General University Policies

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 human.resources@oregonstate.edu 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.

List of General Policies?

AIDS Policy

General University Policies Manual
Effective: 10/15/1997

 

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.

Policies Pertaining to Students

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:

  1. Access to Facilities: Students with HIV infection shall have full access to residence halls, libraries, student union, dining areas, physical education facilities, swimming pools, saunas, theaters, restaurants, rest rooms, or other common areas.
  2. Admissions: Consideration of the existence of HIV infection shall not be part of the admission decision for prospective students.
  3. Attendance: Students with HIV infection shall be allowed normal classroom attendance, usual employment opportunities, and participation in co-curricular activities (social, cultural, and athletic events) without restriction as long as they are physically able. Students who experience anxiety about the risk of infection and refuse to attend class because of the presence of a fellow student or an instructor who is HIV-infected, or perceived to be infected, shall receive counseling as to current medical information related to the risk of exposure to HIV infection through routine contact in the classroom. Continued unreasonable refusal to attend class shall be handled by the instructor in accordance with Academic Regulation 14 "Attendance." Counseling of the student shall be coordinated by University Counseling and Psychological Services.
  4. Confidentiality: AIDS is a reportable disease in Oregon. Except for legally required reporting which is consistent with Oregon law, confidentiality of medical conditions shall be maintained. A student’s medical records are confidential information and, as such, may not be released without the individual’s written permission except as otherwise provided by law. There is no medical necessity to advise students, faculty, or co-workers of the presence of persons who have HIV infection.
  5. Education: Through Student Health Services and academic units, an ongoing educational program about HIV infection will be provided to students. The role of Student Health Services is outlined in a separate section Policies Pertaining to Student Health Services.

    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."

  6. Financial Aid: University policies relating to financial aid apply equally to all students attending the University. If the course load of a student with HIV infection must be modified or reduced for medical reasons, existing guidelines pertaining to reduced course loads shall be followed.
  7. Food Services: Students with HIV infection shall have full access to all residence dining halls, housing cooperative dining rooms, private contracted food facilities (i.e. College Inn), fraternity and sorority dining rooms, and University regulated cash operated restaurants, concession outlets, convenience stores, and catered events without restriction to co-curricular programs. Students can be excluded on the basis of not holding membership in the applicable organization or being an active participant in the sponsoring organization. (See policies pertaining to Employment regarding student employees in food services).
  8. Harassment/nondiscrimination: Discrimination based on the actual or assumed disabling effects of HIV infection is prohibited by law. The University condemns all occurrences of emotional and/or physical abuse as intolerable and will respond to them quickly and effectively.
  9. Disabling Condition: Persons with AIDS or HIV infection may be considered as having disabling conditions. Students with HIV infection seeking assistance shall receive appropriate accommodations.
  10. Medical Care: This is covered in detail under "Policies Pertaining to Student Health Services."
  11. University Approved/Regulated Housing: In an effort to serve the needs of HIV-infected students, decisions about housing for students with HIV infection will be made on a case-by-case basis. Housing is defined as residence halls, housing cooperatives, private contracted apartments (College Inn), fraternities and sororities. The best currently available medical information does not indicate any risk to those sharing a residence with infected individuals. There may be, in some circumstances, reasonable concern for the health of students with immune deficiencies when those students might be exposed to certain contagious diseases (e.g., measles or chicken pox) in a close living situation. University administrators and health officers may recommend/require that a student with HIV infection seek special housing arrangements for his/her own protection.
  12. Safety Precautions: Departments at Oregon State University will take the necessary steps to insure the safety of individuals who may be exposed to blood or blood products through implementation of Oregon State University's "Bloodborne Pathogens Exposure Control Plan" (see OSU Safety Procedures Handbook).
  13. Student Health Services: This is covered in "Policies Pertaining to Student Health Services."
  14. Study Abroad Programs: Students participating in Study Abroad programs shall be informed of health risks particularly in regard to the blood supply and medical practice in countries with health standards that are different from those in the United States. They shall also be informed of HIV test requirements to obtain visas to visit certain countries. This shall be the responsibility of the Office of International Education.
  15. Testing: There is no current justification for mandatory HIV diagnostic testing, and the University will not require it for participation in any activity. However, when other institutions, agencies, or governments require testing for participation, enrollment, or travel, diagnostic testing will be made available by Student Health Services. This policy applies only to students. Faculty and staff normally will have to make arrangements for testing through their physicians or an outside health agency.

Top

Policies Pertaining to Student Health Services

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:

  1. Safe Medical Practices: Stringent universal precautions for the prevention of disease through infected body fluid or instruments contaminated by such fluid shall be maintained. These procedures will be under continuous review by the medical staff, as well as the licensing and accrediting agencies. The policy of Student Health Services is first and foremost to be certain that no one need fear contracting infectious disease during medical procedures. Given these precautions, Student Health Services is prepared to treat students infected with HIV or with other infectious diseases with confidence in the safety of the staff and other patients.
  2. Education and Outreach: Student Health Services is committed to education as the primary means to prevent transmission of HIV. Counseling about safe sex practices, needle precautions, and prenatal transmission is provided at Student Health Services by the general medical clinic, the Sexual Health Clinic, and the Health Educator. The staff makes itself available, as much as possible, for campus outreach programs such as AIDS prevention programs, classroom lectures, talks at living or other campus groups, and through the campus media.
  3. Testing: Confidential, inexpensive diagnostic testing for HIV will be offered to students by Student Health Services. Priority is given to persons with a significant risk, by history, of having contacted HIV. At this time, the tests are not sufficiently accurate to encourage testing of low risk groups. No tests will be given without informed consent, and results cannot be released to third parties without the specific and express prior authorization of the patient unless otherwise required by law. Consistent with current information, performance of a positive diagnostic test, at the very least, cannot increase the chance that an infected person will transmit the disease. In other words, persons who know they are infected are far more likely to do something to protect others than those who do not.
  4. Treatment and Counseling of Patients: Continuing education, treatment, and emotional support to students found to be infected with HIV will be provided. Information that may preserve the health of the patient and prevent transmission of the disease will be provided to the patient. Follow up will be encouraged. Student Health Services staff will participate, up to its capacity, (with appropriate referrals to specialists or other centers) in the treatment of those students who become ill with AIDS or AIDS-related complex. As with all other illnesses, the goal of Student Health Services will be to assist the student to remain in school and other activities despite any disease or limiting condition.

Top

Policies Pertaining to Employees

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.

  1. Work Place Safety: With regard to potential exposure to infectious disease, including HIV infection, the University desires to provide a safe work environment for all employees based on standards set by the:
    • Federal Occupational Safety and Health Administration (OSHA)
    • Oregon Occupational Health and Safety Division
    • Federal Centers for Disease Control
    • State Health Division
    • Environmental Health and Safety will provide departments with guidelines covering required infection control items to be included in first aid kits and will assure that all required items are available for purchase through the Facilities Services storeroom.
  2. Employment of Affected Persons: It is the policy of the State of Oregon and the University as an agency of the state to protect the right of individuals to employment free from unlawful discrimination based on disability. HIV infection may be a disability under Federal and State law.

    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.

  3. Employee Refusal to Work: Employees who experience anxiety about the risk of infection and who refuse to work with a co-worker, student, or member of the public who is HIV-infected, or perceived to be infected, shall receive counseling as to current medical information related to the risk of exposure to HIV infection through routine contact in the work place. Continued unreasonable refusal to work with an HIV-infected co-worker, student, or member of the public could make an employee subject to disciplinary sanctions consistent with applicable provisions of state laws and regulations, applicable collective bargaining agreements, and applicable university and OUS administrative rules.
  4. Confidentiality: Medical records of employees are protected by law from public disclosure. Medical information related to University employees will not be released without specific written authorization by the affected employees unless otherwise required by law.

    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.

  5. Diagnostic Testing: There is no current medical justification for mandatory HIV diagnostic testing for employment at the University. Under Oregon law, no individual may be tested for presence of HIV without the informed written consent of the individual.
  6. Employee Benefits: With regard to employee benefits programs, the State of Oregon and the University will treat HIV-related illnesses the same as other life-threatening illnesses. Further information and specific health insurance plan information may be obtained from the University's Department of Human Resources, 7-3103.
  7. Management of Employee's Exposure to HIV Infection: If there is a possibility that an employee has been exposed to HIV infection at work the employee should immediately notify her/his supervisor. The supervisor should contact the EH&S Biosafety Officer at 7-2505 who will initiate the post-exposure follow-up procedure.

Top

Policies for Delivering Current Information to the Campus Community

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:

  1. Securing and Distributing Current Material: The University shall actively seek out the latest material on AIDS and distribute it to the campus community. Sources can include state agencies such as the State Accident Insurance Fund (SAIF), Department of Human Resources, and Department of Insurance and Finance. Nationally, there are the Centers for Disease Control (CDC) and its parent agency, the Public Health Service (PHS), and medical associations.

    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.

  2. Providing Formal Instruction: The University shall actively support instruction, including the use of current audiovisual material, and provide release time for its employees to attend these sessions. While the focus is on AIDS, there needs to be an increased emphasis on such areas as first aid certification including CPR. The University needs to become more safety conscious. The distribution of material and the making available of training sessions and knowledgeable speakers shall recognize the regular turnover of students and employees by offering programs and conducting mailings at regular intervals.

Copies of the Oregon State University AIDS Policy are available from the Department of Human Resources, (541) 737-3103.

Acceptable Use of University Computing Resources

General University Policies Manual
Created: 07/01/2006
Revised: 5/3/12

 

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.

Acceptable Use of University Information

General University Policies Manual
Effective: 07/01/2006
Revised: 09/27/2013

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.

Student

Record Custodian

Course Catalog

Registrar

Class Schedule

Registrar

Recruitment

Admissions

Admissions

Admissions

General Student

Registrar

Registration

Registrar

Accounts Receivable

Business Affairs

Academic History

Registrar

Curriculum, Advising & Program Planning

Registrar

 

Finance

 

Accounts Payable

Business Affairs

Accounts Receivable

Business Affairs

Budget

Budget & Fiscal Planning

Payroll

Business Affairs

Fixed Assets

Business Affairs

FOAPAL Elements

Joint Ownership: Business Affairs &
Budget & Fiscal Planning

 

Financial Aid

Financial Aid

 

Employee

 

Payroll

Business Affairs

All Other

Human Resources

 

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/guidelines-release-information. Release of employee data must follow the guidelines as available at: http://oregonstate.edu/admin/hr/document/pdf/guidelines-release-employee-records . 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

Affirmative Action Policy

Alcoholic Beverage Policy

Animal Control Regulation

Bicycle Regulations

(Search for 576-030-0090 or Bicycle Regulations)

Click Through Technology License Policy

General University Policies Manual
Effective: April 3, 2014

 

Scope:

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.

 

Classes of licenses:

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.

  1. In entering into these agreements, Procurement, Contracts and Materials Management (PCMM) will consult with Information Services (IS) and the Office of General Counsel (OGC).
  2. Employees (end users) are authorized to click on-screen license agreements for installation, updates, and patches.

2) Department-Specific Licenses.  These are software and services with specialized functionality, intended for limited use in departments.

  1. Technology Licenses will be entered into by PCMM for use by specific unit/person/research group within OSU.  PCMM retains signature and decision-making authority for the contract.  Business decision resides with the unit/person using the technology.
  2. PCMM may authorize click-through of technology for upgrades and updates.

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.

 

Authorization and Acceptable Use of Employee Licensed Technology

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:

  1. Acceptable use of University Computing Resources
  2. Acceptable use of University Information

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.

If OSU has negotiated master terms of use for a software or service, an employee may not negotiate different terms.

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:

  1. Information Security Policy and Procedures Manual, Section 204: Use of Third-Party/Non-OSU Services
  2. Information Security Policy and Procedures Manual, Section 202: Classification Standards

Criminal History Checks

General University Policies Manual
Published: January 27, 2013

Background Checks Policy for Employment and Service

 

I.  Policy Statement  

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.

 

II. Background Checks

A.  Applicability

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. 

           

B.  Types of 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.

C.  Disclosure and Authorization of Background Investigation

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. 

 

D.  Criminal History Checks

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.

 

E.  Background Checks Otherwise Required

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.

Discrimination & Discriminatory Harassment Policy

Drug-Free Workplace Policy

General University Policies Manual
Effective: 03/10/1989
Revised: 02/02/2008

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).

Employees Doing Business with OSU as Private Contractors or Vendors Policy

General University Policies Manual
Effective: 03/15/2002

Purpose

To ensure Oregon State University continues to obtain quality goods and professional services in the most appropriate and fiscally responsible manner.

Applicability

All employees.

Policy

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.

Expressing Milk in the Workplace

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.

Top

Applicability

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

Top

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. 

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.   

Top

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

Facilities Planning, Construction, and Remodeling Policy

General University Policies Manual
Effective: 02/01/1988
Revised: 10/01/1995

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.

Federal Communication Commission Licenses Policy

General University Policies Manual
Effective: 09/2003
Revised: 09/26/2007

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

Firearms Policy

Fixed Equipment Policy

General University Policies Manual

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.

Top

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.

Top

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.

Information Security

Key and Building Security Policy

General University Policies Manual
Revised: 11/01/1995

Policy

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.

Purpose

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.

Procedure

  1. University keys are the property of Oregon State University. The OSU Facilities Services Key Shop is responsible for the issuance of keys, maintenance of keys and locks, and inventory of keys.
     
  2. At the request of authorized faculty, staff, and students, keys may be issued to them by the OSU Facilities Services Key Shop, upon payment of a refundable deposit to the OSU Cashier's Office.
     
  3. All University keys are assigned to individuals. The person whose name appears on the key request form is responsible for all keys listed. All keys must be surrendered upon request of the key shop, the authorizing department, Security Services, or upon leaving the university. The key card states the responsibilities of the key holder, and upon signature of this card the key holder agrees to follow the OSU Key and Building Security Policy.

    It is the department's responsibility to:

    1. Issue exterior door keys only to those authorized persons who have a continuing need to access a building after closing hours.
    2. Insure that all unneeded keys are returned to the Facilities Services Key Shop.
    3. Report all keys that have not been returned or are lost to Security Services and Key Shop immediately.

  4. Persons failing to return issued keys may be charged for costs associated with re-keying of the spaces accessible by the key. Refusal to return a key upon request may result in arrest for theft of university property.
     
  5. It is the responsibility of the key holder to report any malfunctioning locks to Facilities Services Customer Services (737-0438) or to Security Services (after hours). Damaged keys should be delivered to the key shop to receive a replacement without charge. Lost keys must be reported to the issuing department within 24 hours of loss.
     
  6. University locks shall not be replaced with non-university-issued locks without permission of the Facilities Services Key Shop. Locks replaced without authorization will be removed, and a charge to the department will be made for costs related to the removal.
     
  7. The following actions are in violation of this policy:
    1. Loaning keys without authorization
    2. Duplication of keys
    3. Altering of keys, locks, or mechanisms
    4. Propping of doors
    5. Admitting unauthorized persons into building
    6. Failure to return a key when requested by the OSU Key Shop, Security Services, authorizing department, or upon leaving the university.

      Persons in violation of this policy may be issued a university citation and may be assessed damage and/or replacement costs.
       

  8. Education and training in key policy and issuance of keys will be provided at no cost to departments by Facilities Services Key Shop and Security Services.

Lobbying Policy

General University Policies Manual

 

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.

Mandatory Reporting of Child Abuse

The Policy regarding the Mandatory Reporting of Child Abuse is located on the Office of Human Resources web site.

Nondiscrimination on the Basis of Religion

Outside Professional Activities

Policy Regarding Unauthorized Peer-to-Peer (P2P) File Sharing and Other Copyright Infringement

General University Policies Manual
Effective: 10/14/2010

 

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.

 

2. Plan to effectively combat unauthorized distribution of copyrighted materials.  OSU takes the following steps to combat unauthorized distribution of copyrighted materials:

  1. We employ a network device to “shape” and prioritize all traffic.  Using this tool, we specifically restrict all P2P traffic to a minimum allotment of University resources and give it the lowest priority. 
  2. We limit our wireless network to “inbound” traffic only, with the intent of effectively eliminating the ability of those individual computers to act as servers for any kind of content including copyrighted material.
  3. We limit access to our network to registered hosts only.  Hosts can only be registered on the wireless network by individuals with an active University account or by department IT personnel.
  4. We monitor our network for the largest bandwidth users and other activity that tends to suggest unauthorized file sharing.  When we discover a registered owner consuming excessive bandwidth or otherwise engaging in activities that may point to illegal file sharing, we contact the registered owner to ensure that he or she is aware of what their machine is doing on the network and that it complies with University policies.  During that process, we also make sure the registered owner is educated about the University’s policies regarding illegal file sharing.
  5. Our Acceptable Use of University Computing Resources policy explicitly prohibits unauthorized publishing of copyrighted material, and all campus community members are required to acknowledge and accept this policy before being granted access to University Computing Resources.  We require registered owners to separately agree to this P2P Policy, in addition to their agreement to the entire Acceptable Use Policy.
  6. We respond promptly to all Digital Millennium Copyright Act (DMCA) notices of unauthorized copyright use according to policies published on our web site at http://oregonstate.edu/filesharing .  Data regarding DMCA take-down notifications issued to the University will be in the annual security report issued by the Chief Information Security Officer. 
  7. Computing support staff, including student help desk workers, are regularly trained on the University’s copyright policy.
  8. This P2P Policy will be included in the Fall Registration handbook for all students, emailed separately to all students on an annual basis and posted on a website that is readily accessible to all current and prospective students.  We will also send an email to all new students shortly after they register for network access, educating them about this P2P Policy.

 

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.   

Policy of Nondiscrimination on the Basis of Disability

Property Security Policy

General University Policies Manual
Effective: 02/01/1988
Revised: 09/01/1998

 

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.

Scientific and Scholarly Misconduct

Sexual Harassment

Skateboard and Skate Regulations

(Search for 576-030-0070 or Skateboard and Skate Regulations)

Smoking in University Buildings

Student Records Rule

Time, Manner, and Place Rules for Speech Activities

University Bomb Threat Procedures

General University Policies Manual

 

Purpose

To inform Oregon State University employees of responsibilities and actions to be taken during bomb threat incidents.

Employee Responsibilities

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:

  1. When will the bomb explode?
  2. Where is it located?
  3. What does it look like?
  4. What kind of bomb is it?
  5. What will cause it to explode?
  6. Did you place the bomb?
  7. Why?
  8. Where are you calling from?
  9. What is your address?
  10. What is your name?

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.

Department Head/Building Manager Responsibilities

When you are informed that your department or building has received a bomb threat, you should do the following:

  1. Make sure that University Police and Security Services have been notified. If they haven’t been notified, contact Security Services Dispatch 7-7000 and provide the following information:
    1. Who received the bomb threat. (Officers will want to talk to with the person who received the original call).
    2. The exact time the threat came in.
    3. What department or area was threatened.
  2. Have all personnel in your area look around to determine whether they see anything unusual or different such as a box or bag that does not belong in their work area. DO NOT TOUCH ANY ITEM THAT IS NOT IDENTIFIABLE TO YOUR WORK AREA. If you find anything, contact Security Services Dispatch immediately (7-7000) and provide the following information:
    1. Your name and phone extension;
    2. Your location;
    3. The location of the suspicious item;
    4. Description of the item (shape, size, color, etc.).

      Secure the area around the item by asking all persons to leave the area or room. Do not re-enter until emergency personnel arrive.

  3. Evacuate only if directed by the University Police supervisor, Security Services supervisor, University President, Provost, or Chief Business Officer. Follow your departmental evacuation procedures.
  4. If directed to evacuate, assist police, security, or fire personnel to secure facilities to insure the safety of all staff and students.
  5. Do not pull the fire alarm. Emergency personnel may activate the fire alarm system to assist in evacuation, but only after they evaluate the circumstances and location of the threat.
  6. Provide calm leadership for colleagues. Speak slowly and distinctly when giving instructions. The main consideration is a safe and orderly evacuation of the area or building until it is found to be safe to re-enter.

Security Services/OSP University Patrol Responsibilities

  1. Security Services Dispatch has the responsibility to obtain all information from the person who received the bomb threat, to maintain the CAD entry/records on the incident, and immediately to dispatch both OSU Security Services and OSP Officers and Supervisors to the location of the bomb threat.
  2. Dispatchers will update officers, supervisors and OSU News and Communications with current information and call all persons from the incident call list as required. Dispatch will refer all calls from media to OSU News and Communications.
  3. OSU Public Safety Officers and OSP University Patrol Officers will be responsible for securing the building or area of the bomb threat. They are responsible for assisting in the search for any explosive devices that may be in the building or area and will keep Dispatch and Supervisors current on any problems or the status of the situation.
  4. OSU Security Services Supervisors and/or OSP Supervisors have the authority to evacuate any area or building if they determine that there is an immediate threat to life and/or property.

University Property Naming Policy

General University Policies Manual

 

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.

Use and Safety Rules for Travel in State-Owned or Controlled Vehicles

Weapons and Destructive Devices Rules

Manual Revision Records

Date

Section

Revision Description

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.