PART VI - ADMINISTRATIVE POLICIES AND SERVICES

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BUDGETARY PROCESS

As a public institution of the Commonwealth, Eastern Kentucky University receives approximately 40% of its operating state appropriation from the General Assembly. Approximately 60% of the budget comes from tuition and fees and other sources. State appropriations are made for a biennium period by the General Assembly upon passage of the Commonwealth's biennial budget. Funding recommendation for post secondary institutions are made to the Governor by the Council on Post Secondary Education.

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SOLICITATION OF OUTSIDE FUNDS

Solicitation Of Private Resources
The Eastern Kentucky University Division of Development is responsible for designing, planning, and implementing fund-raising strategies, which increase the level of private giving to the institution. The Advancement Council will assist and advise the Division of Development as well as provide a forum for campus wide communication regarding fundraising and management of major donors. A copy of the Fundraising policy and Guidelines are available through the Division of Development.

Gift Management
Gifts in any form, including in-kind gifts of equipment, and or services must be transmitted to the Division of Development within two days of receipt. A cash transmittal form is on the Q drive. All correspondence and/or written instructions from the donor(s) must be included with the gift notification. The Division of Development is responsible for depositing gifts to the appropriate account within the EKU Foundation, establishing new accounts, and creating donor information files. The Division of Development will assist the Office of Financial Aid with the timely disbursement and acknowledgment of community and civic funded scholarships. The Division of Student Accounting Services will accept deposits of private funds only from the Division of Development.

The Division of Development will provide the donor(s) with an acknowledgment letter conforming to the Internal Revenue Guidelines for gift substantiation. The individual departments or units are encouraged to acknowledge the donor(s) gift as well, however they should not provide a monetary value for the gift in the correspondence. This procedure is out lined in the Fundraising policy and guidelines.

The Vice President of Advancement must be fully informed and approve before in-kind gifts are accepted on behalf of the University. All in-kind gifts must have prior approval from the appropriate Dean or Director, and the Vice President of Advancement. This is to insure that legal and other considerations relative to in-kind gifts are satisfied and have a useful purpose.

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ACQUISITION OF SUPPLIES AND EQUIPMENT

As a state institution, Eastern can benefit from state, General Services Administration, and cooperative price contracts but is also required to comply with Kentucky's administrative regulations regarding purchases. To avoid unauthorized purchases, it is necessary that appropriate procedure be followed.

University departments can procure goods by one of the following means: Purchase Order, Central Stores requisition, EKU Procurement credit card, or Direct Pay Request. General purchasing includes the approval and processing of all purchase requisitions submitted by University departments. Additional information is available at www.purchasing.eku.edu.

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TRAVEL

All travel for official University business must be approved by the University prior to departure. Within thirty (30) days of completion of travel, travelers are required to submit an approved travel voucher detailing all travel expenses. Current University travel policy and procedures are available at www.eku.edu.

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FISCAL MISCONDUCT

STATEMENT OF INFORMATION

The purpose of this policy is to maintain the public trust in and to preserve and to protect the assets and financial interests of the University by:

• Promoting adherence to federal and state law, administrative rules, and University policies and procedures;
• Promoting increased employee awareness of the possibility that various forms of fiscal misconduct may occur; and
• Establishing responsibility for the prevention, detection, investigation, and resolution of fiscal misconduct.

TERMS
In the context of this policy, fiscal misconduct means a deliberate act or failure to act regarding fiscal matters, contrary to established law, rule, or policy, with the intent to obtain an unauthorized benefit, which results in loss or other damage to the University. Fiscal misconduct includes, but is not limited to:

• Embezzlement or misappropriation of University funds, goods, property, services, or other resources;
• Reimbursement from University funds for expenses or fees reimbursed, or to be reimbursed, by other sources;
• Improper handling or reporting of financial transactions;
• Authorizing or receiving compensation for goods not received or services not performed;
• Authorizing or receiving compensation for hours not worked; and
• Forgery or unauthorized alteration of financial documents or records

Suspected fiscal misconduct is a reasonable belief or actual knowledge that fiscal misconduct has occurred or is occurring.

POLICY (GENERAL)

Prevention. The University will maintain an internal control environment to protect the University from loss or other damage resulting from fiscal misconduct.

Obligation to Report All instances of suspected fiscal misconduct involving the University must be promptly reported in accordance with established University procedures.

Investigation. The University will establish and maintain procedures for investigating reports of known or suspected fiscal misconduct.

Remedies. Appropriate and timely actions will be taken to remedy fiscal misconduct. Such remedial actions may include, but are not limited to: (1) taking disciplinary action (up to and including termination of employment) against University officers and employees who engage in fiscal misconduct, (2) seeking restitution for all losses, including investigative and legal expenses, (3) forwarding information to the appropriate authorities for criminal prosecution of persons who engage in fiscal misconduct, and (4) instituting civil action to recover losses. Administrative actions will be taken as needed to mitigate the risk of future fiscal misconduct.

When restitution is required, payment will be made by certified check or money order to the order of "Eastern Kentucky University."

False Allegations. Employees who knowingly make false allegations of suspected fiscal misconduct with the intent to disrupt the University's business or to cause harm to another will be subject to disciplinary action.

RESPONSIBILITIES

University Employees. All university employees, including student employees, are responsible for preserving the university resources entrusted to them and for using those resources in a prudent manner and for their designated purposes, as prescribed by law, regulation, or policy. All employees, including student employees, are also responsible for promptly reporting incidents of suspected fiscal misconduct, whether by members of the university community or by outside parties.

Because of the often unique and complex nature of fiscal misconduct, determining which investigative unit to contact first may be a function of the situation. The Division of Internal Audit is the preferred primary contact because this unit has more flexibility in the manner in which it conducts a review or investigation where there is some doubt about what actually occurred. In any case, the notified investigative unit shall contact the other units to establish the necessary team to progress with the review or investigation.

Individuals who are not responsible for investigating reports of fiscal misconduct shall not attempt to conduct investigations. All university employees are expected to cooperate fully with those authorized to conduct the investigation.

Managers and Supervisors. Employees with managerial or supervisory duties are responsible for creating an environment that contributes to the deterrence of fiscal misconduct and for maintaining a system of internal controls that assists in the prevention and detection of incidents of misconduct. Managers and supervisors should be familiar with the types of fiscal misconduct that might occur within their area of responsibility and be alert for indications of their occurrence.

Managers should not discuss the circumstances with persons not involved in the incident unless specifically instructed to do so by the investigative team. Supervisors can and should be informed if first cleared by the investigative team. Managers should not confront or accuse the individual suspected of fiscal misconduct.

In consultation with the investigative team, managers and supervisors are responsible for fully securing and strictly limiting access to any relevant computer and manual records as soon as the fiscal misconduct is suspected, or when there is reason to believe further losses may occur. Common steps may include changes in staff assignments, obtaining keys, removing systems access, stopping long-distance telephone access, and reassigning signature and approval authority.

Appointing or supervisory authorities, as appropriate, are responsible for taking remedial action with respect to those involved in fiscal misconduct after consulting with the investigative team. Managers also are responsible for implementing cost-effective changes in policy and procedures that are designed to reduce the likelihood of recurrence.

Division of Internal Audit. The Division of Internal Audit has the primary responsibility for coordinating the initial assessment, investigation, and internal reporting of known or suspected fiscal misconduct. The Division of Public Safety, the Office of University Counsel, and other offices will be involved in these activities in a manner consistent with their responsibilities and authority as appropriate for the circumstances. The Division of Internal Audit is responsible for gathering available evidence to support the loss findings as well as evaluating the systems of internal control and making recommendations for improvements. All examinations, documentation, and reports concerning the investigation shall be considered confidential to the extent permitted by law.

Office of University Counsel. The Office of University Counsel is responsible for providing guidance to University departments and officials regarding investigative and remedial actions. The Office of University Counsel will serve as the liaison with external legal entities and, along with the Division of Public Safety, will coordinate the reporting of criminal actions to the district attorney and law enforcement agencies in the jurisdiction.

Division of Public Safety. The Division of Public Safety is responsible for criminal investigations and for coordinating the reporting of criminal actions with the Office of University Counsel to the district attorney and external law enforcement agencies in the jurisdiction.

Division of Human Resources. The Division of Human Resources is responsible for providing guidance to the investigative team regarding personnel issues and to managers and supervisors regarding any remedial personnel actions.

Other. Certain activities that require investigation may not clearly constitute "fiscal misconduct" as defined in this policy. If other University policies or procedures do not exist, University management may follow the framework established here to ensure adequate coordination of such investigations.

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SEX-FAIR LANGUAGE

Faculty and administrators of the University are expected to make every effort to use sex-fair language in spoken and written communication related to their professional responsibilities. Department chairs are expected to facilitate faculty efforts to adopt sex-fair language by making available resource materials, such as Guidelines for Nonsexist Use of Language in NCTE Publications or Guidelines for Nonsexist Language in APA Journals, which suggest alternatives to sex-biased language patterns.

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PARKING

All employee and student vehicles occupying University parking facilities, other than those in metered spaces, must display a valid and appropriate University parking permit. Each employee or student may apply for one permit only. Employees and students are responsible for observing the parking regulations as detailed on the EKU Parking web-site at http://www.parking.eku.edu/parkreg/.

Campus visitors or guests may get a temporary permit from the Parking Office located at Mattox Hall Suite A. Permits are available 24 hours a day, 7 days a week at Mattox Hall located next to the Student Services Building. Short term temporary parking permits, not to exceed 5 days, are available to individuals who have not registered a vehicle. Temporary parking permits cost $1.00 per day.

The EKU Parking Office can be reached at (859) 622-1063. Hours of operation during the fall and spring semesters are Monday, Wednesday, & Thursday, 8:00 - 5:00, Tuesday, 8:00 - 6:00 and Friday, 8:00 - 4:30.

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SMOKE FREE ZONE POLICY

POLICY
The use of tobacco products, including smokeless tobacco products, is prohibited in all University residence halls, academic and service buildings, athletic venues, and designated non-smoking areas. The use of tobacco products is prohibited within twenty-five (25) feet of any such building intake duct, window or entrance or entryway, including ramps, walkways, pathways, and any such similar means of entry, unless a University designated tobacco use shelter is otherwise provided.

Persons who wish to use tobacco products outside of a building shall do so in a manner that minimizes an accumulation of smoke and tobacco waste. Individuals who use tobacco products are responsible for the proper disposal of such in designated receptacles.

The use of tobacco products is prohibited in vehicles owned, leased or rented by the University.

The University shall provide educational information and programs on tobacco use cessation.

POLICY VIOLATIONS/SANCTIONS
All members of the University community share in the responsibility for adhering to this policy and bringing it to the attention of visitors.

Violations of this policy are subject to the corrective action and disciplinary procedures as set forth in the Faculty Handbook, Staff Handbook and University Handbook for Students.

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DEADLY WEAPONS POLICY

WEAPONS ON C:AMPUS
Persons are prohibited from possessing firearms, explosives, or other deadly weapons on the campus of Eastern Kentucky University, except as follows:

1. Sworn peace officers employed by the University's Division of Public Safety; and
2. Sworn peace officers employed by other public agencies and present on the campus for the purposes of education, training, or assistance at University events; when such possession may be necessary for their protection in the discharge of their official duties or for participation in training. Such officers must be authorized by the employing agency to carry weapons as a normal and required part of their duties.
3. Members of the US Army Reserve Officer Training Corps (ROTC) when necessary for the purposes of education and marksmanship training.

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UNIVERSITY SEAL

The University Seal is the official identification of Eastern Kentucky University. Its use is restricted to approved letterhead stationary, official documents (transcripts, diplomas, certificates, Board of Regents resolutions), official publications (undergraduate and graduate catalogs; commencement programs; official handbooks for students, faculty and staff, and classified personnel), special awards and other official uses as determined by the President. The seal may not be modified in any way. All requests for other uses of the University seal must be approved in advance by the Division of Public Relations and Marketing for consideration and recommendation to the Vice President for University Advancement. The Division of Public Relations and Marketing must approve any commercial use of the seal in advance. Development and use of college, department, or program seal formats are not permitted.

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BUILDING HOURS POLICY

The academic building hours will be as follows:

7:00 a.m. to 5:00 p.m. - Monday through Friday - Million and Miller

7:00 a.m. to 6:00 p.m. - Monday through Friday - Coates, Jones, Alumni House, and Student Services Building

7:00 a.m. to 10:00 p.m. - Monday through Friday - Alumni Coliseum, Ault, Beckham, Begley (upper floors), Burrier, Cammack, Carter, Donovan Annex, Dizney, Fitzpatrick, Gibson, Keith, Memorial Science, McCreary, Moore, Roark, Rowlett, Turley, University Building (lower two floors), and Weaver

7:00 a.m. to 11:00 p.m. - Monday through Friday - Combs, Wallace, and Stratton (Stratton opens at 6:30 a.m.)

7:00 a.m. to midnight - Monday through Friday - Campbell
7:00 a.m. to 4:30 p.m. - Saturday
7:00 a.m. to midnight - Sunday

7:00 a.m. to midnight - Monday through Friday - Foster
7:00 a.m. to midnight - Saturday
4:00 p.m. to midnight - Sunday

6:00 a.m. - 11:00 p.m. - Monday through Thursday - Fitness and Wellness Center
6:00 a.m. - 8:00 p.m. - Friday
10:00 a.m. to 6:00 p.m. - Saturday
1:00 p.m. to 10:00 p.m. - Sunday

7:00 a.m. to 12:00 noon - Saturday- Those academic buildings which have classes scheduled.

The following buildings have posted hours: Library, Begley (lower floors), Greg Adams, Donovan (Model), Powell, Keen Johnson, Chapel of Meditation, residence halls, Donaldson Service Complex, Perkins, Ramsey, Stateland Dairy Center

Other than the hours shown above, all academic buildings will be closed to everyone except EKU employees who have been issued keys. Exceptions to this policy (for both on-campus and off-campus groups) may be made through application to the Director, Division of Public Safety. Application must include: reason for after hours activity, duration of activity, provisions for ensuring safety and security, and name of person(s) responsible for supervising activity and locking building. Approved exceptions will be granted for a specified time period (e.g. one calendar year, one semester, one week, one night).

The Directors of the Extended Campus Centers and other off-campus facilities will develop a safety and security plan to be reviewed by the Director, Division of Public Safety.

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EMERGENCY BUILDING EVACUATION FOR INDIVIDUALS WITH DISABILITIES

Individuals with disabilities need particular assistance during various kinds of emergencies on campus. These emergencies may occur during class. The most obvious of these is a fire evacuation which demands the immediate evacuation of all persons from any building in which it occurs. Since elevators may not be in use in the case of fire evacuation, special procedures must be followed to ensure the safety of all individuals.

Prior to an evacuation situation, faculty and staff should consider the following precautionary steps:

1. Encourage students and others with disabilities to identify themselves at the onset of a semester. A discussion of their needs is most appropriately done within the privacy of an office. Although the Office of Services for Individuals with Disabilities distributes information about evacuation to those registered through the Disabilities Office, there may be others who are not aware of this information.
2. Advise all individuals with disabilities, particularly those with hearing, visual and physical impairments, to discuss evacuation responsibilities with the Office of Services for Individuals with Disabilities. It is imperative that all individuals with disabilities clearly understand what they are to do in an emergency situation, both in class and elsewhere on the campus.

If an emergency should occur, faculty and staff are asked to take the following steps:

1. When responding emergency personnel arrive, advice them of the presence of an individual with a disability. If possible, give information that includes their name, nature of the person's disability as well as their location within the building.
2. If there is no response emergency personnel in the area, locate the nearest telephone and call "911". Report the nature of the emergency. Report the name and location of the individual with the disability. If known, specify the type of disability.
3. The choice to assist a person with a disability during an evacuation procedure by waiting with them for emergency personnel to arrive or by carrying a person to safety is a personal decision, not a University requirement. Locations to wait for emergency personnel include stairway landings or in new buildings are identified as "area of rescue".

Throughout the period of evacuation it is very important to remember that in no circumstances should elevators be used to transport a person with a disability unless that procedure is assisted by emergency response personnel. Questions regarding these steps may be addressed by the Safety Coordinator, Public Safety or the Disabilities Office.

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BULLETIN BOARDS AND COUNTER AND TABLE TOPS

Bulletin boards in all on-campus buildings were installed for the purpose of posting University announcements, notices, and other items of an informational or service nature to the university community. The posting of commercial or promotional items, not related to University programs or services, is prohibited. This prohibition also applies to counter and tabletops and other potential display areas in university facilities, both interior and exterior.

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ON-CAMPUS SOLICITATION

Inasmuch as solicitation of goods and services on the campus is a potential interference with the educational program of the University, the practice is generally prohibited. However, solicitation for certain worthy causes or those in the best interest of the University may be permitted if cleared through the office of the appropriate vice president.

The resale of complimentary examination copies of textbooks is unethical and unprofessional. Furthermore, the activities of textbook solicitors are restricted by invitation only under present administrative policy on the campus of Eastern.

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The cafeterias in the Powell and Stratton Buildings are generally available for faculty use. Faculty may obtain a Colonel Card for use in the University eating facilities.

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The University operates a central mailroom for incoming and outgoing United States Postal Service mail and intra-campus mail.

All mail to and from units located outside the Jones, Coates, and Student Services Buildings is delivered and picked up by mail service workers twice daily. Intra-campus mail must be restricted to mail between faculty, student organizations, or other official University business. The delivery of the mail or material of any third party or organization through the mail system is a violation of postal regulations.

Faculty are encouraged to use the complete address as provided in the campus telephone directory for both on- and off-campus mailing.

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INCLEMENT WEATHER

When there is enough ice and/or snow so that faculty are in doubt whether the University is open for classes, the decision to close or postpone will be made and announced via the appropriate media by 6:00 a.m. for day classes and 4:00 p.m. for evening classes. Normal class periods for Monday/Wednesday/Friday allow for a 50-minute class period and a 15-minute break. Class periods for snow days will be 40 minutes with a 10-minute break. Normal class periods for Tuesday/Thursday allow for a 75-minute class period and a 15-minute break. Class periods for snow days will be 60 minutes with a 10-minute break.

INCLEMENT WEATHER SCHEDULE FOR FINAL EXAMINATION WEEK

Any EKU final examination delay announcements will be posted on EKU's home page (www.eku.edu), broadcast on WEKU-FM (88.9 FM) and Lexington television stations WLEX-TV (Channel 18), WKYT-TV (Channel 27), and WTVQ-TV (Channel 36), and given to other regional media outlets. Generally, the information will be available to listeners/viewers by 6:00 a.m. Students are advised to monitor the EKU web page during the day in the event of worsening weather conditions.

In the event that final examinations are delayed, please see the following schedule for new examination times.

RICHMOND AND EXTENDED CAMPUS

If Saturday Final Examinations are affected, they will be rescheduled on Monday.

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PLAN OF ACTION FOR UTILITY DISRUPTIONS

Following is the sequence of calls that Facility Services will initiate if there is a disruption of utilities.

1. Facility Services will notify: Vice Presidents' Offices, Public Safety, and Building Supervisors. (Emergency phone numbers should be on file in the Office of the Director of Facilities Services.) The President's Office should see to an immediate web posting.
2. Vice Presidents' should notify: Directors/Deans/Chairs who shall notify faculty. (Deans will work out emergency contact numbers with Chairs if disruptions occur in the evenings and on weekends. Any special projects, such as on-going research in chemical labs will work directly with Facility Services.)

Public Safety should place signs on doors of all affected buildings.

The Registration Center will continue to notify Public Safety and Facility Services of all Saturday and Sunday classes. These locations should have additional notification by Public Safety and Facility Services. An alternative meeting site should be communicated.

Faculty teaching on-line courses will be asked to have a backup plan if they are using on campus computers or meeting with class participants.

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Revised August 2007