students who have been educated in a home school setting. In order to make an informed admission decision, all home-schooled students will be reviewed by the Admission Review Committee (ARC) under the following guidelines:

1. SAT or ACT scores are required. 2. Two (2) letters of recommendation evaluating the student’s academic potential from qualified educators or evaluators outside of the home-school environment. 3. An official academic transcript. 4. A portfolio that includes: 5. Two (2) writing samples of not less than 100 words. 6. A bibliography of reading completed and texts used. 7. A description of the curriculum for grades 9-12. 8. An interview with the Office of Admission is strongly encouraged.

The Admission Review Committee will review the application materials of each home-schooled applicant and determine the admissibility of the applicant. The ARC reserves the right to consult with

318 and receive recommendations from faculty members in appropriate disciplines in reviewing the portfolio.

1.1.3 Application Deadlines

New undergraduate students are considered for admission prior to the beginning of the fall and spring semesters and the summer sessions.

1. Applications for the fall semester should be received no later than June 1. For freshman and transfer applicants, priority will be given to applicants whose files are complete by March 1. Applications received after this date is considered as long as space is available. For transfer applicants, the application for admission and all supporting papers should be submitted at least 30 days before the date of registration for any term to allow adequate time for processing.

Due to U.S. Department of State regulations governing the issuance of the student visa, a completed application and supporting documents should be submitted by the following recommended filing dates:

a. June 1, for the fall semester b. November 1, for the spring semester c. March 1, for the summer semester

Exemptions include applicants who are in the United States on another visa or who are awaiting test results, final grades, NCAA Clearinghouse final ruling or other supporting documents that are beyond the student’s immediate control. The applicant may be accepted to JU in such cases, but an INS Form I-20 AB will not be sent until all documentation required by Immigration has been received.

1.1.4 Early Admission

A student of unusual maturity, whose high school record shows excellent academic performance through the junior year in a college preparatory program and whose scores on a standardized aptitude test are high, may apply for admission to the University for Enrollment after the junior year in high school. A strong recommendation from the high school is expected, and the candidate should interview with the Office of Admission either in person or by telephone.

1.1.5 Dual Enrollment Program

The dual enrollment program is designed primarily for high school seniors who, along with their guidance counselors, feel that their academic program would be enriched by college-level courses. The non-degree application for admission to JU is required with the indication that the student is applying for dual enrollment. The following supporting data must be submitted with the application: 1. Scholastic Assessment Test (SAT) of the College Board (PSAT may be submitted) or the American College Test (ACT); 2. An official copy of the secondary school transcript, including grades through the junior year; and 3. Guidance counselors’ recommendation, including a statement in support of allowing the student to attend both high school and college at the same time.

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1.1.6 Admission Notification

Consideration of the application will follow receipt of all required and/or requested materials. Applicants are notified of their admission on a rolling basis. Applications received after June 1 will be considered on a space-available basis. Students who are enrolled in high school or college at the time of their admission to JU are expected to maintain the same level of academic achievement throughout the remainder of the school year. If a student’s academic performance falls below a satisfactory level after the student has been admitted to JU, the acceptance may be rescinded. Final high school or college transcripts must be sent to the Office of Admission as soon as possible after completion of the school year or term.

1.1.7 Enrollment Deposit

Admitted new undergraduates are required to pay $300 enrollment deposit to confirm their plans to attend JU. Upon matriculation and registration for classes, the new undergraduate student’s enrollment deposit is applied to that student’s account. In the case of students who reside in University residence facilities, $100 is applied as the student’s residence hall damage deposit, and $200 is applied to the student’s account. Deposits should be paid by major credit card, check, or money order payable to Jacksonville University. International students must pay their enrollment deposits by major U.S. credit card, international money order or make arrangements to pay the deposit by wire transfer. Contact the Office of Admission for details.

Requests for deposit extensions or deposit waivers should be made in writing to the Office of Admission. Partial waivers may be available for students who demonstrate significant financial need as determined by the financial aid process. Once the enrollment deposit is received, the University will provide information about residence life, new student orientation, academic advising and registration. JU adheres to the National Association of College Admission Counselors (NACAC) enrollment deposit deadline of May 1. Priority is given to students who submit their enrollment deposit by March 1. Admitted new students should pay their enrollment deposit by May 1 for the fall semester, or within two weeks following notification of acceptance if admitted after May 1 for the fall semester, or if admitted for the spring or summer semester.

Deposits received prior to May 1 for the fall semester are fully refundable if the University is notified in writing prior to May 1 that the applicant is canceling his or her enrollment. Deposits made after May 1 for the fall semester are nonrefundable. Enrollment deposits for the spring semester and/or summer semester are nonrefundable.

1.1.8 Transfer Student Application

Jacksonville University encourages applications from students who have attended regionally accredited colleges and universities. To be considered for admission as a transfer student, the student must have completed the equivalent of at least two (2) semesters (24 semester credit hours) of academic work following graduation from high school. Students who are concurrently enrolled in high school and college are not considered to be transfer students.

Graduates of the Florida community or college system who earned an Associate of Arts (AA) degree should contact the JU Office of Admission for details about the JU/Florida Community College articulation agreement and the transfer of college credit. In most cases, the Florida community college AA curriculum satisfies JU’s general education, or core curriculum, requirements. 320

Transfer applicants must submit to the Office of Admission:

1. A completed application. Application for admission may be obtained online at www.ju.edu/apply or directly from the Offices of Admission in the Howard Building. Applications must be returned to the Office of Admission, 2800 University Boulevard North, Jacksonville, Florida 32211-3394. 2. A $30 nonrefundable application fee. 3. Official transcripts from all colleges and universities attended, regardless of grade point average earned or number of credits completed. 4. Official high school transcripts if less than 24 semester hours stated above that you must have earned at least 24 hours, so seems to rule out less than 24 or 34 quarter hours of college credit has been earned and test scores. Letter(s) of recommendation may be submitted, but are not required. 5. Additionally, for prospective fine-arts majors, arts students must undergo a portfolio review. Dance and music students must audition. Information on these programs may be found under the appropriate department in the College of Fine Arts section of this Catalog. Concealment of previous course work completed at a college or university, whether intentional or not, is cause for cancellation of admission and registration.

1.1.9 Transfer of Credits

Academic courses completed at institutions which are approved by a regional accrediting agency are acceptable in transfer provided they are comparable to courses offered at JU and were completed with a grade of “C” (2.0) or better. Classes with a grade earned of “C-” with quality points of fewer than 2.0 are not accepted for transfer credit. Grades recorded as “P” for Pass, “CR” for Credit, etc., will be transferred only if the previous institution’s registrar provides verification that the work was completed with a “C” (2.0) or better grade. A “P” grade will be accepted for transfer for Physical Education Activity classes.

Students desiring transfer credit for courses completed at another institution may be required to provide a copy of the catalog from that institution so that an evaluation of transfer credit may be made. Transfer credit for nursing courses counted toward BSN major requirements must be approved by nursing faculty.

Credit may be granted for Federal Aviation Administration Aviation certificates if the holder is enrolled in one of the aviation programs. Occupational/vocational college-level courses are not generally accepted as transfer credit at Jacksonville University.

Any work transferred to Jacksonville University will be entered on the JU transcript as hours earned only and will not be used in computation of the grade point average. A maximum of 60 semester hours or 95 quarter hours of transfer credit will be accepted from community colleges.

The final 30 semester hours toward a bachelor’s degree must be completed at Jacksonville University. When an undergraduate student applies for admission and submits official transcripts, they are evaluated for transferability to Jacksonville University. Each graduate program director evaluates transfer credit for students in their program.

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1.1.10 International Student Application

International students must meet similar requirements as freshmen or transfer candidates, as the case warrants. Additionally, international applicants, including transient students, need to submit the following materials:

1. A completed International Student Application and Confidential Financial Statement. International transient students currently attending U.S. institutions need to submit the following materials:

a. The Transient Student application. b. An official letter of good standing from the Academic Dean or Registrar of the college or university in which the student is enrolled. c. A photocopy of the front and back of the current INS Form I-20-ID (Student) or DS- 2019, visa and I-94. International transient students sponsored through a Jacksonville University approved program need to submit the following materials: d. Academic Records - Certified true copies of the original, official transcripts and diploma or leaving certificate are required, accompanied by original, certified true English translations where necessary. Records must include a copy of the official grading scale used at each institution. e. An official letter of English proficiency from the Chair of the English Department at the host institution.

2. Academic Records

a. Certified true copies of the original, official high school transcripts and diploma or leaving certificate are required, accompanied by original, certified true English translations where necessary. Records must include a copy of the official grading scale used at each institution. Selected international transcripts may need to be submitted by the applicant to a professional evaluation service.

3. Demonstrated English Proficiency

Demonstrated English proficiency is required of all international students. Students whose first language is not English or who are from a country where English is not the official first language may demonstrate proficiency by submitting original copies of score reports, certificates or transcripts of the following: a. The Test of English as a Foreign Language (TOEFL) with a minimum score of either 540 on the paper based exam or 207 on the computer-based exam. b. The International English Language Testing System (IELTS) with a minimum of a band six (6). Exceptions to the English language proficiency testing requirements described above may be made on an individual basis. English language proficiency may be demonstrated through a combination of other assessments, including, but not limited to the following: a. Completion of high school (secondary school) where English is the language of instruction and at least one year of English language study was completed with grades of “C” or higher. 322

b. Completion of at least 15 semester credits at an accredited college or university in the United States, including English composition or equivalent courses, with grades of “C” or higher. c. Completion of the College Board SAT writing and critical reading tests with acceptable scores.

4. SAT or ACT Scores

a. Scores are requested but not required of students whose first language is not English. b. Official SAT or ACT score reports are required of students whose first language is English. Exemptions to this requirement include transfer students who have completed at least 30 semester credits at an accredited college or university in the United States. c. Applicants intending to play intercollegiate sports at JU must submit SAT scores and the Educational History form.

5. Letter of Recommendation a. One letter of recommendation may be submitted by the headmaster, principal, director, president or dean of students at the previously attended institution, or by another educator able to evaluate the applicant’s ability to succeed at Jacksonville University. All recommendations must be in English or be accompanied by an original, certified true English translation.

6. Transfer Verification Form a. A photocopy of the front and back of the student’s I-20 or DS-2019, F-1 visa, I-94 card, and identification page from the passport are also required. b. SAT/ACT scores and high school transcripts are not required if a minimum of 30 semester credits have been completed in the United States. c. U.S. high school transfer (Extension of Stay) – INS regulations concerning Extension of Stay require that applicants who are on a student visa (F-1), with a “date-certain” period on their I-94, at a high school in the United States, should either depart the United States after their high school program or submit an application for an extension of stay and transfer of schools to INS before the ending date on their I-94. 7. Confidential Financial Statement International students at JU are required to show financial resources of slightly more than the minimum cost for tuition, living expenses and insurance during an academic year (nine months). Also, international students are not permitted by U.S. law to work off campus. This restricts international students to on-campus jobs that pay only minimum wage. However, JU does offer scholarship awards to new international students for academic excellence. No application for financial aid is necessary. A determination of award is made after a review of transcripts and test scores. Some scholarships are also available to international students excelling in art, dance, music, theater and athletics. It may be possible to find additional sources of support in Funding for U.S. Study, which is published by the Institute of International Education, 809 United Nations Plaza, New York, NY 10017-3580, USA.

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1.1.11 Transfer of Credit from Foreign Institutions

To transfer credits from a foreign institution, applicants must submit official transcripts or certified true copies from each institution attended and an original, certified true English translation, if necessary. In addition, transcripts must be accompanied by an original, official transcript evaluation. The outside agency of choice for evaluation of foreign credentials is World Education Services (WES). A WES application will be mailed to the applicant if requested. Applicants may, however, use the services of any member of the National Association for Credential Evaluation Services (NACES). The applicant is responsible for the cost and the timeliness of the credential evaluation. Applicants may be granted admission to JU and permitted to register for classes without an official evaluation, but transfer credit will not be awarded until the official evaluation is received in the Registrar’s Office.

1.1.12 Membership of Scholarship Selection Committees

The University has institutes a policy requiring that a member of the Financial Aid professional staff must be included on any group or committee which identifies or selects Jacksonville University students for any scholarship or grant. The role of the Financial Aid officer is to ensure that the awarding of scholarships and grants fall within federal, state, and/or Jacksonville University rules and guidelines.

1.1.13 Enrollment Verification

To assist us in confirming actual class enrollments and student participation (as defined by attendance) we propose to develop a process where faculty members will be asked to confirm that students on the official rooster actually attended the class. Enrollment verification would take place twice each semester; at the start of the semester and at the 60% refund point of the semester. Rational: Federal rules require that we certify the last day of participation for students who “unofficially withdraw”. Failure to be able to document this information could result in the institution having to return Federal financial aid.

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