Policy Manual

Welcome to the Appalachian State University Online Resource Manual. These policies and procedures are periodically updated or revised. Efforts are made to keep this online version current. If any questions arise about the authenticity of the online version, please contact the Office of General Counsel (828-262-2751). In the event of any discrepancy between the online version and printed documents approved by the Chancellor, the printed documents shall govern. Departments have forms on their web pages and at the ASU Electronic Forms page. Many departments have provided the forms related to the associated policies and procedures in Portable Document Format (.pdf). To view PDF documents, you must have Acrobat Reader installed on your computer. Acrobat Reader is available from Appalachian State University's application explorer icon on university-owned computers.

Comments, suggestions or questions regarding the Resource Manual should be directed to Kathy Deas at [email protected] or to the department with primary responsibility for implementation.

Table of Contents

100	Introduction to Manual
200	Governance and Administration
300	Academic Affairs
400	Public Safety
500	Students
600	Business Operations
700	Employment
800	Athletics
900	University Communications
1000	Information Technology
1100	Audits

100 Introduction to Manual

200 Governance and Administration (formerly Administrative)

201 Policy on Policies

202 University Organization and Administration

203 Board of Trustees

203.1 Bylaws

203.2 Audit Committee Charter

203.3 Naming of Facilities and Programs

203.4 Honors and Awards

204 Facility Use, Solicitation, Distribution of Printed Materials, Unscheduled Public Speaking Areas, and Peaceful Assembly

205 Records

204.1 Records Retention Schedule

204.2 University Archives

204.3 Policy Statement on the Family Educational Rights and Privacy Act of 1974, as Amended

204.4 Use of Social Security Numbers

204.5 Identity Theft Prevention Plan

206 Alcoholic Beverages

206.1 Possession and Use of Alcoholic Beverages

206.2 Events Involving Possession or Consumption of Alcoholic Beverages Procedural Checklist

206.3 Tailgating

207 Parking and Traffic  

207.1 Rules & Regulations

200 Academic Affairs

201 Faculty Handbook

202 Undergraduate Bulletin

203 Graduate Bulletin

204 Academic Governance Handbook

205 Academic Integrity Code

206 Final Grade Appeal Procedure

207 Intellectual Property Transfer

207.1 Invention Disclosure Form

208 Textbook Rental Policy

209 Export Control Management Plan

210 Guidelines for the Review of Research Involving Human Subjects

211 Payments to Human Subjects

212 Radiation Safety Manual

212.1 Radiation Safety Forms

213 Radiation Safety Laboratory Rules

214 Integrity in Scholarship and Scientific Research

300 Public Safety

301 Police

301.1 Office of Public Safety/University Police

301.2 Special Services

301.3 University Police Services

301.4 Vehicle Registration and Parking

301.5 Criminal Trespass Warning

301.6 Campus Security and Fire Safety Annual Report

302 Emergency Management

302.1 Emergency Response Plan

302.2 Communication Guidelines for Emergencies and Campus Issues

302.3 Emergency Operations Plan - Basic Plan

302.4 Building Emergency Response Plan Template

302.5 Pandemic Infectious Disease Plan

302.6 International Crisis Management

303 Occupational Safety and Health

303.1 Office of Occupational Safety and Health Introduction

303.2 OSHA Regulations

303.3 Safety Committees

303.4 Personal Protective Equipment

303.5 Accident Reports

303.6 Safety Hazards

303.7 Hazardous Communication Program

303.8 Exposure Control Plan for Bloodborne Pathogens

303.9 Chemical Hygiene Plan

303.10 Open Flame Policy

303.11 Fall Protection Plan

303.12 Respiratory Protection Program

303.13 15-Seat Vans

303.14 Lockout/Tagout Procedures

303.15 Pre-Purchase Review of Products

303.16 Hazardous Chemical Spill Response

303.17 Automated External Defibrillator Protocol

303.18 Safety Inspections

303.19 Fire Prevention & Emergency Action

303.20 Fire and Safety Exit Drill Report

303.21 Industrial Hygiene Assistance Request Form

303.22 Emergency Telephone Numbers

303.23 Radiation Safety Manual

400 Students

401 Administrative Health Officer

402 Rendering Assistance to Students Who Have Attempted Suicide or Who Exhibit Other Life-Threatening Behaviors

403 Medical Withdrawals

404 Right of Entry/Search and Seizure Policy for University Housing Rental Property

405 Code of Student Conduct

406 Student Organization Judicial Review/Discipline Process

407 Developing and Posting World Wide Web Sites for Recognized Student Organizations

408 Tunnel Painting

409 Illegal or Abusive Use of Alcohol and Other Drugs

410 Student Housing Policies

500 Business Operations

501 Accounting

501.1 Introduction

501.2 Budget Administration

501.3 Non-Appropriated Budgets

501.4 Account Numbers

501.5 Accounting Terminology

501.6 Funds Verification and Encumbrance Control

501.7 Budget and Expenditure Reports

501.8 Intracampus Billing

501.9 Departmental Bookkeeping

501.10 Contractual Obligations of University Services

501.11 Collection and Write-Off of University Accounts Receivable

501.12 Disbursements

501.13 Requesting Payments through a University Procurement Request

501.14 Purchasing Through the University Procurement Request

501.15 University Procurement Request

501.16 Check Request Procedure Policy

501.17 Purchases Through Petty Disbursing Funds

501.18 Backup Withholding Requirements Policy

501.19 Fund/Organization (ORG) Administration

501.20 New Vendor Set Up for Banner Finance

501.21 Journal Entry Guidelines

501.22 Basic Spending Guidelines by Fund Source

501.23 Fixed Asset System

502 Bookstore

502.1 University Bookstore Introduction

502.2 Textbook Department

502.3 Merchandise Department

502.4 Paperback Department

502.5 Sporting Goods Department

502.6 Returned Checks

502.7 Desk Copies

502.8 Textbook Rental Policy

502.9 Departmental Charges

503 Cashier

503.1 Cashier's Office Introduction

503.2 State Policies Regarding the Receipt of Funds

503.3 Receipting and Depositing Funds

503.4 Collection of Cash Outside University Cashier's Office

503.5 Storage and Safeguarding of Funds

503.6 Imprest Change Funds

503.7 Collection of Accounts Receivable

503.8 Collection of Checks Returned for Insufficient Funds

504 Central Warehouse

504.1 Central Warehouse Introduction

504.2 Warehouse Stock Items

504.3 Central Receiving

504.4 Central Shipping

504.5 Purchasing Items from the Central Warehouse

505 Food Services

505.1 Introduction Statements

505.2 APPCARDS

505.3 Cafeteria

505.4 Catering Service and Special Events

505.5 The Food Court

505.6 McAlister's Deli

505.7 Cascades Cafe

505.8 Park Place Cafe

505.9 Pizzeria

505.10 The Market-Trivette Hall

505.11 Vending

506 Payroll

506.1 Introduction – Payroll Function

506.2 ASU Payroll Policies

506.3 Manual Check Policy

506.4 ME_MN Banner Time Sheet Instructions

506.5 ME MN Exempt Employee Time Sheet

506.6 MN Subject to Overtime Time Sheet

506.7 ME MN Payroll Department Totals

506.8 Semi Monthly Payroll Instructions

506.9 SM Time Sheet

506.10 SM Department Total Sheet

506.11 Payroll Adjustment Form

506.12 Payroll Direct Deposit

506.13 Leave Payout Procedure

506.14 Instructions for Payroll Time Entry Security Requests

507 Facilities and Property Management

507.1 Introduction 1 - Physical Plant Department

507.2 Association with other University Departments

507.3 Funding and Types of Services

507.4 Services Provided by the Physical Plant

507.5 Requests for Physical Plant Services

507.6 Emergency Maintenance and Repair Service

507.7 Renovations and Alterations

507.8 Key and Lock Security

507.9 Heating and Cooling/Environmental Control

507.10 Buildings and Grounds Regulations

507.11 University Motor Vehicles

507.12 Recycling Program

507.13 Surplus Property

507.14 Borrowing Computer Equipment

507.15 Smoking on University Property

508 Post Office

508.1 University Postal Service

508.2 Campus Mail Service

508.3 U. S. Federal Postal Contract Station

508.4 Addressing Outgoing Mail

508.5 United States Mail Rate Classifications

508.6 Quantity Mailing

508.7 Preparing Outgoing Mail

508.8 Processing Bulk Mail

509 Purchasing

509.1 Purchasing Office

509.2 Purchase Authorizations

509.3 Solicitation by Salesmen

509.4 Product and Service Demonstrations by Vendors

509.5 State Purchase Contracts

509.6 Solicitation of Bids and Quotations

509.7 Single Source Purchases

509.8 Purchases from Commercial Vendors

509.9 Changes to Purchase Orders

509.10 Correspondence with Vendors

509.11 Return of Merchandise to Vendors

509.12 Purchases from University Facilities

509.13 Emergency Purchases

509.14 Blanket Purchase Orders

509.15 Rental and Lease of Equipment

509.16 Purchase and Rental of Office Machines

509.17 Service Contracts/Maintenance Agreements

509.18 Purchase or Rental of EDP and Computer Related Equipment

509.19 Excise and Sales Tax

509.20 Personal Service Contracts

509.21 Indefinite Quantity Contracts

509.22 Small Purchase Policy

509.23 Procurement Card Program

510 Travel and Transportation

510.1 Travel and Transportation Authorization

510.2 Travel and Transportation Fiscal Accounting

510.3 Definition of Terms

510.4 State Policies Regarding Travel

510.5 Travel Allowances for State Officers and Employees

510.6 Authorization Required for Travel

510.7 Non-State Employees

510.8 University Travel Advances

510.9 Reimbursement of Travel Expenses

510.10 Registration Fees

510.11 Subsistence

510.12 Transportation

510.13 Assemblies Sponsored by State Agencies

510.14 Informal Meetings

510.15 Travel Accounting Compliance

511 Printing and Publications

511.1 Introduction

511.2 Printing Responsibilities

511.3 Printing Services and Charges

511.4 Graphic Identity Program

600 Employment

601 Human Resource Services Introduction

602 Hiring and Separation

602.1 General

602.2 SPA Employees

602.3 EPA Employees

602.4 Students

603 Terms and Conditions of Employment

603.1 Equal Employment Opportunity

603.2 Equal Opportunity Policy

603.3 Prohibiting Harassment (03-17-:: 04)

603.4 Illegal or Abusive Use of Alcohol and Other Drugs

603.5 Use of Software on Non-State Owned Personal Computers

603.6 Age Limitation for Employment and Employee Retention

603.7 Position Management

603.8 Personnel Records and Disclosure of Information

603.9 Pay and Compensation

603.10 In-Range Adjustment Policy

603.11 Supplemental Pay Policy

603.12 Employee Responsibilities

603.13 Work Schedule

603.14 Changes Affecting Employment

603.15 Employee Relations

603.16 Employee Safety

603.17 Disciplinary Action, Suspension and Dismissal

603.18 Disciplinary Suspension Without Pay

603.19 Demotion

603.20 Pre-Disciplinary Conference

603.21 Procedure for Appeal to the State Personnel Commission

603.22 Policy Concerning Improper Relationships between Students and Employees

603.23 Policy Prohibiting Workplace Harassment

603.24 Mediation for Faculty and EPA Administrative Personnel

603.25 EPA Non-Faculty Grievances

603.26 Evaluating Staff Employees

603.27 Daylight Savings Time Procedure

603.28 Adverse Weather and Emergency Closing

603.29 EPA Non-faculty Employment

603.30 Critical and Essential Staff

604 Benefits

604.1 Leave

604.2 Voluntary Shared Leave Program

604.3 Insurance and Retirement Benefits

604.4 Educational Opportunities

604.5 Services to Employees

604.6 Filing the Supervisor's Accident Report Form

604.7 Filing Worker's Compensation Claims

604.8 EPA Benefits

604.9 SPA Benefits

604.10 Vacation Leave

604.11 Sick Leave

604.12 Leave without Pay Administration

604.13 Holiday Leave Administration

604.14 FMLA Leave Administration

604.15 Family Illness Leave Administration

604.16 Community Service Leave

604.17 Military Service Leave and Differential Pay Procedures

605 Conflicts of Interest and Commitment

605.1 Dual Employment

605.2 Processing Dual Employment Assignments

605.3 External Professional Activities of Faculty and Other Professional Staff

605.4 Secondary Employment

605.5 Staff (SPA) Employee Request for Approval to Engage in Outside Work

605.6 Conflicts of Interest and Commitment Policies and Guidelines for Faculty/EPA Administrative Personnel

605.6.1 DISCLOSURE FORM - Faculty/EPA Administrative Personnel Report of Non-University Activities

700 Athletics

701 Department of Athletics Policies and Procedures Manual

702 Trademark/Service Mark Licensing

800 University Communications

801 Institutional Identity and Graphic Design Program

802 Responses to Requests

802.1 Requests for Public Records

802.2 Media Inquiries

802.3 Subpoenas

900 Information Technology

901 Use of Computers and Data Communications

902 Statement of Confidentiality

903 Guidelines for Setting and Protecting Your Password

1000 Office of Internal Audits

1001 Financial and Operational Audits

1002 Information Systems Audits

1003 Bank Accounts, Cash Funds, and Investments

1004 Policies and Procedures

1005 Changes in Accounting Equipment and Procedures

1006 Audit Follow-Up Policy