SECTION 7: FACULTY TITLES, AWARDS, OTHER POLICIES AND SERVICES
7.8 ASSORTED ADMINISTRATIVE SERVICES, PROCEDURES, AND POLICIES
7.8.1 Keys Upon the written recommendation of the department chair, building and office keys will be issued to a faculty member by the campus Police Office. The faculty member must sign a receipt for the keys issued, and he or she must return these keys when no longer needed or upon terminating employment. Keys issued to a faculty member may not be duplicated, nor may they be given or loaned to any other person. If a building or office key is lost or stolen, the faculty member must report it immediately to the Locksmith in the Office of the University Police and to his or her department chair.
7.8.2 Mail Each faculty member has a box in his or her department for delivery of on-campus and US mail received by the Campus Post Office. Outgoing business mail must be accompanied by the appropriate form so that postage costs can be allocated to the correct office. Consult the Post Office Manager for additional information about mail policies.
7.8.3 Posters/Signs No posters, signs, notices, advertisements, etc., shall be displayed anywhere on campus except on bulletin boards within the buildings, on the outdoor bulletin boards, or on the tables in Seacobeck Hall, with the following exceptions: (1) Posters, signs, notices, etc., associated with student elections may be displayed on the outside of Lee Hall and the various residence halls consistent with provisions of Student Association policies regarding student election procedures, and (2) the University may post signs, notices, etc., as needed for campus traffic and parking control, and to denote special College- or University-wide occasions such as Alumni Homecoming, Family Weekend and Orientation. Posters, signs, etc., shall be completely removed by the party or parties who posted or displayed the materials within twenty-four hours following the event or activity.
7.8.4 Telephone Use Telephone services are administered by the State Department of Information Technology. Orders for new service, changes in present service, repairs, etc. should be made through the department chair to the Telecommunications Coordinator. Personal long-distance calls are not authorized or permitted. Employees using the long-distance lines for personal business may be subject to legal action.
7.8.5 Purchasing and Disbursing Procedures Orders for materials, supplies, and equipment are placed through one’s academic department and are authorized by the department chair. Faculty should plan orders far enough in advance to make certain that needed items arrive in time and are charged to the appropriate fiscal year. Commonwealth of Virginia purchasing and disbursing regulations, to which the University must adhere, are complex and subject to change. Contact the Department of Purchasing with questions about specific purchasing procedures. Information is also available at http://www.umw.edu/purchasing.
7.8.6 Travel Regulations Faculty professional travel is governed by Commonwealth regulations and procedures, the specific details of which are subject to change. Commonwealth regulations cover such matters as travel status, transportation, meal and lodging guidelines, advances, and expense reimbursement. The travel regulations apply to current faculty, to visiting candidates for faculty positions, and to visiting speakers. The Commonwealth business meal regulations set limits on meal policies and charges both off- and on-campus, including meals with candidates, visiting speakers, and business meetings. Various forms, procedures, and signatures are required in order for Commonwealth funds to be used for professional travel. Department chairs and faculty members should contact either the Dean’s Office or the Accounts Payable Office for help in ensuring compliance with Commonwealth regulations. Faculty travelers need to allow sufficient time for filing the Request for Overnight Travel form and obtaining all requisite signatures. Complete details governing University-supported travel are also available at http://http://www.umw.edu/ap/travel/default.php.
7.8.7 Accident Reporting In the event a faculty member is involved in a car accident involving pool cars or college vehicles, or should he or she witness any other form of accident relating to the University, he or she should adhere to the accident reporting procedures. Contact the Director of Facilities Services for help in acquiring the proper forms.
7.8.8 Smoking Policy It is an objective at the University to provide the healthiest environment possible for students, staff and faculty members. To this end, it is University policy that (1) smoking is prohibited in all buildings except in identified areas and (2) the right of the nonsmoker to protect from smoke his or her health will take precedence over an individual’s desire to smoke. This policy became operative on August 15, 1989. Additional details about this policy, its implementation guidelines, and procedures for resolving disputes related to this policy may be found at http://www.umw.edu/hr/human_resource_policies/umw_smoking_policy.php. Persons may also contact the Human Resources Office for information.
7.8.9 Alcohol Policy Faculty members are reminded that the serving or consumption of alcohol at University events is regulated by state law and by the University’s Alcohol Policy (spelled out in detail in the Student Handbook). The legal drinking age in Virginia is twenty-one.
7.8.10 Drug-Free Certification The Drug-Free Workplace Act went into effect on March 8, 1989. This act requires employers who contract with, or receive grants from, federal agencies to certify that they (the employer/grantee) will meet certain requirements for providing a drug-free workplace. The certification is a prerequisite to receiving a grant or contract from a federal agency. This act applies to contracts or grants awarded to individuals as well as to the University. Any grants received through the University will be certified. For certification forms for federal grants (not received through the University), contact the Human Resources Office.