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.

• All users of University computing resources must: Comply with all federal, state and other applicable laws; all generally applicable Board of Higher Education and University rules and policies; and all applicable contracts and licenses. Users are responsible for ascertaining, understanding, and complying with the laws, rules, policies, contracts, and licenses applicable to their particular uses.
• Use only those computing resources that they are authorized to use and use them only in the manner and to the extent authorized. Accounts and passwords may not, under any circumstances, be shared with or used by persons other than the individual(s) to whom they have been assigned by the University.
• Refrain from unauthorized attempts to circumvent the security mechanisms of any University system.
• Refrain from attempts to degrade system performance or capability, or attempts to damage systems, software or intellectual property of others.
• Refrain from using University computing resources for commercial purposes, except as specifically authorized by the University in written approval of a request for approval of outside employment. Any such approval shall include full detail of the employee's financial obligation and the charge for such use, if any.
• When using University computing resources to access non-University resources, observe the acceptable use policies of those non-University organizations.
• Refrain from unauthorized viewing or use of another person's computer files, programs, accounts, and data.
• Refrain from sharing a password or using another person's password. All such activity is strictly prohibited. Access to such information does not imply permission to view or use it. Users are responsible for ascertaining what authorizations are necessary and for obtaining them before proceeding.
• Refrain from using electronic mail systems for "broadcasting" of unsolicited mail or for any purpose prohibited by state or federal laws. Broadcast email is defined in "Guidelines for Release of Email Addresses," available at http://oregonstate.edu/registrar/guidelines-release-e-mail-addresses
• Abide by federal copyright laws when using University computing resources for the use of or the copying of copyrighted material. The unauthorized publishing or use of copyrighted material on a University server is prohibited and users are personally liable for the consequences of such unauthorized use.
• Abide by his/her supervisor's direction regarding personal use of University computing resources.

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:

• if it has reason to believe that activities are taking place contrary to this policy, or to Oregon University System policy, or state or federal law or policy
• to respond to an administrative court or judicial court order
• to respond to a request for discovery in the course of litigation
• to respond to a public record request for files which are deemed public records under public records laws
• for a legitimate business reason

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.

Enforcement
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.

Scope
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.

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

• Individuals may request and utilize information needed to perform the scope of their responsibilities to the University. Individuals may not utilize information for a task that is not within the direct scope of their responsibilities without the prior approval of the appropriate record custodian.
• Release of student data must follow the guidelines as available at http://oregonstate.edu/registrar/GuidelinesforReleaseofStudentRecords.html. Release of employee data must follow the guidelines as available at: http://oregonstate.edu/admin/hr/records_resources.pdf. All requests for records coming from outside the University are to be reviewed by the appropriate record custodian prior to release. The record custodian will consult with the General Counsel’s office as appropriate for compliance with the public records law.
• Aggregate (summary data, not person specific) information, extracted from information systems or reports, may be released internally or externally if it has already been publicly released with the approval of the records custodian. Aggregate data that has not been published by the University may be released only with the prior approval of the appropriate record custodian.
• Subpoenas or other requests from law enforcement authorities for student or employee records should be referred to the Office of the Registrar for students or the Office of Human Resources for employees.

Expectations for Responsible Use of Information

• Respect electronic computing resources and systems and your impact upon them.
• Information is available for your use in your official role at OSU only. No additional uses of information or sharing of information may be made without appropriate authorization.
• Removal of the official record copy of documents from the office where they are maintained is permissible only when authorized to do so and in the performance of official duties.
• Keep all passwords and access codes confidential and out of sight of others
• Keep all confidential information and records, however maintained or stored, safeguarded against inappropriate use or access by others.
• Report any infractions in the use or release of information to the appropriate records custodian.

Violations
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

Background

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.

Policy

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).

Policy

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.

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Applicability

Eligible employees, including all academic and non-academic faculty, classified staff, temporary, and student employees.

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Expression of Milk

Expression of milk means the initiation of lactation, by manual or mechanical means, for the employee’s child 18 months of age or younger. 

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Employee Notice to Supervisor

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.

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Rest Periods

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.

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Lactation Area

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.

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Storage of Expressed Milk

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.

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Breastfeeding in the Workplace

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.

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Exceptions

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.

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Dissemination of Policy and Related Information

The Office of Human Resources is responsible for providing policy and procedure information regarding this policy to eligible employees.   

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Guidance, Consultation and Complaints

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
OAR 839-020-0051
Executive Order 99-10

Introduction

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.

Policy

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:

• that planning and construction respond to university-wide priorities;
• that planning and construction details respond to requirements of government-agency-adopted Uniform Building Code and land use requirements and any special requirements of Facilities Services; and
• that records accurately reflect actual use of space.

Purpose

To provide a uniform and legal process to obtain, maintain and hold FCC issued licenses.

Authority

Oregon State Board of Higher Education Policy on administration of FCC licenses dated 21 June 2002.

Background

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.

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.

Procedure

Obtaining a new license:

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.

Maintaining Licenses:

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.

Contact

The OSU FCC coordinator can be reached at:

Tom Williams
Operating System/Network Analyst
Media Services
109 Kidder Hall
541-737-3822
thomas.e.williams@oregonstate.edu

Purpose

This policy specifically covers fixed equipment. The purpose of the policy is:

1. To define the four components of buildings.
2. To define the three categories of fixed equipment
3. To define the three categories of service provided by Oregon State University Facilities Services for maintenance and repair of fixed equipment;
4. To identify the levels of service that funding allows Facilities Services to provide for each of the three categories of fixed equipment.

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Definitions

Classes of Property
The four property classes associated with buildings are construction, interior construction, building service systems, and fixed equipment.

• Construction. Includes the excavation, foundation, building frame, floor structure, exterior finish, roof structure, roof cover, doors, windows and hardware.
• Interior construction. Includes items such as terrazzo and resilient floor covering, tile wall treatment, bathroom partitions, acoustical and other ceiling treatments, vinyl and other floor coverings, partition walls, and miscellaneous interior finishes and specialties.
• Building service systems. Includes attachments to the building, such as wiring and electrical services and fixtures, central air-conditioning and ventilating system, heating system, plumbing, fire protection system, and environmental monitoring system.
• Fixed equipment. Includes furniture and equipment affixed to the building which serves the function of the institution, e.g., built-in benches, fume hoods, cabinets, counters, tables, lockers, movable partitions, auditorium seating, chalk and tack boards, built-in projection screens, animal runs and cages, cage and bottle washers, distilled water systems, gaseous piping systems, chemical waste disposal systems, conveying equipment, refrigeration machinery and equipment, dietary equipment, dishwashers, dentist chairs and dental treatment units, operating room lights, x-ray support systems and equipment, closed-circuit television system, paging system, cold rooms, and similar fixed furniture and equipment not normally included in the Building Account.

Fixed Equipment Categories
For the purposes of maintenance and repair funding, the following categories apply to fixed equipment.

• A-1. Equipment similar to building system equipment/utilities extended to laboratory benches. Includes sinks; faucets; emergency eyewash/showers; drains, traps, strainer baskets; natural gas valves; distilled water systems; and refrigerated drinking fountains.
• A-2. General room furnishings. Includes water filtration systems, waste disposal systems, chalk/bulletin boards, projector screens, carpets, drapes, blinds and shades, and window screens.
• A-3. Built-in equipment likely to serve a variety of laboratory types. Includes fume hoods, window air-conditioning units, non-window air-conditioning units, environmental rooms, autoclaves/sterilizers, lab benches and cabinets, emergency power generators, cage washers, overhead cranes and hoists.
• Not included in these categories is specialized equipment, such as spectrometers, low temperature freezers, ductless fume hoods, centrifuges, etc. Responsibility for maintenance of specialized equipment remains exclusively with the department.

Categories of Service
The categories of service for fixed equipment are defined as follows:

• Preventive Maintenance. Periodic work that is scheduled by Facilities Services that has been planned to provide adjustment, minor cleaning, and routine inspection of equipment to reduce service interruptions.
• Service Calls. Requests for minor repair service to Facilities Services -- normally one visit, not to exceed two hours, with parts in service vehicle. If the repair is extensive, requires more than one two-hour visit, or parts need to be ordered, a new work order will be issued. If it is a repair item that requires departmental funding, the department will be informed of the problem, the estimated repair cost, and the eventual consequences if the problem is not corrected. If freon is escaping from a piece of departmental equipment, the department will be informed that the law requires us to take the piece of equipment out of service until repairs can be funded by the department.
• Repairs. The replacement of parts that have deteriorated by usage, or that have broken. Requires more than one visit and the ordering of parts. For categories A-2 and A-3, the using department will be notified of the approximate cost for repair and will be asked to authorize and fund the repairs. If freon is escaping from a piece of departmental equipment, the department will be informed that the law requires us to take the piece of equipment out of service until repairs can be funded by the department. General Purpose Classroom repairs (part of category A-2) will be funded by Facilities Services.

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Policies

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.

Safety Requirements
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.

Explanation

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:

1. that no federal funds are used for lobbying;
2. that if non-federal funds are used for lobbying, a disclosure form must be submitted to the federal agency with the proposal or prior to the award;
3. that the two requirements listed above also apply to all subawards (i.e. subcontracts, cooperative agreements, etc.).

Example: Certification Regarding Lobbying

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:

1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer of employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

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.

State Policy

According to state statute (ORS 351.210), all property, equipment, and supplies acquired by Oregon State University remain the responsibility of the University until disposed of in an authorized manner. The State Department of Administrative Services requires that inventoriable equipment retain its original capital value on OSU records until such authorized disposition occurs.

Departments may dispose of OSU property (equipment and supplies) as follows:

1. Trade the item in on new acquisitions through Purchasing with prior OSU Purchasing and Property Management approval.
2. Sell or transfer the item from one department to another within the Oregon Department of Higher Education with prior Property Management approval.
3. Sell or transfer the item to another Oregon state agency with prior Property Management approval.
4. Salvage the item for parts, only after Property Management has approved disposal in this manner.
5. Send the item to Property Management to be sold as surplus.
6. Return the item to a federal or private funding agency at close of contract if so specified in the award document.
7. Return the item to the owner if loaned or leased to OSU.

To dispose of property in some other manner, contact Property Management, 7-3102, and ask whether the proposed method is allowable under state law and institutional guidelines.

Definitions

• Inventoriable Equipment. Equipment with an original purchase price of $5000 or more and a life expectancy of more than one year, which is not consumed in the normal course of business.
• Minor Equipment. Equipment with an acquisition cost of less than $5000 such as furniture, office equipment, tools, farm equipment, and scientific equipment.
• Capital Value. The original purchase price of the item or fair market value at the time of donation, loan, lease, or construction.
• Property. Any item owned, in the custody of, or leased by OSU or a department at OSU.

OSU Policy

Oregon State University's academic environment requires freedom of movement and trust in faculty, staff, and students. The policy that follows is designed to support those goals by helping departments to protect their equipment and resources.

Equipment Security

• Monitoring. All departments are required to place one or more responsible persons in charge of all minor equipment. This applies not only to the main campus but to the Hatfield Marine Science Center and all other OSU installations.
• Securing. To prevent theft, all equipment valued at $500 or more should be secured with a locking device or placed in a locked room or cabinet when not in use by an employee. Security Services will inspect or recommend locking devices or review and approve other locking methods.
• Identification. While all inventoriable equipment is now marked with a bar code inventory label, this does not protect the equipment from being stolen or assist in its recovery. Barcodes and serial numbers can easily be removed. Departments are advised to engrave all equipment with the letters "OSU" and the inventory number. Engravers are available at no cost from Public Safety/Security Services. Security officers can assist with engraving.
• Crime Prevention. Security Services can assist departments by conducting security surveys and offer recommendations for theft prevention methods. This service is provided at no cost to the requesting department.

Reporting Equipment Damage, Destruction, or Loss
The loss of any piece of inventoriable equipment must be reported immediately to the State Police (or local police if outside the Corvallis area), the Risk Management Office for insurance claim purposes, and the Property Management Office. Damage or destruction of property should be reported promptly to Property Management and the Risk Management Office. Damage or destruction of property by a criminal act should be reported promptly to the State Police or local police as well.

Replacement of Equipment
When stolen, damaged, or destroyed property has been previously secured in an approved manner, the department is eligible to seek replacement funds from the state Insurance Fund.

Unsecured Equipment
If a piece of movable equipment is stolen or lost and the department has not taken adequate measures to secure the equipment, the department will not be eligible for insurance and will be required to replace the equipment out of its own resources up to a maximum of $10,000. If the replacement cost is above the maximum, then insurance may pay for the amount above $10,000. The department should still contact the State Police, Risk Management Office, and Property Management immediately to assist in the recovery of stolen equipment.

Disposal
Property may not simply be written off as of no value. Any item that is no longer useful to a department must be sent to Property Management for disposal. Property Management will remove the item from the department's inventory after disposal. The department is relieved of responsibility for the item once Property Management picks it up and signs for it. Inventoriable equipment recorded as missing/lost may be removed from inventory if it has not been found after two physical inventory cycles.

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.

I. Intent

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:

• it might be inappropriate to name a building which houses an agriculture use after an athletic coach;
• it might be appropriate to name a building after a president who was instrumental in bringing about the construction of the building, or if the building were occupied by a department that shared some connection to the president.

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.

II. Policies

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:

• staff or faculty members, or persons not connected to the University who have contributed significantly to the social, academic, scholarly, research, or political life of the University;
• persons not connected with the University who have contributed, in one way or another, to the growth and development of the institution;
• an illustrious alumni member; or
• an outstanding states-person, educator, or scholar who may or may not be connected to the University or the State of Oregon.

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.

III. Authority

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:

1. consider names proposed and apprise interested parties of the policy for the selection of names;
2. act as the formal conduit for names to be submitted, researched, and forwarded for recommendation;
3. (may) recommend a specific name in response to a naming opportunity;
4. maintain records of approved dedications and building names;
5. forward notice of building dedications to the State Board of Higher Education once approved by the President;
6. receive and maintain brief biographical data and a statement as to why the person named is so honored; and
7. notify the requester of the dedication of the approval status once the President has acted upon the request.

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

1. A formal letter of request should be submitted by the dean or vice provost with a statement of the nature of the request. The letter should discuss the importance of the naming to the University; the nature of the gifting and/or meritorious activity; and other conditions, concerns, or impacts of the naming. In the case of a naming representing a living person, the magnitude of gifting and meritorious activity should be well delineated. Plans for any plaque, funding, and maintenance should be identified. There is no special form that must be submitted with this letter.
2. A resume or discussion of the individual(s) being honored should be included.
3. Letters of reference or recommendation from individuals should be included. There is no minimum or maximum number of recommendations required. Petitions may also be submitted to show those in favor of the naming.