General University Policies: This page provides access to those policies established by the University to apply to faculty, staff, and students at Oregon State University. Contact the Office of Human Resources at firstname.lastname@example.org if you have questions.
Administrative Rules: Oregon State University rules that have been adopted by formal rule-making procedures appear in Chapter 576 of the Oregon Administrative Rules (OAR). Oregon State University is subject to the administrative rules of the State Board of Higher Education, the statutory governing board of the Oregon University System (OUS) (Chapter 580). Some OSU Administrative Rules are included in the menu below.
Student Life Policies & Regulations: Choosing to join the Oregon State University community obligates each member to a code of responsible behavior. Individuals and Student Organizations are expected to observe the policies, rules, and requirements of Oregon State University as well as laws of municipalities and counties, the State of Oregon, the United States of America and, when in another country, that country. The Student Conduct Code establishes community standards and procedures necessary to maintain and protect an environment conducive to learning, in keeping with the educational objectives of Oregon State University. This code is based on the assumption that all persons must treat one another with dignity and respect in order for scholarship to thrive.
General University Policies Manual
The following policies cover AIDS (Acquired Immunodeficiency Disease Syndrome), ARC (AIDS Related Complex) and HIV (Human Immunodeficiency Virus) infection. Wherever the words "HIV infection" appear, ARC and AIDS are also implied.
Based on current information from the Centers for Disease Control (CDC), the American College Health Association, the American Council on Education (ACE), and the Surgeon General's Report on Acquired Immune Deficiency Syndrome, the University recognizes there is no documented evidence that the Human Immunodeficiency Virus is spread through ordinary contact between one person and another. The National Centers for Disease Control and the Oregon State Health Division stress that there is no known health reason to exclude persons with AIDS or carriers of the HIV virus from campus and academic or social activities.
The fact that there is no current evidence that HIV infection can be transmitted by casual contact suggests that the University procedures concerning protection of researchers in University laboratories, instruction in classrooms, sanitation standards in student housing and in food service operations, and medical practice in Student Health Services adequately address the majority of concerns that may occur. If situations arise in which existing policies and procedures do not apply or in which it is necessary to make a case-by-case decision, the Vice Provost for Student Affairs shall consult with the Director of Student Health Services, the University legal advisor, and any other relevant staff member/party to review the matter and provide a recommendation of action. The University policies involving students shall include:
Student Health Services shall have an ongoing program to provide current information in the form of pamphlets, audiovisual aids, and programs to the student population. This is further outlined in a separate section, "Policies for Delivering Current Information to the Campus Community."
Medical information and public health policy regarding AIDS are rapidly evolving. The policies of Oregon State University Student Health Services are to keep abreast of all relevant information about the epidemic and put it to maximum use for the benefit of students and staff, within the limits that resources allow. This will be accomplished by:
Oregon State University is committed to maintaining a healthy and safe work environment for all employees, as well as providing support for individual employees who may face life-threatening or catastrophic illnesses. The University is further committed to the concepts of affirmative action in the employment and retention of physically disabled employees. Unless stated otherwise, the following policies apply to faculty, staff, and student employees.
The University will not refuse to hire or promote, and will not bar or discharge from employment or otherwise discriminate against, any individual because that person is HIV-infected, or perceived to be infected, so long as the individual can, with reasonable accommodation, perform the duties of the position or unless the individual poses a significant risk of substantial harm to the individual or employees or the public, that can not be eliminated or reduced by reasonable accommodation, as determined by the office of Affirmative Action and Equal Opportunity.
Further, the University will not subject an employee so infected or believed to be infected to job conditions, discipline, standards of performance, or other requirements which differ from those applied to applicants or employees not so infected, except as a means of accommodation for any disability which may exist.
The University encourages employees with serious infectious illnesses such as HIV infection to inform their department administrators so that reasonable accommodation to their conditions can be planned and implemented. Such self-disclosure is entirely voluntary, and the information disclosed may not be released without written authorization unless otherwise required by law.
Because new knowledge about Acquired Immunodeficiency Disease (AIDS) is being reported almost weekly, it is imperative that the University provide the means to educate or update the campus community on a regular basis. It appears that AIDS is no longer considered "good press" with the result that fewer stories about the disease are appearing in the news media. The public, including the campus community, can be lulled into a sense of false security due to the lack of available information. Using the word "knowledge" in the broadest way, an ongoing educational campaign would include current information about the disease, recommendations concerning coming in contact with infectious material, the current treatments, conduct in the classroom and living/social arrangements, and changes in regulations concerning the legal status of AIDS patients, confidentiality, informing sexual contacts, and safety in the workplace. There are a variety of ways to do this. These include:
The Provost shall designate the office that will coordinate the gathering of the most current information from the appropriate agencies and other sources, the revising of University documents pertaining to HIV infection, and the periodic distribution of updated material to University employees and students. This shall include mailings of informational material to employees, distributions to students at registration, and presentations in organized living groups, the work place, and campus clubs and organizations whose membership includes students and/or employees.
Copies of the Oregon State University AIDS Policy are available from the Department of Human Resources, (541) 737-3103.
General University Policies Manual
Oregon State University supports an environment of learning and sharing of information through the acquisition and maintenance of computers, computer systems, networks, and associated computing resources and infrastructure. University computing resources are intended to support the University's missions, administrative operations and activities, student and campus life activities, and the free exchange of ideas and information between the University and the greater community in which it operates locally, nationally, and internationally.
Computing resources and facilities of Oregon State University are the property of the University and shall be used for legitimate University instructional, research, administrative, public service, and approved contract purposes. Personal use of computing resources may be permitted if it does not interfere with the University's or the employee's ability to carry out University business, and does not violate the terms of this policy. The use of University computing resources is subject to the generally accepted tenets of legal and ethical behavior within the University community. The computing resources system shall not be used for material or activities that reasonably could be considered harassing, obscene, or threatening by the recipient or another viewer.
This policy applies to all users of university computing resources, whether affiliated with the University or not, and to all use of those resources, whether on campus or from remote locations. Additional policies may apply to computing resources provided or operated by individual units of the University or to uses within specific units.
Users should be aware that their uses of University computing resources are not completely private. It is the policy of the University not to monitor individual usage of computing resources, unless there is a legitimate business reason to do so.
However, the University reserves the right to monitor and record the usage of all computing resources as necessary to evaluate and maintain system efficiency, and may further monitor and record the usage of individuals, including the disclosure of individual files:
The University may use information gained in this manner in disciplinary or criminal proceedings. In addition, state or federal law may require disclosure of individual computer files that are deemed public records under public records laws. Communications made by means of University computing resources are also generally subject to Oregon's Public Records law to the same extent as they would be if made on paper.
Users who violate this policy may be denied access to University computing resources and may be subject to disciplinary actions and/or criminal and civil penalties. Violations will normally be handled through the University disciplinary procedures applicable to the relevant user and may include referring suspected violations of applicable law to appropriate law enforcement agencies. However, the University may immediately suspend or block access to an account, prior to the initiation or completion of such procedures, when it appears necessary to do so in order to protect the integrity, security or functionality of University or other computing resources or to protect the University from liability.
This policy is the University's complete acceptable use policy and replaces the Department of Administrative Services Statewide IT Policy 1.3, Acceptable Use of Information Related Technology.
This policy explains how we share OSU-specific information, and the obligations held by individuals with this information to use and secure it appropriately. It relates to all OSU-specific information, including student, employee, and financial records, received by individuals through the performance of their duties, provision of services, or participating in programs. Every individual who has access to OSU-specific information is expected to adhere to this policy regardless of how the information was received or the format in which it was received. Non-OSU employees must read and sign this policy as a condition of access to and use of University information.
Security and access to OSU-specific information is determined by a “record custodian.” Record custodians are responsible for compliance with all legal obligations related to information, and in that capacity have final authority for the utilization, access, and release of data under their jurisdiction. In some instances there are multiple custodians for various sets of data. Individuals using OSU specific information shall do so only as authorized by the appropriate record custodian and in compliance with applicable laws, policies, and collective bargaining agreements.
Below is a listing of the most broadly utilized OSU-specific information and the associated record custodians. Not all information or record custodians are listed and individuals are advised to seek information regarding the security and access of OSU-specific information not listed below by contacting Information Services.
Curriculum, Advising & Program Planning
Budget & Fiscal Planning
Joint Ownership: Business Affairs &
OSU employees in positions requiring access to the Banner database or data warehouses will find the access request procedure at http://oregonstate.edu/dept/computing/banner/access.html.
Use and Release of Information
Expectations for Responsible Use of Information
Users who violate this policy may be subject to disciplinary actions and/or criminal and civil penalties and may be denied access to University computing resources. Such actions will be taken as determined appropriate in consideration of the severity and frequency of the violation(s). Violations will be handled through the University disciplinary procedures applicable to the relevant user and may include referring suspected violations of applicable law to appropriate law enforcement agencies
General University Policies Manual
Effective: April 3, 2014
This policy defines when an employee may accept a license on behalf of the University, and when additional review is required. The technology licenses addressed by this policy include:
It applies to all Oregon State University employees using University-owned equipment and/or University-purchased software and services.
There are four classes of licenses:
1) General OSU Licenses. These are Master OSU Technology Licenses with general applicability, procured by the University and made widely available. (Examples include Microsoft and Google.) These software and services may be made available through University websites, or may be installed directly by Information Services.
2) Department-Specific Licenses. These are software and services with specialized functionality, intended for limited use in departments.
3) Employee-Licensed Technology. These are licenses intended for an individual’s use to conduct University business. OSU will defend and indemnify an employee if the employee followed OSU guidance in procuring and using the Licensed Technology. Acceptable use of employee-licensed technology is described below.
4) Individually-Licensed Technology. These are any other license not fitting into the above. Employee is acting in his/her individual capacity and will not be defended or indemnified in the event of a dispute.
Subject to OSU’s generally applicable requirements for defense and indemnity of employees, OSU will defend and indemnify an employee under an Employee-Licensed Technology license if:
1) The procurement and use of the Licensed Technology complies with this Policy and all other OSU rules and policies, including without limitation OSU’s procurement rules and policies. If the Licensed Technology falls within a category that, under OSU’s procurement rules and policies, must be procured under a specific process, the Licensed Technology may only be procured consistent with those rules and policies. Other relevant policies include:
2) OSU has not prohibited use of the Licensed Technology
Oregon State University may specifically prohibit use of certain software on University owned machines and/or while conducting University business.
Additionally, supervisors may further restrict use of software or online services on University-owned computing devices or while conducting University business.
3) Employee has determined there is no OSU Master Technology License for same Licensed Technology.
4) Employee uses the Licensed Technology as part of his/her work at OSU, i.e. technology is licensed with reasonable intent to serve OSU.
5) Employee reviews license, ascertain terms of license and makes reasonable steps to comply.
6) If University Data or Records will be hosted by, shared with or transferred to a third party under the Licensed Technology, the employee must determine what kind of University Data or Records could be hosted or shared under the employee’s use and proceed accordingly. The following policies define acceptable use and handling of University data and information:
General University Policies Manual
Published: January 27, 2013
Oregon State University (the University) is committed to protecting the security, safety, and health of faculty, staff, students and others, as well as safeguarding the assets and resources of the University. To meet these objectives, the University will conduct background checks as a condition for providing service as an employee or volunteer. Hiring practices associated with background checks are to be conducted in a manner that supports the University’s commitment to non-discrimination and non-harassment in hiring practices.
Individuals seeking to obtain employment or to provide service as an unclassified employee (academic, research and administrative faculty), classified employee (staff members), graduate assistant (graduate research and teaching assistants), student employee, or volunteer shall be subject to background checks.
One or more of the following background checks or investigations, in addition to reference checks, may be conducted for individuals seeking to provide service to the University:
Verification of an individual’s previous employment and military history to ensure the candidate qualifies for the position sought. Checks include verifying dates of employment or service and reasons for leaving relevant position(s).
Verification of the relevant post-secondary educational credentials listed on an individual’s application, resume or vita, or otherwise cited by the individual as qualifying him or her for the position sought.
Verification that the individual possesses the degrees, licenses and certifications listed on the application, resume or vita required for the position sought and that relevant licenses or certifications are current.
A subject individual who is being considered for a position may be notified that the University may request, for lawful employment purposes, background information about the subject individual from a third party, consumer reporting or law enforcement agency in connection with the individual’s application for employment or service.
A subject individual must give consent to the University to conduct background investigations referenced herein in order to remain under consideration for employment or to provide service. Refusal to consent is grounds for terminating the subject individual’s candidacy. A subject individual may not appeal a termination of candidacy due to refusal to consent to a background investigation.
All criminal history checks must be done in accordance with this OAR Division and may only be conducted by the Assistant Vice President for Human Resources or his/her designee (and not by outside vendors). All applicants for critical or security-sensitive employment or volunteer positions must receive a criminal history check. Current employees in critical or security-sensitive positions will only receive criminal history checks in their current positions if they work in a Youth Program, commit a crime during their tenure in their position, or as required by law, rule, regulation, grant or binding court opinion. Current employees may also have new duties added to their positions that cause their positions to be designated as critical or security-sensitive and thus require a background check or they may apply to a new position with new critical or security-sensitive duties which would necessitate a criminal history check. Youth Program employees and volunteers who may be alone with children should have their criminal background checks done every two (2) years.
State or federal laws or regulations, professional associations, licensing entities, or contracting agencies may impose additional background investigation requirements upon certain University employees or volunteers due to their assigned duties and functions. This policy does not supersede any law, regulation, contractual obligation, or separate policy that may require background investigations on such employees or volunteers.
On October 21, 1988, Congress enacted the Drug-Free Workplace Act of 1988. This statute requires that all institutions receiving grants from any federal agency certify to that agency that they will maintain a drug-free workplace. The OSU Drug-Free Workplace Policy was developed to accomplish this purpose.
Oregon State University is committed to maintain a workplace free from the unlawful manufacture, use, dispensing, possession, or distribution of controlled substances (as defined in section 102 of the Controlled Substances Act [21 U.S.C. 802]). Unlawful manufacture, use, dispensing, possession, or distribution of controlled substances by university employees in the workplace is prohibited under university policy. All employees of the University will receive a copy of, and must abide by this policy.
Abuse of controlled substances in the workplace is dangerous and must be avoided. Any employee convicted of violating a criminal drug statute in the workplace must notify his or her supervisor and the Director of Human Resources no later than five days after such conviction.
If the employee is involved in work supported by a federal agency, the University will notify the federal agency within ten days after receiving notice of the criminal drug statute conviction. Within 30 days of receiving notification that an employee has been convicted of violating a criminal drug statute in the workplace, the University will take appropriate personnel action against such an employee, or will require the employee to participate satisfactorily in a controlled substance assistance or rehabilitation program.
Employees found to be in violation of this policy may be subject to disciplinary sanctions consistent with applicable provisions of state laws and regulations, collective bargaining agreements, University and Oregon State Board of Higher Education administrative rules, as well as penalties under federal and state law.
The University supports programs for the prevention of controlled substance abuse by university employees as well as assistance programs for those with problems related to controlled substance abuse. Employees found to be in violation of this policy may be required to provide evidence of satisfactory participation in a substance abuse assistance or rehabilitation program.
Employees are encouraged to seek assistance for controlled substance dependency problems through the University Employee Assistance Program. Evaluation, counseling and referral services are available to employees through this program, and assistance is provided on a confidential basis. The health benefits packages available to all university employees provide at least partial reimbursement for treatment and rehabilitation associated with substance abuse problems.
Information about the Employee Assistance Program can be obtained at the Department of Human Resources (122 Administrative Services, 541-737-3103).
General University Policies Manual
To ensure Oregon State University continues to obtain quality goods and professional services in the most appropriate and fiscally responsible manner.
This policy applies to all procurements and all personal services contracts, including those for under $5,000.
Businesses that have university employees as principals may be awarded contracts with OSU only if the procedures in the Oregon Administrative Rules for competitive procurements (OAR 576-008-0200) have been followed. For any personal/professional service or purchase of supplies or equipment, three competitive quotes must be included with the Departmental Requisition or Personal/Professional Services Contract submitted to the Contract Office. A multiple source selection statement must be submitted for each personal services contract.
Persons employed by the University can only enter into a Personal/Professional Services Contract if they have a federal tax identification number and if they are performing a service that is substantially different from their regular employment.
If it is later determined through audit or other investigation that an independent contractor should have been classified as an employee, the department engaging this individual may be responsible for any fines or unpaid taxes resulting from the correction of such employment.
Employees who are working for a department other than their own providing services substantially different from their regular duties and who do not have a federal tax identification number shall be paid for such services through normal university payroll policies and procedures, including overload compensation or overtime pay, where applicable.
Employees who are working for a department other than their own providing services in the same areas as their normal duties, whether or not they have a federal tax identification number, shall be paid through normal university payroll policies and procedures, including overload compensation or overtime pay, where applicable.
Oregon Revised Statute 653.077 provides that employers will provide reasonable unpaid rest periods and make a reasonable effort to provide locations to accommodate employees who need to express milk for their children. In accordance with State of Oregon rules and law, it is the policy of the Oregon State University to provide a private location and rest periods to employees for expression of milk.
Eligible employees, including all academic and non-academic faculty, classified staff, temporary, and student employees.
Expression of milk means the initiation of lactation, by manual or mechanical means, for the employee’s child 18 months of age or younger.
The employee shall provide reasonable notice to her supervisor that she intends to express milk in order to allow the supervisor sufficient time to make arrangements necessary to comply with this policy. The supervisor must take into consideration the immediacy of the employee’s need when making these arrangements.
If the employee’s supervisor is unavailable due to illness or absence from the workplace, the employee is to provide notice to the supervisor’s director, department head, dean, or notice may be provided to the Director of the Office of Human Resources.
The supervisor shall provide the employee a reasonable rest period to express milk. A reasonable rest period, unless otherwise agreed upon by the employer and employee, is no less than 30 minutes during each four (4) hour work period, or major part of a four (4) hour work period. The employee shall, if feasible, take the rest period to express milk at the same time as the rest periods or meal periods that are otherwise provided to the employee. If not feasible, the employee is entitled to take an unpaid rest period of up to 30 additional minutes during each four (4) hour period to express milk. Paid or unpaid rest periods cannot be accumulated or banked by the employee for use at another time.
Rest periods for all employees are governed by State rules and laws, in addition to the collective bargaining agreement for classified employees.
If an employee takes unpaid rest periods, the supervisor may, but is not required to, allow the employee to work before or after her normal shift to make up the amount of time used during the unpaid rest period. Altering a classified employee’s schedule in this manner does not constitute a change in the employee’s regular work schedule or shift nor does it create an opportunity whereby penalty pay or overtime can be incurred.
If the employee does not work to make up the amount of time used during the unpaid rest period, the employer is not required to compensate the employee for that time. The employer may not require an employee to use paid leave time to cover unpaid meal and rest periods used for expressing milk.
A health insurance eligible employee will have any unpaid ret periods that are taken to express milk counted toward the number of hours required in the month to meet benefits eligibility requirements.
If a lactation area, as identified below, is not within close proximity to the employee’s work area, the time taken to travel to and from the location may not be included as part of the break period.
Close proximity is defined as within walking distance of the employee’s work area so as not to appreciably shorten the employee’s rest or meal period.
An acceptable area for expression of milk includes the following:
University designated lactation rooms;
The employee’s work area if the work area permits the employee to express milk concealed from view and without intrusion by other employees or the public, such as an office, and the area has an electrical outlet and seating;
A room connected to a public restroom, such as a lounge, if the room allows the employee to express milk concealed from view and without intrusion by other employees or the public and the area has an electrical outlet and seating;
A child care facility where the employee can express milk concealed from view and without intrusion by other employees or the public; or
An empty or unused office or conference room, so long as there is a door that closes, an electrical outlet and seating, and windows, if any, can be covered. University lactation room signage will be used to indicate that the room is in use. It is preferable that the signage be adhered to the door, if possible. At a minimum, the signage may be placed on the door handle.
If a lactation area, as identified above, is not available in close proximity to the employee’s work area, the employee’s dean, director, or department head is responsible for assisting the supervisor in identifying and providing a private location for the employee to express milk within close proximity to the work area. A private location is a place with an electrical outlet and seating, other than a public restroom or toilet stall, concealed from view and without intrusion by other employees or the public.
The University will endeavor to include a lactation room in new building designs and, if feasible, in renovation or remodeling projects.
The employee may bring a cooler or other container to work for storing her expressed milk. The supervisor is responsible for ensuring there is adequate space in the employee’s general work area to accommodate the cooler or container. If the employer allows employees access to refrigeration for personal use, the supervisor may allow, but cannot require, an employee who expresses milk during work hours to use the available refrigeration for storage.
An employee may use a University designated lactation area to breastfeed her child who has been brought to her during her rest breaks by a care provider or another such individual. A supervisor may allow an employee to use a private area in the work place, as identified in this policy, for breastfeeding during rest periods if such use of the space is compatible with operational needs and workplace safety considerations. Should the supervisor have concern about the child being in the workplace due to potential safety or worksite issues, the supervisor is to confer with the Director of Environmental Health and Safety or the Director of the Office of Human Resources. In all cases, the supervisor has a responsibility to take into consideration the immediacy of the employee’s need when making lactation support arrangements.
Exceptions to this policy may be granted where the Director of Human Resources, or her designee, determines the exception to be in accordance with applicable rules and laws and to be in the best interest of the University.
The Office of Human Resources is responsible for providing policy and procedure information regarding this policy to eligible employees.
Questions or requests for assistance in implementing this policy or obtaining lactation room signage may be directed to the Office of Human Resources or the Office of Women Advancement and Gender Equity. Violations or complaints about implementation of this policy are to be directed to the Director of the Office of Human Resources.
Reference: ORS 653.077
Executive Order 99-10
The following policy concerns the construction of facilities and the roles of Oregon State University Facilities Services and the President's Cabinet. In accomplishing changes or additions to the physical spaces of the University, it is necessary to retain some central regulatory responsibility in order to assure that university-wide interests are met.
It is the policy of Oregon State University that planning for all construction shall be approved by the President's Cabinet, which consists of the President, the Provost and Executive Vice President, the Associate Provosts, the Vice Provosts, the Chief Business Officer, the Chief Institutional Advancement Officer, the Director of University Relations and News and Communication Services, and the Legal Advisor. Approval shall be sought and given prior to commencement of any construction activity. All proposed capital projects must indicate the source of funds which will support the project budget as developed.
The concept of "construction approval" also applies to alterations or additions of any kind or size. In addition, all capital projects (those exceeding a total expenditure of $100,000 in any six-year period) must be submitted to Facilities Services for review and prioritizing, generally eight years prior to the desired occupancy. Facilities Services will present all projects to the Cabinet. The Cabinet will formulate a priority listing for capital projects and recommend the listing to the President for final approval.
Approval and/or prioritization shall be obtained for all university-related projects, whether located on the main campus or off-campus, and regardless of funding source. This same approval concept and process shall also apply to any change in use or classification.
Facilities Services shall continue to have responsibility for accomplishment of changes or additions to the physical spaces. Actual work may be accomplished by Facilities Services forces or by outside contractors, at the option of either Facilities Services management or the using department. In either option, Facilities Services will be responsible for acquiring any contracts and will be responsible for providing on-site observation of the work.
This policy shall not be interpreted as an intention to be restrictive, but rather regulatory. It is intended to ensure:
General University Policies Manual
To provide a uniform and legal process to obtain, maintain and hold FCC issued licenses.
Oregon State Board of Higher Education Policy on administration of FCC licenses dated 21 June 2002.
The Board is the legal owner of all FCC licenses held within OUS. The Board has delegated the ability to the President of each institution to act ON THE BOARD’S BEHALF to administer the FCC licenses. In authorizing this, the Board has also set certain requirements outlined in the Board’s policy.
OSU will maintain a position of “FCC Coordinator” within the Department of Information Services. This position is charged with assisting departments and other administrative units with FCC licensing issues within the OSBHE policy of delegation of licensing authority. It shall be the policy that all FCC licenses be coordinated through the FCC Coordinator. With the advice and consent of the FCC Coordinator, Associate Coordinators may be appointed who will also be able to fill all duties of the FCC Coordinator.
When a department identifies a need for wireless communications that require a license, they shall contact the FCC Coordinator and obtain an information packet. They will then fill out the packet forms and return it for review. Once reviewed, the coordination of frequencies will be done (usually in conjunction with the radio vendor) followed by the actual license application. Once the license is received the equipment may be ordered.
OSBHE requires that all radio licenses held have appropriate technical oversight. Also they require an annual reporting of status of the license, technical responsibility and contact person. The OSU FCC Coordinator will maintain this information and forward it to the Chancellor’s office. Also the FCC Coordinator will provide filings for renewal of licenses, activity audits, facilitate communications among license holders and respond to technical inquiries from the FCC.
Operating System/Network Analyst
109 Kidder Hall
This policy specifically covers fixed equipment. The purpose of the policy is:
Classes of Property
The four property classes associated with buildings are construction, interior construction, building service systems, and fixed equipment.
Fixed Equipment Categories
For the purposes of maintenance and repair funding, the following categories apply to fixed equipment.
Categories of Service
The categories of service for fixed equipment are defined as follows:
Building Service Systems
Operation, maintenance, repair, and replacement of building service systems are the responsibility of Facilities Services, and funds to accomplish this responsibility are included in its budget. However, rarely are sufficient funds budgeted to meet the needs for maintenance, repair, and replacement of these systems; therefore, much of the needed work is identified as Deferred Maintenance and Repair.
No other agent is to exercise activities of operation, maintenance, repair, or replacement of building service systems without previous written authorization from the Director of Facilities Services, except in a life-threatening emergency. Authorization normally transfers to the agency the responsibility for funding the activity.
Operating Costs for Fixed Equipment
Operating costs for fixed equipment are normally the responsibility of Facilities Services (limited to usual services such as power and water) at reasonable levels based on prudent operation with energy and resource conservation in mind. Higher levels of service are the responsibility of the using department.
Maintenance, Repair, and Replacement
Limited funding is available to Facilities Services for limited preventive maintenance, service, repair, and replacement of the three categories of fixed equipment defined in this policy. The Fixed Equipment Service Table lists the levels of service to be provided, each service limited by the funds allocated for each fiscal year. Funding is not allocated for self-sustaining departments such as Housing, Memorial Union, Forest Research Lab, and Student Health.
General Purpose Classrooms
Facilities Services is considered the using department for general purpose classrooms throughout the University and is responsible for the maintenance and repair of fixed equipment in those classrooms, as described in the table above.
When a department is responsible for the maintenance, repair, or replacement of an item of fixed equipment, the following safety requirements apply. If equipment falls into a state of disrepair or other condition deemed unsafe by the Manager of Environmental Health and Safety, and/or if the equipment fails to meet adopted code requirements such as the Uniform Building Code, National Electrical Code, and National Board of Fire Underwriters, the department, after reasonable notification, must take corrective action. If the department fails to do so, Facilities Services will take whatever corrective action is deemed appropriate, including removal.
When unsafe conditions create an emergency situation, such as immediate fire or life safety risk, corrective action may be taken without notifying the department. The cost will be transferred from the departmental to the Facilities Services account.
Oregon State University provides keys for use by authorized faculty, staff, and students. This is a university service provided to maintain building and office security and allow access to authorized personnel after hours.
To maintain a safe and secure working environment, to prevent thefts from buildings, and to provide a customer-friendly procedure to borrow and return keys on campus through a university-supported key and building security policy.
It is the department's responsibility to:
Persons in violation of this policy may be issued a university citation and may be assessed damage and/or replacement costs.
Legislation known as the Byrd Amendment, section 1352, title 31, U.S. Code, provides the basis for subsequent federal requirements for certification regarding lobbying activities. All OSU administrators and faculty must be aware of, and comply with these requirements. Violations carry a stiff fine.
Certification regarding lobbying is required for an award of a federal contract, grant, or cooperative agreement exceeding $100,000 and for an award of a federal loan or a commitment providing for the United States to insure or guarantee a loan exceeding $150,000. On grant and contract proposals to federal agencies, the certification regarding lobbying accompanies the proposal. An item on the OSU proposal check-off sheet brings this to the attention of administrators and faculty.
As an example, the certification regarding lobbying that is part of the cover sheet for proposals to the National Science Foundation is shown here. Similar lobbying certification forms are required for other federal agencies.
Basically the lobbying certification requires:
National Science Foundation
This certification is required for an award of a Federal contract, grant, or cooperative agreement exceeding $100,000 and for an award of a Federal loan or a commitment providing for the United States to insure or guarantee a loan exceeding $150,000.
Certification for Contracts, Grants, Loans and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements and that all subrecipient's shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The Policy regarding the Mandatory Reporting of Child Abuse is located on the Office of Human Resources web site.
General University Policies Manual
The Higher Education Opportunity Act (HEOA) was signed into law on August 14, 2008 and regulations for implementing the law were issued by the Department of Education on October 29, 2009. Several sections of the HEOA are designed to reduce the illegal distribution of copyrighted works, including the unauthorized uploading and downloading of copyrighted works through peer-to-peer (P2P) file sharing on campus networks. These provisions require all U.S. colleges and universities to:
Oregon State University (“the University”) complies with the HEOA by the following:
1. Annual Disclosure. At the beginning of each Fall term, the following statement (“P2P Policy”) will be incorporated into the Registration Information Handbook for all students and sent to all students in a stand-alone email:
Institutional policies and sanctions related to the unauthorized distribution of copyrighted material: The University takes copyright infringement seriously. As set forth in the Acceptable Use of University Computing Resources policy (located at http://oregonstate.edu/aup.htm), all students must abide by federal and state copyright laws when using University computing or network resources. The unauthorized publishing or use of copyrighted material on the University computer network is strictly prohibited and users are personally liable for the consequences of such unauthorized use. This specifically applies to Peer-to-Peer or P2P file-sharing of copyrighted music and movies. Students should be aware that by engaging in unauthorized sharing of copyrighted material, they not only violate University policy, but they may also be held criminally and civilly liable by federal and/or state authorities.
Under current copyright law, criminal cases of copyright violation carry a penalty of up to five (5) years in prison and a $250,000 fine. Civil penalties for copyright infringement include a minimum fine of $750 for each work. Oregon State University will subject students who violate this policy to discipline as appropriate. For a first-time violation of this copyright policy, students are required to pass a copyright quiz within 72-hours or else their network access is disabled. Repeated infringement is subject to disciplinary action by the Office of Student Conduct and Community Standards, up to and including expulsion from the University.
3. Plan to offer legal alternatives for illegal file sharing. OSU maintains a list of legal alternative sources for music, movies or other digital content on our web site at http://oregonstate.edu/filesharing , and we encourage students to take advantage of these legal methods.
4. Review of effectiveness of copyright infringement deterrence plan. As part of our annual information security assessment, we will review the efficacy and operation of our copyright infringement deterrence plan. This assessment will include, for example, a review of information regarding bandwidth use, DMCA takedown notices, student conduct proceedings, and repeat offenders.
General University Policies Manual
This policy information has been moved to the Property Management Manual.
General University Policies Manual
To inform Oregon State University employees of responsibilities and actions to be taken during bomb threat incidents.
If you are an employee who receives a threat over the telephone, note the exact time of the call and the exact words said by the caller.
Listen carefully to the details of the threat and try to keep the caller talking until you are able to obtain the answers to the following questions:
Write down whether the caller is male or female, what age they sound like, any voice characteristics the caller may have (lisp, stuttering, accents, disguised, etc.), and any background noise you may hear.
If you have a display telephone, write down what appears on the digital display.
When the caller hangs up, call OSU Security Services Dispatch at 7-7000. Tell the Dispatcher that you have just received a bomb threat and provide all the information you received from the caller and your observations. Be sure to give the Dispatcher your name, office location, and telephone extension number. Stay on the phone with the Dispatcher until he or she releases you from the call.
After you have contacted Dispatch, inform your supervisor about the call. Tell the supervisor that you have called police and security and they are en route to the location threatened by the bomb. If the area threatened is your area, remain calm and stay where you are until police and security arrive at the scene.
If requested to leave your area or building, look around your work area as you leave. Look for any suspicious packages or bags. If you see something that does not belong, DO NOT TOUCH. Follow your department evacuation procedure and inform the police or security officer outside the building about the suspicious article you saw and the exact location.
Follow all instructions given to you by police or security personnel. Do not re-enter the building or area until you are told that you can.
When you are informed that your department or building has received a bomb threat, you should do the following:
Secure the area around the item by asking all persons to leave the area or room. Do not re-enter until emergency personnel arrive.
On occasion, Oregon State University seeks to recognize the efforts and contributions of individuals by the naming of buildings, portions of buildings, rooms, fixed furniture, trees, open spaces, fields, streets, and equipment, collectively referred to hereafter as "property." This policy establishes a uniform and consistent procedure to gain university approval and to record these namings for all university property on and off campus. University approval is required before the naming of any university property.
The primary intent of the property naming process is to allow the University to recognize the importance and/or efforts of an individual to the University or of someone who represents the ideals of the University.
Even though naming of buildings is primarily a university-wide issue, the building's use, history, and present and past occupants should be considered when deliberating upon the appropriateness of a possible name. Examples of this concept are as follows:
As a general rule, the building name holds more importance or represents greater University recognition than the naming of a portion of the building, such as a suite of rooms or a single room. This hierarchy should be considered: first, presidents; then, provosts, deans, and department heads. As an example, an individual room would be named for a department head, while the building itself might be named for a dean.
A. Selection of Names
Oregon Administrative Rules, Chapter 580-50-025 "Naming Buildings After Persons," does not allow the naming of any building or structure after a living person. It allows "exceptions to be considered or made if a donor contributes a substantial share of the cost of construction or for other unusually meritorious cause." Those honored with such a naming might be:
Exceptions to this University Property Naming Policy are allowed only when specifically approved by the President. Namings for living person(s) must be approved by the State Board of Higher Education after receiving approval of the OSU President.
B. Functional Naming of Buildings
The use of functional names for major buildings should be avoided. Over time, functions within a building will change and the name could result in confusion.
Smaller buildings or farm buildings housing functions of general need to the campus or community may be referred to with functional names such as Parking Office, Security Office, and poultry sheds.
Some smaller buildings may be referred to by occupant name when principally occupied by one program, such as the various cultural centers.
Some buildings will be designated by a combination of their functional and dedicated names. Examples might be Plageman Student Health Center, the library, the administration building, gymnasiums, etc.
In cases where functions change within the building, the name will remain with the building and the functional name will be deleted. Departmental or program identification may appear on the exterior building sign only as controlled and outlined in the Exterior Campus Sign Design Guidelines. Such departmental or program identification may appear only on an exterior sign that also contains the dedicated building name. Names of buildings and facilities with functional names may be amended to reflect future dedications.
C. Namings Other Than Buildings
Departmental libraries, computer laboratories, and similar areas should be given functional names, not fixed to specific locations. Space on campus is a university resource and may be reallocated from time to time to best meet the needs of the University. The naming should be worded to allow the reallocation of movable property as appropriate. Any such modification or reallocation will be reviewed by the Chief Institutional Advancement Officer and the appropriate dean and department representatives with respect to the original naming.
D. Modification or Relocation of Property and Names
As modifications are made to property over time, situations may occur where it is in the best interest of the University to relocate, modify, or reallocate named university property. In the event modifications to named property are required or recommended, appropriate college deans and university administrators will be involved in early planning. This is to insure that the original purpose of the naming and the donor's wishes, if built with private funds, are preserved as appropriate. These occurrences underscore the importance of obtaining university recognition of all naming.
In the event building names are modified or shifted between structures, approval must be obtained using this policy and process. Example: both the Kerr and Weatherford names have shifted between buildings several times.
E. Sign Design Guidelines
All interior and exterior signage on campus will conform to the Interior and Exterior Campus Sign Design Guidelines. These two guideline documents are designed to be companion documents to this naming policy. The guidelines control the location, size, materials, and text of interior and exterior campus signage.
Off-campus property signage shall also have the name of the institution incorporated into the name.
F. Plaques Commemorating Namings
The text of all plaques will be forwarded by Facilities Services to the Chief Institutional Advancement Officer for review and approval. Plaques on rocks, posts or trees are not permitted.
G. Ownership of Gifted or Purchased Items
All named property is property of the State of Oregon and Oregon State University.
H. Suggested Namings and Restrictions
The following restrictions are suggested practices. The word "hall" will be used for principal permanent buildings. Larger residence halls will be referred to as "halls" rather than dorms. The word "center" will preferably not be used for a single building, but only for a complex of buildings all supporting a single discipline or function. The word "building" may be used in combination with a functional name. With the precedent of the Acona, it is desirable that Native American names be used for future ships.
Requests for approval of naming should be transmitted to Facilities Services from the appropriate dean or vice provost. Following receipt of the request, Facilities Services will transmit the request and supporting documents to the Chief Institutional Advancement Officer, who will convene the Property Names Committee to review and forward a recommendation to the President. Final approval of property naming rests with the President.
A. Review and Approval of Naming
Because of the growing public scrutiny of naming, the Chief Institutional Advancement Officer will review and advise the President of any concerns raised by any proposed naming. Individuals may not commit the University to namings before formal acceptance by the President. Requests for a specific naming must be submitted as outlined in this document for review and approval by the President. Facilities Services will forward a copy of sign and dedication requests to the Property Names Committee for review and approval.
B. Establishment and Duties of the Property Names Committee
A permanent Property Names Committee is established by this policy. The chief function of the Committee will be to insure uniformity and consistency of names on the campus and to make suggestions for names when requested by the President. The Committee will be appointed by and report directly to the Chief Institutional Advancement Officer.
The Committee will consist of the Chief Institutional Advancement Officer (chair), the University Facilities Planner (Facilities Services), the proposer of a new name, and a representative(s) of the occupants of the building to be named.
The Committee will:
The Committee chair may act administratively on the review and recommendation of minor building and facilities naming and dedications through the process above without convening the full committee.
C. Submittal to the Chief Institutional Advancement Officer
|6/19/14||Property Security Policy||This policy information has been moved to the Property Management Manual.|
|4/3/14||Click Through Technology License Policy||Created a new policy|
|9/27/13||Acceptable Use of University Information||Updated links under Use and Release of Information|
|5/7/13||Services for Students with Disabilities Policy||Deleted Policy. This policy has been updated and is folded into the policy of nondiscrimination on the basis of disability.|
|5/7/13||Policy on Assistance to Disabled Faculty and staf||Deleted Policy. This policy has been updated and is folded into the policy of nondiscrimination on the basis of disability.|
|5/7/13||Discrimination and Discriminatory Harassment Policy||Updated link for this policy to http://oregonstate.edu/oei/discrimination-and-harassment-policies.|
|5/7/13||Guidelines for Nondiscrimination on the Basis of Disability||Updated link for this policy to http://oregonstate.edu/accessibility/policies.|
|5/7/13||Nondiscrimination on the Basis of Religion||Updated link for this policy to http://oregonstate.edu/oei/religious-accommodation-policy.|
|5/7/13||Sexual Harassment||Updated link for this policy to http://oregonstate.edu/oei/sexual-harassment-and-violence-policy|
|5/7/13||Affirmative Action Policy||Updated link for this policy to http://oregonstate.edu/oei/affirmative-action-plan|
|1/29/13||Criminal History Checks||Created new section|
|1/22/13||Cover Page||Updated 3rd paragraph for Student Life Policies & Regulations|
|9/27/12||Firearms Policy||Created new section for Firearms Policy|
|9/27/12||Weapons and Destructive Devices||Seperated Weapons and Destructive Devices from the Firearms Policy|
|12/21/11||Computing Resources||Updated link for Guidelines for Release of Email Addresses to http://oregonstate.edu/registrar/guidelines-release-e-mail-addresses|
|2/09/11||Acceptable Use of Computing Resrouces||Added the text in gray to the following paragraph:
Users should be aware that their uses of University computing resources are not completely private. It is the policy of the University not to monitor individual usage of computing resources, unless there is a legitimate business reason to do so.