Policy Manual

From Appalachian State University Policy Manual
Revision as of 16:25, 24 January 2011 by imported>Mcnaneym (→‎Table of Contents)

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 Governance and Administration (formerly Administrative)
101 Policy on Policies
102 University Organization and Administration
103 Board of Trustees
103.1 Bylaws
103.2 Audit Committee Charter
103.3 Naming of Facilities and Programs
103.4 Honors and Awards
104 Facility Use, Solicitation, Distribution of Printed Materials, Unscheduled Public Speaking Areas, and Peaceful Assembly
105 Records
104.1 Records Retention Schedule
104.2 University Archives
104.3 Policy Statement on the Family Educational Rights and Privacy Act of 1974, as Amended
104.4 Use of Social Security Numbers
104.5 Identity Theft Prevention Plan
106 Alcoholic Beverages
106.1 Possession and Use of Alcoholic Beverages
106.2 Events Involving Possession or Consumption of Alcoholic Beverages Procedural Checklist
106.3 Tailgating
107 Parking and Traffic  
107.1 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