HOWARD PAYNE UNIVERSITY Page Number: 1 Issued: 5/2/2008 ADMINISTRATIVE POLICIES Effective: 6/1/2008 This policy supersedes all previous policy statements on this subject. TABLE of CONTENTS INTRODUCTION FROM THE PRESIDENT 2.5.1 Compliance with University Policies and Supervisory Directives SECTION 1.0 2.5.2 Relationships in the Workplace HISTORY and GENERAL INFORMATION 2.5.3 Relationships with Students 1.1 Name of the University 2.5.4 Personal Postings on the Internet 1.2 History of the University 2.5.5 Disciplinary Action 1.3 Mission and Purpose 2.6 Employee Disclosure of Arrests and Convictions 1.4 Institutional Identity 2.7 Outside Employment, Personal Gifts and Conflicts of 1.5 Administrative Organization of the University Interest 1.5.1 Administrative Officers of the University 2.7.1 Outside Employment 1.5.2 Administrative Council 2.7.2 Personal Gifts 1.6 Academic Organization of the University 2.7.3 Conflicts of Interest 1.6.1 Vice President for Academic Affairs 2.8 Dress Code 1.6.2 Deans Council 2.9 Normal Working Hours 1.6.3 Department Heads 2.9.1 Reporting Absences and Job 1.6.4 Graduate Studies Council Abandonment 1.6.5 Directors of Particular Graduate 2.9.2 Inclement Weather/School Closures Programs 2.10 Attendance at Chapel and Local Church Activities 1.7 Accreditation 2.11 Employee Evaluations 2.11.1 Evaluation of Staff Employees SECTION 2.0 2.11.2 Evaluation of Faculty HUMAN RESOURCES, COMPENSATION, and 2.12 Eligibility to Work and Applications for BENEFITS Employment 2.1 Policy Against Discrimination and Harassment 2.12.1 Employment Eligibility Verification 2.1.1 Definitions 2.12.2 Applications for Employment 2.1.2 Complaint Procedure 2.13 Employee Recruitment and Selection 2.1.3 Counseling and Informal Resolution 2.13.1 All Employees 2.1.4 Formal Complaint Process 2.13.2 Employment of Students 2.1.5 Timely Reporting of Complaints 2.14 Employee Background Checks and Investigations 2.1.6 Supervisor's Responsibility 2.14.1 Applicants 2.1.7 Formal Hearing 2.14.2 Current Employees 2.1.8 Acceptance of Hearing Committee’s 2.14.3 Written Notice and Authorization Report 2.15 Employee Classification and Eligibility for Benefits 2.1.9 Confidentiality of Complaints 2.15.1 President 2.1.10 Retaliation is Prohibited 2.15.2 Full-Time Faculty 2.2 Disabilities and Workplace Accommodations 2.15.3 Full-Time Staff and Coaches 2.2.1 Americans With Disabilities Act (ADA) 2.15.4 Adjunct Faculty 2.2.2 The Interactive Process 2.15.5 Part-Time Employee 2.2.3 Medical Documentation and Medical 2.15.6 Temporary Employee Inquiries 2.15.7 Student Employee 2.3 Drug, Alcohol and Tobacco Policy 2.15.8 ―Self-Employed‖ Individuals 2.3.1 Prohibited Conduct – Drugs and Alcohol 2.16 Overtime Compensation 2.3.2 Testing Policy 2.17 Payroll Checks and Pay Dates 2.3.3 Medical Examinations and Medical 2.18 Holiday Schedule Inquiries 2.18.1 Holiday Pay – Non-Exempt Employees 2.3.4 Health Risks Associated with Drug or 2.19 Vacation Policy Alcohol Use 2.19.1 Vacation Policy for Full-Time Staff 2.3.5 Criminal Sanctions 2.19.2 Vacation Policy for Contract Employees 2.3.6 Prohibition of Use of Tobacco and (Excluding Faculty on Nine-Month Tobacco Products Contracts) 2.4 Prohibition of Weapons and Fireworks 2.19.3 Prohibition of Donating Vacation Leave 2.5 Employee Standards of Conduct HOWARD PAYNE UNIVERSITY Page Number: 2 Issued: 5/2/2008 ADMINISTRATIVE POLICIES Effective: 6/1/2008 This policy supersedes all previous policy statements on this subject. 2.20 Other Leave and Absences 3.6 Faculty Grievance and Appeal Committee 2.20.1 Jury Duty and Subpoenas 3.7 Academic Rank, Tenure, and Promotion for Full- 2.20.2 Family and Medical Leave (FMLA) Time Faculty and Professional Librarians 2.20.3 Sick Leave, Bereavement Leave and 3.7.1 Minimum Time and Degree Disability Leave Requirements for Each Academic Rank 2.20.4 Pregnancy-Related Conditions; 3.7.2 Information Required for Evaluation Maternity/Paternity Leave 3.7.3 Review by Department Head and Dean 2.20.5 Military Leave 3.7.4 Administrative Review 2.20.6 Emergency Leave With Pay and Leave 3.7.5 Eligibility and Time Requirements Without Pay for Staff Employees 3.8 Evaluation of Faculty 2.20.7 Disability Leave Policy for Faculty 3.8.1 Evaluation Process 2.21 Insurance and Flexible Benefits 3.8.2 Evaluation of Teaching Effectiveness 2.22 Social Security 3.8.3 Scholarship and Professional 2.23 Optional Retirement Plan Commitment 2.24 Tuition Waivers for Employees and Employee 3.8.4 Academic Advising Family Members 3.8.5 Service to Church and Community 2.24.1 Tuition Waivers for Employees 3.8.6 Commitment to the University 2.24.2 Tuition Waivers for Employee Family 3.9 Support of University-sponsored Activities Members 3.10 Faculty Assembly 2.25 Worker’s Compensation 3.11 Summer Communications 2.26 Resignation 3.12 Curriculum Changes 2.27 Involuntary Termination of At Will Employees 3.13 Faculty Leave 2.27.1 Authority to Discharge 3.13.1 Professional and Emergency Leave 2.27.2 Check-Out Required 3.13.2 Unpaid Leave for Professional 2.28 Non-renewal of Faculty Contracts Development 2.29 Involuntary Discharge/Termination of Faculty 3.14 Experimentation in Instruction Employees 3.15 Sale of Materials to Students 2.30 Final Pay and Benefits – Voluntary Separation 3.16 Use of Copyrighted Materials 2.30.1 Non-Faculty Employees 3.17 Graduate Programs 2.30.2 Faculty Employees 3.17.1 Faculty 2.31 Final Pay and Benefits – Involuntary 3.17.2 Curriculum Design and Changes Discharge/Termination 3.17.3 Graduate Faculty Teaching Loads 2.32 Independent Contractor/Contract Laborer 3.17.4 Graduate Faculty Evaluation SECTION 3.0 SECTION 4.0 FACULTY MATTERS ADMINISTRATIVE and FINANCIAL MATTERS 3.1 Instruction 4.1 Annual Operating Budget and Budgeted 3.1.1 Normal Teaching Load Expenditures 3.1.2 Scholarly and Professional Commitment 4.1.1 Annual Operating Budget 3.1.3 Advising Students 4.1.2 Budgeted Expenditures - Control and 3.1.4 Student Recruitment Transfers 3.1.5 University Committees 4.2 Receipt of Funds, Banking and Invoicing 3.1.6 Office Hours 4.2.1 Daily Depositing of Funds 3.1.7 Reports 4.2.2 Banking 3.1.8 Commencement 4.2.3 Invoicing 3.1.9 Standard of Conduct 4.3 Purchasing and Procurement 3.2 Faculty Ethics 4.3.1 Split Orders Prohibited 3.2.1 Treatment of Students 4.3.2 Processing Time Allowed and Emergency 3.2.2 Treatment of Colleagues Requests 3.2.3 Treatment of the Institution 4.3.3 Purchase Order Minimum Cost 3.3 Academic Freedom and Responsibility 4.3.4 Purchases Requiring Written Quotes 3.4 Faculty Status Statement 4.3.5 Purchases Requiring Competitive Bids 3.5 Faculty Employment 4.3.6 Review of Purchase Requisitions – 3.5.1 Non-Tenured Faculty Reasonable and Within Budget 3.5.2 Tenured Faculty 4.3.7 Petty Cash Reimbursements HOWARD PAYNE UNIVERSITY Page Number: 3 Issued: 5/2/2008 ADMINISTRATIVE POLICIES Effective: 6/1/2008 This policy supersedes all previous policy statements on this subject. 4.3.8 Signature Stamps Prohibited 5.2.4 Definitions 4.3.9 Expenditures for Technology and 5.2.5 Complaint Procedure Facilities 5.3 Student Discipline 4.3.10 Tax Exempt Purchasing Required 5.3.1 Discipline Procedures 4.4 Check Requisitions and Timely Payments 5.3.2 Suspension and Expulsion 4.4.1 Check Requisitions – General 5.4 Financial Aid and Academic Suspension 4.4.2 Timely Payments to Vendors and 5.4.1 Student Appeals Process Reimbursements to Employees 5.4.2 Required Documentation/Appeal 4.5 Credit Cards and Vendor Charge Accounts Checklist 4.5.1 University Credit Cards 5.5 Student Employment 4.5.2 Personal Credit Cards 5.6 Student Teachers 4.5.3 Vendor Charge Accounts 5.7 Non-registered Students Attending Class 4.6 Long Distance Telephone Calls 5.8 Class Attendance 4.7 Gift Expenditures 4.8 Membership Fees SECTION 6.0 UNIVERSITY ADVANCEMENT 4.9 Facility Use for Outside Groups-Being Developed 6.1 University Advancement Defined 4.10 Use of Mabee University Center Rooms 6.2 Alumni Defined 4.11 Camps 6.3 Donor and Alumni Records 4.12 Sponsorship of Clubs 6.3.1 Database Management 4.13 Travel on University Business 6.3.2 Donor Bill of Rights 4.13.1 Approval 6.3.3 Mailings to Alumni 4.13.2 Reimbursements 6.4 Fund Raising 4.13.3 Relatives or Guests Traveling with 6.5 Fund Raising and the University Master Plan Employees 6.6 Marketing 4.13.4 Travel Expenses 6.6.1 Media Relations 4.14 Insurance Coverage 6.6.2 Advertising 4.15 Building, Office and Equipment Keys 6.6.3 University Publications 4.16 Computer Information Systems 6.6.4 University Artwork 4.16.1 The System 6.7 Campus Signage 4.16.2 Email 4.16.3 Damaging System Components 4.16.4 Software Licenses Required APPENDIX A – Constitution of the Faculty Assembly 4.16.5 Unauthorized Use of Intellectual Property 4.16.6 Limitations on Personal Use of the ADDENDUM - Howard Payne University Policies Internet Adopted by the Board of Trustees 4.17 Personal Calls at Work 4.18 Authority to Sign Contracts 4.19 Records Retention and Disposal SECTION 5.0 STUDENT RIGHTS and RESPONSIBILITIES 5.1 Student Records – Confidentiality, Access, and Retention 5.1.1 Restrictions on Right of Access to Student Records 5.1.2 Release to Third Parties Without Consent of the Student 5.1.3 Disclosure of Directory Information 5.1.4 Disputes Regarding the Accuracy of Information in a Student Record 5.2 Prohibition of Harassment and Discrimination 5.2.1 General Statement of Prohibition 5.2.2 Students with Disabilities 5.2.3 Complaint Procedure - Harassment and Discrimination HOWARD PAYNE UNIVERSITY Page Number: 4 Issued: 5/2/2008 ADMINISTRATIVE POLICIES Effective: 6/1/2008 This policy supersedes all previous policy statements on this subject.