607 General information

607.1 Courtesy

Troy University is student centered. Students are the business of the University. Therefore, personal attention and quality service are important ingredients in every transaction on the campus--whether in the classroom or in offices. These qualities demonstrate a caring environment through courtesy to students, visitors, co-workers, and colleagues.

607.2 Promotions/Vaccancies

Supervisors are encouraged to fill vacancies or new positions from within the System. When a vacancy is advertised, applications will be accepted from both current employees and prospective employees and will be advertised on campus and off campus. Employees and all other applicants proceed through the same application procedures. A classified employee should only apply for or be selected for a position that is in a higher salary range than the employee's current range. A promoted classified employee will receive a minimum pay increase of 3% by being placed in step one of the new range or at a step in the higher range which will provide a 3% raise. Supervisors considering an internal candidate as a finalist should contact the candidate’s current supervisor prior to any interview for final selection.

607.3 Departmental Policies

Departments may establish additional rules and procedures for their areas with the approval of the appropriate administrator. These rules and procedures must be consistent with this handbook.

607.4 Political Activity

The Board of Trustees (hereinafter referred to as the Board) hereby reaffirms its historic position that the institution shall neither endorse nor support any candidate for nomination or election to any public office of the State of Alabama or any other political entity. However, employees of the University do not surrender their civil and political rights and responsibilities by virtue of their employment. Indeed, the Board encourages the officials and employees of the University to fulfill their civic responsibilities as private citizens. But the Board shall continue to require that, consistent with state law, no University employee shall use University resources, time, or property for or on behalf of any political candidate, campaign, or organization, or for any contribution or solicitation of any contribution to a political campaign or organization. (Nothing in this rule is intended to discourage the impartial use of University facilities as a public forum.) The Board recognizes that it is often difficult for the public to distinguish between the public and private activities of University employees, particularly when these employees occupy senior administrative positions within the institution. For this reason and because the University is a public institution, the Board wishes to guard against actions that are illegal and improper as well as those that may create the appearance of impropriety. It is incumbent upon employees of the University to make clear in any political activity whatsoever that they are acting in a private and individual capacity and that their activities have neither University sponsorship nor support. It is also incumbent upon employees of the University to avoid any private actions of a collective nature that may lend or appear to lend the support of the University to political activity. Because of their prominent identification with the institution, the major administrative officers of the University have a particularly heavy obligation to insure that their activities are not misinterpreted or misunderstood. No University System employee may seek or hold public office without first giving written notification to the Chancellor.

If an employee wishes to engage in a political activity and is unsure of the appropriateness of the activity with respect to Board Policy, the employee shall request an interpretation on the matter from the Chancellor’s office.

607.5 Supplemental Employment

Supplemental employment is any employment other than the employee's regular University position; it includes other work within the University. Supplemental employment is permitted, provided it does not interfere with the efficient performance of the University assignment. Supplemental employment must be discontinued if it has an adverse effect on an employee's work performance or is of the type that would reasonably give rise to criticism or suspicion of a conflict of interest. An employee may not use any University resources or property in connection with employment outside the University. The immediate supervisor must be informed whenever an employee accepts supplemental employment. It is strongly recommended that the employee seek the supervisor's guidance before accepting supplemental employment.

607.6 Personnel Records

Official personnel records are maintained in the Office of Human Resources at Troy University, Troy. An employee's personnel record contains all information pertinent to employment; it is the property of the University. The information in the personnel record is personal and confidential. An employee may personally review the personnel file at any reasonable time by making an appointment to do so. Supervisors may review an employee's personnel file for official reasons.

607.7 Updating Personnel Records

Employees are responsible for informing the Human Resources Office of any changes in personal status such as name, address, marital status, payroll deductions, insurance, etc. by completing the appropriate forms. The University is not responsible for any loss of benefits caused by an employee’s failure to report such changes.

607.8 Nepotism

It is the policy of the University that relatives of current employees may apply for, compete, and be selected for any position, full or part-time, temporary or permanent, unless selection would place the relative hired within the same department or anywhere in the immediate supervisory chain, above or below, the current employee. Relative is defined as any individual to whom the employee or his/her spouse is related through blood, marriage (in-laws), or other legal action.

607.9 Solicitations

Solicitation by employees in the workplace violates University policy. Individuals not employed by the University may not solicit funds; sell tickets, chances, or merchandise; or distribute or place literature on the University premises without proper approval.

607.10 Gifts

Unless used for University purposes, an employee should not accept an employment-related gift from any individual or organization of significant economic value as defined by the Alabama State Ethics Law.

607.11 Drug Free Smoke Free Workplace

Troy University complies with the Drug-Free Workplace Act of 1988 (Public Law 100-690) and the Drug-Free Schools and Communities Act Amendments of 1989 (Public Law 101-226). For the purposes of this policy, the term Workplace means any office, building, classroom, laboratory, or property (including parking lots) owned or operated by the University, or any other site at which an employee is to perform work for the employer. An employee of the University is any faculty, staff, or student receiving remuneration for services rendered. Student means any person registered at the University for any type of academic credit, regardless of the length of the student's program of study. Possession means to be contained either on a student's or employee's person, or in a student's or employee's person, or in a student's or employee's motor vehicle, tools, briefcases, book bags, or areas entrusted to the control of the student or employee. Impaired means under the influence of an illicit drug or alcohol such that the student or employee is unable to perform his or her assigned tasks properly. The unlawful possession, use, consumption, manufacture, distribution, or dispensation of alcohol or other controlled substances in the workplace of any employee or student, or as any part of any functions or activities of Troy University is prohibited. Any student or employee of Troy University, against whom a determination has been made for violating the University's policy regarding alcohol or drugs, shall be subject to sanctions imposed by the University. Such sanctions shall be determined on a case-by-case basis and shall be commensurate with the severity of the violation. Such sanctions may, however, include termination in the case of an employee and suspension in the case of a student. Additionally, violators will be referred to the appropriate law enforcement officials for prosecution. Troy University will maintain a drug-free awareness program to inform students and employees of the dangers of alcohol and drug abuse and will also maintain a current roster of local and area drug and alcohol treatment and rehabilitation programs. Each employee and student at Troy University will annually receive a written copy of this policy. Troy University will make a good faith effort to ensure that the criteria in this policy are met and to review the policy on an annual basis.

607.12 Smoking Policy

It is the policy of Troy University to prohibit the use of tobacco in all nonresidential buildings. The use of tobacco will not be allowed in public areas of Troy University facilities including (but not restricted to): lobbies, corridors, stairwells, elevators, waiting rooms, public reception areas, classrooms, offices, laboratories, clinics, conference rooms, meeting rooms, employee lounges and break rooms, restrooms, cafeterias and restaurant facilities (unless a specified smoking area is provided), and multiple-occupancy work areas. Residential units owned by the University and occupied by individuals or families are subject to the smoking preferences of the occupants. Failure to comply with this policy will constitute a violation of University policy and may be dealt with accordingly through established formal disciplinary procedures.

607.13 Fringe Benefit Proposals

Any unsolicited proposal from an outside vendor concerning a fringe benefit will be considered as follows:
  1. A written proposal will be presented to the Office of Human Resources. The Director of Human Resources will review the proposal and determine if the proposal has sufficient merit to be forwarded to the Personnel Advisory Committee.
  2. If the Director of Human Resources determines that the proposal has merit, a special sub-committee of the Personnel Advisory Committee consisting of the Chair and three other committee members will determine whether or not the proposal should be presented to the full committee. If presented to the full committee, the Chair will determine whether the proposal should be presented at a specially called meeting or at the next regularly scheduled meeting. The Chair will also decide whether the presentation to the committee should be written or oral.
  3. If a formal written or oral presentation is made to the full committee, a recommendation will be made to the Chancellor.
  4. The Chair is authorized to make direct contact with the proposer during this entire process.

607.14 Telephone

Employees will be given instructions for operating the telephone system. A University personnel directory is provided. Telephones should be answered promptly, stating the work area and employee name (e.g., "Good morning, Troy University, Finance and Business Affairs Office, Jane Jones speaking"). It is important to speak distinctly, clearly, and in a friendly, professional manner. University telephones are for official use.

607.15 Personal Appearance

The University expects all employees to dress appropriately and to select work clothing which ensures a safe working environment and is conducive to the professional atmosphere of a university setting.

607.16 Performance Evaluation

Employees will be evaluated at the end of appraisal periods and annually thereafter.

607.17 Personal Visitors, Calls and Mail

Personal telephone calls, emails, and visitors during work hours should be limited. Employees should discourage individuals from sending them personal mail in care of the University. If a personal visit must be made, it should be limited to 10 minutes; personal telephone calls should be limited to 5 minutes. Employees will be given instructions for operating the telephone system. A University personnel directory is provided. Telephones should be answered promptly, stating the work area and employee name (e.g., "Good morning, Troy University, Finance and Business Affairs Office, Jane Jones speaking"). It is important to speak distinctly, clearly, and in a friendly, professional manner. University telephones are for official use.

607.18 Harassment

Harassment of any kind whether based on sex, race, national origin/ancestry, age, color, or disability, is forbidden and will be subject to disciplinary action up to and including dismissal).
  1. Statement of Philosophy Troy University is proud of its tradition of friendly and congenial relations between students and employees (faculty, staff and administrators). The University is committed to maintaining an environment that nourishes the respect for the dignity of each individual and creates an atmosphere in which students and employees can interact productively. In keeping with these goals, harassment or discrimination by anyone (whether in the classroom, the office, at a system sponsored function, or within any university environment) will not be tolerated.
  2. Definition of Harassment For purposes of Troy University’s policy, harassment is defined as a course of comments or conduct consisting of words or actions that are unwelcome or offensive to a person in relation to sex, race, age, religion, national origin, color, pregnancy, or disability. It can include comments or conduct by a person in a position of authority that is intimidating, threatening or abusive and may be accompanied by direct or implied threats to the individual's grade(s), status or job. Harassment can also occur between people of similar authority. Harassment occurs when it is known or ought reasonably to be known that such comments or conduct would be unwelcome.

    Examples of harassment include gestures, remarks, jokes, taunting, innuendo, display of offensive materials, threats, imposition of academic penalties, hazing, stalking, shunning or exclusion related to the prohibited grounds.
  3. Sexual Harassment For purposes of Troy University’s policy on sexual harassment is defined as any type of sexually oriented misconduct that is unwelcome or inappropriate. Sexual harassment consists of unwelcome sexual advances, requests for sexual favors, and other verbal, graphic, or physical conduct of sexual nature when:
    1. Submission to such conduct is explicitly, or implicitly a term or condition of a student’s or employee’s academic success or employment; or
    2. Submission to or rejection of such conduct is used as the implicit or explicit basis for employment or academic decisions affecting the student’s or employee’s educational and/ or work experience; or
    3. Such conduct has the purpose or effect of unreasonably interfering with a student’s or employee’s employment or academic performance, or creates an intimidating,hostile, or offensive work or educational environment.

    Examples of sexual harassment include, but are not limited to:
    1. Demanding sexual favors in exchange for favorable evaluations, assignments, promotions, continued employment, grades, letters of recommendation or similar promises.
    2. Subtle pressure for sexual activity.
    3. Continued or repeated sexual jokes, kidding, teasing, epithets, flirtation, advances, or propositions.
    4. Derogatory or demeaning comments about gender, whether sexual or not.
    5. Harassment consistently targeted at only one sex, even if the content of the verbal abuse is not sexual.
    6. Verbal abuse of a sexual nature.
    7. Graphic verbal commentary about an individual’s body, clothing, sexual process, or sexual deficiencies.
    8. Sexually degrading or vulgar words to describe an individual.
    9. Leering, whistling, touching, pinching, brushing the body, assault, coerced sexual acts, or suggestive, insulting, or obscene comments or gestures.
    10. The display in the workplace or an academic environment of sexually suggestive objects, pictures, posters or cartoons.
    11. Introduction or utilization of inappropriate sexual material in an academic setting.
    12. Name-calling, relating stories, gossip, comments, or jokes that may be derogatory toward a particular sex.
    13. The display of sexually suggestive graffiti.
    14. Asking questions about sexual conduct or sexual orientation or performances.
    15. Offensive, repeated requests for dates, even if made after work.
    16. Continued advances of a sexual nature which are rejected, even after the parties break off a consensual relationship.
  4. Definition of Discrimination

    For the purposes of Troy University’s policy, discrimination is defined an act that results in the unfair or inequitable treatment of an individual based on their age, sex, race, religion, national origin, martial status or veteran status

    Individuals Covered Under the Policy

    Troy University’s comprehensive harassment and discrimination policy covers all employees, students, applicants, vendors/contractors, and others conducting official business with the University
  5. Procedures
    1. Reporting a Complaint

      Troy University encourages any person who believes he or she is a victim of harassment or discrimination to try to resolve the problem informally with the person directly responsible for the harassment. This is not, however, a prerequisite for reporting or filing a complaint. Any person witnessing behavior which they believe to be harassment or discrimination should report the incidient.

      The University recognizes that an individual may be reluctant and/or embarrassed to complain about harassment or discrimination. As a consequence of this reluctance, the University provides the following reporting avenues:
      1. A student may report a complaint to any member of the University’s Harassment Response Team (available in the Office of Human Resources or to the Office of Student Affairs. Names and telephone numbers of the Harassment Response Team are available in the Office of Human Resources.
      2. A faculty or staff member may report a complaint to the appropriate supervisor, dean, director, or vice chancellor who, in turn, will inform the complainant of the need to report the complaint to the Harassment Response Team. An individual who is uncertain about the appropriate person to whom the complaint should be addressed may direct the complaint to the Office of Human Resources. Names and telephone numbers of the harassment Response Team are available in each Office of Human Resources.
      3. Campus visitors may report a complaint to the University Police (Trojan Center at the intersection of George Wallace Drive and U.S. 231 – telephone 670-3215) or to the Office of Human Resources.
      4. At the University College locations, the procedure for reporting will follow the same guidelines as 1. and 2. above with coordination through the Site Director (unless the Site Director is the accused or the accuser).
      5. At the Phenix City branch, the procedure for reporting will follow the same guidelines as 1. and 2. above.

      The Harassment Response Team members shall consist of seven members, which will include both males and females of various ages, classified personnel, professional staff, tenured and tenure-track faculty, and shall include one person from the Dothan, Montgomery, University College and Phenix City campuses.
    2. Confidentiality

      The University recognizes the privacy rights of both the complainant and the accused in a harassment situation. Any allegation of harassment that is brought before a member of the Harassment Response Team will be handled discretely. Reasonable effort will be made to protect the privacy of the parties involved; however, it will be necessary to investigate the complaint and to respond to any legal and/or administrative proceedings, which may arise out of or relate to the harassment complaint.
    3. C. Filing a Complaint with the Harassment Response Team

      The University encourages any person who files a complaint to do so promptly. The University also understands the complainant’s reluctance to file a complaint and assures the complainant that late reporting will not in and of itself preclude remedial action by the University. However, all cases must be reported to the Harassment Team within 180 days of the alleged harassment or discrimination.

      All complaints made to a member of the Harassment Response Team will be immediately put in writing, whether or not the complainant wishes to pursue the matter further. The written report of the complainant will be read, approved, and signed by the complainant. At this point, the complaint will be pursued further. Depending on this decision, one of two procedures will be followed:
      1. If the complainant does not wish to continue with the complaint, the Harassment Response Team member will notify the accused that a complaint was filed. The accused will have the opportunity to respond to the allegations in writing. Both reports, the complainant’s and the accused’s, will be retained by the University. At this point, an informal resolution will be sought.
      2. If the complainant wishes to continue the complaint and seek sanctions against the accused, the investigation process begins. (See section E)

      An individual who believes he or she is a victim of harassment or discrimination is encouraged to keep a record of the objectionable conduct. However, the complainant should be aware that a record kept at the direction of the system may be considered privileged, to any extent possible. The University will retain confidential documentation of all allegations and investigations for a period of two years.
    4. Protection Against Retaliation

      Neither the University nor its employees or representatives will in any way retaliate against an employee or student who makes a report of harassment or discrimination. Retaliation is a very serious violation of this policy and should be reported immediately. Retaliation against any individual for reporting harassment or discrimination will be treated with the same strict discipline as the complaint itself. All individuals involved in investigating the complaint, including the Harassment Response Team members and witnesses, are also protected from retaliation.
    5. Investigating a Complaint

      If a complainant wishes to pursue the complaint, (Section C.2) the investigation will begin.The investigation will be done in a timely manner. The investigation will be handled by the Harassment Response Team member to whom the complaint was reported, with the assistance of at least one other Harassment Response Team member.

      The University will notify the complainant and the accused, through the Harassment Response Team member, of the procedures that will be followed to allow for due process. Each party to the complaint will be notified that he/she may seek legal counsel at any time during the process.

      In general the process will consist of the following procedures:
      1. Interview complainant.
      2. Have complainant read, approve, and sign written report.
      3. Notify accused of complaint. Interview and obtain written report from accused.
      4. Interview witnesses to harassment or discrimination.
    6. Resolving the Complaint

      The University is committed to investigating and resolving any complaint of harassment or discrimination brought to the attention of the university. The results of the investigation, having been completed by members of the Harassment Response Team, will be forwarded to the appropriate body responsible for making the disciplinary decisions. (The Harassment Response Team only investigates and compiles information – the Team does not make recommendations for disciplinary action.)

      Disciplinary procedures will vary as a result of the parties involved, i.e., the complainant and the accused. The parties involved may be a combination of students, faculty, staff, administrators, and individuals under contract by the university, or persons external to the university.

      Accused Appropriate Body
      Student Student Affairs Committee
      Faculty Executive Vice Chancellor
      Dean of college or school
      One faculty member
      Director of Human Resources

      Staff or
      Senior Vice Chancellor of the employee’s division
      Two staff employee members from the Personnel
      Advisory Committee
      Director of Human Resources
      With the University
      Vary depending on circumstances

      Any individual involved in a complaint, as either complainant, accused, or witness, will be replaced by an appropriate person chosen by a senior vice chancellor. In all cases, the individual accused will be allowed due process.

      It is the responsibility of each body to determine whether the complaint has merit. Each body may decide that the complaint is without merit and recommend no disciplinary action. Alternatively, it may determine that the complaint is valid and will determine the appropriate disciplinary action.

      The procedures outlined in this policy do not deny the right of any individual to pursue other avenues of recourse which may include filing charges with the Equal Employment Opportunity Commission (EEOC), initiating civil action, or redress under state, civil, or criminal statutes and/or federal law.
  6. Sanctions
    1. Employees

      Potential sanctions for harassment include the following:

      Disciplinary warning/reprimand
      Referral to appropriate counseling
      Temporary suspension

    2. Students

      Potential sanctions for harassment include the following:

      Disciplinary warning/ reprimand
      Disciplinary probation
  7. Appeals

    A party who is not satisfied with the disposition of the findings of the Harassment Response Team may appeal to the Chair, Personnel Advisory Committee for a second review, and, if necessary, a formal hearing, in accordance with the hearing procedures outlined in the Faculty Handbook or Staff Handbook, or Oracle as appropriate.
  8. Education and Training

    The university commits to this policy by:
    1. developing and reviewing the comprehensive policy an a timely basis;
    2. annually communicating the policy to students and employees;
    3. annually training and educating students and employees;
    4. confidentiality, insofar as possible in investigating incidents;
    5. documenting findings and maintaining records;
    6. taking appropriate action when incidents occur.

607.19 Safety and Emergency

Safety of students, the public, and personnel is of major importance. All safety hazards should be reported to the appropriate campus authority, as soon as a hazard is noticed. Employees should become familiar with their campus Safety and Security Plan.

607.20 Infectious Diseases

607.20.1 Introduction

This policy establishes general principles regarding persons with infectious diseases within the University. Persons with an infectious disease may be considered by law to have disabling conditions. The legal rights of disabled individuals must be guaranteed.
  1. University policy prohibits discrimination against persons with or perceived to have an infectious disease. Complaints may be addressed to the campus affirmative action officer.
  2. No current or prospective employee of the University shall be required to receive an HIV antibody test or other diagnostic test associated with HIV disease as a condition of employment.
  3. Employees of the University who may contract an infectious disease will not be excluded from enrollment or employment or restricted in their access to University services or facilities by reason of their infection unless individual medical judgments establish that exclusion or restriction is necessary to the welfare of the individual or of other members of the University community. Individual cases may be subject to review by a physician designated by the University.
  4. Information regarding an individual’s diagnosis of an infectious disease will be maintained as confidential personal medical information, which will not be released to any party without the specific written consent of the individual, except where required by law. The confidentiality of information is superseded only by the necessity to protect others who may be or could be placed in life-threatening circumstances by actions of the infected person.
  5. Members of the University community with an infectious disease have a responsibility to be aware of information and the most recent recommendations from the Centers for Disease Control, to prevent transmission of the diseases to others. Basic information about HIV/AIDS and other blood-borne diseases is available at the Troy University Student Health Center. Persons who know or suspect they are infected with an infectious disease are expected to obtain and follow appropriate medical advice and are further expected to conduct themselves responsibly for the protection of others. Failure to do so may lead to disciplinary action.
  6. Detailed standards and procedures consistent with this policy shall be implemented by individual departments where risks of contact with body fluids are significant. Each departmental procedure shall be subject to review by a designee of the Chancellor. Those who work or study in such departments shall be subject to these procedures.
  7. This policy shall be reviewed as needed by the Infectious Disease Task Force. It shall be published in University documents as appropriate.

607.20.2 Blood Borne Pathogen Education and Prevention

This policy establishes that the University is aware of risk factors associated with certain academic majors and other activities, and has adopted measures to deal responsibly with both employees and students. The policy recognizes that departments face varying degrees of risk for exposure to employees and students, and provides for separate departmental procedures to be developed in areas of high risk. Specific provisions are identified for prevention measures and post- exposure follow-up for employees, at University (departmental) expense. Likewise, specific provisions are given for students to bear the cost of prevention measures and other expenses.
  1. Policy

    Troy University adopts this policy to limit any occupational exposure to blood borne infections by providing training sessions for employees and for students, an Exposure Control Plan, vaccination for Hepatitis B, post-exposure evaluation and follow-up, medical records, and policy implementation. This policy has been prepared in accordance with the Occupational Safety and Health Administration (OSHA) Blood Borne Pathogens regulation, 29 CFR 1910.1030.
  2. Scope

    This policy and related procedures will cover all employees who could be "reasonably anticipated," as a result of their job duties, being exposed to blood borne infections. All such employees must be familiar with the "Universal Precautions." In addition, this policy and related procedures will apply to any student who could be "reasonably anticipated," as a result of academic requirements, to be exposed to blood borne infections.
  3. Employee and Student Information and Training

    The University will make available the policy and institutional guidelines for blood borne infections to both employees and students. Training and education of employees at risk of exposure shall take place within the first ten work days of employment. Training and education of students in departments of courses where exposure risks can be anticipated shall take place during new student orientation or within the first week of each semester. Training records shall be maintained for at least three years in each departmental office, according to procedures adopted in each department. Students may be potentially at risk of exposure to blood borne pathogens during clinical laboratory experiences include Nursing, Athletic Training, and Medical Technology. For students and employees with no specific risk of exposure, information will be provided through routine publications about potential risk, existing policy, and incident reporting procedures.
  4. Blood/Body Fluid Spill Incident Reporting Procedures

    If an accident or illness occurs where blood or body fluids are spilled, immediately contact the University Police or the Security Officer for your campus. DO NOT TRY TO CLEAN UP A SPILL WITHOUT PROPER TRAINING AND SAFEGUARDS.
    1. Identify spill.
    2. Immediately remove contaminated clothing and wash hands with soap and water.
    3. Phone University Police or Campus Security, and give details of the incident, identifying the situation as one with blood or body fluids.
    4. The Security personnel will contact an ambulance or other emergency service as needed.
    5. The Security personnel will contact Physical Plant Housekeeping to clean up spill in a proper manner.
    6. Security personnel will write an incident report and will notify the Campus Safety Officer if exposure to blood or body fluids has occurred.
  5. Exposure Control Plan

    A model exposure control plan has been developed by the University and shall be individualized at the departmental level. Detailed policies and procedures consistent with this University policy shall be defined and implemented by individual departments where there is significant risk of exposure to blood or body fluids. Each department's policies and procedures shall be approved by the Dean of the college. Those who work or study in the departments covered shall be subject to these specific departmental policies and procedures. The exposure control plan shall include key definitions, hazard recognition, and exposure control procedures. Such procedures shall include but not be limited to: engineering controls, required general work practices, personal protection equipment, housekeeping, waste disposal, laundry, communication of hazards to workers, medical surveillance, record keeping, student education, and exposure control action plan. The University will provide facilities and equipment through affected departments and ensure that employees use them following exposure to blood or body fluids. Universal Precautions shall be used to minimize needle sticks, to minimize splashing and spraying of blood, to ensure appropriate disposal of specimens, to regulate wastes, and to decontaminate equipment.
  6. Hepatitis B Vaccination

    The University, through the supervision of licensed physicians or other licensed health care professionals through the Student Health and Wellness Center, will make Hepatitis B vaccination available to all employees who are at risk for occupational exposure to blood. This vaccination will be at no charge to the employee. Students who have exposure risk to human blood in a clinical lab setting or other students who are concerned with exposure potential may receive vaccinations at the expense of the student through the Student Health and Wellness Center.
  7. Post-Exposure Evaluation and Follow-Up

    Following an exposure incident, follow-up will include a confidential medical evaluation documenting the circumstances of exposure, identifying and testing the source individual if feasible, testing the exposed employee's blood if the employee consents, post-exposure prophylaxis, counseling, and evaluation. The University will, upon request, provide laboratory tests at no cost to all employees who have had a documented on-the-job exposure incident. The laboratory tests for the employee will be scheduled through a designated laboratory.
  8. Record Keeping for Exposure Incidents

    The Office of Human Resources will keep records of each employee's occupational exposure under OSHA guidelines, which currently require that such records be maintained for the duration of employment plus 30 years. Medical records must be made available to the employee, anyone with written consent of the employee, or OSHA.
  9. Disposal of Contaminated Materials

    The Campus Security Officer or the Student Health and Wellness Center must be contacted regarding disposal of all contaminated materials, such as towels and other fabric products, gauze, sterile pads, swabs, etc. The College of Health and Human Services has separate disposal plans for medical wastes and sharps which have been contaminated.
  10. Policy Review and Publication

    This policy and related procedures shall be reviewed and updated in keeping with developments in medical practice and federal/state regulations. The policy shall be published in the University Safety and Security Procedures Manual(by the Office of Student Services) and in departmental documents as appropriate.

607. 21 Communicable Disease Alert

Inasmuch as Troy University is a global institution in scope, the University is occasionally affected by the outbreak of serious communicable diseases which restrict access and necessitate precautions in certain areas, viz., the recent Severe Acute Respiratory Syndrome (SARS), In each such instance, it is the policy of the University to adhere to guidelines issued by such agencies as the Centers for Disease Control and Prevention (CDC) and the World Health Organization (WHO) to ensure the safety of its employees. As these guidelines become available, they will be communicated to all faculty and staff.

607.22 Policy Statement on Significant Communicable Diseases and University Travel

The purpose of this statement is to advise the University community on measures to be implemented to safeguard the health and welfare of students, staff, faculty, and the community from the spread of significant communicable diseases.

DEFINITION: A significant communicable disease is one which has been identified by a recognized authority (e.g., World Health Organization, Centers for Disease Control, U.S. Department of Health and Human Services) as one which may have life-threatening potential or result in serious illness or infirmity and may be contracted merely by travel within a certain region. Recent examples include Severe Acute Respiratory Syndrome (SARS), Asian Influenza, Yellow Fever, and Dengue Fever.

607.23 Parking Regulations

Parking areas are provided for employees. In order to park on campus, the automobiles must be registered with the campus. At the time the motor vehicle is registered, the employee will receive an identification decal with instructions for proper mounting. Decals are not transferable from one person to another. Decals should be removed whenever a motor vehicle is sold or traded. Some campus sites may require alternative parking arrangements. See the appropriate campus administrator for additional details.

607.24 Weapons on Campus

Troy University prohibits on all University properties possession, use, and transportation of any dangerous or potentially dangerous weapons described below:
  1. Fixed blade knives concealed on the person or in a vehicle (e.g., Bowie Knife, knife, or instrument of like kind or description).
  2. Shotgun or rifle or other shoulder gun.
  3. Pistol or revolver.
  4. Air gun (e.g., air or gas powered rifle or pistol).
  5. Bow and arrow (e.g., archery equipment).
  6. Slingshots (including throwing weapons).
  7. Swords.
  8. Crossbows.
  9. Brass Knuckles.
  10. Fireworks or explosive devices.
  11. Electronic stunning devices.
This policy shall apply to all faculty, staff, and students of Troy University; and to all visitors to any University properties.

This policy does not apply to duly authorized law enforcement officials in the lawful discharge of their duties. Temporary exclusions may be granted by permit only by the Dean of Students or his designated representative for job-related, educational, or demonstration purposes. Department Chairs and respective faculty members may be granted a blanket authorization by the Dean of Students or his authorized representative for organized activities. These organizations must guarantee qualified instruction, safety, and security for such activities. All applicable federal, state, as well as local laws and ordinances will be strictly enforced.

607.25 Reporting

Any accident or unusual occurrence on campus must be reported to the Campus Police, or other appropriate campus safety office, as soon as possible. All injuries (employees, students, and visitors), no matter how slight, must be reported to the Human Resources Office. A reporting form may be obtained on-line at www.troy.edu/humanresources/forms.htm.

607.26 Absences from Work

If an employee expects to be absent from work for ANY REASON, the supervisor must be notified in advance. An employee absent from work without permission is considered to be on unauthorized leave without pay -- a condition which is cause for dismissal. Three consecutive working days of absence without notice constitutes a resignation and forfeiture of all accumulated University benefits.

607.27 Keys

Keys are available as required through the supervisor, or appropriate campus office, and must be returned upon termination prior to the receipt of final compensation. In case an employee needs a different key, it will be issued as soon as the old key is surrendered. Keys may not be duplicated or loaned.

607.28 Safety

The Campus Safety and Security Plan is available on each campus in either the Office of Student Affairs, the Office of University Police, the Campus Security Office, the Office of Human Resources, the Library or administration office.

607.29 Employee Use of Educational Resource Centers

University employees and their dependents may use the Library under the latest published rules and regulations and are invited to avail themselves of its resources and services.

607.30 The Family Educational Rights And privacy Act (FERPA)

Troy University shall not permit access to or the release of education records or personally identifiable information contained therein, other than directory information, without the written consent of the student, to any party other than those defined in the Student Records Policy located in the Undergraduate and Graduate Bulletins. Students shall have access to such information in accordance with the procedures outlined in the Student Records Policy.

607.31 Identification Cards

Identification cards are made available to employees at no charge. These cards are to serve as proof of eligibility for use of certain University facilities and for other identification purposes. Employees leaving the service of the University are required to return identification cards.

607.32 Travel and Reimbursement

It is the policy of the University that reasonable expenses for official travel shall be reimbursed in accordance with the University policy. Travel regulations are available on the University website.

607.33 Use of Equipment and Facilities

The equipment and facilities of the University are for educational purposes. The first priority for the use of this equipment and facilities must be the education of students. Other use may be authorized with appropriate approval and fees.

607.34 Technology Use Policy

Use of the University’s various technologies (computers, telephones, etc.) are a privilege available to those who abide by this Technology Use Policy. All users are obligated to use technology resources in a responsible, legal and ethical manner. The University respects each individual’s right to privacy in electronic formats and expects all users to respect the privacy of others. Users must abide by all applicable copyright laws and licensure agreements. The University shall take disciplinary and/or legal action, as appropriate, against individuals who violate this policy. Violators will be temporarily or permanently suspended from technology facilities and will be prosecuted for statutory violations. Examples of violations include (but are not limited to):

Troy University expressly and explicitly disclaims any liability and/or responsibility for any violation of this policy.

607.35 Wireless Communication Device Usage Policy

The University provides wireless communication services for designated personnel in support of mission-related activities. Wireless communications usage should be based upon cost-effective practices that support the University’s mission and comply with government rules and regulations.

607. 35.1 Wireless Communication Device Usage

Handheld wireless devices (including cell phones) are an effective resource for the University because they enable communication in areas or situations where use of conventionally wired telephones is not available or is impractical. In general, wireless communication devices may be assigned to employees for whom the nature of their work requires wide mobility and simultaneous access to public and private voice and data networks.

Departments are responsible for establishing departmental acquisition, monitoring, and payment policies and procedures pertaining to wireless communication service to include the criteria contained within the university-wide policy.
  1. Approval Procedures for Wireless Communication Devices
    The issuance of wireless communication devices to employees for University business must be approved by the appropriate senior vice chancellor. The senior vice chancellor must ensure that there is a clearly established business need that cannot be met through other means of communication and that sufficient funds are available in the department budget to cover the cost of wireless devices and service. There are multiple levels of devices available, and senior vice chancellors are to decide as to the level of devices that are to be assigned to individuals. The following equipment represents levels of sophistication:
    • Power Users – Siemens SX66 or better
    • Leadership Users – BlackBerry/Treo 650/Cell Phone
    • Essential Users – Basic Cell Phone
  2. Acquisition and Maintenance of Service
    Wireless service and equipment must be obtained directly from authorized University wireless service suppliers, utilizing the contracts in place.Requests to secure service contracts from vendors other than those having contracts with the University must be submitted to the Information Technology Office and approved by the Senior Vice Chancellor for Student Services and Administration.

    Departments have the responsibility to maintain all wireless service activation and individual plan descriptions in a central location available for an audit review.

    All costs associated with wireless communication devices are the responsibility of the department ordering the service. These costs include, but are not limited to: equipment acquisition, service initiation, monthly fees, per-minute cost of calls in excess of the calling plan allocation, accessories, maintenance and repair of equipment, insurance costs, and replacement of lost or stolen equipment.

    Departments ordering the wireless service are responsible for coordinating the repair or replacement of the equipment, reviewing individual employee’s wireless bills on a monthly basis, making adjustments to the employee’s wireless plan based on usage to obtain optimal cost savings, payment of invoices on a timely basis to avoid late payment charges. Employees that use the wireless service for personal reasons must pay the designated monthly fee for this service.
  3. Oversight
    Use of wireless communications devices is subject to all rules and regulations regarding utilization of University-provided facilities.

    The Information Technology Department Telecommunications Office may review individual and/or department usage and suggest plans to assure that the most appropriate rate plan is in use and to screen for possible abuse. The information will then be forwarded to the department head for administrative review and response.
  4. Usage
    Use of a University-owned wireless communications device and airtime service is intended for official University business. However, the University recognizes that personal calls are sometimes necessary. If any personal calls are to be made or received on the departmental wireless device, the employee must pay a monthly “personal wireless service fee”of $10/month through payroll deduction.
  5. Security and Conduct
    The end user should exercise discretion as to who has access to his/her cell phone number as there could be a charge associated with the telephone use regardless of whether the communication is incoming or outgoing.

    University employees have an obligation to use their wireless communications services in a responsible, informed, and safe manner -- conforming to network etiquette, customs, courtesies, safety practices and any applicable laws or regulations.

    Employees using wireless communications devices are responsible for securing them at all times. All losses shall be reported immediately to the designated departmental representative.

    Employees may be held liable for lost, stolen or damaged University leased or owned wireless communications equipment.

    Wireless communications are not secure, and employees should use discretion in relaying confidential information on wireless communication devices.