300 – Orientation

301 – Alien Employment

SAU is required by Public Law 99-603 of 1986 to verify that every faculty or staff member employed is authorized to work in the United States.  This is accomplished by completion of an Employment Eligibility Verification Form (I-9).  The form lists documents that must be presented before employment begins, and this form is completed in the Office of Human Resources.

302 – Americans with Disabilities Act (ADA)

The University is committed to complying with ADA and making buildings accessible and to reasonably accommodate those with disabilities.  The ADA coordinator can provide additional information.  The director of the counseling and testing center/disability support services serves as ADA coordinator.

303 – Bookstore

The University Bookstore is operated by the Follett Higher Education Group.  Its primary purpose is to provide textbooks and supplies for students.  Other services are available.  Faculty and staff receive a 10 percent discount on non-sale items.

304 – Drug Free Workplace

Executive Order 89-2 requires SAU (and other state agencies and institutions) to certify that they are in compliance with the Drug Free Workplace Act of 1988.  The policy of the state of Arkansas and SAU is that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance in a state agency’s or institution’s workplace is prohibited.  Violation of this policy can subject faculty or staff to discipline up to and including termination.

305 – Alcohol Abuse

Possession and use of alcoholic beverages in public areas of University facilities (including organized houses) and at official University student functions held on campus must follow state and federal laws and University policies at all times.  The possession or consumption of alcoholic beverages on University property is prohibited unless it is authorized by the President pursuant to Board of Trustees policy.  For employees, consumption of alcoholic beverages during working hours, reporting to work under the influence of alcohol, and intoxication while on duty are prohibited, and will result in disciplinary action up to and including termination. Under the Governor’s Policy Directive, use of alcoholic beverages during office hours is strictly prohibited and shall be grounds for immediate dismissal.  Information about the health consequences of alcohol use and about locally-available sources of alcohol abuse counseling is available from the Office of Counseling and Testing (located in Reynolds 216).

Failure to comply will result in disciplinary action.

306 – Drug Testing

Federal and state laws require drug testing for certain occupations and for certain licenses.  One example is a CDL license for driving some passenger vehicles.  Information about the drug testing policy will be provided to those faculty or staff members in the first few days of employment.  Information on drug testing is coordinated through the Office of the Vice President for Administration.

307 – Garnishment and Tax Liens

Garnishment is a court procedure through which earnings of a faculty or staff member are required to be withheld for a payment of a debt.  The University is bound to follow the order of the court concerning the withholding of wages.  The Office of Human Resources can provide specific information.  Once an order is received, it is a lien on the garnishable portion until the lien is satisfied.

308 – Hours and Days of Work for Staff

1. The normal hours of work for full-time appointed staff members are from 8:00 a.m. to 5:00 p.m. with one hour for lunch, Monday through Friday, unless requirements of the department make it necessary to vary from this schedule.  Certain departments, particularly the Physical Plant and University Police, have areas that require a normal work period that is different from that stated above.  The staff member’s department heads or supervisors will inform them of the hours of work that each particular assignment requires.
2. Summer hours generally begin the Monday after commencement and continue until the week of summer commencement.  The summer schedule was adopted partly to conserve energy and consists of four ten-hour days with a 30-minute lunch break.  Currently the hours are 7:00 a.m. to 5:30 p.m., Monday through Thursday.

309 – ID Cards

Information Technology Services produces official University ID cards which provide access to some University events and serve as a library card.  The Office of Human Resources authorizes the issuance of official ID cards.

310 – Keys

Keys to University buildings/facilities are issued to University faculty and staff on an as-needed basis.  Faculty or staff members will receive keys to those rooms and facilities that are used on a regular basis such as their building, office, and specific labs.  Rooms used on an occasional basis will be opened and locked through a facility request form.  Obtaining keys is a part of the sign up/orientation process.  For a key to be issued, a key request card is completed and submitted through the administrative channels and then to the Physical Plant. The faculty or staff member will pick up the key at the Physical Plant.   All requests for master keys require the approval of the vice president for facilities or president.  There is a charge for lost keys.

1. Obtaining Keys

Keys to University buildings/facilities are issued and controlled by the Physical Plant on an as needed basis as approved by the individual’s chain of command. Faculty, staff members and supervised graduate assistants are authorized to receive keys to those rooms and facilities that are used on a regular basis, such as their building, office, and specific labs or athletic facilities. Rooms used on an occasional basis will be opened and locked through a facility request form. Student room key control for on-campus living quarters is maintained by the Student Housing Office.

1. 1. For a key to be issued:
      1. A key request card must completed
      2. The request card must be approved through the individual’s chain of command and then to the Physical Plant for final assessment and approval.
      3. Part-time employees (e.g. adjuncts, part-time staff, graduate assistants, etc.) will follow this same procedure, but must additionally be accompanied by their full time supervisor who will co-sign the key agreement to ensure the keys are safeguarded.
         
         1. The co-signer will assume the responsibility for control of the keys issued to the part-time employee upon their termination.
         2. That responsibility includes that the keys are to be used by the part-time employee in a responsible manner and are collected and returned to the Physical Plant upon completion of the assignment and/or termination
   2. Safeguarding keys is a significant responsibility. A lost set of master keys can cost several thousand dollars to replace. The key control policy’s primary purpose is to increase the safety and security for individuals and the investments the university has made in our facilities and other equipment. To promote that safety and security:
      1. All keys will be subject to a physical inventory by the Physical Plant.
      2. If selected for an audit, the individual who signed for keys on the key request card must physically bring them to the Physical Plant for this audit.
      3. The Physical Plant will establish and publish general inventory schedules as required to ensure policy compliance.

2. Personal Liability

Lost keys must be reported to the Physical Plant immediately. Individuals failing to use reasonable precautions to maintain key control may be charged for affected key and key core replacements.

3. Termination of Employment

Termination for any reason will trigger the responsibility to return all the assigned keys to the Physical Plant. The insurance of an individual’s final pay may be held and/or reduced to ensure key accountability and that the University receives a reimbursement for the cost to replace the lost key or key-cores it controls.

311 – Nepotism

Relatives may not work in any capacity in situations where one relative might supervise another.  Special circumstances will be reviewed by the vice president for administration.  Source: Act 2262 of 2005 and Governor’s Policy Directive Number 8.

312 – Occupational Safety and Health Act and Environmental Protection Act

The Arkansas Department of Labor and the Arkansas Department of Environmental Quality are the enforcement agencies for OSHA and EPA, respectively.  Questions concerning either act should be referred to one’s supervisor, department head, or vice president of the area.  Required notices and information are located in work areas.

313 – On-campus Mail and E-mail

1. On-campus Mail

Campus mail slots are located in Room 106 in Overstreet Hall, and all units have a slot for on-campus mail to be delivered.  Offices are responsible for picking up and distributing their campus mail.  Questions concerning on-campus mail should be addressed to the Office of Vice President for Finance.

2. E-mail

The Department of Technology Services maintains an e-mail system for both on-campus and off-campus electronic mail.  The following guidelines govern the use of University e-mail:

1. 1. Privacy of communication cannot be ensured to any user because even erased or deleted electronic communications can still be recovered.  An e-mail account creates no Right of Privacy exceptions.
   2. All computers and the data stored in them are, and remain at all times, the property of the University.  All electronic communications composed, sent, and received are, and remain, the property of the University.
   3. See section 409 for use to groups of people, such as all users, which are for official university communication only.

314 – Technology

Applications of technology are expanding and policy and guidance is difficult to keep current. This area may be supplemented as technology evolves.

1. Cell Phone Policy

The University recognizes that certain job functions require that an employee be accessible when away from the office or during times outside scheduled working hours. For this reason, the University will provide cell phones to select employees.

1. 1. Criteria for Assignment of Cell Phones
      
      1. The job function of the employee requires considerable time outside of their assigned office or work area, and it is important to the University that they are accessible during those times.
      2. The job function of the employee requires them to be accessible to email and text as well as calls outside of scheduled or normal working hours.

Simple convenience is not a criterion for cell phone need. It is the responsibility of the vice president, dean, director, or department chair to make the above determination as to whether a university cell phone is warranted and the type of cell phone plan that is required (see “Cell Plans”). If the employee in question is at a job level commensurate with a dean, director, or department chair, then their immediate supervisor or president shall make the determination.

1. 2. General Use of Cell Phones

1. 1. 1. University provided cell phones are intended to be used for official university business.
      2. It is recognized, however, that it is impractical to limit the use of university cell phones to 100% business use. For example, employees cannot always control incoming phone calls, the determination of whether a specific call is business-related or personal can be open to interpretation based upon specific facts and circumstances, and most calling plans also provide for free or unlimited calls during specific times of the day or week.
      3. Personal use is not prohibited, but the University expects employees to exercise prudent judgment in keeping personal calls to a minimum.
      4. Because personal use is inevitable in most cases, it is not always practical to reimburse on a call by call basis.
      5. If additional costs are incurred by the University for non-business use of university-provided cell phones, that use may be required to be reimbursed by the employee. The University’s current plan does not create an additional charge unless the University campus-wide shared totals are exceeded. If the University determines that an employee is not exercising care in limiting personal use (calls, emails and texting), they may be subject to a loss of phone privileges and/or be required to reimburse the University.
      6. All calls, emails and texts initiated on a University phone are subject to the Freedom of Information Act requirements of the State of Arkansas.
      7. State laws and the University’s policy limit the use of cell phones while driving. Texting and e-mailing while driving are prohibited and the use of cell phones, even with a hands-free device, is discouraged.

2. Universal Administrative Privileges

As a means of minimizing the possibility of future virus infections, the University Information Technology Services will be establishing every faculty and staff member as a local administrator on the computer(s) assigned to them.  By establishing everyone as a local administrator, Operating System (OS) updates can be performed automatically.  In many cases, OS updates close/eliminate vulnerabilities that virus developers exploit.

Given that all faculty and staff members will have administrative privileges it is paramount that everyone understands that they will be responsible for the following:

1. 1. To install only authorized software complying with license requirements and copyright laws; maintain records of compliance with licensure and copyright authorizations of installed software.
   2. To regularly back-up all files to an appropriate location/medium (e.g., Z-drive, rewritable CD, ZIP disk, etc.).  If the computer fails to function (blue screen, fails to boot, etc.), the responsibility of the University’s Information Technology Services is to restore the computer to the University standard for the operating system and licensed software.
   3. To accept full responsibility for all software installed and understand that failure to follow licensure requirements and copyright laws is conduct outside the scope of employment, and the University will seek indemnification for any loss suffered by the University due to violations.

3. Social Networking on the Internet

3. 3. 1. General

Social networking websites or online communities, such as MySpace, Facebook, Twitter, and Flickr, are being used increasingly by students to communicate with each other. Universities are posting events and creating profiles to reach students. If it is necessary to access online social networks when using SAU electronic resources, SAU faculty and staff are expected to act with honesty, integrity, and respect for the rights, privileges, privacy, sensibilities, and property of others. By doing so, individuals will be abiding by applicable laws, including copyright law, University policy, and the University’s Code of Ethics.

3. 3. 2. Posting

3. 3. 1. 1. University employees authorized by their supervisor and vice president may use social networking websites to conduct University business. If authorized, an employee may post on a social network profile the University’s name, a University e-mail address or telephone number for contact purposes, or official department information, resources, calendars, and events. If the content is inconsistent with the mission of the unit, any supervisor may make correcting entries and, if act was intentional, may withdraw social networking site privileges from an individual.
         2. Personal use of University electronic resources to access social networking sites is limited to incidental use. Incidental use must not interfere with an individual’s performance of his/her assigned job responsibilities or someone else’s job performance or compromise the functionality of the department or campus network. Incidental use is equivalent to making an appointment with a physician using your SAU telephone.

Individuals or groups within the University community are not permitted to present personal opinions in ways that imply endorsement by the University.

The University’s name, University telephone numbers, University e-mail addresses, and University images are not to be posted on social networking profile or pages for faculty and staff member for personal purposes. However, a faculty or staff member, or student government officer, or registered campus organization may use their University title for identification purposes. If the use of the title might imply endorsement, support or opposition of the University with regard to any personal statements, including opinions or views on any issue, an explicit disclaimer must appear proximate to the material. On individual pages that post opinions a disclaimer should be used. A sample disclaimer is: The contents, including all opinions and views expressed, in my profile or page are entirely personal and do not necessarily represent the opinions or views of anyone else, including other employees in my department or at SAU. My department and SAU have not approved and are not responsible for the material contained in this profile or page.

3. 3. 3. Risks – Spam, Spyware, and Viruses

Many social networking sites collect profile information for advertising (SPAM) targeted at individuals with particular affiliations and interests. Use of the sites may increase SPAM to your e-mail account.

In addition, from the social networking sites or links on social networking sites, your machine or network may be exposed to spyware and viruses that may damage your operating system, capture data, or otherwise compromise your privacy, your computer and the campus network, as well as affect others with whom you communicate.

3. 3. 4. Monitoring

SAU does not routinely monitor social networking sites; however, as with other electronic resources, University systems administrators may perform activities necessary to ensure the integrity, functionality and security of the University’s electronic resources. However, other employers, organizations, and individuals do monitor and share information they find on social networking websites. Posted information is public information.

3. 3. 5. Investigations

In response to concerns or complaints or information provided by individuals, University administrators may look up profiles on social networking sites and may use the information in informal or formal proceedings. In addition, the University has no control over how other employers, organizations, or individuals may use information they find on social networking websites.

3. 3. 6. Procedures
         
         1. Employees must consult their supervisor in advance of their intention to use their SAU e-mail account on social networking sites or pages on which they are representing the University in an official capacity. (Non-instructional).
         2. Departmental social networking pages will have a minimum of two administrators assigned. If an administrator leaves the University, they will be removed as a page administrator and another person assigned in their place.
         3. Administrators for University social networking pages agree to check their pages a minimum of twice a day during a normal work week.
         4. The following types of content are prohibited from SAU social networking sites:
            1. Derogatory language or demeaning statements to any third party.
            2. Inappropriate or incriminating images depicting hazing, sexual harassment, vandalism, stalking, underage drinking, illegal drug use, or any other inappropriate behavior or language.
            3. Content that violates state or federal law.
            4. Partisan political activity.
            5. Online gambling.
            6. Information/images that are obscene or untrue.
            7. Content that harasses third parties.
            8. Selling goods or services for personal profit.
            9. Personal social relationships unrelated to SAU business.
      7. User-generated Content Disclaimer

SAU accepts no responsibility or liability for any data, text, software, music, sound, photographs, images, video, messages, or any other materials or content generated by users and publicly posted on this page.

3. 3. 8. Inappropriate Content Disclaimer

Anyone who believes that this page includes inappropriate content should report it to the vice president for administration at 4008.

3. 3. 9. Content on Linked Sites Disclaimer

SAU accepts no liability or responsibility whatsoever for the contents of any target site linked from this page.

3. 3. 10. Terms of Use

By posting content on this page, you represent, warrant and agree that no content submitted, posted, transmitted, or shared by you will infringe upon the rights of any third party, including but not limited to copyright, trademark privacy or contain defamatory or discriminatory or otherwise unlawful material.

SAU reserves the right to alter, delete or remove (without notice) the content at its absolute discretion for any reason whatsoever.

3. 3. 11. Copyright

The content on this page is subject to copyright laws. Unless you own the rights in the content, you may not reproduce, adapt or communicate without permission of the copyright owner nor use the content for commercial purposes.

3. 3. 12. General Guidelines

Online communities like Facebook, Twitter, and MySpace can help SAU connect with its constituencies in many positive ways. At the same time, there are some cautionary lessons that have emerged from participating in online communities. Administrators for official SAU social network sites should be aware of the following:

1. 1. 1. 1. You are posting content onto the World Wide Web and you cannot ensure who does and does not have access to your information.
         2. Information you post online may continue to stay on the World Wide Web even after you erase or delete that information from pages.
         3. Before participating in any online community, understand that anything posted online is available to anyone in the world. Any text or photo placed online is completely out of your control the moment it is placed online-even if you limit access to your site.
         4. By agreeing to the terms of use, online communities have your permission to republish your content worldwide and share information with advertisers, third parties, and law enforcement, among others.
         5. Do not post information, photos, or other items online that could reflect negatively on you, your family, or SAU.
         6. Be discreet, respectful, gracious and as accurate/factual as you can be in any comments or content you post online. Take particular care of spelling, punctuation and grammar—it DOES reflect on you professionally, as well as on the University.

315 – Outside Employment of Faculty and Staff Members

1. Faculty and staff members of the University may have outside employment as long as the employment:
   1. Does not conflict with the faculty or staff member’s job at the University.
   2. Is not on the University grounds.
   3. Does not use University supplies and equipment (this includes e-mail and other Technology related service).
   4. Is granted by written permission from the president.

Forms for requesting outside employment approval are available from the Office of Human Resources.

2. If a faculty or staff member desires outside employment at another state agency, the approval of the Chief Fiscal Officer of the state must also be obtained.  Forms to request approval are available from the Office of Human Resources.

316 – Overtime – Compensatory Time-off Policy for Nonexempt Staff

It is the policy of the state of Arkansas and the University to provide compensatory time for overtime work to its staff under the requirements in the Federal Fair Labor Standards Act (FLSA) as amended. The provisions of the FLSA serve as the basic wage and hour policy of the University. Supervisors will manage overtime work efficiently and economically. Because of the difficulty of individuals in some areas to take compensatory time, payment for hours over 40 are made in approximately twice a year.

1. The FLSA divides all positions into two (2) categories:
   
   1. Exempt (E) – Individuals that are not eligible for compensatory time pursuant to the FLSA.  This includes all faculty and most staff with management responsibilities.
   2. Nonexempt (N) – Individuals eligible for compensatory time pursuant to the FLSA.  Nonexempt staff members must keep time sheets and accurately record all time worked.  This category includes most non-exempt staff.  The FSLA requires a time sheet for all non-exempt staff.
2. Designations of positions as exempt or nonexempt will be made by the vice president for administration in consultation with the state’s Office of Personnel Management.
3. Overtime work may be approved for the following reasons:
   
   1. It is vital and essential to the continued efficient operation of the University.
   2. A condition exists which requires that personnel remain on duty or be recalled to duty in order to correct the condition.  Such conditions are those which constitute
      
      1. an imminent danger to life or property;
      2. a breach of the public peace;
      3. a threat to the health and safety of students, faculty, or staff.
   3. Anticipated replacement personnel are not available, or there is a shortage of such personnel.

4. For purposes of determining overtime work, the regular workweek will begin at 12:01 a.m. on Monday and end on Sunday midnight.  Compensatory time at the rate of 1.5 hours will be awarded for all hours over 40 worked by a nonexempt staff member in a workweek.  As a rule, hours worked include all time during which a staff member is required to be on duty at a prescribed workplace except for periods when the staff member is relieved of all duties for the purpose of eating meals.  This work does not include concurrent employment by SAU.
5. Individuals working extra help will be eligible for overtime if they work over 40 hours in a week and perform nonexempt duties.
6. In determining the number of hours worked by a staff member within a given week, time spent on vacation, sick leave, and holidays will not be counted as time worked.  If the nonexempt staff member has worked 40 hours during the week, then time over 40 hours is compensated at 1.5 times the regular rate.  If part of the 40-hour week was during an approved leave, the time over 40 hours is at the regular paid rate for the hours equal to the now worked hours.  All nonexempt staff members will be required to report their time worked on a time sheet.  The time sheet must be approved by the supervisor and submitted to the Office of Human Resources. The Office of Human Resources will maintain records as the accumulation and use of compensatory time.
7. Staff will request/report the use of compensatory time off on a Timesheet.  Compensatory time off must be approved before the leave commences.  Upon termination, a staff member who has accrued compensatory time off shall be paid for unused compensatory time at the final regular hourly rate received by such staff member. While compensatory time off remains the preferred method of providing overtime compensation, workloads of some offices do not permit this time off to occur in a timely manner. Because of this, accrued overtime will be reviewed each March and October, and amounts accrued in excess of 40 hours will be paid to the individual as time off has proven difficult or impossible to achieve.
8. Appropriate supervisors are authorized to approve overtime hours for the staff members for the following purposes:
   
   1. Physical Plant staff members on assigned call-out duty.
   2. Physical Plant staff members responding to emergency “call-outs” or responding to unscheduled assignments as directed by their supervisor.
   3. Nonexempt staff members required to work during student registration.
   4. Bus drivers driving for university trips.
9. All other overtime must be approved in advance by a vice president.  The vice president for administration will be responsible for the implementation and maintenance of this policy.  Questions of policy, unresolved and unanticipated issues, and disputes will be directed to the vice president for administration, who will be charged with making a final determination.
10. Concurrent employment does not apply to the 40-hour week of the nonexempt staff person.

317 – Salary Overpayments and Other Amounts Owed to the University

It is your responsibility to notify Human Resources and your supervisor immediately of any salary payment errors, including overpayment.  Supervisors are expected to assist and cooperate fully with the Office of Human Resources and Payroll in efforts to recover salary overpayments.

It is the policy of the state of Arkansas and of the University that an individual may not profit from an error in paying an employee or vendor.  The University will vigorously pursue collection of all salary overpayments from former employees in the same manner as it pursues other debts to the University.  Salary overpayments that are not repaid immediately will be referred to the Office of Financial Services for collection.  The Office of Personnel Services of the Arkansas Department of Finance and Administration may submit a claim for overpaid wages against your state income tax refunds.  To reduce the likelihood of salary overpayment to terminating employees, payments for accumulated annual leave will not be made until the fifteenth of the month following your last workday.  During this time, you and your department are responsible for ensuring the accuracy of your leave record.

If a salary overpayment is made while you continue to be employed by the University, the overpayment will be deducted from your next pay deposit.  If you owe the University any funds other than salary overpayments, the amount owed may be deducted from your pay deposit or from other payments due to you, such as payment for accrued, unused leave at the time of termination.  If you owe the University money, and are currently employed, and have not responded to the past due notices mailed to your home address, an involuntary payroll deduction for the full amount owed will be requested from Human Resources and sent to Payroll.  A repayment plan may be set up in the Office of Financial Services, unless you no longer are employed then the entire amount will be owed.

318 – Payroll Information Forms

All faculty and staff must complete payroll information forms and other essential paperwork in the Office of Human Resources.  These include tax withholding and I-9 (Employment Eligibility Verification) forms for both part-time and full-time faculty and staff.  All full-time faculty and staff members must also complete:

1. Health insurance application (with option form)
2. Life insurance enrollment form
3. Dental insurance enrollment form, if desired
4. Vision insurance enrollment form, if desired
5. Retirement plan enrollment:
   
   1. Teachers Insurance Annuity Association/College Retirement Equities Fund (TIAA-CREF) —-for faculty and staff
   2. Fidelity Investments
6. Eligibility to operate state vehicle form (if position requires driving a state vehicle or travel reimbursement)
7. Direct deposit form
8. Credit union application, if desired
9. Other forms necessary as required by changes in federal, state, or university laws or policies

Pay is distributed the last working day of the month.  New faculty or staff under nine-month or ten-month contracts that begin in August will receive a total of ten (10) or eleven (11) monthly paychecks in the first year and twelve (12) monthly paychecks the following year if they continue employment.  If new faculty or staff under nine-month or ten-month contracts that begin in August complete all necessary payroll forms prior to August 15, they will receive a total of eleven (11) monthly paychecks in the first year rather than ten (10).

319 – Payroll Information Summary

A payroll summary sheet listing gross and net pay, deductions, employer contributions, and a leave summary will be sent each month.  All faculty and staff are on direct deposit.

320 – Performance Evaluation

Three systems of evaluation exist: (a) positions within the state classification system, (b) exempt positions other than faculty, and (c) faculty.

1. Performance Evaluation for Staff
   
   1. Afford the staff member and supervisor an opportunity to discuss strengths and weaknesses of performance for purposes of improvement.
   2. Provide an opportunity for the staff member to freely discuss the total work environment with the supervisor.
   3. Assist in determining the promotability of the staff member, and serve as a guideline in determining salary adjustments.

Non-exempt Staff

The system for non-exempt staff is based on establishing standards of performance at the beginning of the rating period.  Formal evaluations are done semiannually for the first year and annually thereafter.  At the end of the period, the staff member and supervisor meet to discuss performance.  If the performance has been satisfactory, new standards are established for the coming year.  If the performance has been unsatisfactory, then a probationary period (up to 90 days) begins.  If substantial improvement has been made, then a second probationary period may be granted with the approval of the president; otherwise, the staff member will be terminated.

Exempt Staff

Exempt staff evaluations are conducted annually.  If an exempt staff member’s performance is unsatisfactory, the following procedures will be followed to improve the staff member’s performance:

1. 1. 1. Staff members will be given written statements of the areas of their performance that are unsatisfactory. The staff member will also be given suggestions for improving performance.
      2. An unsatisfactory evaluation creates a probationary period of 90 days unless another period is designated. The supervisor will confer periodically with the staff member and provide counseling and progress reports.  After approximately 45 days, supervisors will give staff members an interim written report on the progress of their performance.  At the end of 90 days, a formal evaluation will be conducted.  If the performance remains unsatisfactory, the staff member will be dismissed or continues on probation.
      3. The supervisor should have staff members acknowledge in writing receipt of each written document given to them.

Further information is available from the Office of Human Resources.

2. Faculty

Information on the evaluation of faculty is located in the Faculty Handbook.

321 – Post Office Services and Mail from Off-Campus

Full-time faculty or staff may obtain a post office box at the University Post Office to receive mail from off campus.  The Post Office is a contract substation of the U.S. Postal Service and offers some postal services.  Mail is usually posted to the boxes by 10:00 a.m., depending on the actual time of delivery from the U.S. Postal Service.  Overnight and parcel service is available.  Bulk mailings require a very specific procedure.  The guidelines are available at the University Post Office.

322 – Promotions and Transfers of Staff

Promotions will be made based on past and present job performance, past record, and qualifications to do the particular work for which the staff member is being considered.  Persons interested in promotion or transfer should notify their supervisor and the Office of Human Resources.  Transfers between departments will be allowed with the approval of the supervisors involved and the appropriate vice president.

323 – Reassignment of Staff

In accordance with the needs of the University, it may be necessary to reassign a staff member within the University.  Before this reassignment may be done, careful consideration must be given to factors such as the salary differential between the two positions, the grade difference of the two positions (non-exempt) if any, the level of training that has been given to the individual in their current job, and the needs of the University.  The needs of the University are the determinative factor in this decision to reassign.

324 – Release of Faculty/Staff Information and the Arkansas Freedom of Information Act (FOI)

SAU is a public state university, and most records of the University are subject to release.  Personnel records are releasable only to the extent that disclosure would not constitute a clearly unwarranted invasion of personal privacy. Performance evaluation records are open to public inspection only in the instance where:

1. There is an administrative resolution required of any suspension or termination proceedings where such records form a basis for a decision to suspend or terminate a faculty or staff member.
2. There is a compelling public interest in their disclosure.

The personnel records of faculty or staff members are open to the faculty or staff member or their designated representative and to the supervisors of the individual.

325 – Reporting Absences

Requests for all leave should be applied for and approved in advance.  In cases of sick leave when the nature of illness makes this impossible, please notify the unit or supervisor via a phone call of the reason for the absence.  Failure to do so could represent an unauthorized leave of absence.  See the leave section for specific reporting requirements and type of leave available for nine-month, ten-month, and twelve-month faculty or staff.

326 – Title IX: Sexual Harassment, Sexual Violence and Sexual Assault, Sexual Exploitation, Dating Violence, Intimate Partner Violence (Domestic Violence), and Stalking

1. SAU’s policy states that sexual harassment, sexual violence, sexual assault, sexual exploitation, dating violence, intimate partner violence (also referred to as domestic violence), and stalking violates the dignity and worth of all members of the SAU community and is unacceptable conduct which will not be tolerated. Retaliation for an individual making a complaint will also not be tolerated. To reflect neutral terms for the process the individual presenting facts that allege violations of Title IX Law and policy will be referred to as the reporting party and the individual alleged to have committed the violations will be referred to as the responding party.
   
   1. Sexual harassment of faculty, staff, and students at SAU is defined as any unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when:
      Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, academic success, or participation in other SAU activities. Submission to or rejection of such conduct is used as the basis for employment decisions, academic decisions, or participation decisions in other SAU activities. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance, educational experience, or creates an intimidating, hostile, or offensive work or educational environment for faculty, staff, or students.
   2. Sexual Assault and Sexual Violence refers to physical sexual acts perpetrated against a person’s will or where a person is incapable of giving consent (due to person’s age or use of drugs or alcohol, or because an intellectual or other disability presents the student from having the capacity to give consent).
   3. Sexual Exploitation refers to a situation in which a person takes non-consensual or abusive sexual advantage of another, and situations in which the conduct does not fall within the definitions of Sexual Harassment or Sexual Assault.
   4. Dating Violence is committed by a person who is or has been in a relationship that is, or has the potential of becoming romantic or intimate in nature with the reporting individual; and where the existence of such relationship is determined by length, type, and frequency of interaction of the relationship. This conduct may be a felony or misdemeanor.
   5. Intimate Partner Violence (Domestic Violence) consists of felony or misdemeanor crimes of violence committed by a current or former spouse of the reporting individual, by a person who is cohabitating with the reporting individual as a spouse, or other similar living arrangement.
   6. Stalking is engaging in a course of conduct directed at a specific person that would cause a reasonable person to fear for his or her own safety; or the safety of others or suffer substantial emotional duress.
   7. Retaliation is defined as any adverse reaction taken against a person for alleging harassment, supporting a party bringing a grievance, or for assisting in providing information relevant to a claim of harassment and will be investigated immediately and adjudicated separately. Retaliation includes, but is not limited to intimidation, threats or menacing behavior, coercion, or discriminatory actions. Retaliation is a serious violation.
2. Procedure for Reporting Title IX Violations: to include Sexual Harassment, Sexual Violence and Sexual Assault, Sexual Exploitation, Dating Violence, Intimate Partner Violence (Domestic Violence), and Stalking
   
   1. The SAU Website contains procedures for reporting Title IX violations, contact information for addressing Title IX questions, and additional information and forms concerning Title IX at: saumag.edu/title-IX.
   2. Optional Procedure. Any faculty, staff, or student may contact a vice president, dean, president, or a member of the Title IX Leadership Team to discuss any Title IX concern. This optional procedure does not apply to sexual violence or sexual assault. The SAU official selected may discuss the concerns with the reporting party. The SAU official may discuss the concerns of the reporting party and report back to the reporting party. After this step the reporting party may (1) consider the matter resolved, (2) continue with the informal grievance procedure/investigation or (3) referral to appropriate professional to facilitate an appropriate resolution for reporting and responding parties. The Title IX Coordinator may appoint a support consultant familiar with resources available for individuals reporting Title IX issues to assist the reporting individual.
   3. Informal Grievance/Investigation Procedure provides for a complaint against a faculty or staff member to be filed with the Office of the Vice President for Administration if the complaint is against a student, the person should file the complaint with the Associate Dean of Students for discipline, or anyone can file a complaint with the Title IX Coordinator or designee. The Title IX Coordinator will be informed of the complaint. An investigator will be appointed to prepare a report and make findings of fact and recommendations. In some situations two investigators may be assigned. If either the reporting party or the responding party disagrees with the report, that party may appeal according to the formal grievance procedure for discrimination complaints in Section 600 of this Handbook.
   4. Formal Grievance Procedure is found in section 600 of this Handbook.

327 – Held for future use

328 – Workplace Violence

The University is committed to providing a safe, healthful workplace that is free from violence or threats of violence.  Reports of threatening or violent incidents are taken seriously and dealt with appropriately.  Individuals who engage in violent or threatening behavior may be removed from the premises, and may be subject to dismissal or other disciplinary action, arrest, and/or criminal prosecution. The University does not tolerate behavior that:

1. is violent,
2. threatens violence,
3. harasses or intimidates others,
4. interferes with an individual’s legal rights of movement or expression, and
5. disrupts the workplace, the academic environment, or the University’s ability to provide services to the public.

Violent or threatening behavior can include physical acts, oral or written statement, or gestures and expressions.  Any violent or threatening behavior must be reported immediately to the University Police Department.

329 – Commercial Solicitation

Solicitation is prohibited on the SAU campus.  In limited circumstances, the president may authorize individuals to come on campus if it is expansion of the fringe benefit package or is of a benefit to the University and to the faculty and staff.  Requests should be sent to the Office of Student Activities for students and to the Office of Human Resources for faculty and staff.  Other non commercial solicitation is generally discouraged but may be approved under fundraising guidelines found in the Student Handbook or under the auspices of the Office of Development.

330 – University Image and Protocol for Staff Members

Because staff members are often the first people on campus to meet prospective students and visitors, the image they present is very important.  It is essential that everyone be courteous at all times including face-to-face meetings, telephone conversations, and written communication.  Proper behavior includes promptness, efficiency, cooperation and impartial treatment of faculty, students, visitors, and other staff members.  Personal appearance influences the image of the University, and all staff should be neat, clean, and appropriately dressed for the position they hold.

331 – Use of University’s Name and Logos

The Trademark Licensing Program regulates, promotes, and protects the use of the University’s name and identifying trademarks such as the University seal and other identifying marks or logo, identifying names such as “Muleriders,” and “Southern Arkansas University,” and products, promotions, and advertising upon which these marks are used.  Prior written consent is required from the Trademark Licensing Program for any use of the University name or marks other than official University business.  Please contact the Communications Center for more information.

332 – Handling Confidential Information

Your work for the University may give access to academic, personnel, or budgetary information that is considered confidential.  You are expected to respect the confidentiality of such information and not disclose it to anyone who does not have an official need for it.  If you have any question about the confidentiality of information entrusted to you or to which you have access, ask your supervisor.

333 – Vehicle Registration and Parking Rules

Each vehicle brought to campus is required to be registered.  Forms are available at the (Office of Accounting) cashier’s window.  Each faculty or staff member receives one registration at no charge, and additional registrations are available for a fee.  This fee is prorated by semester.  If a vehicle is brought to campus for a short period of time, a temporary vehicle permit may be obtained from the University police.  A person trading vehicles may bring the remnants of the old registration permit to the cashier’s window and a new permit will be provided at no charge.  Payment for parking tickets is also made at the cashier’s window.  Faculty or staff members wishing to appeal a ticket should contact the University police for an appeal form.

All vehicles will park in designated parking lots.  The only exceptions are Physical Plant employees, University police, vendor parking, deliveries, and contractors on work sites.  Any exceptions must be approved by the vice president for facilities.

Reserved parking spaces may be rented by the year by faculty or staff for an annual fee if space is available.  There are a limited number of these spaces and a waiting list is maintained.  Names are added to the waiting list by contacting the cashier window at the business office.  The University police publish parking rules and regulations.  Applications are sent to the Office of Financial Services.

334 – Weapons (Guns on Campus)

All faculty, staff, students, and visitors to Southern Arkansas University System campuses and other property under SAU System control must comply with Arkansas law concerning guns on campus. Guns are not allowed on campus except as provided in Act 562 of 2017 Arkansas General Assembly. For further information contact the University Police Department.