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Spalding University Policy Guide 2023-2024
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Volume 1 Campus Community Policies
1.0 Introduction
1.1 General Institutional Policies
1.1.0.0 Equal Employment Opportunity/Affirmative Action Plan
1.1.0.1 Equal Opportunity Educational Policy
1.1.1 General Harassment/Discrimination Policies
1.1.1.0 Discrimination Policy
1.1.1.1 Sexual Harassment
1.1.1.1.0 Employee Sexual Harassment Policy
1.1.1.1.1 Student Sexual Harassment Policy
1.1.2 Consensual Relations Policy
1.1.2.0 Policy
1.1.2.1 Consensual Relations Definitions
1.1.2.2 Procedures
1.1.2.3 Noncompliance with Policy
1.1.2.4 Sanctions
1.1.2.5 Faculty Rights
1.1.3 Family Educational Rights and Privacy Act
1.1.3.0 Student Record Release under the Solomon Amendment
1.1.3.1 Student Records Security Policy
1.1.3.1.0 Definitions
1.1.3.1.1 Procedures
1.1.3.1.2 Confidentiality
1.1.4 Institutional Policies on Disability (ADA
1.1.4.0 Employees with Disabilities
1.1.4.1 Students with Disabilities
1.1.5 Institutional Policies on Volunteering
1.1.5.0 Employee Volunteering Policy
1.1.5.1 Use of Volunteers on Campus
1.1.0.0 Equal Employment Opportunity/Affirmative Action Plan
1.2 Health Related Policies
1.2.0 Drug and Alcohol Policies
1.2.0.0 Drug and Alcohol Policy
1.2.0.1 Federal Drug-Free Workplace Act and Drug Free Schools and Communities Act
1.2.0.2 Employee Drug and Alcohol Policy
1.2.0.3 Student Drug and Alcohol Policy
1.2.0.4 Sale or Use of Alcohol at University Sponsored Events
1.2.1 Exposure to Blood Borne Pathogens Policies
1.2.2 Health Insurance Portability and Accountability Act (HIPAA
1.2.3 Smoke Free Policy
1.2.4 Serious Disease Policy
1.3 Campus Safety and Security Information and Policies
1.3.0 Campus Safety Department Policies
1.3.0.0 Campus Safety Authority
1.3.0.0.0 Campus Safety Authority Personnel
1.3.0.0.1 Extent and Nature of Campus Safety Personnel
1.3.0.0.2 Law Enforcement
1.3.0.0.3 Campus Safety and Law Enforcement
1.3.0.1 Crime Prevention Programs
1.3.0.1.0 Safety Tips
1.3.0.2 Access to Campus Facilities
1.3.0.2.0 Morrison Hall
1.3.0.3 Maintenance and Safety of Campus Grounds and Facilities
1.3.0.4 Reporting Criminal Actions and Other Emergencies
1.3.0.4.0 Reporting Theft
1.3.0.4.1 Reporting Assault
1.3.0.4.2 Reporting Suspicious Persons
1.3.0.5 Right to Know
1.3.1 Campus Escort Service
1.3.2 Clery Act/Minger Act
1.3.2.0 Definitions of Crime Categories
1.3.3 Deadly Weapons/Destructive Devices
1.3.4 Security Control of Keys
1.3.5 Sexual Assault Policy
1.3.5.0 Sexual Assault Victim’s Bill of Rights
1.3.6 Sex Offender Registration Policy
1.3.7 Workplace Violence
1.4 Information Technology Policies
1.4.0 Acceptable Use Policy
1.4.1 Department of Information Technology
1.4.2 Privacy Statement
1.4.3 Personally Identifiable Information
1.4.4 Spalding Mass Email Lists
1.4.5 Spalding University Breach of Personal Information Notification Policy
1.4.6 Record Retention Policy
1.4.7 Electronic Backup Policy
1.4.8 Ellucian Colleague Change Management Procedures
1.4.9 Access Management
1.4.10 Disaster Recovery Policy
1.4.11 Business Continuity Policy
1.4.12 Information Security Plan
1.4.13 Password Policy
1.5 Public Relations Policies
1.5.0 Marketing and Public Relations Office
1.5.1 Contact by the Media
1.5.2 Social Media Policy
1.6 Policies Governing Research
1.6.0 Institutional Research
1.6.1 Policy on Allegations of Unethical Research or Scholarly Activities
1.6.1.0 Inquiry
1.6.1.0.0 Preliminary Stage
1.6.1.0.1 Initial Stage
1.6.1.1 Investigation
1.6.1.1.0 Formal Stage
1.6.1.1.1 Resolution Stage
1.6.1.2 Sanctions
1.6.1.3 The Ethics Ombudsperson
1.6.1.4 The Review Panel
1.6.1.5 The Investigative Board
1.6.2 Use of Human and Animal Subjects
1.7 Copyright Policies
1.7.0 Library and Faculty Guide to Copyright
1.7.0.0 What is Protected by Copyright
1.7.0.0.0 Definition of Copyright
1.7.0.0.1 Protected Works
1.7.0.0.2 Non-Protected Works
1.7.0.0.3 Rights Extended to Holders
1.7.0.0.4 Who Can Claim Copyright
1.7.0.0.5 The Public Domain
1.7.0.0.6 Important Reminders
1.7.0.1 Guidelines for the Fair Use Doctrine
1.7.0.1.0 The Fair Use Doctrine
1.7.0.1.1 Applying the Fair Use Doctrine
1.7.0.1.2 Guidelines for Fair Use Application
1.7.0.2 Use of Photocopied Material Requiring Permission
1.7.0.2.0 How to Obtain Permission
1.7.0.3 Copyright and the Reserve Room
1.7.0.3.0 General Reserve Policy
1.7.0.3.1 Number of Copies Allowed on Reserve
1.7.0.3.2 Express Prohibitions
1.7.0.4 Reproduction by Libraries and Archives
1.7.0.4.0 107 U.S.C. § 108
1.7.0.5 Copyright and the Internet
1.7.0.5.0 How to Find the Copyright Owner for Internet Materials
1.7.1 Ownership of Copyrightable Materials and Intellectual Property
1.7.1.0 Intellectual Property Policy
1.8 Institutional Advancement Policies
1.8.0 Gifts Acceptance Policy for Spalding University
1.8.0.0 Purpose of Policies and Guidelines
1.8.0.1 Staff Authority
1.8.0.2 Types of Gifts
1.8.0.3 Restrictions on Gifts
1.8.0.4 Conflict of Interest and Other Ethical Considerations
1.8.0.5 Miscellaneous Provisions Regarding Gifts
1.8.0.6 Use of Legal Counsel
1.8.0.7 Approval
1.8.1 Gifts to the Library
1.8.1.0 Acceptable and Non-acceptable Materials
1.8.2 Use of the University Name, Seal and Logo
1.9 Purchasing and Financial Policies
1.9.0 Purchasing Policy
1.9.1 Travel Reimbursement Policy
1.9.2 Travel Policy
1.9.3 Capital Assets Policy
1.10 Miscellaneous Policies
1.10.0 University Facilities and Services
1.10.0.0 Bookstore
1.10.0.1 Copy and Fax Services
1.10.0.2 Development and Alumni Relations
1.10.0.3 Enrollment Management
1.10.0.4 Enrollment Services Center
1.10.0.5 Fusion Center
1.10.0.6 Housing and Dining
1.10.0.6.0 Dining Services
1.10.0.7 Library
1.10.0.7.0 Louisville Free Public Library
1.10.0.8 Louisville Campus
1.10.0.9 Mail Services
1.10.0.9.0 Faculty and Staff Mail Services
1.10.0.9.1 Student Mail Services
1.10.0.10 Social Sciences and Humanities Field School
1.10.0.11 University Center
1.10.1 Academic Freedom and Freedom of Expression
1.10.2 Children Unattended on Campus
1.10.3 Demonstrations
1.10.3.0 The Conduct of Demonstrations and Protests
1.10.4 Electronic Devices
1.10.5 Identification Cards
1.10.6 Legal Liability of the University
1.10.7 Political Activities Policy
1.10.7.0 Guidelines
1.10.8 Postings
1.10.8.0 Posting Requirements
1.10.8.1 Posting Approval Procedures
1.10.8.1.0 Postings for off-campus Groups or Individuals
1.10.8.2 Violations
1.10.9 Private Use of University Property
1.10.10 Reservation of Facilities
1.10.11 Solicitation Policy and Guidelines
1.10.11.0 General Guidelines
1.10.11.1 Fund-raising on Campus for Non-profit Charities
1.10.11.2 Solicitation and Conduct of Business on Campus Property
1.10.11.2.0 University Community Members
1.10.11.2.1 Non-University Community Members
1.10.12 Vehicles on Campus/Parking Regulations
Appendix 2.3.5.7.1: Bomb Threat Checklist
Volume 2 General Institutional Employment Policies
2.0 Introduction
2.1 General Employment Policies
2.1.0 Code of Ethics
2.1.1 Conflicts of Interest
2.1.1.0 University Transactions
2.1.1.1 Withdrawal from Decisions
2.1.1.2 Misuse of Information
2.1.1.3 Gifts and Favors
2.1.1.4 Reporting Suspected Violations
2.1.1.5 Additional Disclosure Requirements for Certain Employees
2.1.1.6 Supervisor/Subordinate Relationships
2.1.2 Confidentiality
2.1.3 Criminal History Background Checks
2.1.4 Emergency Closings
2.1.5 Employee Drugs and Alcohol Policy
2.1.6 Employee Injury/Accident Reporting
2.1.7 Employee Licenses and Certifications
2.1.8 Employment Date
2.1.9 Employment of Minors
2.1.10 Employment of Relatives
2.1.11 Sexual Harassment Policy
2.1.12 Human Resources
2.1.13 Identification Cards
2.1.14 Immigration Reform and Control Act
2.1.15 Outside Employment
2.1.16 Physical Examinations
2.1.17 Professional Attire
2.1.18 Security Inspections
2.1.19 Use of University Communication Systems
2.1.20 Visitors in the Workplace/Security
2.1.21 Whistleblower Policy
2.2 Personnel Records
2.2.0 Changes to Employee Personnel Information
2.2.1 Employee Review of Personnel Records
2.2.1.0 Supervisor’s Review
2.2.1.1 University Administrative Review
2.2.1.2 Release of Personnel Information
2.2.1.3 Employment Verification
2.2.1.4 Compilation of Lists
2.3 Employee Holiday, Vacation, Leave, and Benefit Policies
2.3.0 Holiday and Vacation Policies
2.3.0.0 Holiday Policy
2.3.1 Leaves of Absences
2.3.1.0 Paid Leaves
2.3.1.0.0 Bereavement Leave
2.3.1.0.1 Jury Duty and Voting
2.3.1.0.2 Short Term Disability
2.3.1.0.3 Paid Time Off
2.3.1.1 Unpaid Leaves
2.3.1.1.0 Family and Medical Leaves of Absences
2.3.1.1.1 Military Leave
2.3.2 Flexible Benefits
2.3.2.0 Medical and Dental Insurance
2.3.2.1 Life Insurance, Accidental Death and Dismemberment Insurance
2.3.2.2 Long Term Disability Insurance
2.3.2.3 Supplemental Disability Insurance
2.3.2.4 Other Insurance Benefits
2.3.3 Legislated Benefits
2.3.3.0 Family and Medical Leave Act
2.3.3.0.0 Eligibility
2.3.3.0.1 Reasons for Taking Leave
2.3.3.0.2 Serious Health Condition
2.3.3.0.3 Qualifying Exigency Leave
2.3.3.0.4 Military Caregiver Leave
2.3.3.0.5 Length of Leave
2.3.3.0.6 Applying for Leave
2.3.3.0.7 During the Leave
2.3.3.0.8 Using the Leave with Other Policies
2.3.3.0.9 Benefits During Leave
2.3.3.0.10 Return to Work After Leave
2.3.3.0.11 Job Restoration
2.3.3.1 Health Benefit Continuation
2.3.3.2 Social Security
2.3.3.3 Unemployment Compensation
2.3.3.4 Worker’s Compensation Insurance
2.3.4 Additional University Benefits
2.3.4.0 Bookstore Discount
2.3.4.1 Employee Assistance Program
2.3.4.2 Retirement Plan
2.3.4.3 Tuition Benefits
2.3.4.3.0 Undergraduate Programs
2.3.4.3.1 Graduate Programs
2.3.4.3.2 Sisters of Charity of Nazareth
2.3.4.3.3 Sisters of Charity of Nazareth Students
2.3.4.3.4 Part-Time Employees
2.3.4.3.5 Fowler Fellows
2.3.4.3.6 Alumni Dependent Discount
2.3.4.3.7 Council of Independent Colleges (CIC) Tuition Exchange Program
2.4 Wage and Payroll Policies
2.4.0 Deductions
2.4.1 Payday
2.4.2 Wage Assignments (Garnishments
2.5 Employee Grievance Procedures
2.5.0 Informal Resolution
2.5.1 Formal Resolution
Appendix 3.0.1: Acknowledgement of Receipt
Appendix 3.1.3.1: Employee Confidentiality Agreement
Volume 3 Personnel Policies for Staff
3.0 Introduction
3.1 Definitions Relating to Employment Status
3.1.0 At Will Employment
3.1.1 Employment Classification Definitions
3.1.1.0 Full-time Employees
3.1.1.1 Part-time Employees
3.1.1.2 Introductory Employees
3.1.1.3 Temporary Employees
3.2 Employee Classification System
3.2.0 Continuous Service
3.2.1 Teaching Assignments
3.3 Staff Employee Selection and Assignment Policies
3.3.0 Recruitment and Selection of Employees
3.3.0.0 Employee Applications
3.3.1 Introductory Period
3.4 Staff Employee Performance Evaluations
3.5 Staff Employee Promotion and Transfer Policies
3.5.0 Promotions
3.5.1 Transfers
3.6 Staff Employee Rights and Responsibilities
3.6.0 Attendance
3.6.1 Hours of Work
3.6.2 Rest and Meal Periods
3.6.3 Travel Policy
3.7 Staff Employee Compensation Policies
3.7.0 Time Keeping Policy
3.7.1 Overtime
3.8 Separation from Employment
3.8.0 Resignation
3.8.1 Budget Constraints/Program Changes
3.8.2 Disciplinary Action and Termination
3.8.2.0 Forms of Disciplinary Action
3.8.2.0.0 Offenses
3.8.2.1 Circumstances in which the University May Make Deductions from Pay
3.8.3 References Following Separation of Employment
Appendix 5.0.1: Acknowledgement of Receipt
Spalding University Policy Guide
2023-2024
