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Internal Management Directives

Section 1. General Administrative Policies

1.100 Sexual Harassment Policy  [Repealed 4/4/2012; Replaced with Prohibited Discrimination & Harassment Policy]

1.200 Publicity / Media Policy

1.300 Alcohol & Tobacco Policy

1.400 HIV Policy

1.500 Financial Irregularity Policy (revisions in process)

1.600 Gifts, Grants and Contracts Policy (under development)

1.700 Scheduling and Use of Park Blocks

1.800 Use of Electronic Media for Official University Communications

Section 2. Academic Affairs

2.100 Intellectual Property Policy (under development)

Section 3. Facilities and Equipment

3.100 University Key Policy (awaiting IMD committee and presidential approval)

3.200 Facilities Alteration Policy

3.300 Vehicular Safety, Operation and Maintenance (until superseded by new OAR)

3.400 Acceptable Use Policy (awaiting approval of the President)

3.500 Cell Phone Usage and Reimbursement Policy

Section 1: General Administrative Policies

1.200 PSU PUBLICITY / MEDIA POLICY

It is in the best interest of Portland State to work closely and cooperatively with the media. To take the greatest advantage of all media opportunities, specific questions or inquiries from the media should be directed to the Office of Marketing and Communications (OMC).

1.201 Philosophy

Whether the story is positive or negative, it is our intent to offer the media an honest, ethical, accurate, and timely response to all media inquiries.

1.202 Role of the OMC

Most reporters contact the OMC directly when they need information about PSU or when they need to arrange an interview with an administrator or faculty member. Many times, the OMC is able to answer basic questions from media representatives, but occasionally a media inquiry requires more expertise. In such instances, the OMC will contact the appropriate source and connect that source with the media representative. When it is not clear how best to handle a media inquiry, the OMC will consult with a member of the Executive Committee before identifying the appropriate contact.

1.203 Timely Response

Because media representatives are under deadline pressure, it is imperative that PSU spokespersons cooperate as fully and respond as quickly as possible. This level of cooperation enhances PSU's reputation for integrity with the news media. Occasionally a journalist will call an administrator or faculty member directly. Two responses may be appropriate.

  • If a journalist is looking for simple, factual information such as background information from a faculty member that is part of his/her resume, the faculty member should feel free to offer that information.
  • Should a journalist ask a faculty member personal questions about a student, for example, the faculty member should refer the journalist to the OMC. While timeliness is important, it is also important to offer information in the proper context. When in doubt, refer the media call to the OMC.

1.204 Off the Record

We remind all PSU spokespersons that there is no such thing as "talking off the record." Whatever information you share, either directly or indirectly, you should fully expect to see or hear in one form or another. If the information you are considering sharing with a "trusted" media representative is confidential, please honor that confidentiality.

1.205 Interviews With the Media

Whenever possible, requests for interviews during crisis situations should be cleared with the OMC. It is the OMC's responsibility to check the credentials of the journalist and to determine what kind of information he/she needs. The OMC will decide if the interview is indeed appropriate, and who the spokesperson should be. If the subject is controversial, the OMC will discuss the subject treatment with the PSU spokesperson before that person meets with the journalist. The staff person may be able to provide appropriate assistance during the interview and assist the reporter with follow-up material. When a journalist calls a PSU source directly and requests a formal interview, that person should immediately contact the OMC.

1.206 Authorized Spokespersons

The President, Vice Presidents, Provost, Vice Provosts, Deans and agency heads are all authorized to speak for the University on matters that reflect their own expertise. Normally, persons below the rank of dean are not authorized to speak on behalf of the University on matters of University policy. Exceptions may be made under unusual circumstances, but if you do not hold such a rank, or have not been designated as a spokesperson, do not represent yourself as speaking for PSU on matters of the University's position on a particular incident or policy.

1.207 When Lease Holders Are Involved in a Crisis

If a crisis should occur that involves a lease holder (e.g., a food poisoning at Subway), the director of the Office of Marketing and Communications will contact the lease holder's spokesperson as soon as possible to discuss the crisis and an appropriate response to it.

1.208 Emergency Situation

In times of a crisis on the PSU campus (e.g., a fire in a residence hall), all media inquiries will be filtered through the OMC and one person only will be named "official spokesperson." Please refer to the PSU main body of the Crisis Communications Plan for additional information.

1.209 Written Communication with the Media

Press releases regarding policy or personnel changes, or major University announcements, will be prepared by the OMC. However, press notices that are limited to events, calendar notices, etc., may be prepared and released by individual departments.

1.210 When the Media Errors

Errors committed by print and electronic media will be addressed by the OMC. PSU personnel are encouraged to bring these errors to the attention of the OMC staff in order for errors to be dealt with in an appropriate and timely fashion.

1.300 ALCOHOL AND OTHER DRUGS POLICY AND PROCEDURES

Approved June 1997

1.301 General Policy Statement

As part of its educational mission, the University is committed to providing an environment, which promotes academic, social, and personal development and recognizes that faculty and staff all contribute to learning. The University holds the belief that the illegal use and abuse of alcohol, and the use of illegal drugs, poses a direct threat to its learning environment.

For students and employees over the age of 21, alcohol is a legal drug. While any moral implication of drinking are matters of personal choice, not policy, the University is committed to the promotion of an environment in which alcohol abuse is discouraged, the responsible use of alcohol is permitted, and the choice to drink is socially acceptable. This commitment will be the guiding factor in determining whether, and under what conditions, alcoholic beverages will be served at University-sponsored events. The University recognizes that the irresponsible use of alcohol places the individual and the community at a greater risk for injury, health problems, and other damage. Alcohol use is not an excuse for infringing on the rights of others or damaging University property. The University will pursue sanctions for alcohol-related misconduct, which may include requirements for seeking appropriate assistance for alcohol-related abuse.

The University is dedicated to the provision of a wide range of substance abuse education, prevention, and intervention activities. Our first intent is to support the members of the University community in achieving their goals, unimpaired by drugs or alcohol. The University is committed to prevention for those at risk as well as treatment for those who are experiencing substance abuse problems. Yet the University is also committed to providing a safe and enriching environment for all staff, faculty, administrators and students, and will take necessary measures to maintain that environment. Any student or employee found to be using, manufacturing or distributing illegal drugs may be subject to administrative discipline and criminal proceedings. All members of the Portland State University community share the responsibility for maintaining the health and welfare of the community and are personally responsible for adhering to the guidelines and provisions of this policy.

1.302 Guidelines and Provisions

A. Use and Sale of Alcohol

Alcohol use by individuals under 21 is illegal, and this law will be enforced. Alcohol use on University-owned property and grounds is prohibited without the approval from the Vice Provost and Dean for Enrollment and Student Services (or designee), and the Vice President for Finance and Administration (or designee) for student events and the Vice President for Finance and Adminstration for all other events.

Guidelines for obtaining this approval and other provisions for serving alcoholic beverages are outlined on the "Request for Approval to Serve Alcoholic Beverages." All requests should be completed 15 days prior to the event for full consideration. A copy of the request approval must be posted at the event. It is strongly encouraged that promotional materials of events where alcohol will be available include notification that alcohol and non-alcohol alternatives will be served. This permits participants to take appropriate precautions, for example, not bringing children to the event, or not attending the event if they are in recovery and feel this may threaten their ability to maintain sobriety.

It is the express policy of Portland State University to prohibit alcoholic consumption by employees, officers, or volunteers during normal working hours (or when performing normal job duties). Any exceptions to this provision will/must be approved in advance by the Vice President for Finance and Administration (or designee). Any behavioral problems resulting from the use of drugs/alcohol during normal working hours will be addressed as part of the disciplinary process.

All dispensing of alcoholic beverages at University-sponsored events held on or off-campus or community-sponsored events held on University property shall conform to provisions of applicable State, County, City, and University rules, directives and policies. This includes conforming to ALL licensing requirements directed by OLCC and coordinating with the OLCC license holder. Anyone providing his or her own alcoholic beverages is also subject to all policies and directives.

Events promoted in terms that suggest the primary focus of the event is to consume alcoholic beverages (e.g., "kegger") or encourage over-consumption ("all you can drink," "happy hours," "free drinks") are not consistent with the University's philosophy and are prohibited.

Whenever alcoholic beverages are served at University events, a variety of non-alcoholic beverages are to be offered and featured as prominently as the alcoholic beverages. For example, the non-alcoholic beverages will be sufficient and accessible, and presented as attractively as the alcoholic beverages, easily visible, and when possible, at a separate location. At such events, food must be available in quantities reflecting the number of persons to be served. If food or non-alcoholic beverages are no longer available, serving of alcohol will cease. Container sizes/servings will not exceed: one-ounce hard liquor, twelve-ounce beers, and six-ounce wine servings. Alcoholic beverage service will cease 30 minutes prior to the scheduled event's completion time.

Events at which food is sold may not offer alcoholic beverages at no charge.

B. Advertisement of Alcohol and Tobacco

Alcohol and tobacco companies may not promote their products through the sponsorship of University events (social, intramural, athletic or other). This includes logos, endorsements visual displays or other recognizable advertisement. Alcohol and tobacco advertising at athletics events conducted on University property is prohibited, as is the sale of alcohol at athletic events on University property. Authorized events cannot be promoted by emphasizing the availability of alcohol, but promotional materials should include notification that alcohol will be served in accordance with the law (e.g. alcohol will be available in a contained area to individuals at least 21 years of age). The use of illicit drugs by students and employees is strictly prohibited.

C. Sanctions

All alcohol related violations by students on campus (including university facilities operated by College Housing Northwest) and at University sponsored events off campus may be handled by the procedures outlined in the Student Conduct Code. If an employee's use of alcohol results in impairment of his or her ability to perform his or her duties as assigned, he or she may be sanctioned according to the appropriate disciplinary procedures. Violations of state and federal laws may be referred to the appropriate authorities.

The use and sale of illicit drugs by students and employees is strictly prohibited in accordance with federal and state regulations and laws. Any student or employee found to be using, possessing, manufacturing, or distributing controlled substances in violation of the law on University property or at University events may be subject to both administrative disciplinary actions and criminal proceedings. All drug related violations by students on campus (including University facilities managed or owned by College Housing Northwest) and at University sponsored events off campus may be handled under procedures outlined in the Student Conduct Code. The University will take appropriate personnel actions for infractions by employees, up to and including termination. Violations of state and federal laws may be referred to the appropriate authorities.

D. Education and Prevention

The University is committed to the provision of substance abuse education and prevention activities. In compliance with the Drug Free Schools Act Amendment of 1989, the University annually publishes and distributes to faculty and staff "An Information Guide to Alcohol and Other Drug Problems." Students are notified by the publishing of the same document in the Fall Quarter Schedule of Classes.

Counseling and Psychological Services and the Student Health Service provide students with a variety of information and services from pamphlets and presentations to assessment, consultation and referral for treatment. These services are available on a strictly confidential basis. Additional resources are listed in "Informed Choices," a brochure available in Counseling and Psychological Services. Eligible employees (.5 or greater FTE) and their dependents are eligible for the Employee Assistance Program (EAP). Information about the EAP is available from the Office of Human Resources. Services are provided away from work. The EAP counselor can provide confidential information, assessment, consultation and referral.

E. Waiver

The President retains the sole prerogative for waiving any or all provisions of this directive.

Note: The following policies, administrative rules, and statues are applicable to the use or prohibition of alcoholic beverages at/in/on/University facilities. These written policies are available on this web-site and in the Office of Student Affairs, the Office of the Vice President for Finance and Administration, and the Auxiliary Services office.

  • PSU IMD General Policy Statement on Alcohol
  • PSU Schedule of Classes
  • Policy of Respective Living Groups
  • Student Conduct Code (OAR 577-31-125-130-135)
  • Housing Northwest, Inc. Policies
  • Auxiliary Services

1.400 RESPONDING TO HIV INFECTION ON CAMPUS

1.401 Purpose:

To establish guidelines for insuring appropriate institutional response to HIV infection on campus.

1.402 Policy:

Portland State University recognizes the seriousness of HIV infection. It shall be the policy of the University to take all necessary steps to protect the rights of infected and at-risk students and employees, to protect the health and safety of the campus community, and to provide educational programs to increase the understanding and awareness of HIV infection in order to prevent its spread.

1.403 Rationale:

The University has the dual duty to insure that no student, employee or other individual participating in campus activities is discriminated against on the basis of infection, while at the same time acting responsibly to limit the spread of HIV disease on campus and in the community. This policy describes the University's actions in fulfilling this duty.

1.404 Definitions

"AIDS" means the acquired immunodeficiency syndrome.

"Blood" means human blood, human blood components, and products made from human blood.

"Contaminated" means the presence or the reasonably anticipated presence of blood or other potentially infectious materials on an item or surface.

"Exposure" means contact or the risk of contact of eye, mouth, other mucous membrane, non-intact skin, or parenteral contact with blood or other potentially infectious materials.

"HIV" means the human immunodeficiency virus.

"HIV infection" means stages of the disease, ranging from infection to clinical AIDS.

"Other potentially infectious materials" means:

  1. Certain human body fluids, including semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericarial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood, and all body fluids in situations where it is difficult or impossible to differentiate between body fluids;
  2. Any unfixed organ (other than intact skin) from a human (living or dead); and
  3. HIV containing cell or tissue cultures, organ cultures and HIV containing culture medium or other solutions as well as blood, organs or other tissues from experimental animals infected with HIV.

"Parenteral" means piercing mucous membranes or the skin barrier though such events as needlesticks, human bites, cuts, and abrasions.

1.405 Guidelines:

A. There shall be an HIV Committee appointed by the President. The Committee shall review, update, and revise the HIV policy in conjunction with appropriate offices and personnel on a yearly basis. The HIV Committee shall also be responsible for the development and recommendation of other policies and procedures related to HIV infection and other blood-borne pathogens. The Committee shall review the results of these policies and procedures and make recommendations for administrative action to the President on a yearly basis.

B. Persons with any form of HIV infection should shall not be excluded from enrollment or employment or restricted in their access to University facilities or services at PSU.

C. An individual's HIV status will be held confidential unless written consent is granted by the individual. Release of such information shall be determined by the individual except in the following circumstances: (a) a report of infection is required by law, or (b) a report of possible infection of others is required by law. All individuals with HIV are encouraged to inform health care providers in order to receive care available and be referred for further care, counseling or other related services.

D. The University shall provide educational programs and materials on HIV infection through the Student Health Service, the PSU HIV Committee, and other appropriate departments. In addition, the Student Health Service shall maintain a current roster of agencies and organizations to which persons concerned that they are infected with HIV may be referred for counseling or other related services.

E. All departments where occupational and educational exposure to blood or other contaminated or potentially infectious materials occurs, or could occur, can be reasonably expected shall establish a written Exposure Control Plan as required by law and in accordance with the guidance of the U.S. Centers for Disease Control and Prevention and the Oregon Department of Human Services Oregon Occupational Safety and Health Act. These plans shall be reviewed and updated at least annually by the Campus Health and Safety Officer, and shall be contained in the University's Blood Borne Pathogen Exposure Control Plan.

F. The Director of the Office of Marketing and Communications shall be the official University spokesperson for inquiries from the press, public officials, or the public concerning HIV infection as it relates to the University.

1.500 FINANCIAL IRREGULARITY POLICY

1.501 Background & Purpose

Portland State University is committed to the highest standards of moral and ethical behavior. Employees of the university are expected to report known or suspected financial irregularities. Oregon University System (OUS) Policy requires the institution to designate an administrator responsible for reporting known or suspected financial irregularities to the Oregon University System Internal Audit Division.

Employees reporting known or suspected financial irregularities in good faith must feel safe and protected from retaliation. Portland State University and the Oregon University System will make every effort to provide an environment free from retaliation. The Whistleblowers Protection Law defined in ORS 659.545 protects employees disclosing fraud in good faith. Employees found to have been making frivolous claims under the policy will be subjected to disciplinary action.

The purpose of this policy statement is to provide a formal protocol for communication among relevant parties. Responsible units may wish to adopt policy or procedures that provides specific guidance on the appropriate lines of communication within their unit.

1.502 Policy

All employees of Portland State University are expected to report known or suspected financial irregularities within their responsible unit at the time they become aware of the incident. The responsible unit is expected to forward the report to the Institutional Designated Administrator. The Institutional Designated Administrator (see definitions) is responsible for ensuring appropriate communication occurs with:

  • Financial Irregularity Advisory Committee (see definitions)
  • Responsible unit administrators (see definitions)
  • OUS Internal Audit Division All parties involved with a financial irregularity must handle the reporting and investigating with utmost confidentiality and objectivity.

1.503 References

OUS Policy on Financial Irregularities

Oregon Revised Statutes Chapter 659.505 to 659.545

Oregon Whistleblower Law

Oregon Revised Statutes Chapter 297

Investigating Loss of Public Funds or Property 297.120

Department of Administrative Services Policy Manual

Number 125-7-203

Issuing Division- Risk Management

Division Employee Dishonesty Policy

1.504 Related Procedures

A. Employee believes a financial irregularity has occurred

When an employee believes a financial irregularity has occurred the employee is expected to report such instances along with relevant information at the time they become aware of the incident. The normal reporting protocol is as follows:

  • Employee reports to responsible unit according to the unit's reporting hierarchy.
  • Responsible unit reports known or suspected financial irregularities to the Institutional Designated Administrator.
  • In the event the responsible unit's administrator is suspected to be involved or has not taken appropriate action, employees are expected to contact the Institutional Designated Administrator.

B. Evaluation of appropriate measures

The Institutional Designated Administrator is responsible for contacting and consulting with the Financial Irregularities Advisory Committee, responsible unit administrators, and OUS Internal Audit Division as appropriate to determine course of actions. Further actions may include:

  • Determining if further investigation is warranted;
  • Determining who should appropriately conduct further investigation;
  • Conducting investigation;
  • Determining appropriate contacts and communications with relevant internal and external parties.

C. Completion

At the completion of the investigation, OUS Internal Audit Division will report results of investigations to institution management and ensure relevant system and external reporting requirements are met.

The Institutional Designated Administrator will ensure appropriate institutional communication occurs.

Institution management will determine appropriate corrective or disciplinary actions based on report findings and recommendations including but not limited to seeking loss recovery.

1.505 Definitions

Financial Irregularities are intentional misstatements or omissions of information related to financial transactions that are detrimental to the interests of the campuses or system. These may include violations of relevant Federal, State, OUS or campus laws, rules, and procedures.

These acts include, but are not limited to embezzlement, fraud, and forgery or falsification of reports, documents, or computer files to misappropriate assets.

Suspected Financial Irregularity is a reasonable belief or actual knowledge that a financial irregularity is occurring or has occurred. Responsible Unit is a recognized functional or budgetary unit within the organizational structure of the institution.

Unit administrators are appointed by the president or designee. They include: Vice Presidents; Provost; Vice Provosts; Deans; Directors; Division and Department heads; as well as other managers authorized to determine and assign duties to University employees. Department authority and responsibility for management of financial matters is vested in Unit Administrators.

Institutional Designated Administrator: individual designated by the institution to serve as a point of contact for known or suspected financial irregularities.

Executive Assistant to the Vice President for Finance and Administration

The Financial Irregularity Advisory Committee is a standing committee consisting of the following membership and other staff as deemed appropriate or necessary:

  • Vice President for Finance and Administration
  • Vice Provost for Academic Personnel and Budget
  • Provost and Vice President for Academic Affairs
  • Associate Vice President for Finance and Planning
  • Associate Vice President for Human Resources
  • Director of Public Safety
  • Director of Business Affairs

Contacts

Institutional Designated Administrator:

Lindsay Desrochers
Vice President for Finance and Administration
Extended Studies Building, Room 294
Phone: (503) 725-4444
E-mail: ldesrochers@pdx.edu

Oregon University System

Internal Audit Division
Phone (541) 737 - 2193
http://www.ous.edu/dept/intaudit/

Reviewed by the Cabinet on: June 25, 2003

FINANCIAL IRREGULARITY POLICY - PROCEDURE SUMMARY
Responsible Party Responsibility

Employee

  • Report known or suspected financial irregularity within responsible unit or other parties as appropriate.
Responsible Unit
  • Report known or suspected financial irregularity to Instiutional Desiganted Administrator.
  • Provide data for investigation procedures as necessary.
Institutional Designated Administrator
  • Ensure OUS and University Financial Irregularities Policy is followed.
  • Contact and consult with Financial Irregularities Advisory Committee, responsible unit administrators and Internal Audit regarding suspected financial irregularity and appropriate measures.
  • Assist Internal Audit Division in investigation.
  • Complete or provide data for investigation procedures as necessary.
  • Ensur appropriate institutional communications occur.
Financial Irregularities Advisory Committee
  • Advise, inform and assist Institutional Designated Administrator, Internal Audit Division and relevant parties as appropriate.
OUS Internal Audit Division
  • Ensure OUS Financial Irregularities Policy is followed.
  • Consult with Institutional Designated Administrator and relevant campus representatives regarding appropriate measures.
  • Complete investigation procedures as necessary.
  • Report results of investigations to institution management.
  • Ensure relevant system and external reporting requriements are met.
All Parties
  • Maintain confidentiality and objectivity throughout the investigation.

 

1.600 GIFTS, GRANTS AND CONTRACTS POLICY

(Under Development)

1.700 SCHEDULING AND USE OF THE SOUTH PARK BLOCKS

1.701 Policy

Scheduled use of the South Park Blocks shall at all times be consistent with the University's three primary purposes: instruction, research and public service. The University shall retain the right of determining which activities are consistent with its primary purposes.

1.702 Purpose

To establish procedures and guidelines for the use of the South Park Block.

1.703 Definitions

"South Park Blocks" means that portion of the City's park system bounded on the east and west by S.W. Park Avenue, on the north by S.W. Salmon Street, and on the south by the Stadium Freeway.

"South Park Block" means that portion of the South Park Blocks bounded on the east and west by S.W. Park Avenue, on the north by S.W. Market Street, and on the south by S.W. Jackson Street.

"Educational Activities" means programs or services sponsored or co-sponsored by the University's Office of Student Affairs or by recognized or registered student groups.

"Recognized or registered student groups" means those student organizations registered through the Office of Student Affairs and those sanctioned by academic unites of the University.

"Internal users" means:

  1. Academic or administrative departments or units of the University or inter-institutional groups composed of official representatives of the University and other institutions within OSSHE.
  2. Student organizations, including those formally sanctioned by academic units of the University, registered through the Office of the Vice President for Student Affairs.
  3. Faculty and staff of the University, active or retired.
  4. University alumni activities recognized by the Office of Alumni Relations.

"External Users" means:

  1. Educational institutions or organizations, other than the University.
  2. City, county, state, and federal agencies and tax-supported organizations such as school districts.
  3. Civic and community organizations whose activities are consistent with the purposes of the University.
  4. Private organizations, political organizations, or individuals whose activities are consistent with the purposes of the University.

1.704 Directive

A. Designation of University Officers

For purposes of implementing the provisions of this directive, the President designates the Vice President for Finance and Administration.

B. Internal Users

All requests for the use of the South Park Block by internal users shall be made to the University Scheduling Office. Educational Activities shall be referred to the Office of Student Affairs for approval and must include the name of the sponsoring organization, a description of the activity proposed, and the kind of equipment, if any, to be used.

Events requiring the use of any sound amplifying equipment are limited to the hour of 12:00 p.m. to 1:00 p.m. Only acoustical amplification is permitted and the decibel level of sound prescribed in City of Portland Ordinances shall be observed at all times. Exceptions must an approved noise variance from the City of Portland's Noise Control Office.

Arrangement for the use of the University's audio-visual equipment may be made with the scheduling Office. Large events open and advertised to the public must also be scheduled through Portland Parks and Recreation.

C. External Users

All requests for the use of the South Park Blocks by external users and all requests for use of the South Park Blocks (adjoining PSU) shall be made to Portland Parks and Recreation Bureau. The Park Bureau shall coordinate these requests with the University Scheduling Office, which shall advise the Park Bureau if the proposed event may be disruptive event may be disruptive to University of community neighborhood environment. The determination of whether a proposed event may be disruptive will be made by the Scheduling Office and can be approved by the Vice President for Finance and Administration. The Park Bureau, however, retains final authority for scheduling the requested event. External users are not allowed use of University audio-visual equipment.

D. Sanctions

Persons or groups violating this directive may be denied use of the South Park Block for a period of time up to one academic term.

1.800 USE OF ELECTRONIC MEDIA FOR OFFICIAL UNIVERSITY COMMUNICATIONS

1.801 Purpose

The University must be able to communicate quickly and efficiently with employees and enrolled students in order to conduct official University business. E-mail and the portal, myPSU, are an available and appropriate medium for such communication which also supports cost efficiency, expediency, and sustainability.

1.802 Policy

Unless otherwise prohibited by law, the University may send official communications to employees and enrolled students via the portal or by e-mail with the full expectation that such communications will be read by the recipient in a timely fashion.

1. 803 E-mail Accounts

The University provides every student and employee with an email account and a portal to access University communications. The University is not responsible for the delivery failure of email, including attachments, forwarded to any non-University email address.

1.805. Responsibilities

Individuals must use a Portland State e-mail account or provide an e-mail account to which all University-related e-mail communications should be forwarded. Communications may be time-critical and employees and students are expected to review messages received through the portal or e-mail on a frequent and consistent basis. Individuals are subject to policies and directives communicated via e-mail, even if they do not read the messages. Individuals must ensure that there is sufficient space in their accounts to allow for e-mail to be delivered. Employees without access to computers should coordinate with their supervisors to receive electronic communication.

1.806 Instructional Use of E-mail Accounts

Faculty may use the portal or e-mail for communication with students.

Section 2: Academic Affairs

(Under Development)

Section 3: Facilities and Equipment

3.100 UNIVERSITY KEY AND CARD KEY CREDENTIAL ACCESS POLICY

For purposes of this policy, references to procedures refer to both key and card key credential access except where noted otherwise.

3.101 Purpose

To establish policies pertaining to granting key access to University facilities, to assign responsibility for authorizing key access and to implement procedures for the control of key access that has been granted.

3.102 Policy

A. The granting of keys to University facilities shall be subject to the provisions herein.

B. Keys to University facilities may be granted to University faculty, staff, students, and to non-University individuals or entities authorized access to University facilities.

C. Access may be implemented by the issuance of key, card key credential, or code.

  1. University Facilities & Planning shall retain ownership of all keys and be the sole source for the manufacturing, cutting, or duplication of any key.
  2. The ID Services Division of Business Affairs shall be the sole source for card key credentials. The Campus Public Safety Office shall be the source for card key credential access permissions; Housing & Transportation Services for tenant access.
  3. University Facilities & Planning shall be the sole source of codes.

D. Individuals to whom access to University facilities is granted are prohibited from duplicating issued keys, or from loaning or providing such keys, to any other individual.

E. University Facilities & Planning is prohibited from granting access to any individual except as provided herein.

F. Individuals violating the University key policy are subject to disciplinary sanctions.

3.103 Definitions

"Card Key Credential" means a wallet card that provides electronic access to a space, generally understood to be a room, office, classroom or other location.

"Change Key" means a key that opens a door within a University building which for the purposes of this policy is generally understood to be a room, office, or suite key.

"Facilities" means any University building, room, or area to which access is controlled by a key or device normally restricting access.

"Grand Master Key" means a key that opens all locks of one keyway and may include up to 16 Master keys.

"Great Grand Master Key" means a key that opens all locks of multiple keyways.

"Key" means any access device designed to control access to University Facilities including keys, card key credentials, or codes.

"Master Key" means a key that may open up to 256 locks and for the purposes of this policy is generally understood to be a department master.

"Sub-Master Key" means a key that may open up to 64 locks.

"Outside Door Key" means a key that opens an exterior door of a University building.

"Keybox key" means a lockable storage area for copies of keys issued to an organization for temporary check out by individuals. Keybox access should be limited to the authorizing individual (or designee) of the organization.

"University" means Portland State University.

"University Officer" means the authorizing authority or their designee.

"Written authorization" may include the use of electronic formats when approved in advance by the Director of the Campus Public Safety Office and the dean or department head of the controlled space.

3.104 Directive

A. Designation of University Officers

For purposes of implementing the provisions of this directive, the President of the University designates the Vice President for Finance and Administration.

B. Conditions of Use

  1. A Great Grand Master Key shall be issued to an individual only upon the written authorization of the Vice President for Finance and Administration or designee; in the case of keys issued to individuals in Facilities & Planning, upon the written authorization of the Director of Facilities & Planning or designee.
  2. A Grand Master Key shall be issued to an individual only upon the written authorization of the Vice President for Finance and Administration or designee; in the case of keys issued to an individual in Facilities & Planning, upon the written authorization of the Director of Facilities & Planning or designee.
  3. A Master Key shall be issued to an individual only upon the written authorization of the department head or director of the organization controlling that space, AND the dean or other administrative officer to whom the department head or director reports.
  4. A Change Key shall be issued to an individual only upon the written authorization of the department head or director of the organization controlling that space.
  5. An Outside Door Key shall be issued to an individual only upon the written authorization of a department head or director of the organization occupying that building, AND the dean or administrative officer to whom that department head or director reports.
  6. Any individual issued a key or keys as herein provided accepts the responsibility for promptly notifying his /her immediate supervisor, the University Campus Public Safety Office and Facilities and Planning in the event the key or keys have been lost, stolen, or otherwise misplaced.
  7. Facilities and Planning records all key issuance and card key credential access permissions. ID services records issuance of card key credentials only.  Housing and Transportation Services is responsible for tenant key issuance, maintenance of issuance records and tenant permissions.
  8. The highest ranking administrator in a school, college, or administrative unit shall ensure that organizations under their authority maintain accurate records of all keys issued pursuant to this policy. Annually, and upon request of the Director of Facilities & Planning or designee, the administrator must demonstrate to the Director of Facilities & Planning or designee that: 1) all keys issued pursuant to this policy are accounted for; 2) confirm continuing physical access needs of employees.
  9. Keybox keys are multiple copies of a key kept by an organization and may not be permanently assigned to an individual. Keybox keys may only be checked in and out temporarily by the organization. The organization will be responsible for keeping accurate records of individuals holding these keys and be responsible for the costs of duplication of these keys. The Director of Facilities & Planning or designee will review for approval, requests for keybox keys, only after verification of keybox physical security by the Campus Public Safety Office.
  10. Any costs associated with access to University properties, such as manufacturing replacement keys, are subject to the Schedule of Fine and Fees.
  11. The Vice President for Finance and Administration or designee may authorize, in writing, keys for individuals with an authorized ongoing relationship with the University.
  12. The Director of Facilities & Planning or designee may authorize, in writing, such keys as may be required to be issued to non-University individuals and entities to perform services for the benefit of the University.
  13. Emergency and non-University individuals providing emergency services to the University or requiring short term access shall contact the University Campus Public Safety Office or Facilities and Planning  to check out such keys as may be required, on condition that the keys be returned immediately after the service is complete or when leaving campus.
  14.  Key box keys may be assigned to the Campus Public Safety Office (CPSO) by Facilities and Planning upon request of campus organizations, to permit after hours access to spaces assigned to that organization, provided prior written authorization is given to CPSO by that organization. Facilities keybox keys may be checked out as authorized by the Director of Facilities & Planning or designee.

3.105 Sanctions

A. The University reserves the right to impose reasonable sanctions, including disciplinary actions, upon individuals violating the University key policy.

B. Keys are the property of Facilities and Planning and may not be retained by individuals or their organization. Card key credentials are the property of ID Services. Keys assigned to faculty, staff, students and designated non-University individuals must be returned to Facilities & Planning (card key credentials to ID Services) when they have no further official use for the key (i.e. lock changed, door removed, transfer within or departure from the University). In the event of unreturned keys or card key credentials, the individual's organization shall be liable for the costs related to restoring security to the area. Fees shall be assessed as described in the Annual Schedule of Fines and Fees.

3.200 ALTERATIONS AND IMPROVEMENTS TO UNIVERSITY FACILITIES

3.201 Purpose

To establish policies for alterations and improvements to University facilities.

3.202 Policy

It is the policy of the University that alterations and improvements to University facilities shall only be performed by the Facilities and Planning Department or by contractors authorized by the Facilities and Planning Department, in order to assure conformance with applicable building, fire, safety and health codes and regulations; to assure conformance with applicable Board rules and directives, State of Oregon laws, regulations and contracts; and University goals and standards

3.203 Definitions

"University facilities" means University owned or operated buildings, equipment, except departmentally-owned equipment or property, including grounds.

"Alterations" means physical changes to facilities which alter the use or function of a space; or alter the electrical, plumbing or heating, ventilation and air conditioning systems within a space."

Improvements" means cosmetic changes to facilities, including but not limited to, painting, paneling, installed carpeting, and signs and graphics.

3.204 Directive

A. Designation of University Officers For purposes of implementing the provisions of this directive, the President of the University designates the Vice President for Finance and Administration.

B. Alterations or improvements to University facilities required to conform to applicable codes, regulations, policies and standards shall be performed by the Facilities and Planning Department.

C. University departments authorizing any alterations or improvements to University facilities in violation of this directive shall be responsible for all subsequent costs resulting from such unauthorized alterations or improvements.

D. The President retains the sole prerogative for granting exceptions to this directive.

3.300 VEHICULAR SAFETY, OPERATION AND MAINTENANCE

3.301 Purpose

To establish policy and procedures fro the safe operation and maintenance of vehicles used for institution business.

3.302 Policy

Consistent with the requirements of the Board of Higher Education OAR 580-40-030, the University will take every practical step to provide safe vehicular transportation for all persons traveling on institution business.

Unless specifically excluded, the provisions of these rules shall apply to all drives of state owned or hired vehicles used for institution business.

3.303 Definitions

"Driver" means any faculty, staff, student or volunteer who operates any motor vehicle in the conduct of institution business.

"Vehicle" means cars, vans, trucks and buses.

"State-owned vehicle" means any vehicle owned by or registered in the name of the State of Oregon, the Board, or PSU.

"Hired vehicle" means any vehicle which is leased, hired, or rented by the state, the Board, or PSU. This definition excluded borrowed vehicles. "Borrowed vehicle" means a vehicle which is neither "state-owned" nor "hired" but which is used on institution business.

"Borrowed vehicle" includes vehicles owned by employees, students, and others which are used on institution business.

"Institution business" means any activity for which all or part of the expense may be reimbursed by any unit, department, or program of the Department of Higher Education.

3.304 Directive

A. Designation of University Officers

  1. For purposes of implementing this directive, the President of the University designates the Vice President for Finance and Administration.

B. Driver Certification

  1. Prior to driving on institution business, a driver is required to complete a certification form indicating possession of a valid drivers license and certifying that he or she has not been convicted of a "major traffic offense" as defined under ORS 153.500.
  2. Each department or administrative unit will be required to submit certificates for all drivers on an annual basis.
  3. The PSU Safety Officer will develop and maintain certification forms, will monitor submission of certification forms by October 15 of each year, and will maintain an updated list of certified drivers.

C. Driver Standards

Persons convicted within the past three years of a major traffic offense shall not be permitted to drive state-owned or hired vehicles for institution business, nor to drive a borrowed vehicle, if carrying a passenger, on institution business.

D. Vehicles

  1. Vehicle Insurance - Borrowed Vehicles
    1. Privately owned borrowed vehicles must be insured in accordance with state law.
    2. In instance of a vehicle being formally loaned to PSU, such as by athletic boosters, the acquiring Program Director or Department Head is resonsible to ensure that the vehicle is adequately insured
  2. Vehicle Insurance - Hired Vehicles
    1. The acquiring Program Director or Department Head is resonsible to ensure that the vehicle is adequately insured.
  3. Vehicle Maintenance
    1. The Director of Physical Plant or designee will be responsible for regular safety and maintenance inspections and records for all PSU-owned vehicles. These inspections shall be mandatory and at departmental cost.
  4. Vehicle Safety Equipment
    1. All vehicles, except buses, used on institution business must have operable seat belts for all occupants.
    2. The following safety items are mandatory for all PSU owned or long-term hired vehicles which leave campus.
      1. First Aid kit
      2. Accident reporting forms/emergency instructions
      3. Flares
      4. Fire extinguisher
      5. Flashlight
      6. Other items as weather and road conditions dictate (ice scraper, tire chains, etc.)
    3. Vehicles hired from State Motor Pool or other vendors may be operated as equipped except that circumstances, conditions, or destination may warrant use of additional safety equipment, available for checkout from PSU Warehouse.
  5. Vehicle Safety Equipment Compliance
    1. For PSU-owned or long-term hired vehicles, the responsible party will acquire necessary equipment; regular maintenance/safety inspections will include check of safety equipment.
  6. Travel Policies and Requirements
    1. Itinerary - A written trip itinerary shall be filed with the next level of supervision whenever vehicle travel is beyond 100 miles one-way or will require an overnight stay. Single day trips over 100 miles one-way in the Willamette Valley not beyond Eugene are excluded. The itinerary shall include:
      1. Driver Name
      2. Passenger(s) full name
      3. Destination(s) including phone
      4. Arrival/departure dates and times
      5. Route (if not obvious)
    2. Multiple Vehicles/Driver Relief - Extra care must be taken when groups are involved in vehicular travel. Multiple vehicles traveling together should establish frequent check points. Vehicles traveling continuously for over four hours with passengers must have a provision for a relief driver. Rest stops will be utilized every two hours where practical.
    3. CB Radios - CB radios are recommended for vehicular travel in remote areas. CB's are available for checkout from State motor pool for State vehicles and from PSU Warehouse.
    4. Cancellation/Postponement of Events - Safety of drivers and passengers must be the paramount concern and responsibility of drivers of all vehicles. Those in charge of lectures, classes, athletic contests, field trips, and other University activities should use their best judgment and, when appropriate, cancel or postpone such events in the event of adverse weather or inadequate condition of the vehicle. Department Heads and directors are responsible for establishing necessary channels of approval for such cancellations or postponements.
    5. General Responsibilities - All PSU staff with supervisory responsibility have the right and responsibility to curtail driving privileges, and/or impose disciplinary sanctions in cases of vehicle abuse, misuse, citizen complaints, falsifying of driving information, or excessive traffic citations, based upon a reasonable assessment of each situation.
    6. Accident Notification - In the event of an accident in which injury occurs, notification to the University through the Campus Safety and Security Office will be performed as expeditiously as possible.
    7. Exemptions - In circumstances where exemptions from portions of this directive may appear warranted, a request in writing must be made through appropriate channels to the Vice President for Finance and Administration. Requests must be received in the Office of the Vice President not less than three working days in advance of the subject travel. Such request should include adequate justification for the specific section of this directive for which relief is sought. In the absence of prior written approval of exemption, all sections of this directive shall be in force.
  7. Annual Reporting
    1. The University Vehicle Accident Review Board shall be responsible to prepare a report each fiscal year reviewing the effectiveness of travel rules and summarizing vehicular accidents, injuries and other relevant information. This report shall be submitted to the Vice President for Finance and Administration by July 31 of each year.
    2. This board shall also periodically review these rules and recommend revisions to the Vice President for Finance and Administration when appropriate.

3.400 Acceptable Use Policy

This acceptable use policy governs the use of computers and networks at Portland State University (PSU). As a user of these resources, you are responsible for reading and understanding this document. If you have any questions, please contact PSU's Help Desk at (503) 725-HELP.

3.401. General Policy Statement

Portland State University encourages the use and application of information technologies to support the research, instruction, and public service mission of the institution. PSU computers and networks can provide access to resources on and off campus, as well as the ability to communicate with other users worldwide. Such open access is a privilege and requires that individual users act responsibly. Users must respect the rights of other users, respect the integrity of systems and related physical resources, and observe all relevant laws, regulations, and contractual obligations.

3.402 Acceptable Use Terms and Conditions

  • The primary purpose of electronic systems and communications resources is for University-related activities only.
  • Users do not own accounts on University electronic systems and communication resources, but are granted the privilege of exclusive use. Users may not share their accounts with others, and must keep account passwords confidential.
  • Each account granted on a University system is the responsibility of the individual who applies for the account. Groups seeking accounts must select an individual with responsibility for accounts that represent groups.
  • The University cannot guarantee that messages or files are private or secure. In cases of suspected misuse, violations of policy or law, the University may monitor and record usage, messages and files to enforce its policies and may use information gained in this way in disciplinary and criminal proceedings.
  • Users must adhere strictly to licensing agreements and copyright laws that govern all material accessed or stored using PSU computers and networks.
  • When accessing remote systems from PSU systems, users are responsible for obeying the policies set forth herein as well as the policies of other organizations.
  • Misuse of University computing, networking, or information resources may result in the immediate loss of computing and/or network access.
  • Any violation of this policy or local, state, or federal laws may be referred to appropriate University offices and/or, as appropriate, law enforcement authorities.

3.403 Prohibited Conduct

Prohibited conduct which violates this policy includes, but is not limited to the following:

  • Unauthorized attempts to view and/or use another person's accounts, computer files, programs, or data.
  • Using PSU computers, accounts, and/or networks to gain unauthorized access to University systems or other systems.
  • Using PSU computers, accounts, and/or networks for: threat of imminent physical harm, sexual or other harassment, stalking, forgery, fraud, generally offensive conduct, or any criminal activity.
  • Attempting to degrade performance of University computers and/or networks.
  • Attempting to deprive other users of University technology resources or access to systems/networks.
  • Using University resources for private commercial activity for personal gain, such as creating products or services for sale, unless specifically approved in writing by the University.
  • Copying, storing, sharing, installing or distributing software, movies, music, and other materials currently protected by copyright, except as permitted by licensing agreements or fair use laws.
  • Unauthorized mass e-mailings to newsgroups, mailing lists, or individuals, i.e. "spamming" or propagating electronic chain letters.
  • Unauthorized "broadcasting" of unsolicited mail, material, or information using University computers/networks.

3.500 CELL PHONE USAGE AND REIMBURSEMENT POLICY

3.501 Purpose

The purpose of this policy is to provide a set of guidelines governing the use of cellular telephones by Portland State University employees and to provide guidelines, criteria and conditions for reimbursement of business use of personal cellular telephones.

As a general rule, Portland State University shall not own or otherwise provide cellular telephones or services to its employees. The exceptions to this rule are cell phones owned for short-term events, emergency or disaster recovery purposes or cell phones required to conduct research projects and charge to grant budgets.

Effective Date: November 1, 2003 with full implementation by January 1, 2004.

3.502 Oversight Responsibility

Departments shall be responsible for oversight of employee cell phone usage and shall monitor and review such usage periodically to ensure that use is appropriate and that prudent fiscal management guidelines are followed. This periodic review shall include an assessment of each authorized employee's need to use a cell phone for business purposes.

3.503 Reimbursement Plan: Business Use of Personal Cell Phones

Some employees may need to use cell phones to conduct legitimate PSU business and such use is a predictable necessity. In these cases, the University will provide a cell phone requirement allowance of up to $35 per month for employees who must use his/her personal cell phone for work purposes, subject to the following conditions:

  1. The Department must first authorize the employee to use his/her personal cell phone for PSU business. An authorization form shall be signed by the employee's supervisor with a copy retained by both the employee and the department. The authorization form will identify the employee and the employee's personal cell phone number and be submitted to the Office of Business Affairs. A copy of the form is attached and is also available online at the following internet addresses: http://www.pdx.edu/hr/policies_contracts_forms
  2. The employee is responsible for turning in the first page of his/her cell phone bill to document that the employee still has the cell phone to his/her supervisor and the Office of Business Affairs every three months, before the end of each quarter (12/31/03; 3/31/04; 6/30/04; 9/30/04)
  3. The monthly cell phone requirement allowance shall not exceed the employee's monthly cell phone plan. The University will pay an allowance equal to the lesser of the employees' monthly plan or $35 per month. The cell phone requirement allowance is not a taxable item and will be added to the employees' monthly paycheck. The Office of Business Affairs is responsible for notifying HR/Payroll of all allowance amounts and changes in allowance amounts or eligibility.
  4. We realize that there are certain positions on campus that require a usage plan that would far exceed any low cost plan available. These special requirements should be discussed with your supervisor and may be processed on a case-by-case basis through the Office of Business Affairs upon approval of the appropriate Dean/Director and appropriate Vice President.
  5. The employee and/or department are responsible for notifying the Office of Business Affairs if the employee no longer needs to use a cell phone for the job. 6. Departments are responsible for notifying the Business Affairs Office if the employee terminates their employment with the University or if the Department chooses to revoke the cell phone authorization.

3.504 Personal Use of University Provided Cell Phones

While the University generally will not provide cell phones to employees, there are some exceptions to this rule.

The University, through its OIT-Networking & Telecommunications Services unit (OIT-NTS), will own and retain a certain number of cell phones for emergency or disaster recovery purposes. Additionally, cell phones that are required to conduct research projects and that are charge to contract/grant budgets may be obtained through OIT-NTS or directly through cell phone service providers.

In these instances where the University is providing cellular telephones for use by PSU employees, employee use of University owned cell phones is limited to official PSU business only. There shall be no personal use of University cell phones except in response to family emergencies or unforeseen work schedule changes, and even under these circumstances, only when it is impossible or unreasonable to use a University landline telephone, public pay phone, or personal phone.

In the rare circumstance in which an employee must use a University owned cell phone to place or receive a personal call, the employee must reimburse the University for that call. The reimbursement rate shall be $0.20 per minute for such personal calls and shall occur within thirty (30) days after the Department receives its cellular phone bill.