Oakland City University Faculty Handbook

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Oakland City University Faculty Handbook Powered By Docstoc
					Oakland City University
 Faculty Handbook

         Updated
         June 2010
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                            INTRODUCTION TO HANDBOOK
This handbook is not all-inclusive, and is only a set of guidelines intended to
provide employees with a general understanding of Oakland City University’s
personnel policies. Policies set forth in this handbook are not intended to create
a contract, nor are they to be construed to constitute contractual obligations of
any kind or a contract of employment or otherwise alter the ‘at-will’ relationship
between Oakland City University and any of its employees. You are
encouraged to familiarize yourself with its contents, as it should help answer
many questions concerning employment with the University. This handbook
supersedes any previous handbook or unwritten policies or other prior policies,
written or unwritten. The provisions of the handbook have been developed at
the discretion of the University and may be amended or canceled at any time,
at the University’s sole discretion. The online version of this publication that is
available on the faculty/staff portal at http://cams.oak.edu/efaculty/login.asp is
updated periodically to include revisions approved by the University
administration and/or Board of Trustees. The online Faculty Handbook
supersedes any and all printed copies.
Employment with Oakland City University is voluntarily entered into, and the
employee is free to resign, at will, at any time, with, or without, notice or reason.
Likewise, the University retains the right to enlarge, reduce, or make changes in
staffing levels, or terminate the employment relationship, at-will, at any time,
with, or without, notice or reason.




 
 
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Table of Contents
HISTORY AND MISSION OF THE UNIVERSITY ........................................................................................ 8 
 Oakland City University’s Vision ....................................................................................................... 9 
 Oakland City University’s Mission ..................................................................................................... 9 
 Mission of the School of Arts and Sciences ................................................................................ 10 
 Mission of the Chapman School of Religious Studies .............................................................. 10 
 Mission of the School of Education ............................................................................................... 10 
 Mission of the School of Business ................................................................................................... 10 
 Mission of the School of Adult and Extended Learning .......................................................... 11 
GOVERNANCE STRUCTURE OF THE UNIVERSITY .............................................................................. 11 
   3001 UNIVERSITY ORGANIZATION ................................................................................................... 11 
I.  ORGANIZATIONAL FUNCTION OF THE FACULTY ..................................................................... 12 
    3100 AG: Faculty Assembly Constitution ..................................................................................... 12 
      3101 AG: Article 1: TITLE ................................................................................................................ 12 
       3102 AG: Article 2: PURPOSE ...................................................................................................... 12 
       3103 AG: Article 3: MEMBERSHIP ............................................................................................... 12 
       3104 AG: Article 4: OFFICERS ...................................................................................................... 12 
       3105 AG: Article 5: DUTIES OF THE OFFICERS  .......................................................................... 12 
                                                 .
       3106 AG: Article 6: MEETINGS .................................................................................................... 13 
       3107 AG: Article 7: PROCEEDINGS ........................................................................................... 13 
       3108 AG: Article 8: ORGANIZATION OF ACADEMIC SCHOOLS ....................................... 13 
       3109 AG: Article 9: AMENDMENTS ............................................................................................. 14 
    3120 AG: Faculty Assembly By-Laws  ............................................................................................ 14 
                                     .
      3121 AG: Article 1: COMMITTEE POLICIES  ............................................................................... 14 
                                                   .
       3122 AG: Article 2: STANDING COMMITTEES  .......................................................................... 15 
                                              .
       3123 AG: Article 3: SPECIAL COMMITTEES AND AD HOC COMMITTEES ......................... 16 
       3124 AG: Article 4: GRADUATE COUNCIL .............................................................................. 16 
       3125 AG: Article 5: FACULTY REPRESENTATION TO BOARD OF TRUSTEES COMMITTEES
        ............................................................................................................................................................ 16 
       3126 AG: Article 6: RATIFICATION ............................................................................................. 17 
       3127 AG: Article 7: AMENDMENTS ............................................................................................ 17 
    3140 AG: FACULTY ASSEMBLY COMMITTEES ............................................................................... 17 
    3145 AG: SPECIAL COMMITTEES ..................................................................................................... 17 
    3146 AG: FACULTY REPRESENTATIVES TO TRUSTEE COMMITTEES ............................................ 17 

 
 
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II.       3200 AG: FACULTY RESPONSIBILITIES AND RELATIONSHIPS .................................................. 18 
    3201 AG: ATTENDANCE .................................................................................................................... 18 
    3202 AG: ACADEMIC DRESS ........................................................................................................... 18 
    3203 AG: ACADEMIC FREEDOM .................................................................................................... 18 
    3204 AG: ADDING COURSES TO CURRICULUM .......................................................................... 19 
    3205 AG: CALENDAR OF ACTIVITIES .............................................................................................. 19 
    3206 AG: CATALOGS ........................................................................................................................ 19 
    3207 AG: CHECK-OUT PROCEDURES FOR TERMINATION OF EMPLOYMENT ....................... 20 
    3208 AG: CLASS ROSTER ................................................................................................................... 20 
    3209 AG: CLASS VISITATIONS  .......................................................................................................... 20 
                                          .
    3210 AG: CLASSROOMS ................................................................................................................... 20 
    3211 AG: EXAMINATIONS ................................................................................................................. 20 
    3212 AG: FACULTY ORIENTATION WORKSHOP ........................................................................... 20 
    3213 AG: FACULTY SPONSORS  ....................................................................................................... 21 
                                             .
    3214 AG: FIELD TRIPS .......................................................................................................................... 21 
    3215 AG: FIRE ALARM  ....................................................................................................................... 21 
                             .
    3216 AG: GRADES AND GRADE POINTS ...................................................................................... 21 
    3217 AG: INSTRUCTIONAL MATERIALS ........................................................................................... 22 
    3218 AG: LIBRARY – LEARNING RESOURCES CENTER ................................................................ 23 
    3219 AG: MAINTENANCE REQUESTS .............................................................................................. 25 
    3220 AG: OFFICE SPACE AND KEYS  .............................................................................................. 25 
                                                      .
    3221 AG: SPEAKING ENGAGEMENTS AND CONFERENCES .................................................... 25 
    3222 AG: STUDENT FREEDOM .......................................................................................................... 25 
    3223 AG: SYLLABI ................................................................................................................................ 25 
    3224 AG: TEACHER-OF-THE-YEAR-AWARD .................................................................................. 26 
    3225 AG: TEXTBOOKS ........................................................................................................................ 26 
    3226 AG: SUMMER SCHOOL EMPLOYMENT ................................................................................ 26 
    3227 AG: TEACHING LOAD ............................................................................................................. 26 
III.  3300: PERSONNEL POLICIES ......................................................................................................... 26 
       3301: NATURE OF EMPLOYMENT ..................................................................................................... 26 
       3301.1: EMPLOYEE CODE OF CONDUCT ..................................................................................... 27 
       Financial Assistance / Transactions Accountability ................................................................. 27 
       Conflicts of Interest ............................................................................................................................ 28 
       3301.2: ETHICAL BEHAVIOR .............................................................................................................. 28 
       3302: NONDISCRIMINATION/EQUAL EMPLOYMENT OPPORTUNITY POLICY ....................... 29 
       3302.1: AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY POLICY  .................. 30                                        .
       3302.2: AMERICANS WITH DISABILITIES ACT ................................................................................. 30 
       3303: SEXUAL HARASSMENT POLICY .............................................................................................. 30 
          3303.1 AG: OTHER FORMS OF HARASSMENT .......................................................................... 33 


 
 
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    3304: RECRUITMENT AND HIRING ................................................................................................... 34 
    3305: ACADEMIC APPOINTMENTS AND PROMOTION .............................................................. 35 
      I. Minimum qualifications for appointment or promotion to the academic and
      academic administrative ranks ................................................................................................. 35 
       II. Criteria for appointment and promotion ............................................................................ 38 
       III. Appointment of faculty  .......................................................................................................... 40 
                                  .
    3307 AG: SALARIES ............................................................................................................................. 41 
    3310 AG: EVALUATIONS .................................................................................................................... 43 
    3311 AG: FACULTY EVALUATION BY STUDENTS ........................................................................... 43 
    3312 AG: FACULTY EVALUATION BY DEAN .................................................................................. 43 
    3313 AG: EMPLOYMENT FORMS ..................................................................................................... 43 
    3314 AG: PERSONNEL FILES .............................................................................................................. 44 
    3315 AG: CONFIDENTIALITY OF RECORDS AND EXTERNAL COMMUNICATIONS .............. 44 
    3316 AG: FRINGE BENEFITS ............................................................................................................... 45 
      3317 AG: MEDICAL INSURANCE ................................................................................................. 46 
       3318 AG: DENTAL INSURANCE .................................................................................................... 46 
       3319 AG: FLEXIBLE BENEFITS PLAN .............................................................................................. 46 
       3320 AG: GROUP LIFE INSURANCE ............................................................................................ 46 
       3321 AG: LONG AND SHORT-TERM DISABILITY BENEFITS  ...................................................... 46 
                                                       .
       3322 AG: EMPLOYEE AND DEPENDENT GRANTS .................................................................... 47 
    3323: 403(b) RETIREMENT PLAN ....................................................................................................... 48 
      3325 AG: PROFESSIONAL CONFERENCES/DUES ................................................................... 49 
       3326 AG: VACATION ..................................................................................................................... 49 
       3327 AG: HOLIDAY SCHEDULE .................................................................................................... 50 
       3328 AG: ANCILLARY SERVICES .................................................................................................. 51 
       3328.1 AG: BOOKSTORE ............................................................................................................... 51 
       3328.2AG: LIBRARY ........................................................................................................................ 51 
       3328.3 AG: ADMISSION TO HOME ATHLETIC EVENTS ............................................................ 51 
    3330 AG: FAMILY AND MEDICAL LEAVE OF ABSENCE ............................................................. 51 
      3332 AG: COMPASSIONATE LEAVE ........................................................................................... 56 
    3334AG: EDUCATIONAL LEAVE ...................................................................................................... 57 
    3335 AG: JURY DUTY .......................................................................................................................... 57 
    3336: REQUIRED COURT APPEARANCE ........................................................................................ 57 
    3337 AG: SOCIAL SECURITY ............................................................................................................. 57 
    3338: WORKMAN'S COMPENSATION ............................................................................................ 57 

 
 
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  3339 AG: BLOODBORNE PATHOGEN ............................................................................................ 58 
  3340 AG: CAMPUS SAFETY AND SECURITY................................................................................... 58 
V.  3400: CONDITIONS OF EMPLOYMENT ....................................................................................... 59 
    3401 AG: WORKING HOURS ............................................................................................................ 59 
    3403 AG: CHILDREN IN THE WORKPLACE .................................................................................... 59 
    3405: EXEMPT EMPLOYEE PAY POLICY .......................................................................................... 59 
    3406 AG: OUTSIDE INVOLVEMENTS ................................................................................................ 61 
    3407 AG: COMPUTER INFORMATION SYSTEMS, E-MAIL AND INTERNET/INTRANET  ............ 61                                  .
      3407.1 AG: BLOGGING AND OTHER FORMS OF WEB COMMUNICATIONS .................... 63 
    3408: DRUG-FREE WORKPLACE ...................................................................................................... 65 
      3408.1AG: DRUG TESTING ............................................................................................................ 66 
    3409 AG: DISCIPLINARY PROCEDURES ......................................................................................... 67 
    3410 AG: EMPLOYEE CONDUCT AND WORK RULES ................................................................. 68 
    3411 AG: TERMINATION .................................................................................................................... 70 
    3412 AG: RESIGNATION (VOLUNTARY TERMINATION OF APPOINTMENT) ........................... 70 
    3413 AG: SMOKING ........................................................................................................................... 71 
    3414 AG: GRIEVANCE POLICY AND PROCEDURES ................................................................... 71 
    3415 AG: EMERGENCY CLOSINGS ................................................................................................ 72 
    3416 AG: KEYS ..................................................................................................................................... 73 
    3417 AG: STAFF DIRECTORY ............................................................................................................. 73 
    3418 AG: IDENTIFICATION CARDS .................................................................................................. 73 
    3419 AG: MAIL SERVICE .................................................................................................................... 73 
    3420 AG: USE OF UNIVERSITY-OWNED VEHICLES ....................................................................... 73 
      Assignment of Vehicles ................................................................................................................ 74 
       Vehicle Use Charges .................................................................................................................... 76 
       Vehicle Misuse and Disciplinary Actions ................................................................................. 76 
VI.        3500 BUSINESS PROCESSES ....................................................................................................... 76 
    3510 PAYROLL ..................................................................................................................................... 76 
      3510.1 AG: Paycheck Distribution ............................................................................................. 76 
    3514 REIMBURSEMENT........................................................................................................................ 77 
      3514.1 AG: Reimbursement-Expenses ...................................................................................... 77 
    3515 AG PURCHASES  ........................................................................................................................ 78 
                        .
    3518 TRAVEL ADVANCES  ................................................................................................................. 79 
                             .
    3520 ACCEPTANCE OF GIFTS .......................................................................................................... 79 
      Real and Personal Property ........................................................................................................ 80 
       Other gifts ......................................................................................................................................... 80 
       Gift of Services ................................................................................................................................ 81 

 
 
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        Acceptance of Gifts from University Employees .................................................................. 81 
    Gifts of Securities ................................................................................................................................ 81 
      3520.1 AG DOCUMENTATION OF ACCEPTANCE OF GIFTS ................................................. 81 
VII.       3600: GENERAL INSTITUTIONAL POLICIES .............................................................................. 85 
    3601: PROPRIETARY RIGHTS .............................................................................................................. 85 
    3602 AG: DEATH NOTICE .................................................................................................................. 86 
    3603 AG: OFFICE AND OFFICE HOURS ......................................................................................... 86 
    3604 AG: PHOTOCOPYING ............................................................................................................ 86 
    3605 AG: POSTING OF NOTICES ..................................................................................................... 86 
    3608: RECORD RETENTION .............................................................................................................. 87 
      3608.1 AG: RECORD RETENTION GUIDE .................................................................................. 87 
        Records Retention Guide ............................................................................................................ 88 
        Records Storage  ............................................................................................................................ 89 
                       .
 3610 AG: POLICY CHANGES ........................................................................................................... 89 
 3611 AG: STUDENT ASSISTANTS ........................................................................................................ 89 
 3613 AG: TELEPHONES ...................................................................................................................... 90 
 3615 FACILITY USE ............................................................................................................................... 90 
Appendices ............................................................................................................................................. 93 
    Appendix 1: Administrative Reporting Structure ....................................................................... 93 
    Appendix 2: Organizational Structure ......................................................................................... 97 
    Appendix 3: Vehicle Use .................................................................................................................. 98 
    Appendix 4: Vehicle Use .................................................................................................................. 99 
    Appendix 5: SAEL Procedures ...................................................................................................... 101 




 
 
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HISTORY AND MISSION OF THE UNIVERSITY
                                History of Oakland City University
   While several attempts by the General Association of General Baptists to establish a
   “Seminary of Learning” in the Southern Indiana area were unsuccessful, Colonel
   William A. Cockrum donated a ten-acre tract of land in Oakland City on August 5,
   1885, with the understanding that the citizens of Oakland City and the vicinity would
   erect a college building containing at least 15 rooms. Upon the completion of the
   building, the General Association was to assume responsibility for endowing the
   school. A charter was granted the college by the State of Indiana in 1885. A.D.
   Williams served as the first President (1889-1894).

    The first person to receive a baccalaureate degree from Oakland City College was
    William P. Dearing, who was elected the second President of the institution in 1903.
    He served as President until 1945 and was widely noted as a Chautauqua speaker.
    He brought considerable public notice to the school through his lectures and
    sermons.

    Oakland City College was nurtured in its early years by such men as Benoni Stinson,
    the founder of the General Baptist denomination; J.W. and William Cockrum, who
    gave freely of their time and land; A.D. Williams, the first President of the College
    after academic work actually began in 1891, who served without pay, leaving the
    institution his estate at his death; and J. B. Cox, Chairman of the Board of Trustees. In
    1907, the College was accredited as a teacher training institution by the State of
    Indiana and since that time has provided the state and nation with hundreds of
    qualified teachers.
    In 1945, Dr. James E. Cox was elected the third President of the College, having
    served previously as Head of the Department of English at the University of North
    Dakota. Dr. Onis G. Chapman succeeded him in 1955; during his administration the
    enrollment more than doubled, and several new buildings were added to the
    campus.

    Dr. Carl E. Shepherd became President of the College upon the resignation of
    Chapman in 1965. Dr. Shepherd had served the College for many years as a
    Professor and as a Dean. In 1968, Dr. Ben M. Elrod, who had been Vice President for
    Development at Ouachita Baptist University, became the sixth President of Oakland
    City College. He was especially effective in fundraising and continued to assist in
    the elimination of debt, which had accumulated during the expansion and building
    phases from the previous decade. During 1970-71, Dr. Laurence N. Barrett served as
    Acting President and was succeeded by Dr. Bernard A. Loposer in 1971. Dr. Loposer
    came to the institution from the University of Alabama at Huntsville, and during his



 
 
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    administration the efforts of several years culminated in the granting of candidacy
    for accreditation by the North Central Association of Colleges and Schools in 1972.

    Following Dr. Loposer’s resignation, the Board of Trustees selected Dr. James W.
    Murray as the eighth President of the College in 1974. President Murray came to the
    College after a distinguished career in the Marine Corps. Significant gains were
    made under his administration, including an increase in enrollment; full
    accreditation by North Central; accreditation by the National Council for the
    Accreditation of Teacher Education; the elimination of University debt; development
    of an endowment; completion of multiple capital improvements: Johnson Center (a
    health and physical education complex); the Cornwell-Reed Center (a fine arts
    facility); Bower-Suhrhienrich Center (a student life complex); the Barger-Richardson
    Learning Resource Center (library); under construction a new administrative office
    building; Aigner Field (a soccer field); a new out-door tennis center with five courts;
    the acquisition of surrounding properties for future expansion and parking; and the
    establishment of graduate programs in three Schools: School of Adult Degrees,
    Master of Science in Management; the School of Education, Master of Arts in
    Teaching; and the Chapman School of Religious Studies, the Master of Divinity and
    the Doctor of Ministry. In 1995, the name was changed to Oakland City University. In
    the summer of 1996, the Association of Theological Schools in the United States and
    Canada (ATS) granted candidate status to the Chapman School of Religious
    Studies.

    In 2008, the Board of Trustees named Ray G. Barber as the ninth president of
    Oakland City University. Today, OCU serves over 2,000 students and continues to
    provide a quality Christian education in its undergraduate and graduate programs.

                            Oakland City University’s Vision
    To become a leading faith-based University that provides a Christian learning
    environment preparing students for service.

                              Oakland City University’s Mission
    Oakland City University is a Christian faith-based learning community dedicated to
    the enhancement of intellectual, spiritual, physical, and social development for
    positive leadership.

       (The missions of the Schools are presented as they came into existence in the
                                         University.)




 
 
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                        Mission of the School of Arts and Sciences
    The School of Arts and Sciences at O.C.U. is a learning/teaching community
    dedicated to:
       • Academic knowledge and excellence, application of academic discipline,
          technical proficiency, and life-long learning
       • Presentation of Christian ethical and moral values within a liberal arts
          environment
       • The broadening of each person’s intellectual, artistic, spiritual, and social
          development
       • Community service through positive leadership

                   Mission of the Chapman School of Religious Studies
Conscious of the call of God, honoring our ties to General Baptists, and mindful of the
Church Universal, the Chapman School of Religious Studies seeks to develop through
the professional education of men and women, the spiritual, moral, and intellectual
maturity necessary for effective leadership in the Church.

                           Mission of the School of Education
The School of Education at Oakland City University is a collaborative learning
community dedicated to:
      • Academic knowledge, technological skills, pedagogical proficiency, and life-
         long, learning
      • The preparation for gainful employment through academic excellence
      • The promotion of Christian ethical and moral values
      • The enhancement of each student practitioner’s intellectual, physical,
         spiritual, and social development
      • Community service through positive leadership

                            Mission of the School of Business
The School of Business at Oakland City University is a learning community dedicated to:
   • Academic excellence, life-long learning, and the enhancement of each
      person’s intellectual development
   • The promotion of Christian ethical and moral values, especially in the business
      community
   • The promotion of community service through positive leadership
   • The preparation of graduates to successfully meet the needs of business and
      industry
   • The development of skills necessary for each individual to enhance his or her
      own personal and professional growth




 
 
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                  Mission of the School of Adult and Extended Learning
The School of Adult and Extended Learning is a learning community dedicated to
providing working adults with:
   • Academic knowledge, both theoretical and practical, and opportunities for life-
       long learning
   • An understanding of Christian ethical and moral values in the work place
   • An enhancement of each adult’s intellectual, spiritual, and social development
   • Skills necessary for personal leadership within the community

GOVERNANCE STRUCTURE OF THE UNIVERSITY
The ultimate responsibility for the governance of the University lies with the Board of
Trustees, headed by a Chairman of the Board. The chief executive officer, answerable
to the Board, is the President.

As specified in the charter granted by the State of Indiana, the Board of Trustees
exercises authority in the governance of Oakland City University.

The Governance organizational chart is available as an appendix. However, please
note the online version of this handbook contains the most recent version of the chart
which includes any revisions which may have occurred after this document was
printed.

3001 UNIVERSITY ORGANIZATION
The University Board of Trustees recognizes that the organizational structure of the
University can assist the efficient operation of the University and help achieve more
effective programs in an effort to fulfill the mission of the University.

The President shall continually monitor the effectiveness of the University’s organizational
plan and notify the Board of such modifications in the plan which are in the best
interests of the University community, make wisest use of University resources, and serve
the goals of the University.

The President shall be the chief executive officer of the University. Responsibility shall
flow clearly from the President through the administrative staff to the operational
personnel.

It shall be the responsibility of the President to determine the need for and define
operational requirements sufficient to ensure the smooth functioning of the University.
Maintenance of an efficient, skilled operational staff is essential to the effective
performance of the system.




 
 
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I.     ORGANIZATIONAL FUNCTION OF THE FACULTY

3100 AG: Faculty Assembly Constitution

3101 AG: Article 1: TITLE
The title of this organization will be the Faculty Assembly of Oakland City University.

3102 AG: Article 2: PURPOSE
The purpose of the Faculty Assembly, through the respective Schools, committees, and
councils, will be to oversee and maintain all academic programs of Oakland City
University in accordance with the policies adopted by the Board of Trustees.

3103 AG: Article 3: MEMBERSHIP
Membership will include all full-time university employees with faculty rank (including
Professor, Associate Professor, Assistant Professor, Instructor, and Visiting teachers with
rank). Voting membership includes all of the above except the President of the
University, Vice Presidents, and chief academic officer.

3104 AG: Article 4: OFFICERS
      Section 1: The officers of the Faculty Assembly will be Chairman, Vice-Chairman,
      and Secretary.

       Section 2: The officers will be elected at the next to the last regularly scheduled
       meeting of the academic year by the voting members of the Faculty Assembly.
       Terms of office will commence at the first official faculty meeting or workshop of
       the fall semester.

       Section 3: Each officer will be elected for a term of one (1) year.

3105 AG: Article 5: DUTIES OF THE OFFICERS
      Section 1: The Chairman of the Faculty Assembly will preside at all meetings.

       Section 2: The Chairman of the Faculty Assembly will call special meetings at the
       request of the President of the University, chief academic officer, or by a request
       through petition from five (5) members of the Faculty Assembly.

       Section 3: The Chairman will act as the official spokesman for the Faculty.
       Section 4: In the absence of the Chairman, the Vice-Chairman will preside.

       Section 5: The Secretary will keep the minutes of each meeting. A copy of the
       minutes will be distributed to each member of the Faculty prior to the next stated


 
 
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      meeting. One copy of the minutes will be kept on file in the office of the chief
      academic officer.

3106 AG: Article 6: MEETINGS
      Section 1: Regular meetings of the Faculty Assembly will be held monthly during
      the academic year.

      Section 2: All Faculty Assembly meetings will be conducted according to
      Robert’s Rules of Order (most recent edition).

      Section 3: Members of the Faculty Assembly will be presented with a written
      agenda in advance of each meeting.

      Section 4: Meetings of the Faculty Assembly will be open to all members of the
      teaching and administrative staffs of Oakland City University.

3107 AG: Article 7: PROCEEDINGS
      Section 1: The quorum necessary for the transaction of business will be a simple
      majority of the voting membership.

      Section 2: Issues to be voted upon must be presented to the members of the
      Faculty Assembly at least three (3) working days in advance of the meetings.
      Administrators should present their proposals in person.

      Section 3: Voting may be by voice, by show of hands, or by secret ballot. If a
      member is ill or has a legitimate conflict that is accepted by the Chairman, his
      vote may be cast by absentee ballot.

      Section 4: Actions of the Faculty Assembly will be forwarded to the chief
      academic officer, who, together with his own recommendations, will pass them
      on to the President of the University.

      Section 5: The President of the University may exercise his power of veto within
      thirty (30) days unless granted an extension by the Chairman of the Faculty
      assembly. A statement of reason for a veto should be presented to the Faculty
      Assembly.

3108 AG: Article 8: ORGANIZATION OF ACADEMIC SCHOOLS
      Section 1: The curriculum of Oakland City University is organized into the
      following schools:
          a. School of Arts and Sciences


 
 
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          b.   Chapman School of Religious Studies
          c.   School of Education
          d.   School of Business
          e.   School of Adult Degrees and Extended Learning

      Section 2: The Dean of each School will be appointed by the chief academic
      officer. The appointment will be evaluated at least every two (2) years.

3109 AG: Article 9: AMENDMENTS
      Section 1: Amendments to this constitution may be proposed by means of a
      written petition signed by ten (10) members of the Faculty Assembly.
      Section 2: The articles of this constitution may be amended by approval of two-
      thirds (2/3) of the voting membership, the vote being taken by secret ballot. At
      least two (2) weeks must elapse between the meeting in which an amendment
      is read and discussed and the meeting in which the amendment is voted upon.

3120 AG: Faculty Assembly By-Laws

3121 AG: Article 1: COMMITTEE POLICIES
      Section 1: Committees will consist of members of the Faculty Assembly,
      administration, and the student body. All Faculty Assembly members are
      expected to serve on a committee if elected or appointed.

      Section 2: School representatives on the committees will be elected by the
      Schools at least one week prior to the last regularly scheduled Faculty Assembly
      meeting of the academic year. All other committee members will be appointed
      by the Faculty Assembly Chairman, who will announce these appointments at
      the first regularly scheduled meeting of the academic year.

      Section 3: The President of the University will be an ex-officio member of all
      committees.

      Section 4: Each standing committee should convene within two weeks of the
      beginning of the academic year to elect a chairman and a secretary.

      Section 5: Minutes of all committee meetings will be published and distributed to
      all members of the Faculty Assembly and Cabinet.

      Section 6: No committee recommendation affecting policy will be considered
      final until it is approved by the Faculty Assembly at a regular or special meeting,
      a quorum being present.


 
 
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      Section 7: Those committee actions that do not need to be considered by the
      entire Faculty Assembly are designated in Article 2 and Article 4 by asterisks (*).

3122 AG: Article 2: STANDING COMMITTEES
      Section 1: The standing committees of the Faculty Assembly will be the
      ACADEMIC AFFAIRS COMMITTEE, ACADEMIC PROBATION COMMITTEE, the
      EDUCATIONAL RESOURCES COMMITTEE, and the PERSONNEL COMMITTEE. The
      duties of the committees on Academic Affairs and Academic Probation apply
      only to the undergraduate program.

      Section 2: The ACADEMIC AFFAIRS COMMITTEE will consist of one member from
      each of the Schools, two faculty members at-large appointed by the Faculty
      Assembly Chairman other than those elected by the Schools, the chief
      academic officer (ex-officio), and two students approved by the Student
      Government Association. The duties of the ACADEMIC AFFAIRS COMMITTEE will
      be to:
             Duty 1: Recommend the general education curricula to be offered by
             the University.
             Duty 2: Evaluate the general education program as directed by the chief
             academic officer based on annual assessment.
             Duty 3: Provide information on current curricula and teaching trends.
             Duty 4: Formulate general education requirements and standards for
             students.
             Duty 5: Rule on all requests by students for residency, general education,
             and issues forwarded by the Schools.
             Duty 6: Recommend procedures for advisement of students.
             Duty 7: Recommend policies on scheduling classes and the academic
             calendar.
             Duty 8: Assist the chief academic officer in scheduling courses, classes,
             and academic calendar.
             Duty 9: Recommend examination policies for credit–by-examination,
             credit-by-previous-non-college-experience, and English and Mathematics
             proficiency.

      Section 3: The ACADEMIC PROBATION COMMITTEE will consist of three faculty
      members at-large. The duty of the committee shall be to carry out policy and
      procedures regarding students who are on academic probation.

      Section 4: The EDUCATIONAL RESOURCES COMMITTEE will consist of one
      representative from each School, the Director of the Library, and two students


 
 
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      approved by the Student Government Association. The duties of the committee
      will be to:
              Duty 1: Recommend policies for the operation of the University library and
              for its physical plant.
              Duty 2: Review and offer suggestions for software, book, film, periodical
              and database subscription purchases.
              Duty 3: Approve the purchase and monitor the use of hardware and
              technology.
              Duty 4: Allocate funds for educational materials according to each
              School’s needs.

      Section 5: The PERSONNEL COMMITTEE will consist of one member from each
      School and the chief academic officer (ex-officio). Members will be elected by
      their respective Schools from the ranks of Associate Professor and Professor unless
      no one in the School holds that rank. The duties of the committee will be to:
              Duty 1: Promote professional development of faculty members.
              Duty 2: Formulate and recommend guiding principles for faculty ranking,
              appointments, and tenure.
              Duty 3: Receive recommendations from each School concerning each
              faculty appointment in that School.
              Duty *4: Offer recommendations in individual cases to the chief
              academic officer and the President of the University concerning
              appointments, promotions, and tenure.

3123 AG: Article 3: SPECIAL COMMITTEES AND AD HOC COMMITTEES
Special and/or ad hoc committees may be established by the Faculty Assembly or the
Faculty Assembly Chairman as the need arises.

3124 AG: Article 4: GRADUATE COUNCIL
The GRADUATE COUNCIL will consist of one (1) faculty member from each graduate
program, two (2) faculty members at-large, one (1) staff member (ex-officio), and one
(1) graduate student from each graduate program. The number of Graduate Council
members is subject to change. All members of the Graduate Council will be approved
by the President of the University.

3125 AG: Article 5: FACULTY REPRESENTATION TO BOARD OF TRUSTEES COMMITTEES

The faculty will be represented on the Board of Trustees Committees as necessary.




 
 
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3126 AG: Article 6: RATIFICATION
These articles will be adopted upon a three-fourths (3/4) majority vote of those eligible
for voting membership, as defined under “Membership” in the Constitution. The vote
will be taken by secret ballot. The constitution and By-Laws of the Faculty Assembly of
Oakland City University and any amendments thereto will go into effect upon
ratification by the members and approval by the Board of Trustees (Approved by the
Board of Trustees: February 7, 2003).

3127 AG: Article 7: AMENDMENTS
      Section 1: Amendments to the By-Laws may be proposed by means of a written
      petition signed by ten members of the Faculty Assembly.

      Section 2: The articles of these By-Laws may be amended by approval of two-
      thirds (2/3) of the voting membership, the vote being taken by secret ballot. At
      least two (2) weeks must elapse between the meeting in which an amendment
      is read and discussed and the meeting in which the amendment is voted upon.

      Section 3: Whereas the Board of Trustees may dictate a change of title and/or
      name of office, without any change of structure or duties, the changes will be
      updated without the procedure of an amendment.
      * See Article 1: Section 7 of the By-Laws for this explanation.

3140 AG: FACULTY ASSEMBLY COMMITTEES
   • Academic Affairs Committee
   • Educational Resources Committee
   • Personnel Committee
   • Probationary Committee

3145 AG: SPECIAL COMMITTEES
   • Salary Committee
   • Admissions and Convocation-Spiritual Life Committee
   • Faculty Representative to Student Government Association
   • Faculty Representative to Athletic Board
3146 AG: FACULTY REPRESENTATIVES TO TRUSTEE COMMITTEES
   • Academic Affairs Committee
   • Fiscal Committee
   • Investment Committee
   • Long Range Planning Committee




 
 
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II.   3200 AG: FACULTY RESPONSIBILITIES AND RELATIONSHIPS

3201 AG: ATTENDANCE
Faculty members are expected to be regular and punctual in the meeting of all
scheduled classes. Faculty members are encouraged to be present at all institution-
sponsored convocations, chapels, or assemblies, which are an integral part of the
overall academic community. Such activities help to set the tone and spirit of the
learning community.

All members of the faculty are expected to attend and participate in the annual
Student Orientation, Registration, Commencement activities and other official
academic functions. This attendance and participation is a part of a faculty member’s
contractual obligations. In an emergency, requests to be absent from such events
should be sent to the Provost.

3202 AG: ACADEMIC DRESS
The faculty members appear in academic procession at Commencement exercises in
May and at Founder’s Day convocation in November. All faculty members are
expected to participate in the procession in full academic dress.
The Bookstore will order academic dress at a nominal rental fee for those who do not
own their regalia.

3203 AG: ACADEMIC FREEDOM
Oakland City University is an institution sponsored by a Christian denomination, and it
expects that each member of the faculty be in sympathy with the philosophy and
objectives of the University. The University holds that the rights and privileges of the
teacher should be exercised with discretion and a sense of loyalty to the institution.
Faculty has academic freedom in the choice of subject matter they teach as long as
the subject matter is not detrimental to the University. However, faculty should realize
that this academic freedom specifically encompasses education in the classroom.

The University recognizes that any undue restriction upon a teacher in teaching or
research in his/her discipline would foster a suspicion of intolerance, degrade the
University, and set the supporting denomination in a false light. The University never
seeks to dispense ready-made opinions or dogmas, but rather seeks to help the student
understand the basis of modern thought and realize the importance and
consequences of an idea. The University holds that even a subject upon which there is
universal agreement should be taught as an exercise in reasoning rather than a mere
fact. When a subject is debatable, the University encourages the teacher to indicate
carefully the alternatives and to point out to the student the issues involved in making a
decision.


 
 
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The administration assumes the responsibility for providing the environment and the
personnel where academic freedom can exist and wherein the objectives of the
University may be achieved.

Faculty are expected to avoid any action or involvement, including expression of views
outside the classroom, such as ridicule of another individual’s views or beliefs, that
would in any way create contention or a conflict of interest which compromises the
University’s or another individual or group’s reputation. Specifically, faculty should
avoid such conflicts of interest and not partake in any activity, expression of views or
association that creates or appears to create a conflict between the employee's
personal interests and the University’s educational and business interests. Additionally,
the school is church-related, the administration selects a faculty that is both Christian in
commitment and professionally competent.

3204 AG: ADDING COURSES TO CURRICULUM
Faculty members desiring to add courses to the curriculum should obtain approval of
the respective school dean. All recommendations must be approved by the respective
School, the Dean of the School, the Provost, the President’s Cabinet, and the Board of
Trustees.

3205 AG: CALENDAR OF ACTIVITIES
A Faculty-Administration Calendar is developed during July for the succeeding
academic year. After the calendar is printed, all additions or changes must be
approved by the Academic Affairs Office. The University Website and the Office of
Campus Life maintain monthly calendars of events. Prior to a request for a date or room
usage, University Calendars should be checked. To request a date for an activity or the
use of a room, contact the appropriate office responsible for scheduling within the
facility requested. The Office of Campus Life will be able to direct you to the
appropriate office.

3206 AG: CATALOGS
Copies of the current University catalog may be obtained from the Admissions Office or
the Academic Affairs Office. Materials to be included in the catalog for the following
year should be submitted to the Provost before November 1. The online versions of the
undergraduate and graduate catalogs are available at www.oak.edu and are
updated periodically to include revisions approved by the University administration
and/or Board of Trustees. The online catalog supersedes any and all printed copies.

A fairly comprehensive collection of recent catalogs of colleges and universities may
be found in the Academic Affairs Office. These are available for the use in the Office.


 
 
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3207 AG: CHECK-OUT PROCEDURES FOR TERMINATION OF EMPLOYMENT
Certain checkout procedures are essential for the resignation from or termination of
employment at the University. A list of those procedures is available in the Academic
Affairs Office. Those procedures must be followed in order to protect the rights of the
faculty member and the university.

3208 AG: CLASS ROSTER
At the conclusion of class registration at the beginning of each semester, the
Academic Affairs Office prepares a temporary list for each course. Immediately after
the last day to add courses, copies of the tentative official class lists are sent to all
faculty members, who are asked to verify them for completeness and accuracy.
Faculty members must sign the class lists and return them to the Academic Affairs Office
immediately. The “official” list of students is compiled after the above procedure has
been completed. Under no circumstances should a student be permitted to attend
class unless he/she is registered.
Students who are not officially on the class list roster after it has been corrected will not
receive credit in a course even if they have attended regularly and have passed all of
the examinations.

3209 AG: CLASS VISITATIONS
Faculty members are encouraged to visit classes of other instructors in order to enrich
their own teaching. Visits from administrative officers and school deans are also in order
and may be expected in the best interests of the educational program.

3210 AG: CLASSROOMS
Classroom assignments are made by the Academic Affairs Office. Classes should not
shift location without official approval by the Academic Affairs Office.

3211 AG: EXAMINATIONS
Mid-term examinations can be scheduled at the beginning of the eighth week of each
term. Mid-term grades must be turned in to the Registrar’s Office for all freshmen and
new students and should generally be based on more than one test or project.

Final examinations are scheduled for the last four days of each semester. All classes
must meet during the time scheduled, even if the examination is given at another time.

3212 AG: FACULTY ORIENTATION WORKSHOP
This meeting is held annually prior to the Fall Semester. This is an opportunity for
fellowship, introduction of new faculty and staff, and for receiving vital information
concerning the University’s program. The workshop and the sessions include the first


 
 
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meeting of the Faculty Assembly, updates concerning University policies and
procedures, and professional development opportunities. All faculty members are
required to attend the workshop.

3213 AG: FACULTY SPONSORS
Each student organization on the campus must have a sponsor or advisor. This sponsor
serves as the University’s representative to the organization. It is the sponsor’s duty to
see that the program and the activities of the organization are conducted in the best
interests of the group and in harmony with the general principles of the institution.
Hence, faculty members serving in this capacity are rendering significant service to the
student organization and to Oakland City University.

3214 AG: FIELD TRIPS
Field trips should be organized with the approval of the Dean of the School and the
Provost. Field trips can and should provide an essential component to a student’s
education. They should be planned with discretion both as to a number and time.
    a. Field or off-campus extension trips must be officially cleared by the Dean of the
         School, the Provost, and the Executive Office sufficiently in advance so as to
         allow for adjustments in the other courses.
    b. When definite conflicts in schedule arise, the student may determine whether
         he/she will go on the field trip or stay to attend other classes. The student who
         elects to miss other courses is expected to make up all work missed. The student
         who elects not to go on the field trip because of other classes should not be
         penalized.
    c. Every effort should be made to reduce to a minimum any interference with the
         student’s basic studies.

3215 AG: FIRE ALARM
The sounding of the fire alarm system constitutes the fire warning. When the warning is
sounded, all classes are dismissed at once. Students should be instructed to leave the
building (in an orderly fashion) by the closest exit.

3216 AG: GRADES AND GRADE POINTS
The University’s Grading System consists of letter grades and grade points: “A” (4.0
grade points) indicates superior work; “A-” (3.7 grade points), excellent work; “B+” (3.3
grade points), outstanding work; “B” (3 grade points), very good work; “B-” (2.7 grade
points), good work; “C+” (2.3 grade points), high average work; “C” (2.0 grade points) ,
average work; “C-” ( 1.7 grade points), low average work; “D+” (1.3 grade points),
below average; “D” (1.0 grade point), poor work; and “WE” (0.0 grade point), failing
work because of excessive absences.



 
 
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A student’s cumulative grade point average is determined by dividing the total number
of grade points by the total number of course hours taken at Oakland City University.
Pass/No Fail courses are not counted in computing grade point averages.

“I” indicates “incomplete” and is given when a student’s work in a course is not finished
because of circumstances beyond his/her control. An “I” grade must be removed by
the close of the following semester (summer sessions not included), and it does not
count in the computation of grade point averages. Incomplete courses which are not
satisfactorily completed by the deadline become “F’s” on the transcript.

“W” and “WF” are recorded for official withdrawal from the University or from a course,
depending upon whether the student was doing passing work at the time of
withdrawal. All unofficial withdrawals are recorded as “F”. “WE” is recorded when a
teacher reports that the student has missed ten consecutive hours of instruction. The
grade of ‘WE” has 0 points when computing the grade point average.

Students with a 2.0 grade point average may elect to take a course “Pass/No Fail.” The
maximum number of Pass/No Fail options a student may have in his/her college career
is four if he/she is a bachelor’s degree candidate. The Pass/No Fail options must not be
in the student’s major or minor, freshman English, Senior Seminar, Professional Education,
or any teacher certification areas. Associate degree candidates may have a total of
two Pass/No Fail options. Certificate candidates cannot take the Pass/No Fail option.
This plan provides that: (1) A passing grade of “P” is recorded for a course in which
acceptable work was done; (2) “P” grades are not included in computation of grade
point averages; (3) Students who wish to elect this option must indicate their choice by
completing the appropriate form within the first four weeks of the semester; (4) An
unsatisfactory grade in the course is not recorded on the transcript nor computed in the
grade point average. P/NF grade is included in computation of honors awards.

Grades for freshmen and new students are to be turned in to the Academic Affairs
Office on the date indicated n the University Calendar at mid-term and at the end of
each semester with all other grades.

3217 AG: INSTRUCTIONAL MATERIALS
Instructional materials mean all materials that are designed for use by students and
faculty as a learning resource to assist students to acquire facts, skills, or opinions or
develop cognitive processes. Instructional materials may be printed or non-printed, and
may include textbooks, technology-based materials, films, other educational materials,
and tests. This includes Web-based and electronic textbooks.




 
 
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Consistent with academic freedom, each faculty member has the right and
responsibility, in sympathy with the philosophy and objectives of the University, to
determine the subject matter to be presented in class to ensure understanding of the
core concepts of each course. In furtherance of this goal, faculty members must
evaluate the instructional materials to be introduced to the students. If any instructional
material may potentially be perceived as detrimental to the mission of the University,
approval from the Dean of the respective School should be procured prior to
introduction of the material in class. This is to provide support to the faculty member
and to ensure the purpose of the use of this particular material is clear and
academically sound in relation to the potential detrimental perceptions. In addition,
faculty members must be cognizant of and adhere to all relevant copyright laws.

Each year schools are asked to submit budget requests for instructional materials for the
following year. These requests are reviewed by the Board of Trustees in preparation for
approval of the budget.

3218 AG: LIBRARY – LEARNING RESOURCES CENTER
Barger- Richardson Learning Resource Center provides a collection of resources to
support the educational mission of the University. The library houses over 91,000 bound
volumes (books and bound periodicals) and receives more than 400 periodical titles. A
sizable collection in microformat enhances the total periodical holdings. Other
periodicals are available through an integrated electronic database. The library also
houses a substantial collection of audio-visual resources, including a growing number of
DVDs. Special sections within the library include an educational curriculum collection
and a juvenile books collection. The archives collection is made up of historical
materials, including General Baptist denominational materials, items relating to the
history of the University, and a portion of the original A.D. Williams book collection given
to begin the library in the 1890's. A variety of audio-visual equipment is also available
through the library.

The library attempts to maintain a useful collection of resources in each area of the
University curriculum. When the needs of an individual student or faculty member
require the use of resources not located here, there are various networks in place to
help obtain materials through interlibrary loan.

The library is a participant in PALNI (The Private Academic Library Network of Indiana)
and ALI (Academic Libraries of Indiana). PALNI is a consortium of 25 institutions around
the State and provides us with an automated library system, which includes circulation
functions and a computerized catalog. ALI is a consortium of a majority of the
academic libraries in Indiana. It provides the University with programs and Databases at



 
 
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a group cost as well as allows faculty staff and Graduate students to use and borrow
items from the member libraries.

Everyone using the library must have either a student ID or a Faculty/Staff ID and the ID
must be left at the front desk while in the library. All faculty members, including
adjuncts, should make arrangements with the Admissions Office to secure a University
I.D. card. The I.D. card will have a barcode attached, which is used to register the
individual in the library computer system.

When several students need access to the same materials in a short span of time, items
may be placed on reserve. Reserve materials may be items from the circulating
collection or personal items placed in the library by the faculty member. While the
library attempts to tract circulation of materials, it is not possible to assume responsibility
against any possible loss of such items. A faculty member may request that items be
placed on closed reserve or set circulation periods of one, three, or seven days. A
faculty member must be registered as a library patron before items can be placed on
reserve in his/her name.

Reference books, archival materials, and periodicals do not circulate. A copier is
located in the library to facilitate use of these materials.

The library maintains several computers, which are available for student or faculty use.
These are connected to the Internet, allowing for additional research possibilities.
Library staff can assist with individual queries regarding the use of their system either
individually or for class presentations.

Faculty members may make arrangements to have a class meet in the library for a
general tour or for presentations dealing with specific resources. In addition, it is often
useful for library staff to be apprised of class assignments, which requires students to use
specific library resources, especially if the assignment requires access to materials not
readily available in the book or periodical collection. It is strongly suggested that all
faculty/staff contact the director/assistant prior to sending a class to the library. If a
class comes in with the purpose of doing research and the computer lab is already in
use, there may not be enough computers available.

All faculty members are encouraged to submit requests for books (and other materials)
to be added to the library collection. Such requests are considered in relation to
curricular needs, existing resources, and available budget. The only way that an
adequate and current collection can be maintained in each subject area is for the
faculty to assist in identifying useful resources. If need be, the Educational Resources



 
 
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Committee will help to allocate the available budget according to academic
departments.

3219 AG: MAINTENANCE REQUESTS
Building and grounds are under the supervision of the Director of Maintenance. The
person in this position maintains custodial care and repair for University property.

To request emergency services, contact the Director followed by a Request for
Maintenance/Repair form submitted through the campus mail. Non-emergency
services may be requested by completing and submitting to the Director of
Maintenance the Request for Maintenance/Repair form available in the Campus Life
Office.

3220 AG: OFFICE SPACE AND KEYS
Office space is provided for each full-time faculty member as space permits. In order to
accommodate as many faculty members as possible a few faculty members must
share office space with another. The instructor should consult the Office of Campus Life
for official assignments of offices and for necessary keys.

3221 AG: SPEAKING ENGAGEMENTS AND CONFERENCES
The University appreciates knowing when and where faculty members take speaking
engagements. When these engagements are newsworthy, news releases are made
through the Director of Public Relations in the Developmental Office so as to advise the
public. Faculty members are encouraged by the administration to accept such
engagements, especially in the various academic disciplines in which they are
specialists.

3222 AG: STUDENT FREEDOM
Oakland City University believes in individual freedom, not as a right, but as a
responsibility freedom to be and, more important to become. Attendance at Oakland
City University is a privilege, not a right. The University’s traditions and principles,
accepted by each student in his or her act of voluntary registration, evolve from the
core of this concept of freedom and responsibility that is indivisible. Therefore, it is
presumed that the student who elects to come to Oakland City University does so with
the intent of being in fact and spirit a cooperating member of this community.

3223 AG: SYLLABI
At the beginning of each semester or term, instructors are required to deposit with the
Academic Affairs Office, the appropriate School Dean, and the Library a copy of the
course syllabus for each class taught. Syllabi should have a cover sheet entitled
“Course Requirement Sheet,” along with an outline of the course and an up-to-date


 
 
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bibliography. Forms for essential information that must be contained in the syllabi are
available in the AAO. Syllabi should be revised and up-dated each time the course is
taught. Instructional materials, methods, and bibliography should be current, indicating
constant revision and curriculum development.

The course syllabi are kept on file in the Academic Affairs Office for the use of
administrative officers, evaluation teams, accrediting teams, and student use. Each
current syllabus should assist the Provost in advising and counseling with students as to
the course requirements for any particular semester or term.

3224 AG: TEACHER-OF-THE-YEAR-AWARD
The University presents an award annually at the honors day program to a member of
the teaching faculty who has distinguished himself or herself during the year as an
outstanding classroom teacher. Nominations for this award may be made by any
member of the University student community, and the selection of the winner is
determined by a secret committee of faculty and students. The award consists of an
engraved plaque and a cash award.

3225 AG: TEXTBOOKS
Faculty members are to select textbooks for their courses which they feel are most
satisfactory. Consultation with the Bookstore Manager is requested if there is to be a
change in textbooks so that a proper disposition of used and unsold books may be
made.

3226 AG: SUMMER SCHOOL EMPLOYMENT
Summer school employment is not mandatory for members of the faculty. Early in the
Spring Semester the needs of the University for the coming May-Term and Summer
Sessions are assessed, and faculty members are given the opportunity to express their
desire to teach. Those who teach in the May-Term or summer session must have an
adequate enrollment in the course for compensation at an adjunct instructor rate.

3227 AG: TEACHING LOAD
The normal teaching load for full-time instructional employees is 12 credit hours per
semester/24 credit hours per academic year. Additional teaching is done only when
absolutely necessary and with the approval of the faculty member concerned.

III.   3300: PERSONNEL POLICIES

3301: NATURE OF EMPLOYMENT
All employees of Oakland City University are employed by action of the Board of
Trustees upon the recommendation of the President. Although various positions are


 
 
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employed on an annual contract basis, the University maintains that all employees of
the University are ‘at-will’ employees and either the Board of Trustees, the President
through Board of Trustee designation, or the employee can terminate this ‘at-will’
relationship with or without cause, with or without notice, at any time. No supervisor,
director, dean or administrator, other than the President through the Board of Trustee’s
designation, has the authority to enter into any agreement with any individual for
employment for any specified period or make promises contrary to this employment
‘at-will’ policy. Only the Board of Trustees has such authority.

3301.1: EMPLOYEE CODE OF CONDUCT
Oakland City University recognizes it must earn and maintain a reputation for integrity.
In order for this to occur it is imperative all members of the University family comply with
laws, regulations and contractual obligations. Even the appearance of misconduct or
impropriety can be damaging to the University and all who are associated with it. Many
business activities and other conduct of faculty and staff members are not governed by
specific laws or regulations. In these instances, each individual is required to conduct
University business transactions with the utmost honesty, accuracy and fairness with
respect for the rights of others.

As faculty and staff of Oakland City University, it is our obligation and responsibility to
perform our duties and conduct our activities with the highest standards in mind and in
a manner which fulfills the mission of the University. Expediency should never
compromise integrity. Employee conduct and work rules are outlined in more depth in
the employee handbooks. However, the standards of conduct can be summarized by
stating each individual faculty or staff member must be personally accountable to:
    • Become familiar with and comply with relevant University Policies;
    • Obey laws and regulations;
    • Be honest, fair, and trustworthy in our activities;
    • Promote Christian ethical and moral values;
    • Enhance each person’s intellectual, spiritual, and social development;
    • Foster an atmosphere in which equal opportunity is extended to every member
       of our diverse community;
    • Promote community service;
    • Create a safe University community;
    • Promote transparency to avoid conflicts of interest between employment and
       other personal or professional interests;
    • Promote financial, academic, and environmental accountability; and
    • Create and sustain a culture in which ethical conduct is recognized, respected
       and promoted.

Financial Assistance / Transactions Accountability
    1. Conflicts of Interest between University employees and lenders, guarantors or
       loan service agencies are prohibited.


 
 
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    2. Revenue sharing arrangements with lenders is prohibited.
    3. Solicitation or acceptance of gifts from a lender, guarantor, or servicer by any
       employee with responsibilities with respect to education loans is prohibited. A gift
       does not include standard material, activities or programs related to a loan
       being provided.
    4. Receipt of any fees, payments or other financial benefits for consulting services
       by any employees with responsibilities with respect to education loans is
       prohibited.
    5. The assignment of a first-time borrower’s loan to a particular lender is prohibited.
       Delaying the certification of any loan regardless of the lender or guaranty
       agency selected by the borrower is prohibited.
    6. Acceptance of any funds to be used for private education loans in exchange
       for the institution providing concessions to the private lender is prohibited.
    7. Oakland City University does not and will not accept assistance with call center
       staffing or financial aid staffing from any lender with the exception of any short-
       term provision of such as may be stated within a disaster recovery plan.
    8. Any employee of Oakland City University with responsibilities with respect to
       financial assistance who serves on an advisory board or commission of a lender
       or guarantor may not accept anything of value from the lender or guarantor
       except reimbursement for the reasonable expenses of serving on the board or
       commission.

Conflicts of Interest
A conflict of interest occurs when there is a divergence between an individual’s private
interests and his/her professional obligations to the University such that an independent
observer might reasonably question whether the individual’s professional actions or
decisions are determined by considerations of personal gain, financial or otherwise. In
order to avoid any conflicts of interest, potential or actual, the Employee must disclose
to the President, in writing and in advance, any financial interest, or member manager,
officer, or board member role in any organization that is or could be associated with
the University. The President will ensure the appropriate management of each
disclosure on its own merits and will document approval, if so given, and any relevant
instructions.

3301.2: ETHICAL BEHAVIOR
Oakland City University is committed to lawful and ethical behavior in all of its activities.
As such, it strongly encourages its employees, students, volunteers and other members
of the University community (“Individuals”) to report illegal, unethical or other improper
activities at or in relation to the University and will protect Individuals from retaliation for
making any such report in good faith.



 
 
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Individuals have the right to report, without suffering retaliation, any activity by Oakland
City University or an Oakland City University employee that an Individual in good faith
reasonably believes: 1) violates any local, state or federal law; 2) violates or amounts to
noncompliance with a local, state or federal rule or regulation; or 3) violates fiduciary
responsibilities by the University to its constituencies.

In addition, Individuals can refuse to participate in an activity that would result in a
violation of state or federal statutes, or a violation or noncompliance with a local, state
or federal rule or regulation.

The whistleblower protection laws do not entitle Individuals to violate a confidential
privilege of Oakland City University (such as the attorney-client privilege) or improperly
disclose strategic plans or trade-secret information.

Employees have the duty to comply with all applicable laws and to assist Oakland City
University to ensure legal compliance. An employee or Individual who suspects a
problem with legal compliance is required to report the situation(s) to their supervisor,
other appropriate member of management, the Compliance Officer, the Board of
Trustees or the Employee Protection Hotline. Reports can be made anonymously
although anonymity often hinders investigations. Efforts will be made to keep a report
of unethical or illegal conduct as confidential as possible, consistent with the need to
fully investigate and prevent or correct the action.

Employees and Individuals may also report information regarding possible unlawful
activity to an appropriate government or law enforcement agency. No one who
makes a protected report will suffer harassment, retaliation or other adverse academic
or employment consequences.

Any Individual or employee who believes they have been retaliated against for whistle
blowing may file a complaint with Oakland City University’s Human Resource
department, Compliance Office, or the Board of Trustees.

3302: NONDISCRIMINATION/EQUAL EMPLOYMENT OPPORTUNITY POLICY
It is the policy of Oakland City University to provide equal opportunity for all qualified
persons in employment and in the educational programs and activities, which the
University operates. In full and complete compliance with federal laws and laws of the
state of Indiana and all regulations appertaining thereto, the University does not
discriminate among employees or students on the basis of race, creed, color, national
origin, age, disability, gender, status as a disabled veteran or veteran of the Vietnam
era, or other status or condition protected by applicable state or federal laws in
conducting its educational programs and activities.

In the employment of personnel, the University does not discriminate on the basis of

 
 
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race, color, national origin, age, disability, gender, status as a disabled veteran or
veteran of the Vietnam era, or other status or condition protected by applicable state
or federal laws. The University is a private church-related institution and strives to attract
those who espouse the Christian faith or those who would be comfortable in such a
religious context and environment.

All offices, schools, department s and other units of Oakland City University operate
pursuant to all applicable laws relating to equal employment and educational
opportunity and to affirmative action, including but not limited to, Title VII of the Civil
Rights Act, the Human Rights Act of 1977, Section 503 of the Rehabilitation Act of 1973,
Section 402 of the Vietnam Era Readjustment Act of 1974.

This policy applies to all conditions of employment, including but not limited to hiring,
placement, promotion, transfer, demotion, selection, recruitment, employment,
advertising, lay off and termination, compensation, and all other terms and conditions
of employment.

If any employee has any suggestion, problem or complaint with regard to an equal
opportunity matter, he/she should communicate this suggestion, problem, or complaint
by following the OCU grievance policy.

3302.1: AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY POLICY
Oakland City University is committed to the achievement of equal opportunity within
OCU. In this regard, OCU will recruit, hire, promote, educate, and provide services to
persons based upon their individual qualifications. OCU prohibits discrimination based
on arbitrary considerations of characteristics such as age, disability, ethnicity, gender,
marital status, national origin, race, or veteran status.

OCU also takes affirmative action in compliance with applicable federal, state and
local laws, statutes, regulations and executive orders to attract, to employ, to advance
in employment, and to ensure equality of opportunity in all aspects of employment for
individuals who are minority, female, individuals with disabilities, disabled veterans and
Veterans of the Vietnam Era.

3302.2: AMERICANS WITH DISABILITIES ACT
Oakland City University actively supports the Americans with Disabilities Act which
protects qualified individuals with disabilities from employment discrimination. Oakland
City University will work with employees and other associates to provide reasonable
accommodations as provided in the Act. If an employee believes he/she needs
accommodations or otherwise has a concern or issue regarding the ADA, they should
notify the Human Resource Department.

3303: SEXUAL HARASSMENT POLICY
It is the policy of Oakland City University that SEXUAL HARASSMENT OF EMPLOYEES OR
APPLICANTS FOR EMPLOYMENT WILL NOT BE TOLERATED.




 
 
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A copy of this policy shall be distributed to each employee. An additional copy of the
policy shall be kept in the permanent file of the Personnel Policies of Oakland City
University.

I.        DEFINITIONS
      As used herein, the term “sexual harassment” includes, but is not limited to, the
      following types of actions:
      1. Sexually oriented verbal kidding or abuse;
      2. Subtle pressure for sexual activity;
      3. Physical contact such as patting, pinching, hugging or constantly brushing
          against another’s body;
      4. Explicit demand for sexual favors;
      5. Verbal comment of a sexual nature about a person’s physical attributes or
          sexual activity;
      6. Displaying sexually suggestive objects, pictures or materials;
      7. Using disparaging, demeaning or sexist terms to refer to employees;
      8. Vulgar, sexist, abusive or suggestive jokes or teasing;
      9. Obscene gestures or suggestive of insulting sounds;
      10. Indecent exposure;
      11. Suggesting to an employee that he or she will advance further or faster in the
          University if he or she responds affirmatively to social or sexual contact with a
          superior.
      12. Comments regarding dating activities or habits;
      13. Any other activity which could be defined as or construed to be an unwelcome
          sexual advance, request for sexual favor, or other verbal or physical conduct of
          a sexual nature when submission to such conduct is made either explicitly or
          implicitly a term or condition of an individual’s employment or continued
          employment.

II.        APPLICATION AND PROCEDURE
      This Sexual Harassment Policy shall apply to both male and female employees and it
      is the policy of this Board that at no time will employment decisions be based upon
      sexual favoritism.
      Any person who feels that he or she is a victim of sexual harassment as
      contemplated under the terms and conditions of this Sexual Harassment Policy
      should immediately bring the matter to the attention of the victim’s superior or
      immediate superior. If the victim’s supervisor or immediate superior is involved in the
      complaint, or if for any reason the victim is uncomfortable about bringing the matter
      to the attention of his or her immediate supervisor or superior, the victim should
      report the incident to the Administrative Vice President, either orally or in writing, as
      soon as possible after the alleged incident occurs.


 
 
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       In the event that a complaint is reported, it is the policy of this Board that a thorough
       investigation of the complaint be immediately conducted at the direction of the
       supervisor in charge of the complaining employee, provided that supervisor is not
       involved in the complaint, or if said supervisor is involved in the complaint, then and
       in such event, a thorough investigation will be conducted by the Administrative Vice
       President. It should be understood by all persons affected by this Sexual Harassment
       Policy that any and all information collected during the investigation will be
       considered confidential, and will not be disclosed or discussed with any persons not
       directly involved with conducting the investigation or involved in determining what
       action, if any, should be taken in response to the complaint.

       All persons affected by this sexual harassment policy are assured, pursuant to this
       policy, that retaliation in any form against any person reporting a claim of sexual
       harassment will not be tolerated, and any such retaliation is hereby strictly
       prohibited.

III.         INVESTIGATION AND SANCTIONS
       In the event that an investigation of the sexual harassment complaint reveals that
       sexual harassment has indeed occurred in violation of this anti-sexual harassment
       policy, one or more of the following sanctions will be implemented against the
       person who performed such sexual harassment act or acts:
             1. Oral reprimand of the offending employee in the presence of the victim;
             2. Written reprimand of the offending employee, with a copy to be placed in
                the employee’s personnel file;
             3. Leave without pay;
             4. Suspension, with or without pay;
             5. Termination.
       It is the policy of the OCU Board of Trustees that the severity of the sanction will
       depend upon the severity of the harassing conduct and its effect upon the
       offended employee.
       At all times, persons affected by this Sexual Harassment Policy are encouraged to
       file their complaint timely and immediately after its occurrence. No employee
       should fear reprisals for the filing of a sexual harassment complaint and RETALIATION
       AGAINST ANY EMPLOYEE MAKING A SEXUAL HARASSMENT COMPLAINT OR ASSISTING
       IN A SEXUAL HARASSMENT INVESTIGATION IS STRICTLY FORBIDDEN.
             Retaliation includes, but is not limited to the following:
             1. Verbally demeaning a complaining employee;
             2. Unwarranted downgrading of performance appraisals;
             3. Trying to force the complaining employee into unwanted transfers or
                termination;
             4. Unfair criticism of an employee’s work;


 
 
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         5. Work sabotage (for example, withholding information from the employee
            that is important to the completion of the employee’s work, shutting the
            employee out of relevant meetings, setting impossible goals or quotas, etc.);
         6. Threats of physical or social reprisals.

IV.         SUMMARY
      It is the goal of Oakland City University to fully and completely eliminate from the
      work place any potentiality for sexual harassment to occur against any employee of
      the University. All employees are assured by this Policy that in the event of a
      complaint, both the complainant and the accused will be entitled to as much
      confidentiality surrounding the charge as is reasonably possible, both during and
      after the investigation. As an investigation proceeds, since employees may have to
      be contacted, each employee is hereby strictly advised not to discuss any meeting
      with an investigator of the complaint with any other employee, out of fairness both
      to the person bringing the charge and to the accused.
      The resolution of any sexual harassment complaint will be kept confidential, with
      information being disseminated only to those persons who need to know in order to
      implement resolution of the charges. All employees are reminded that the University
      has a responsibility to protect all employees, including the accused, and any
      accused person will have the opportunity to clear his or her name or to correct
      inappropriate conduct, depending upon the severity and frequency of the conduct
      in the past.

3303.1 AG: OTHER FORMS OF HARASSMENT
As used herein, the term “other forms of harassment” includes, but is not limited to, the
following types of actions:
    1. Threatening or abusive behavior, including acts, or threats of physical violence
       toward students or co-workers or supervisors.
           o Fighting, including provoking and/or agitating any others to fight.
           o Abusive behavior toward a student, co-worker, supervisor or visitor.
           o Threats of physical or social reprisals.
    2. Unprofessional/unworkmanlike conduct or malicious mischief, such as horseplay
       or reckless behavior and/or placing oneself, student or co-worker in
       apprehension of harm.
    3. Harassment of any kind including but not limited to racial, gender or sexual
       harassment.
    4. Unethical conduct or actions.
    5. Engaging in immoral or indecent conduct on University premises on University
       time.
    6. Rude behavior, including belittling or gossiping toward any fellow employee,
       student, or any other individual.


 
 
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    7. Verbally demeaning a fellow employee, student, or any other individual.
    8. Unwarranted downgrading of performance appraisals or unfair criticism of an
        employee’s work.
    9. Trying to force an employee into unwanted transfers or termination.
    10. Work sabotage (for example, withholding information from the employee that is
        important to the completion of the employee’s work, shutting the employee out
        of relevant meetings, setting impossible goals, etc.).

It is the policy of Oakland City University that harassment of employees or applicants for
employment in any form will not be tolerated. It is the policy of the OCU Board of
Trustees that the severity of the sanction will depend upon the severity of the harassing
conduct and its effect upon the offended employee. At all times, persons affected by
this Harassment Policy are encouraged to file their complaint timely and immediately
after its occurrence. No employee should fear reprisals for the filing of a harassment
complaint and retaliation against any employee making a harassment complaint or
assisting in a harassment investigation is strictly forbidden.

3304: RECRUITMENT AND HIRING
It is the policy of Oakland City University to recruit, hire and promote individuals who are
qualified for employment as determined by University’s standards. Our standards are
based on merit, education, ability, and experience and are in accordance with our
nondiscrimination/equal employment opportunity policy. All decisions regarding
employment are made solely on the basis of standards established by University policy.

a. To be considered for employment, a person generally completes the University’s
   application for employment which should be sent to Oakland City University, 138 N.
   Lucretia, Oakland City, Indiana in care of the Human Resource Office. A resume
   may also be submitted.

b. If an applicant furnishes false or misleading information on the application form or
   resume, the applicant will be refused employment or may be terminated if
   employment has commenced.

c. Background checks must be fully completed prior to the extension of any job offer
   unless written approval is received from the President or his/her designee for the
   background check to be initiated with completion scheduled within two weeks of
   the hire date.

d. Former employees who left employment with Oakland City University in good
   standing may be considered for re-hire. All re-hire applicants require prior HR
   approval and are subject to all new hire requirements. An employee, who leaves
   and returns to the University within three (3) months of the last day worked, is
   reinstated with his/her prior seniority date.



 
 
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e. Oakland City University attempts to fill job openings by considering present
   employees as internal candidates when feasible. Typically, positions are posted to
   communicate to potential internal candidates.

     Vacancy notices for full-time positions are prepared and distributed for public
     posting in accordance with federal requirements by the Human Resource Office in
     conjunction with the Office, Department, or School with a vacancy with the
     approval of the Executive Offices. Open positions are also posted on the OCU
     website as feasible.

f.   External candidates are identified and selected from the pool of applicants
     received by the listings from professional agencies and institutions of higher
     education, referrals by administrative officers and teachers, recommendations of
     colleagues at other institutions, contact made at professional meetings and from
     advertisements placed in professional publications and other various sources.

g. Upon employment with Oakland City University, the faculty member normally signs a
   contract with the University that runs from the date of employment to May 31.
   Contractual needs are reviewed and contracts are issued on an annual basis with
   contracts running from June 1 to May 31. However, all employees, including
   contractual employees, are ‘at-will’ employees.

 3305: ACADEMIC APPOINTMENTS AND PROMOTION
Oakland City University is dedicated to the discovery and the transmission of
knowledge and the achievement of excellence in its academic disciplines. Each
faculty member has a personal responsibility for contributing to the achievement of
excellence in his or her own academic discipline and for exercising the best judgment
in advancing the School and the University. Those faculty members holding the rank of
Professor have the greatest responsibility for establishing and maintaining the highest
standards of academic performance within the University. This Policy on the
Appointment and Promotion of Faculty exists to set the standards for appointment and
promotion to the various faculty ranks and to recognize and to encourage the
achievement of excellence on the part of the faculty members through promotion
within the faculty ranks. Through this process the University builds and enhances its
educational programs and services and it advances the state of knowledge which
supports growth and development as a whole.

I. Minimum qualifications for appointment or promotion to the academic and
academic administrative ranks

The only faculty positions which may involve promotion are: Professor, Associate
Professor, Assistant Professor, Instructor, and such other faculty positions as the Board of
Trustees may approve at some future date. The faculty employed as Adjunct and
Lecturer are considered non-rank and a person with this employment level may not

 
 
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seek promotion until such time as the person has completed a terminal degree. Rank
does not carry tenure at Oakland City University.

A. Faculty with Duties in Teaching and Research

1. Lecturer
An appointee to the position of Lecturer ordinarily shall hold a minimum of a master’s
degree in his or her field of specialization. There shall be evidence also of potential for
excellence in teaching and for a successful academic career. This person may be able
to hold this level until he or she has completed a terminal degree. A person at this level
must hold this position a minimum of three years prior to seeking promotion to the
Assistant Professor level if terminal degree has been completed.

2. Instructor
This employment level is limited to employees currently holding this rank. This level of
employment will be eliminated once all employees who currently hold this position
have completed a terminal degree or have separated from the University. An
appointee to the rank of Instructor ordinarily shall hold the highest earned degree in his
or her field of specialization. There shall be evidence also of potential for excellence in
teaching and for a successful academic career. This person may be able to hold this
level until he or she has completed a terminal degree. A person at this level must hold
this position a minimum of three years prior to seeking promotion. Promotion to Assistant
Professor will only be considered when the person has completed a terminal degree.

3. Assistant Professor
The appointee shall have qualities suggesting a high level of teaching ability in the
relevant academic field, and shall provide evidence of potential for superior research,
scholarship, or artistic creativity in the field. Because this is a rank position, the
appointee shall at the time of appointment show promise of having, the qualities
described under “Associate Professor” below. The doctorate or a terminal degree
within the discipline shall be a requirement for appointment to an assistant
professorship. A person in this position must hold this rank for a minimum of three years
prior to seeking appointment of Associate Professor.

4. Associate Professor
In addition to having the qualifications of an Assistant Professor, the appointee shall
have a high level of competence in teaching and advisement in the relevant
academic field, shall have demonstrated significant research, scholarship, or artistic
creativity in the field and shall have shown promise of continued productivity, shall be
competent to direct work of major subdivisions of the primary academic unit and to
offer graduate instruction. If appointed to the School’s Graduate Faculty, he/she shall


 
 
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be able to direct undergraduate and graduate research, shall have served the
campus, the profession, or the community in useful ways. A person holding the rank of
Associate Professor must hold this rank for a minimum of five years prior to seeking
appointment of Professor.

5. Professor
In addition to having the qualifications of an Associate Professor, the appointee shall
have established a regional, state, national and, where appropriate, international
reputation for outstanding research, scholarship or artistic creativity, and a distinguished
record of teaching. There also must be a record of continuing evidence of relevant
and effective professional service.

B. Faculty Engaged Exclusively or Primarily in Library Services
A librarian may hold the above identified ranks. Typically, a new librarian will initially
hold the position of lecturer. In order to hold any of the above ranks, the person has to
have completed a master’s degree from an American Library Association accredited
program.

C. Additional Faculty

1. Adjunct
The appointee shall be associated with the faculty of a school but shall not be essential
to the development of that school’s programs. The appointee may be paid or unpaid.
The appointee may be employed outside the University. The appointee shall have such
expertise in his or her discipline and be so well regarded that his or her appointment will
have the endorsement of the Dean of the School. Any Dean of a School may
recommend to the administration persons for this employment level. Appointments to
adjunct status shall not extend beyond the end of the contractual agreement.

2. Visiting Appointments
The prefix visiting before an academic title, e.g., Visiting Professor shall be used to
designate a short-term professional appointment. Typically, the position will not exist
beyond one calendar year.

3. Emerita, Emeritus
The word emerita or emeritus after an academic title shall designate a faculty member
who has retired from full-time employment at Oakland City University after meritorious
service to the University in the areas of teaching, research, or service. Emerita or
emeritus status may be conferred on Associate Professors, Professors, Distinguished
University Professors, and Librarians.



 
 
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4. Distinguished University Professor
The title Distinguished University Professor will be conferred by the President, with the
Board of Trustee approval, upon a limited number of Oakland City University faculty in
recognition of distinguished achievement in teaching; research or creative activities;
and service to the University, the profession, and the community. Oakland City
University faculty member who, at the time of approval of this title, carry the title of
Distinguished Professor, will be permitted to retain their present title or to change to the
title of Distinguished University Professor.

6. Other Titles
No new faculty titles or designations shall be created for Oakland City University without
approval of the President and the Board of Trustees.

II. Criteria for appointment and promotion

In case of both appointments and promotions every effort shall be made to fill positions
with persons of the highest qualifications. Search, appointment, and promotion
procedures shall comply with institutional policies, including affirmative action
guidelines, and be widely publicized and published.

It is the special responsibility of those in charge of recommending appointments to
make a thorough search of available talent before recommending appointees. At a
minimum, the search for full-time faculty with rank and academic administrators shall
include the advertisement of available positions in the appropriate media.

Decisions on appointments to positions holding rank must also take account of the
academic needs of the School and institution at the time of appointment and the
projected needs at the time. Schools shall recommend for initial appointment those
candidates who, at the time of consideration, are most likely to be compatible with the
School’s projected programmatic needs and the mission of the University. The School’s
recommendation will be forwarded to the Personnel Committee for the next level of
action toward the appointment.

The criteria to be considered in appointments and promotions fall into three general
categories: (1) performance in teaching, advising, and mentoring of students; (2)
performance in research, scholarship, and creativity; (3) performance of professional
service to the university, the profession, or the community.

The relative importance of these criteria shall be considered in every decision. The
criteria for appointment to a faculty rank shall be the same as for promotion to that
rank, whether or not the individual is being considered for an administrative


 
 
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appointment. Any exceptional or unusual arrangements relating to criteria for
promotion shall be specified in writing at the time of appointment and shall be
approved by the Dean of the School, by the Provost or his or her designee, and the
President. The Board of Trustees will be informed of this exception and this body reserves
the right to deny the exception.

Upon appointment, each new faculty member shall be given by his or her dean a copy
of the University’s Criteria for Promotion and the dean shall discuss the Criteria with the
faculty member. Each faculty member shall be notified promptly in writing by his or her
dean of any changes in the University’s Criteria for Promotion.

Decisions on promotion of ranked faculty members shall be based on the academic
merit of the candidate as evaluated using the relevant Criteria.

A. Teaching and Advisement
Superior teaching and academic advisement at all instructional levels (or reasonable
promise thereof in the case of initial appointments) are essential criteria in appointment
and position. Every effort shall be made to recognize and emphasize excellence in
teaching and advisement. The general test to be applied is that the faculty member be
engaged regularly and effectively in teaching and advisement activities of high quality
and significance.

The responsibility for the evaluation of teaching performance rests on the School of the
faculty member. The University shall develop and disseminate the criteria to be used in
the evaluation of the teaching performance of its faculty members in the various
schools. The evaluation should normally include opinions of students and colleagues.

B. Research, Scholarship, and Artistic Creativity

Research, scholarship, and artistic creativity are among the primary functions of the
university. A faculty member’s contributions will vary from one academic or professional
field to another, but the general test to be applied is that the faculty member be
engaged continually and effectively in creative activities of distinction.

C. Service

In addition to a demonstrated excellence in teaching and in research, scholarship and
artistic creativity, a candidate for promotion should have established a commitment to
the University and the profession through participation in service activities. Such
participation may take several different forms: service to the university; to the profession



 
 
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and higher education; and to the community, school systems, and the governmental
agencies.

III. Appointment of faculty

A. Search Process

Faculty review committees (School level and Administrative level) are an essential part
of the review and recommendation process for new full-time faculty with rank
appointments. The procedures which lead to new faculty appointments should hold to
standards at least as rigorous as those that pertain to promotions to same rank.

B. Offers of Appointment

1. An offer of appointment to a faculty position with rank can be made only with the
approval of the President or his or her designee and the Board of Trustees.

2. All faculty appointments are made to a designated rank effective on a specific date,
normally the first of the next academic year

C. Provisions Related to Appointment, Promotion, and Termination

The following provisions reflect the mission of Oakland City University and are to be
furnished to all new faculty members at the time of initial appointment.

1. Adjustments in salary or advancement in rank may be made under these policies.

2. Full-time appointments or promotions to faculty positions with rank require the written
approval of the President and the Board of Trustees.

3. A term of service may be terminated by the appointee by resignation according to
the terms of the contractual agreement.

4. The President may terminate the appointment of an appointee according to the
terms of the contractual agreement and University policy. Termination for cause is
conditioned upon provision that the charges be stated in writing, that the appointee
be furnished a copy thereof, and that the appointee be given an opportunity prior to
such termination to request a hearing by an impartial hearing committee as outlined in
the Grievance Procedure provided in the Faculty Handbook.
5. If an appointment is terminated, the President may, at his or her discretion, relieve the
appointee of assigned duties immediately or allow the appointee to continue in the


 
 
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position for a specified period of time. The Board of Trustees will be informed of any
action taken.

6. The University may terminate any appointment because of the discontinuance of the
program or school in which the appointment was made; or because of the lack of
appropriations or other funds with which to support the appointment. Such decisions
must be made in accordance with written University policies and approval of the Board
of Trustees.

7. Appointments shall terminate upon the death of the appointee.

8. The appointee shall be subject to all applicable policies and procedures duly
adopted or amended from time to time by the University Board of Trustees including,
but not limited to, policies and procedures regarding annual leave; sick leave;
sabbatical leave; leave of absence; outside employment; patents and copyrights;
scholarly and professional misconduct; retirement; reduction, consolidation or
discontinuation of programs; and criteria on teaching, scholarship and service.

D. Provisions Relating to Formal Promotion Reviews

1. Reviews for promotion shall be conducted according to the duly adopted written
policies and procedures of the University.

2. The Faculty Personnel Committee is a part of the review process.

3. Each review by the Personnel Committee and each review by the Dean of the
School shall be focused on the evaluation of the candidate using the Criteria for
Promotion of the University as outlined in the Portfolio Promotion for Rank.

At the administrative levels of review, these promotion materials include the personnel
committee recommendation and the letter from the respective School Dean.

4. Because he or she provides an independent evaluation of the person seeking
promotion, the Provost or his/her designee is ineligible to vote at Personnel Committee
level.

5. Candidates shall have the right to appeal negative promotion decisions.

3307 AG: SALARIES
All new faculty members with rank are hired on the basis of an Initial Faculty
Employment Step System for Salary Schedule. This point system is used for placement on


 
 
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the salary schedule only. The Board of Trustees allows the administration to deviate from
the scale if a potential faculty member is essential to fill a position that cannot otherwise
be filled. The Executive Committee of the Board of Trustees must approve this deviation.

 The salary schedule is approved by the Board of Trustees annually. The salary schedule
is subject to change and revision at the direction of the Board of Trustees.

The faculty may be given a percentage raise annually along with a new step up the
Salary Scale.

Contracts call for salaries based on a school year of nine months for the faculty.

The faculty member may elect whether he or she is to receive installments of the
academic year salary over nine months or 12 months. The faculty member may elect
direct deposit or salary checks are available in the Business Office on the first banking
day of the month.

               Initial Faculty Employment Step System for Salary Schedule
Steps on the salary schedule may be approved based on the following criteria.

       1             Each year of college or university teaching (maximum of 10 steps)
       1             For each five-year block of teaching beyond the first 10 years
       ½             For each year of pre-university teaching
       ½             Graduate Teaching Assistant (½ step per year as assistant;
                     maximum of 2 years and/or steps)
       ½             For each year of non-teaching but content related work
                     experience/presentations at conferences (maximum of 5 years
                     and/or steps)

       Additional consideration may be given for published research completed at
                    postdoctoral level

ADJUNCT FACULTY PAY
The current pay scale for adjunct instructors and for faculty overload pay is available in
the Human Resource office.

Clarification on Undergraduate Instructional Times: If an instructor teaches a course with
multiple prefixes or academic levels during a given semester, it is only counted as 1
instructional time for determining salary and teaching load.




 
 
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3310 AG: EVALUATIONS
Faculty evaluations are generally conducted annually. The purpose of the evaluation is
to provide a means to communicate with an employee and provide feedback on
employee job performance, to identify and develop performance standards, to
maintain the current level of performance or to improve employee performance, to
identify additional training and professional development needs, to discuss
departmental and university-wide goals, to set goals and objective for the employee
and supervisor, and to help the employee realize their potential in their job.

3311 AG: FACULTY EVALUATION BY STUDENTS
Students evaluate the faculty generally on an annual basis in each class for which the
student is enrolled. The process is confidential among the Office of Academic Affairs,
the faculty member and the dean of the respective school. Students do not sign their
names to the evaluation forms. The tabulation of the forms is not returned to the faculty
member until grades are given for the semester. The individual faculty member’s
evaluation is not shared with any student or with other faculty members. Written
comments by the students are typed on the final tabulation for the faculty member.
Adjunct instructors are generally evaluated each semester.
The purpose of the evaluation process is to assist the University instructor in recognizing
his/her areas of strength as well as those areas of needed improvement from the
student’s perspective. The evaluation process also assists the Provost in an individual
conference with that faculty member throughout the year.

3312 AG: FACULTY EVALUATION BY DEAN
Faculty members are expected to set annual goals and strive to meet them. As a part
of the University’s assessment system for improved instruction, meeting these goals is
expected. The Dean of each school works with faculty and monitor faculty progress.
An annual evaluation is written by the Dean and shared with the faculty member. A
copy of the evaluation is forwarded to the Provost for the faculty member’s file.

3313 AG: EMPLOYMENT FORMS
Generally, submission of the following information is required for employment and
payment of personnel. Information submitted on the forms must be accurate and valid.

       1. Letter of Application, if applicable
       2. Oakland City University employment applications
       3. Resume, if applicable
       4. Transcripts, if applicable
       5. Employment references
       6. Disclosure to Employment Applicant Regarding Procurement of a Consumer
          Report


 
 
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      7. Release Authorization for Fair Credit Reporting Act
      8. Immigration and Naturalization Service Form I-9
      9. State and Federal W-4 Statements
      10. Health and Dental Insurance Forms, as applicable
      11. Additional benefit forms (i.e. long-term disability), as applicable
      12. Time Cards (non-exempt employees)

3314 AG: PERSONNEL FILES
Oakland City University maintains personnel information on employees. The contents of
personnel files are strictly confidential and are kept for administrative and emergency
purposes only. Individuals upon request may review their file and in reasonable,
scheduled time.

It is your responsibility to notify the HR Coordinator promptly and in writing of any
changes that are essential to maintaining your personnel file and for the administration
of benefits. Accurate information must be provided as changes occur in your:
      1. Address or telephone
      2. Marital status
      3. An increase or decrease of beneficiaries or dependents
      4. Person or persons to notify in case of an accident
      5. Other important information

If you are a full-time employee receiving health benefits with the University you are
required to report changes in the status of dependents so your insurance coverages
can be adjusted accordingly. (For example: changes in marital status as well as
dependents reaching 19 years of age or if a full-time student 25 years of age affect
insurance coverages.)

In addition, employees should give notification about the completion of any training or
educational courses they have undertaken or completed.
The University verifies dates of employment to what it deems legitimate inquiries but no
other personnel information is provided without written release from the employee.

3315 AG: CONFIDENTIALITY OF RECORDS AND EXTERNAL COMMUNICATIONS
How students, the media, accrediting bodies, special interest groups and the general
public perceive Oakland City University is a direct result of the external communication
activities carried out by employees. These external communications have a significant
impact on student enrollment and our services to the community. In order to provide
the best image of OCU, it is important that the messages we communicate are positive
and consistent with our mission, values, and policies.



 
 
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The information contacts for news media and for any person or organization outside
OCU are the President and the Vice President for Administration and Finance.
Collectively, they are responsible for approval of press releases, responding to media
inquiries, and coordinating interviews with the media.

Oakland City University does not maintain membership lists of student organizations,
specifically related to matters of political belief or action. To communicate with a
campus group, the institution needs only to know its officers, not its entire membership.

In compliance with state and federal laws and Board of Trustees’ policy, the release of
confidential and protected information regarding employees, students, and the
operation of the University is strictly prohibited. All information of a confidential nature
relating to a faculty member must come from Human Resources.

No list of students or faculty is provided to any commercial organization, except
publishers of textbooks and dealers in educational supplies and equipment. In every
case where such a list is provided it is made clear that it is to be used for the purpose for
which it was given.

3316 AG: FRINGE BENEFITS
The University provides the following benefits, beyond salary, for each full-time
employee. Please refer to the appropriate Summary Plan Description for the details
about each benefit, the explanations provided in this policy are abbreviated and
should not be relied upon in determining benefits under the various plans.

The University reserves the right to amend, change, self-insure, terminate or modify each
of its insurance and other benefit plans from time-to-time, including, but not limited to,
the right to change insurance policies, carriers, administrators, shared costs and plan
designs. The terms of the various insurance plans shall be in conformance with
underwriting principles, including, but not limited to, eligibility of employees and their
dependents, coordination of benefits, subrogation, consideration of pre-existing
conditions, exclusions, non-duplication and protection against fraud, all as permitted by
law. If questions about coverage arise, the contract(s) of insurance shall control and
shall reflect the full extent of the University’s responsibility regarding benefits provided.
In the event of any misstatement of fact, or any dispute concerning eligibility, coverage
of benefits, the specific terms and conditions of the applicable policy, contract or Plan
Document shall be controlling and, other than clearly designated self-insured benefits,
the University will not under any circumstances be liable as an insurer of any employee
benefits.




 
 
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3317 AG: MEDICAL INSURANCE
The University offers a limited medical and hospitalization Health Insurance Plan to full-
time employees. Full-time employees are eligible for medical insurance on their first day
of employment. The University and the insured employee share the cost of the monthly
premium. Additionally, full-time employee dependents may also be covered through
payroll deduction; the University pays part of the medical insurance premium with the
employee paying the balance of either a single or family plan. The employee through
payroll deduction pays the additional cost if he/she desires the coverage. An abstract
of benefits brochure that describes the plan is available in Human Resources. For
complete information about this benefit, employees should consult the Summary Plan
Description.

3318 AG: DENTAL INSURANCE
The University sponsors a dental insurance program for eligible employees and their
eligible dependents; this program provides dental coverage at group insurance rates.
Full-time employees are eligible for dental insurance on their first day of employment.
The employee is responsible for full dental premium amount, which are payroll
deducted. For complete information about this insurance benefit, employees should
consult the Summary Plan Description.

3319 AG: FLEXIBLE BENEFITS PLAN
Oakland City University participates in a Flexible Benefits Plan known under Federal tax
laws as a "cafeteria plan." The purpose of the Plan is to allow full-time employees to use
funds provided by the employer through employee salary redirection.

3320 AG: GROUP LIFE INSURANCE
The University provides group life insurance for full-time employees. This group plan
provides for up to $35,000 coverage for administrators, faculty and staff members. The
University pays the premium for this insurance. The beneficiary for this policy is of the
employee's choosing. For complete information about this benefit, employees should
consult the Summary Plan Description.

3321 AG: LONG AND SHORT-TERM DISABILITY BENEFITS
Long -term disability:
The University provides group long-term disability insurance for all full-time employees.
The University pays the insurance premium in full. Full-time employees may become
eligible for the long-term disability benefit following a 90-day waiting period, subject to
qualification for the disability benefit as determined by the insurance carrier as
specified by the contract. The University’s long-term disability insurance pays a benefit
of 60% of the base salary to a maximum monthly benefit of $5,000 to normal
retirement age, subject to reduction of benefits. Amount and duration of

 
 
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benefits is dependent upon employee’s base salary at the time of the disability.
For complete information about this benefit, employees should contact the
Human Resource Department or consult the Summary Plan Description.

Short-term disability:
The University offers a short-term disability benefit (STD) to provide a temporary source of
income to eligible full-time employees who are unable to work due to a non work-
related accident, injury, illness or other temporary disability.
The employee must have exhausted any and all sick time in order to be eligible to
receive short-term disability benefits. An employee receiving workers’ compensation is
ineligible for this benefit. Additionally, to be eligible for short-term disability benefits, the
employee must not engage in outside employment and is expected to avoid activities
that may delay recovery and a return to work.
The employee must provide medical certification that the employee is unable to work,
documenting the beginning and expected duration of the period the employee is
unable to work. This certification, along with the employee’s written leave request, must
be submitted to the HR Office.
The STD benefit payments are based on doctor’s certification up to the maximum
provided as follows:
    • 100% of employee’s regular base salary for two weeks, and then
    • 60% of the employee’s regular base salary for a total short-term disability benefit
        of 60 days.
A medical certification from the health care provider that provides a full written
medical release and verification of the employee’s fitness to return to work (or
documented restrictions as to the specific modified work or alternate work) is required
prior to an employee’s return to work.
STD benefits are self-funded. The University has full discretion to determine eligibility and
to determine whether a claim for short-term benefits should be paid or denied.

3322 AG: EMPLOYEE AND DEPENDENT GRANTS
Free undergraduate tuition is provided for Cabinet, full-time faculty with rank, their
spouses, and those claimed as dependents for Federal Income Tax purpose except for
the undergraduate degree programs offered by the School of Adult and Extended
Learning. Cabinet, faculty members, their spouses and dependents (as described
above) are eligible for a 3/4-tuition grant to pursue the undergraduate degree
programs in the School of Adult and Extended Learning.

There are no tuition reduction benefits for graduate degree programs offered in any of
the Schools. Periodically money may become available (i.e. grant money, specified
donations, etc.) so that the Board of Trustees and the CEO may identify scholarships for



 
 
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graduate programs to cover tuition for full-time employees. There is no guarantee that
this will be available each and every academic year.

No tuition or auditing benefits are provided for dependents of full-time employees not
specified in paragraph one.

Tuition or auditing fees for full-time employees is free for one undergraduate course
(three hours - traditional or SAEL) per semester after six months of full-time employment
at the University. No more than one course may be taken between the hours of 8:00
a.m. and 4:30 p.m. If an employee opts to take an additional course/s during the
semester, it must be taken in the evening and at the expense of the employee.
Employees utilizing this benefit are expected to choose from on campus face-to-face
course offerings. Full-time Department of Correction employees may choose to utilize
the on-line offerings. This benefit applies only to tuition and does not cover any books or
course fees.

Full-time employees are eligible for a 3/4 tuition grant to pursue the undergraduate
degree programs in the School of Adult and Extended Learning. This benefit does not
include any necessary books or fees and cannot be combined with any other course
benefits described in the previous paragraph during the same semester.

3323: 403(b) RETIREMENT PLAN

A 403(b) plan is a tax-advantaged retirement savings plan. As per the Oakland City
University plan documents, TIAA-CREF is currently the approved vendor for investments.
Participation is voluntary. When a qualified employee chooses to participate they will
have 5% of their base salary matched equally by the University. Adjunct Faculty (who
teach 6 or more credit hours per semester) through the rank of Professor are considered
qualified employees. Employees may choose to enter the plan on January 1 or July 1
after their first full year of service.

University match contributions shall be vested as scheduled below. All contributions
made on behalf of employees hired prior to November 6, 2009 are fully vested for
employer contributions.

          Less than 2 years of service                  0%
          2, but less than 3 years of service           20%
          3, but less than 4 years of service           40%
          4, but less than 5 years of service           60%
          5, but less than 6 years of service           80%
          6 or more years of service                    100%




 
 
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3325 AG: PROFESSIONAL CONFERENCES/DUES
The University provides travel money to be divided among the faculty for attendance
at professional conferences and meetings. Each faculty member is provided a minimal
amount to pay professional dues.

3326 AG: VACATION
The following vacation policy is in effect at Oakland City University. Paid vacations are
available for full-time, academic staff members, who work 12 months per year.

Vacations are earned on a contact year basis on the employee’s annual contract
date of June 1 after having worked a minimum of 20 (8 hour) work days.

The amount of paid vacation time an employee receives increases with the length of
his/her employment as shown in the following schedule. An employee must have
worked a minimum of 120 (8hr) work days since the prior June 1 to meet the year
requirement.

Completed Years of Employment            Vacation time earned on annual contract
                                         date
After less than 12 months                Prorated at .5 for each 20 (8hr) work days
After 1 year                             5 days
After 3 years                            10 days
After 9 years                            15 days

Vacation hours are not cumulative from year to year and there is no cash
compensation for vacation time not taken.

Vacation time is paid at the employee’s base rate at the time the vacation time is
taken. Vacation time is paid as regular hours and is not included when calculating
overtime payments.

Vacation time must be requested in writing, approved, and scheduled with the
employee’s supervisor. Vacation requests should be submitted on the Oakland City
University Leave Request form.

A vacation request is not a guarantee that the time off will be granted. No more than
one staff member is approved for vacation during the same time period in the same
office. Vacation requests are approved based on University staffing requirements. In the
event that a vacation time request creates a conflict, preference is given on the basis
of timeliness of the request and length of employment.



 
 
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Paid holidays falling within a scheduled vacation time are not charged against earned
vacation days.

If an employee’s job status changes from part-time to full-time, the employee earns
vacation time benefits according to the schedule listed above after one year from their
change -of -status date.

If an employee’s job status changes from full-time to part-time, the employee has until
the end of their current contract to use any vacation time that had been earned.

In the event of employee termination, any unused vacation time that has been earned
is paid to the employee on the employee’s next regularly scheduled payday.

In the event of a death of an employee, any unused vacation time that has been
earned, is paid to the employee’s spouse, beneficiary, estate, or as otherwise required
by law.

3327 AG: HOLIDAY SCHEDULE
The University recognizes various holidays. A list of the specific holidays to be observed
for each year is distributed annually.

Full-time employees are immediately eligible for and receive pay for each designated
holiday when the holiday falls on a date that they would have normally been
scheduled to work. The amount of holiday pay is in proportion to the employee’s
normally scheduled number of hours, which is paid as regular straight-time
compensation.

The holidays typically celebrated are:
   1. Labor Day
   2. Thanksgiving and the day after Thanksgiving (Thursday and Friday)
   3. Christmas (Christmas Eve, Christmas Day and the six days between Christmas
      Day and New Year's Day)
   4. New Year's Day
   5. Easter (Good Friday and the following Monday)
   6. Memorial Day
   7. Independence Day

To be eligible for holiday pay, the employee must be full-time and have worked the
regularly scheduled hours the workday prior to and after the holiday, or have a pre-
approved vacation day.



 
 
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Holidays for employees involved in the Indiana Department of Corrections programs
follow the federal government’s holiday calendar.

3328 AG: ANCILLARY SERVICES
The President may establish guidelines for ancillary services. These guidelines will outline
employee participation in and use of facilities.

3328.1 AG: BOOKSTORE
A ten percent discount on items purchased in the University bookstore is available to
employees, and their dependents.

3328.2AG: LIBRARY
Full Library facilities are extended to all employees.

3328.3 AG: ADMISSION TO HOME ATHLETIC EVENTS
Free admission is provided for all home athletic contests and many other school
functions for faculty members and their dependents.

3330 AG: FAMILY AND MEDICAL LEAVE OF ABSENCE
Employees of Oakland City University are eligible for family and medical leave if they
have at least 12 months of service, have worked at least 1,250 hours within the
preceding 12-month period, and work at a worksite where there are at least 50
employees within a 75-mile radius. If eligible, an employee may be able to take up to
12 work weeks of unpaid leave during a 12-month period for the following reasons:

    •   The birth of a child (including incapacity due to pregnancy or for prenatal care)
        or to care for a child (within the first 12 months after birth);
    •   The placement of a child with the employee for adoption or foster care and to
        bond with and care for the child (within the first 12 months after placement);
    •   To care for an immediate family member who has a serious health condition;
    •   For a serious health condition that makes the employee unable to perform the
        functions of his/her position; or
    •   If the employee experiences a qualifying exigency arising from the fact that a
        spouse, parent, or child has been called to or is on active military duty in support
        of contingency operations as a member of the National Guard or military
        reserves.

The 12-month period over which qualified leave may be taken is a rolling period
measured backward from the date an employee uses any FMLA leave.

Military Caregiver Leave.
In addition, an eligible employee who is the spouse, parent, child, or next of kin of a
current member of the Armed Forces (including the National Guard or Reserves) who

 
 
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was injured while on active duty or who is on the temporary disability retired list may be
eligible for up to 26 weeks of FMLA leave in a single 12-month period, including the
types of leave listed above. The single 12-month period begins on the 1st day the
eligible employee takes military caregiver leave and ends 12 months later.

Definitions.
A “serious health condition” is an illness, injury, impairment, or physical or mental
condition that involves either an overnight stay in a medical care facility, or continuing
treatment by a healthcare provider for a condition that either prevents the employee
from performing the functions of the employee’s job, or prevents the qualified family
member from participating in school or other daily activities.

For purposes of Military Family leave a “qualified exigency” may include the following:
    • Short-notice deployment
    • Military events and related activities
    • Childcare and school activities
    • Financial and legal arrangements
    • Counseling
    • Rest and recuperation
    • Post-deployment activities
    • Other activities not covered above but agreed to by Oakland City University
       and the employee.

Employee Notice of Leave.
When requesting leave, the employee must:
  • Supply sufficient information for Oakland City University to be aware that the
      FMLA may apply to the leave request, as well as information regarding the
      anticipated timing and duration of leave;
  • Provide written notice of the need for leave to the Human Resource officials at
      least 30 days in advance or as soon as practicable if the need for leave is not
      foreseeable;
  • Cooperate with all requests for information regarding whether absences are
      FMLA-qualifying.

Failure to comply with these requirements may result in leave being delayed or denied.

Employer Eligibility and Designation Notices
Absent extenuating circumstances, within 5 business days of an employee’s request for
leave, Oakland City University will provide notice of an employee’s eligibility to take
FMLA leave. This will generally be accomplished via the issuance of a Notice of
Eligibility and Rights (Form WH-381). If the University is unable to determine if an
employee’s request for leave can be approved an employee may be required to
provide additional information. Absent extenuating circumstances, within 5 business
days of the University’s receipt of all information needed to make a determination, an

 
 
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employee will be provided with a Designation Notice (Form WH-382) that the University
has approved the request for FMLA leave. This Notice may also be used if additional
information is needed to determine whether to approve a request.

Intermittent Leave.
When medically necessary, employees may take FMLA leave intermittently or on a
reduced schedule basis for their own serious health condition, the serious health
condition of a family member, or for military caregiver leave. An example of
intermittent leave would be when an employee takes a few days in the week off for
medical reasons, rather than taking leave time in one continuous period. Reduced
leave means the employee continues to work during the leave but on a part-time or
reduced work schedule.

Employees are required to cooperate with Oakland City University to discuss and
arrange reduced work schedules or intermittent leave so as to minimize disruption of
business or other operations. Employees are expected to consult with University officials
prior to the scheduling of planned medical treatment in order to arrange a satisfactory
schedule which best suits the needs of both the University and employee.

Qualifying exigency leave may be taken intermittently without regard to medical
necessity or disruption of business operations.

Leave because of the birth or adoption of a child may not be taken intermittently and
must be completed within the 12-month period beginning on the date of birth or
placement of the child.

Medical and Other Certifications.
Employees will be required to provide a medical certification if the leave request is:

    •   for the employee's own serious health condition (Form WH-380-E),
    •   to care for a family member's serious health condition (Form WH-380-F), or
    •   military caregiver leave (Form WH-385).

Oakland City University, at its expense, may require a medical examination by a health
care provider of its own choosing if it has a reasonable question regarding the medical
certification provided by the employee. In lieu of a second opinion, Oakland City
University’s HR officials may contact the health care provider directly to clarify or
authenticate a medical certification, including certifications for military caregiver leave.
Second opinions may not be required for military caregiver leave.

Separate certification may also be required regarding the nature of the family


 
 
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member's military service and/or the existence of a qualifying exigency (Form WH-384).

If a medical condition lasts longer than a year, a new medical certification may be
required for each leave year.

Employees have up to 15 calendar days in which to provide a required certification;
additional time may be permitted in some circumstances. Failure to provide a required
certification in a timely manner may result in denial of the leave until it is provided. If an
employee refuses or fails to provide a certification, his/her leave request may be
denied and the employee may be disciplined and/or considered to have voluntarily
resigned employment with the University.

Fitness for Duty Certifications.
Because Oakland City University wishes to ensure the well-being of all employees, any
employee returning from FMLA leave for his/her own serious health condition will need
to provide a Fitness for Duty certification signed by his/her health care provider. An
employee who fails to provide a Fitness for Duty certification will be prohibited from
returning to work until it is provided. Further, an employee who fails to provide a Fitness
for Duty certification may be disciplined or terminated.

Fitness for Duty certifications may be required when an employee returns from
intermittent FMLA leave if serious concerns exist regarding the employee's ability to
resume his/her duties safely.

Maintenance of Benefits.
Oakland City University will maintain group health care benefits for the employee while
on FMLA leave by paying the University’s portion of the premium, but the employee is
responsible for paying his/her normal monthly contribution. When paid leave time is
substituted for unpaid FMLA leave, group health premiums are deducted from payroll.
During any unpaid FMLA leave, the employee’s portion of the group health premiums is
to be paid once per month to the Business Office, due the first of each month.

For approved leaves of absence, the University continues the employee’s coverage
under the life and long-term disability insurances that are non-contributory by the
employee for the duration of the approved leave, up to a maximum of 12 weeks.
Employees on approved leave are responsible to pay premiums for all voluntary
insurance coverages that are contributory by the employee for employee, spouse or
family coverage.

If, due to circumstances beyond the employee’s control, group health premium
payments are not made during an approved leave, the employee or designee is


 
 
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required to contact the HR office. If any premium payment is more than thirty (30) days
late, the employee’s group health coverage may be dropped during the duration of
the leave.

If the employee elects not to return to work at the end of the leave period, the
employee will be required to reimburse Oakland City University for the cost of premiums
paid for maintaining coverage during the leave period. All other benefits cease to
accrue during the unpaid portion of the leave unless otherwise specifically provided by
the terms of the benefit plan document or policy.

Concurrent Leave.
Employees must use any accumulated sick leave, vacation time, or other paid time off
(PTO) to the extent available during FMLA leave unless such leave is covered under
workers' compensation, in which case the employee may use accumulated leave time
only for the purpose of satisfying any waiting period. Absences in excess of these
accumulated days will be treated as FMLA leave without pay. Absence from work due
to a worker’s compensation injury is treated as and runs concurrent with available FMLA
leave.

Married Couples Who Work for Oakland City University.
If an employee and his/her spouse both work for Oakland City University, they are both
eligible for leave. The employee and employee spouse may be limited to a combined
total of 12 weeks of FMLA leave in a 12-month period if the leave is taken for:

    •   The birth, adoption, or foster placement of a child;
    •   To care for and bond with such child who does not suffer from a serious health
        condition;
    •   To care for a parent with a serious health condition; or
    •   A combination of the above.

For Military Caregiver leave, the employee and employee spouse may be limited to a
combined total of 26 months of leave in a 12-month period, including the types of
leave listed above in this paragraph.

Absenteeism.
Employees must personally report their inability to report to work to their supervisor by
telephone by 9:00 a.m. of the day of absence unless they are medically unable to
make the telephone notification because of a medical condition. In the latter
circumstances, once the employee’s condition has stabilized and the employee is able
to use the phone a notification must be made. Further, employees are required to call
in on each day of absence unless an agreed-upon return-to-work date or other specific
arrangements have been made with their supervisor or Human Resources. All such

 
 
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agreements must be in writing.

Return from Leave.
Upon return from leave, the employee will be restored to his/her original or an
equivalent position. An employee who fails to return within two (2) days at the end of
FMLA leave and who is not eligible or approved for additional leave will in most cases
be considered to have voluntarily resigned his/her position with Oakland City University.

Additional Leave
In the case of employees who request additional leave time, Oakland City University, in
its sole discretion, may grant such leave for up to [12 additional workweeks] when such
action is determined to be in the best interest of Oakland City University. Any such
additional leave must be taken consecutively and may not be taken intermittently or
on a reduced schedule basis. Employees who do not return to work within two (2) days
at the end of any additional leave will be considered to have voluntarily resigned and
their employment will end unless they are entitled to additional leave as a reasonable
accommodation under the Americans with Disabilities Act.

Other Employment.
Employees on an approved leave of absence may not engage in any form of self-
employment or perform work for any other employer during that leave, except when
the leave is for military or public service or when the employment has been approved in
writing in advance by Oakland City University and the employee’s reason for leave
does not preclude the outside employment. Employees who violate this policy or who
use a leave of absence or application for leave of absence as a subterfuge for any
other reason may be disciplined up to and including discharge.

Policy Construction.
It is the intent of Oakland City University that this policy and the procedures listed above
be construed and administered in a manner consistent with all applicable laws and
regulations relating to the FMLA. If you have any questions or concerns or for additional
information and details about Family & Medical Leave Act and your rights and
obligations, please contact the Human Resources Department.

3332 AG: COMPASSIONATE LEAVE
In the event of a death in the immediate family of the employee, the University grants
up to one week with pay. Immediate family is defined as: mother, father, sister,
brother, spouse, children, mother-in-law, father-in-law, or employee's grandparents.




 
 
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3334AG: EDUCATIONAL LEAVE
Faculty members who are interested in leaves of absence from the University should
contact the Provost. Educational leaves are unpaid unless the leave is grant
sponsored. Leaves are valid for one academic year only. Renewals must be secured
by executing another leave agreement, which is mutually satisfactory to the University
and the faculty member. All leaves are subject to approval by the Board of Trustees
before they are binding on the University. The faculty member agrees to return to
Oakland City University upon a mutually agreed date. The leave agreement is
signed/approved by the faculty member, the President, and the Chairman of the
Board of Trustees.

3335 AG: JURY DUTY
An employee who is summoned to report for jury duty, is selected, and is required to
serve as a juror, is excused from work by the University. Jury duty is unpaid. The
employee must notify his/her supervisor in advance by submitting a copy of the Jury
Summons for an absence due to jury duty. The employee is expected to report for work
for a partial day if jury duty is not scheduled for the full workday.

Upon the employee’s return to work, the employee is required to provide the court
documents demonstrating the actual length of jury duty service.

3336: REQUIRED COURT APPEARANCE
Full-time employees who are required to appear in court may be granted unpaid time
for such appearance. If the required court appearance is in support or on behalf of the
University, the time required to appear is generally paid.

Upon the employee’s return to work, the employee is required to provide the court or
payroll documents demonstrating the actual length of court appearance.

3337 AG: SOCIAL SECURITY
All employees of Oakland City University are required to participate in the Federal Old
Age and Survivors Insurance Plan, more commonly known as Social Security. The
University at the rate established by the current regulation matches the contribution
made by the employee.

3338: WORKMAN'S COMPENSATION
Employees are covered by Workmans’ Compensation for accidents, which arise out of
and in the course of the employee’s employment. Any accident that occurs at work
must be reported to Human Resources within 24 hours.




 
 
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An injured employee must immediately secure a letter from a physician stating whether
the employee is able to return to work with or without restrictions. If unable to return to
work, obtain a date for the employee to return to the physician to be re-evaluated or
an estimated return to work date. No employee may return to work without the above
written medical documentation.

A Workers’ Compensation injury that requires leave time to recover, and the employee
has a serious health condition to the extent that it qualifies under FMLA, is designated as
FMLA leave and run concurrently with FMLA leave.

3339 AG: BLOODBORNE PATHOGEN
Oakland City University adopts the federal OSHA Blood Borne Pathogens Standard to
minimize work place exposure to human immunodeficiency virus (HIV), hepatitis B virus
(HBV), and other blood borne pathogens.

3340 AG: CAMPUS SAFETY AND SECURITY
Oakland City University exerts every effort to eliminate or reduce the possibility of
accidents to people and losses of property.

The University does not have health services. Staff members who become aware of an
injury or illness should follow normal emergency procedures.

All accidents and/or crimes must be reported to the appropriate office to comply with
federal crime and security reporting act guidelines. First aid kits are available in each
building and the Human Resource Department maintains emergency numbers.

All occurrences of damage or personal injury must be reported in writing to the
Executive Offices within 24 hours. The report should contain the names of those
involved, name of witnesses, and a complete description of what happened (time,
place, circumstances, and any other pertinent facts relevant to the incident).

The University may periodically search and inspect both University property and
personal items, including vehicles, in any and all areas of the University’s campuses and
other property, parking lots, including bordering streets used for University parking.
Employees and any other individuals on University property are expected to cooperate
in any search, inspection, or investigation. The University is committed to enforcing its
policies and procedures, including but not limited to the policies contained in this
handbook. Any violation to the University’s policies and procedures may be subject to
disciplinary action up to and including termination. Additionally, the University reports
to the appropriate authorities any illegal items that are found and documents such
notification.


 
 
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V.    3400: CONDITIONS OF EMPLOYMENT

3401 AG: WORKING HOURS
The normal workweek for full-time faculty and staff is from 8:00 a.m. to 4:30 p.m.
Monday through Friday. Since the University is open from 8:00 a.m. to 10:00 p.m., hours
of work may vary. The pay period begins on Monday at 12:01 a.m. and terminates on
Sunday at 12:00 midnight. The regular lunch period is one hour, the time to be
determined by the supervisor.
Working hours for employees involved in the Indiana Department of Correction (IDOC)
programs are set by the IDOC contract.

Full-time faculty members are expected to maintain office hours. Schedules are to be
posted outside the faculty member’s office and submitted to the Academic Affairs
office each semester. Faculty members should be available for office hours a minimum
of five hours a week outside of class time during the academic year. Faculty members
are expected to be on campus additional time to be available for committee
meetings, school meetings, etc. Graduate faculty members are also expected to
devote additional on-campus time to research and writing.

3403 AG: CHILDREN IN THE WORKPLACE
Children are not permitted to accompany their parent to work. Periodic visits with a
parent during non-work time may be appropriate, i.e., lunch in the cafeteria or other
eating establishment on campus. However, parents must remember our facilities are
not designed for young children and children must be supervised at all times.

3405: EXEMPT EMPLOYEE PAY POLICY
In accordance with the Fair Labor Standard s Act regulations, exempt employees who
are required to be paid on a salary basis may not have their pay reduced for variations
in the quantity or quality of work performed. Exempt employees normally must receive
their full salary for any week in which they perform any work, without regard to the
number of days or hours worked. However, exempt employees need not be paid for
any workweek in which no work is performed for the University.
Employees who feel their pay has been improperly reduced should report this
immediately following the procedures specified below. Deductions from pay cannot be
made as a result of absences due to the circumstances listed below. Such improper
pay deductions are therefore specifically prohibited by the University, regardless of the
circumstances.
    • Jury duty
    • Attendance as a witness
    • Temporary military leave of less than a week
    • Absences caused by the University


 
 
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    •   Absences caused by the operating requirements of the University
    •   Partial day amounts other than those specifically discussed below

The few exceptions to the requirement to pay exempt employees on a salary basis are
listed below:
     1. Absences of one or more full days for personal reasons other than sickness or
     disability. The University does require employees to use any available, earned
     vacation or personal days before taking any time off without pay.
     2. Absences of one or more full days due to sickness or disability. The University does
     require employees to use any available, earned vacation or personal days before
     taking any time off without pay or be placed on any leave without pay.
     3. Fees received by the employee for jury or witness duty or military leave may be
     applied to offset the pay otherwise due to the employee for the week.
     4. Penalties imposed by infractions of safety rules of major significance.
     5. Unpaid disciplinary suspensions of one or more full days in accordance with the
     University’s disciplinary policy.
     6. Deductions for the first and last week of employment, when only part of the week
     is worked by the employee.
     7. Deductions for unpaid leave taken in accordance with a legitimate absence
     under the Family and Medical Leave Act.

Complaint Procedure
  1. Employees who believe their pay has been improperly reduced should follow the
  grievance procedure as outlined in section *414. This contact immediately initiates
  an investigation.
  2. The employee is asked to specify in writing, using the guidance above, the
  circumstances of the pay deduction and whether it has occurred on other
  occasions.
  3. The University reviews pay records and interviews the supervisor or manager, as
  well as the payroll representatives handling the employee’s pay, to determine if the
  allegation is correct.
  4. If the deduction was in fact improper, the University reimburses the employee as
  promptly as possible (but in no case longer than two pay periods from the
  identification of the problem).
  5. The individual(s)/department(s) responsible for the error are investigated further to
  determine if this was an isolated incident or a pattern of conduct that requires
  further action on the part of the University.
  6. The resolution of the situation is documented (including confirmation on the part
  of the employee that the situation has been resolved) and placed with the
  employee’s pay records.



 
 
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    7. Following the identification of such an issue, the University establishes a regular
    audit of the employee pay records to ensure no further issues arise.

3406 AG: OUTSIDE INVOLVEMENTS
The University believes that its educational program and effective teaching in all its
aspects can flourish only when sustained by continuous, active participation of its
faculty in research and employment, enriched in many cases by interaction with
industrial, economic and social life.

This interaction, including outside consulting service to, research for, and part-time
employment in education, government and industry, is of greatest value when it
contributes significantly to the public welfare, offers an opportunity for professional
challenge and growth, or otherwise enhances the effectiveness of a staff member's
service to the University. The magnitude of such outside professional activity and its rate
of growth are the responsibility of the individual involved as long as there are not ethical
and legal conflicts of interest and as long as such activities do not conflict with the
proper discharge of University responsibilities.

3407 AG: COMPUTER INFORMATION SYSTEMS, E-MAIL AND INTERNET/INTRANET
Employees are provided an OCU e-mail account as needed. E-mail accounts are to be
used responsibly. The purpose of this policy is to establish consistency with regard to the
use and disclosure of, as well as access to, electronic mail messages and information
from the Internet/Intranet. This policy covers all electronic mail messages and
information, which is composed, created, sent, received, or downloaded by University
employees. This policy also applies to students, consultants and other individuals who
are authorized by the President, to use the University’s electronic mail system or
Internet/Intranet capability.

The University maintains an electronic mail system and provides access to the
Internet/Intranet to University employees and others authorized by the President to have
access to these information systems. These information systems are business tools
provided by the University to assist in the conduct of its business. The use of the
University’s information systems is a privilege and not a right.

The electronic mail system software and hardware (including backups) and the
Internet/Intranet access are considered University property, and they should not be
considered as private or personal property of any employee. All messages composed,
created, sent, received, or downloaded on the electronic mail system or
Internet/Intranet are and remain the property of the University. Additionally, all work
created/produced by University employees is and remains the property of the
University.



 
 
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The electronic mail system and the Internet/Intranet are to be used by employees in
conducting University business, such as research and contact with students and peers,
and are not for the employee’s personal use. The University understands that on
occasion there may be a need to communicate with other persons for appropriate
personal reasons, and the University is willing to accommodate such personal use of the
systems, to a limited degree. However, personal use of the systems, which interferes
with an employee’s work performance or otherwise interferes with the operations of the
University’s information systems, will not be tolerated.

The electronic mail system may not be used to solicit for commercial ventures, religious
or political causes, outside organizations, other non-job-related solicitations, or for any
personal gain reason.

No unauthorized software may be loaded and/or downloaded on the University’s
information system for any reason. Additionally, only the University Network
Administrator or the President may authorize any software to be loaded on to any
University computer. Only the University’s approved Internet provider may be utilized,
no other Internet providers shall be accessed from the University’s information systems.

The electronic mail system and the Internet/Intranet are not to be used in a manner
that would be offensive, disruptive, or harmful to morale. For example, the creation,
display, or transmission of sexually explicit images, messages, or cartoons, any use of
ethnic slurs, racial epithets, or any conduct which violates the University’s policies
prohibiting discrimination and/or harassment, is strictly prohibited. This prohibition would
also extend, for example, to the creation, display, or transmission of images that make
reference to an individual’s age, sexual orientation, religious or political beliefs, national
origin, or disability. Any violation of the above paragraph may be subject to disciplinary
action up to and including termination.

The University reserves the right to investigate, search, review, monitor, audit, intercept,
log and disclose any messages created, received, retained, or sent over the electronic
mail system or the Internet/Intranet without permission of the employee, including
monitoring and logging Internet access. Accordingly, employees, or any other
individuals authorized to access the University’s information systems, should NOT have
any expectation of privacy in University provided computer systems, the electronic mail
system or the Internet/Intranet. Employees must disclose any password for any created
password protected information to the President. For purposes of inspecting,
investigation, or searching the e-mail system and/or Internet/Intranet used by
employees or other authorized individuals, the University may override any applicable
passwords in accordance with the best interests of the University.



 
 
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University employees and individuals authorized by the University to access the
University’s information systems, including electronic mail and the Internet/Intranet, may
have access to sensitive, confidential and proprietary University information.
Unauthorized review, duplication, dissemination, deletion, removal, damage or
alteration of files, passwords, electronic mail messages, computer systems of programs,
or other confidential material proprietary to the University or any improper use of such
information obtained by unauthorized means, may be grounds for disciplinary action
up to and including immediate termination of employment.

Notwithstanding the University right under this policy to review, inspect, monitor, log and
retrieve any electronic mail messages; such information and material should generally
be treated as private by employees and accessed by only the intended recipient(s).
Forwarding any confidential electronic information shall be done in accordance with
the University’s policy and procedures. Employees should not use passwords, access a
file, or retrieve any stored information of another employee unless first authorized to do
so, nor should employees attempt to gain access to another employee’s messages
without obtaining the latter’s permission. Employees must obtain the President’s
approval to send any electronic communication to the ‘global’ group.

Confidentiality of any message should not be assumed, even messages that are
erased, for it is possible to retrieve and read. The University intends to enforce the
policies set forth above. The University expressly reserves the right to amend or modify
these policies at any time it deems appropriate and without any advance notice.

Any employee or individual authorized to access the University’s computer systems
including the electronic mail system and/or Internet/Intranet, who discovers a violation
of this policy shall promptly notify the President.

Any employee or individual authorized to access the University’s computer systems
including the electronic mail system and/or Internet/Intranet, who violates this policy in
any manner shall be subject to disciplinary action, up to and including immediate
termination of employment and, if applicable, legal prosecution.

3407.1 AG: BLOGGING AND OTHER FORMS OF WEB COMMUNICATIONS
The University encourages employees to share information with co-workers and with
those outside the University for the purpose of gathering information, generating new
ideas, and learning from the work of others. Blogging and other forms of web
communications and social networking (e.g. Facebook, MySpace, Twitter, YouTube,
etc. –hereafter “blogging” or “web log”) are an inexpensive, informal, and timely way
to participate in an exchange of ideas and information. However, information posted
on a web log is widely available to the public, and therefore, the University has



 
 
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established the following guidelines for employee participation in blogging in whichever
format an employee chooses to use.

Off-duty blogging. Employees may maintain personal websites or web logs on their
own time using their own facilities and computers. Employees must ensure that
blogging activity does not interfere with their work. In general, the University considers
personal websites and web logs to be a personal endeavor, and employees may use
them to express their thoughts or promote their ideas when they do not conflict with
University policies or harm the integrity or reputation of the University.

On-duty blogging. Employees may engage in blogging activity during work time
provided it is directly related to their work, approved by their supervisor, and does not
identify or reference University students, employees, or vendors without express
permission. The University may monitor employee use of University computers and the
Internet, including employee blogging activity.

Respect. When blogging, all employees are expected to demonstrate respect for the
dignity of the University, its General Baptist heritage, its mission, its Board members, its
students, and its employees. A web log is a public place, and employees should avoid
embarrassing the University and its employees, students, vendors, and Board members.
Do not use ethnic slurs, personal insults, or obscenity, or use language that may be
considered inflammatory. Even if a message is posted anonymously, it may be possible
to trace it back to the sender. This reflects poorly on the University.

Post disclaimers. If an employee identifies himself or herself as a University employee or
discusses matters related to the University on a website or web log, the web log must
include a disclaimer on the front page stating that it does not express the views of the
University and that the employee is expressing only his or her personal views. For
example: "The views expressed on this website/web log are mine alone and do not
necessarily reflect the views of my employer." Place the disclaimer in a prominent
position and repeat it for each posting expressing an opinion related to the University or
the University’s business. Employees must keep in mind that if they post information on a
web log that is in violation of University policy and/or federal, state, or local law, the
disclaimer will not shield them from disciplinary action.

Competition. Employees should not use a web log to criticize the University’s
competition and should not use it to compete with the University.

Confidentiality. Do not identify or reference University students, employees, prospective
students, Board members or vendors without express permission. Do not post pictures of
University property. Do not post pictures of co-workers on the Internet without express
permission. Employees may write about their jobs in general but may not disclose any
confidential information. For examples of confidential information, please refer to the
confidentiality policy. When in doubt, ask before publishing.

New ideas. Please remember that new ideas related to work or the University’s
business, belong to the University. Do not post them on a web log.


 
 
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Links. Employees may not provide a link from a personal website to the University’s
website.

Trademarks and copyrights. Do not use the University’s or others’ trademarks on a
personal website or reproduce the University’s or others’ material without first obtaining
permission.

Avoid statements about the University’s future. Writing about projected growth, future
programs, or marketing plans may violate the University confidentiality policy. Therefore,
statements about the University’s future should not be included on a personal web log.
Legal. Employees are expected to comply with all applicable laws, e.g., copyright,
trademark, harassment, etc.

University restrictions. The University may require that employees temporarily confine
web log commentary to topics unrelated to the University; or that employees
temporarily suspend web log activity to ensure compliance with accreditation
regulations or applicable laws. The University may also require employees to delete
references to it on a website or web log and to stop identifying themselves as an
employee of the University.

Discipline. Violations of this policy may result in discipline up to and including the
immediate termination of employment.

3408: DRUG-FREE WORKPLACE
The University is fully committed and legally bound to provide a drug-free workplace.
Alcohol and drug abuse in the workplace is a threat not only to the efficiency of the
University’s operations, but also to the safety of employees. In accordance with this
commitment, the University takes all reasonable steps to ensure a drug-free workplace.
Specifically, but not exclusively, the University has requirements in its programs during
the performance of any federal or state contract work.

All employees are expected to be in suitable mental and physical condition when
reporting to work. Any involvement with alcohol/drugs that adversely affects, to any
degree, the workplace will not be tolerated. Employees who are taking over-the-
counter medication, or are undergoing prescribed medical treatment with a controlled
substance and who are not able to perform their job satisfactorily, should request a
leave of absence.

The University shall not permit the use, manufacture, purchase, sale, possession,
distribution, or dispensing of illegal drugs, controlled substances, or associated
paraphernalia by University employees while on the job or on the University's property,
including all recreational/sporting fields and facility areas, all college vehicles, and
while operating university equipment. Illegal drugs are those substances controlled
under federal, state or local laws that are not legal for sale, possession or use.


 
 
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Additionally, this may include other drugs, as determined by the University, if used
illegally (legal drug used illegally, i.e. without a valid prescription).

All employees of the University may be required, from time to time, to attend
information seminars concerning the dangers of drug abuse.

The University will conduct a biennial review of its drug prevention programs to
determine their effectiveness and to make any needed changes.

An Employee having an illness or other problem relating to the use of alcohol or other
drugs will receive the same careful consideration and offer of assistance that is
presently extended to employees having any other illness. No employee will have
his/her job security or promotion opportunities jeopardized by his/her request for
counseling or referral assistance. The responsibility to correct unsatisfactory job
performance or behavior resulting from a suspected health problem rests with the
employee. Failure to do so, for whatever reason, will result in appropriate corrective or
disciplinary action up to and including termination.

The University strongly encourages any employee to contact the University’s Employee
Assistance Program or another addictions treatment professional program if he/she
thinks he/she may have any problems related to the use of drugs or alcohol. Regional
community resources available include: Alcoholics Anonymous, Deaconess
Hospital/Alcohol and Drug Recovery, St Mary’s/ Chemical Dependence Unit,
Deaconess Cross Pointe, Southwestern Indiana Mental Health Center – Stepping Stone,
and the Lampion Center.

Employees must provide written notification to the University Human Resource
Department of any arrest and/or conviction for violation of a criminal drug statute no
later than five (5) calendar days after such arrest and/or conviction. Employee
cooperation and compliance with this policy is a condition of continued employment
with the University. Failure to comply with the policy will result in disciplinary action up to
and including discharge.

3408.1AG: DRUG TESTING
Drug and alcohol tests may be required, with or without notice, for reasons including,
but not limited to the following: pre-employment, random and for cause or reasonable
suspicion, smell of alcohol, observable behavior, post-accident that results in property
damage, for an employee to return to work (negative screen required before returning
to work after a positive screen), and as otherwise determined by the University.




 
 
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A split sample specimen collection methodology is utilized and an approved certified
laboratory makes determinations of positive results. Results are considered positive at
the level as suggested by the testing laboratory.

In the event of a positive drug test result, an employee may be allowed to request a
retest of the split specimen within 24 hours of notification. The retest will be at the
employee’s expense. The University’s medical provider handles any retest
arrangements.

All applicants for employment in positions for the Indiana Department of Corrections
programs who are offered employment must be drug tested. The applicant consenting
to the testing and agreeing to a release of the results to the University must sign a
consent form. If an applicant tests positive for alcohol or illegal drugs, the result may be
the non-employment of the job applicant.

Medical providers are qualified and drug test results are handled confidentially.
Employees, who refuse to submit to drug and alcohol testing, refuse to complete the
required paperwork, and attempt to adulterate any specimen or provide a specimen
other than their own or refuse to complete appropriate paperwork may face
immediate disciplinary action up to and including termination.

3409 AG: DISCIPLINARY PROCEDURES
Oakland City University has work and employee conduct rules that apply to all
employees, including faculty and administrative staff. These are necessary to ensure a
safe and efficient University operation, to ensure compliance with public laws, and to
protect the well being of all employees and students. All employees are expected to
devote work time to work, meet all work standards, and conduct themselves
appropriately. Failure to do so may result in disciplinary action, up to and including
immediate termination of employment.
Nothing in these work rules is intended to create any express or implied contractual
right to employment, or to any particular terms or conditions of employment, nor is it
intended in any way to modify the employment-at-will relationship which exists
between Oakland City University and its employees.
Any violation by an employee of the University’s rules, regulations, and procedures
potentially has three levels of severity. Where appropriate, a cumulative and
progressive approach may be taken when it is necessary to administer discipline,
depending on the seriousness and the facts and circumstances of the offense:
    Minor: A minor infraction is a deviation from policy or normal procedure that causes
    minor disruption of University operations and may affect the internal function of the
    University. It is not an infraction that could affect University image. A first minor



 
 
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    violation is typically a verbal warning, and minor infractions of similar nature may
    follow progressive disciplinary steps.
    Regular: A regular infraction is an act or omission by an employee that causes
    serious disruption to operations, yet the act has not severely impaired operations or
    exposed the employee, fellow employees, students or others to physical harm. A
    regular violation is typically a written warning, and subsequent infractions may follow
    progressive disciplinary steps.
    Major: A major infraction is one that caused or created a severe impairment to
    operations that could adversely affect University operations and/or severely
    exposed or resulted in students, the employee, fellow employees and/or other
    individuals to immediate physical harm or an act that could result in financial or
    property loss or create a hardship to the University. A first major violation may result
    in a suspension or immediate termination, depending on the circumstances
    involved.

Generally, Management may follow a progressive disciplinary procedure that may
include the following levels of discipline: verbal warning, written warning, suspension
and termination. The University reserves the right to take whatever disciplinary action it
deems necessary including immediate termination for the first offense or any
subsequent offense and termination at the University’s sole discretion.

3410 AG: EMPLOYEE CONDUCT AND WORK RULES
To ensure orderly operations and provide the best possible work environment, the
University expects employees to follow rules of conduct that protect the interests and
safety of all employees, students and the University.
It is not possible to list all the forms of behavior that are considered unacceptable in the
workplace. Sub-statements for each rule/regulation are not intended to be complete
explanations of examples of the type of violation. The following are examples of
infractions of rules of conduct that may result in disciplinary action, up to and including
immediate termination of employment:
      1. Theft, attempted theft, misappropriation, unauthorized possession, use or
         inappropriate removal of funds, property or belongings of the University or
         another’s property including misappropriation of University documents or
         information.
      2. Falsifying, altering, misrepresenting or withholding information, verbally or on any
         University record or document, including the employment application
         information, personal absence, illness, timesheets including someone else’s time
         keeping or production records, insurance forms, educational forms, or any other
         business record.




 
 
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    3. Use, possession or working under the influence of intoxicants, drugs\alcohol,
        narcotics or illegal drugs in the office, classrooms or any work site, on University
        premises, during working hours, inclusive of reporting to work under the influence.
            o Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in
               the workplace, while on duty, or while operating employer-owned
               vehicles or equipment.
            o Any violation of the Drug-Free Workplace Act.
    4. Threatening or abusive behavior, including acts, or threats of physical violence
        toward students or co-workers or supervisors.
            o Fighting, including provoking and/or agitating any others to fight.
            o Abusive behavior toward a student, co-worker, supervisor or visitor.
    5. Negligence or improper conduct, which leads to and/or results in damaging,
        defacing, or destroying or potential loss of University-owned, student-owned or
        employee property, including but not, limited to: tools, machines, and vehicles.
    6. Unauthorized disclosure, misuse or removal from premises without proper
        authorization of University trade "secrets" or other proprietary information.
    7. Insubordination/failure to follow instructions, failing or refusing to carry out a work
        related directive, instruction or orders related to performance of designated
        work.
            o Willful, deliberate, or gross insubordination or overt, defiant behavior
               toward a supervisor or manager.
    8. Violation or disregard of safety or health rules.
            o Failure to report an injury or accident, whether to the employee
               themselves or after observing an accident or injury to another employee
               or individual.
    9. Smoking in prohibited areas.
    10. Unprofessional/unworkmanlike conduct or malicious mischief, such as horseplay
        or reckless behavior and/or placing oneself, student or co-worker in
        apprehension of harm.
            o Harassment of any kind including but not limited to racial, gender or
               sexual harassment.
            o Unethical conduct or actions.
            o Engaging in immoral or indecent conduct on University premises on
               University time.
            o Rude behavior, including belittling or gossiping, toward any fellow
               employee, student, or any other individual.
    11. Possession or threatening to use firearms, explosives or dangerous or
        unauthorized materials in the workplace or on University premises, including
        parking lots and work sites.
            o Using any object as a weapon against customers, co-workers, or
               managers of the University.


 
 
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    12. Establishing a pattern of excessive absenteeism or tardiness.
            o Excessive absenteeism or any absence without notice.
            o Failure to notify management of absence or tardiness.
    13. Failure to follow policies or procedures, knowingly failing to follow standard work
        methods and/or procedures, violating standard University practices.
            o Violation of any University policy, procedure, rule or expectation.
    14. Dereliction of job responsibilities or unsatisfactory, knowingly careless work or
        execution of job responsibilities.
            o Not complying with terms of employment, contract or agreed.
    15. Solicitation and distribution, posting any unauthorized written material on any
        University bulletin board.
            o Engaging in solicitation for any unauthorized reason during working time
                on University premises.
    16. Loitering/loafing, including taking unauthorized breaks.
    17. Gambling during working hours.
            o Gambling or conducting a lottery or other games of chance.
    18. The commission of any crime on University property on University time.

3411 AG: TERMINATION
The University may terminate a person for reasons of financial exigency or
discontinuance of a program, retrenchments or reductions based on enrollment drop.
The University makes efforts to redeploy such persons in other programs. The position(s)
cannot be refilled within one (1) year unless the same person(s) are given first choice.

3412 AG: RESIGNATION (VOLUNTARY TERMINATION OF APPOINTMENT)
Oakland City University hopes that every employee’s association with the University is
enjoyable and productive. Termination of employment, however, is part of the
personnel activity within any organization, and many of the reasons for termination are
routine. Either the employee or the University may end the employment relationship at
will at any time, with or without cause or advance notice.

Resignation when employment termination (termination of appointment) is initiated by
an employee who chooses to leave the University voluntarily. To reduce undue
inconvenience, employees are requested to submit their resignation letter, along with a
completed Employee Separation form, to their immediate supervisor, who shall forward
the resignation to appropriate department head for acceptance, allowing 30 days
advanced notice. A prospective appointment is automatically terminated after 30
days if not accepted. The written notification should contain the reasons for the
resignation and the last day of work.

A walk off the job, with or without communication, is a voluntary termination.


 
 
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Any University property in the employee’s possession at termination must be returned to
the supervisor no later than the employee’s last day of work, University property includes
but is not limited to:
   • University vehicles,
   • University security including building access keys, computer delete passwords,
        company identification badges, desk keys, file cabinet keys,
   • University’s HR and other Policies and Procedures Manuals,
   • Any University controlled documents,
   • University-issued credit card(s),
   • University -issued computers,
   • Cellular Telephones,
   • Pagers, and
   • Any additional University -owned or issued property.

3413 AG: SMOKING
Smoking and tobacco chewing (including snuff) is prohibited in ALL Oakland City
University buildings including: the Oaks Snack Bar, the Oakland City University Cafeteria
and residence halls, and in any transportation vehicles or other outside campus
grounds excluding any paved or concreted area (i.e., Brokaw patio, Chapel patio,
sidewalks, Wellhouse, etc.).

Additionally, tobacco chewing is not allowed on the Oakland City University baseball
field. Tobacco chewing is allowed on other outside campus grounds, excluding any
paved or concreted area (i.e. Brokaw patio, Chapel patio, sidewalks, Wellhouse, etc.).

This rule includes the entire University family; therefore, students and faculty are
prohibited from smoking in residence hall rooms and all faculty offices.

3414 AG: GRIEVANCE POLICY AND PROCEDURES
Policy
Each employee of Oakland City University has the right to appeal any action taken
against him/her that he/she feels is unfair, unjust, or discriminatory in nature. Upon
employment at the University, each employee receives a copy of the Grievance
Procedure.

Procedure
Each employee shall make a reasonable effort to resolve his or her problem with his or
her immediate supervisor or director. If, however, the problem is not resolved, the
following steps should be taken:




 
 
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1. Submit a written grievance to the appropriate Cabinet Officer requesting assistance
in obtaining a resolution of the problem.

Time Limit: Within fifteen (15) working days from the occurrence of the matter about
which the complaint is being made.

Response from Grievance Representative: Within five (10) working days of receipt of
written appeal.

2. If the employee's grievance is not taken care of to his or her satisfaction, he or she
should submit a written appeal to the President.

Time Limit: Appeal within five (5) working days of receipt of response from the
Grievance Representative.

Response from President: Within five (10) working days of receipt of written appeal.

3. If the President's decision is not satisfactory, the employee should submit a written
appeal to the Board of Trustees. The written appeal should contain documentation of
the grievance and evidence that all the intermediate procedures have been followed.
The appeal should be mailed to; Chairman, Board of Trustees, Oakland City University,
138 N Lucretia St., Oakland City, IN 47660.

An appropriate committee of the Board of Trustees shall notify the employee of its next
meeting and schedule an appropriate time for the employee to be heard. After
consideration of all the facts, the Board of Trustees shall make a final decision no later
than sixty (60) days from receipt of the written appeal.

3415 AG: EMERGENCY CLOSINGS
This policy establishes guidelines for operations during periods of extreme weather and
similar emergencies such as water and power outages, or a national emergency.

The University attempts to remain open except in the most extreme circumstances.
University closings are faxed to local radio stations that announce closings. Unless an
emergency closing is announced, all employees are expected to report to work.
However, all employees are urged to use their own discretion in deciding whether they
can commute safely to work. When an emergency closing has not been declared,
employees who do not report to work because of inclement weather or other
emergency must use paid vacation, or sick time, or to approve for time without pay.




 
 
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If weather or other emergency conditions prevent employees from reporting to work on
time, they are responsible for notifying his/her supervisor at the office before 8:00 am.

3416 AG: KEYS
Employees may be issued keys to their work areas. The Key Request Form is obtained
through the Student Life Office. All keys assigned to employees are the responsibility of
the staff member, and should not be loaned to other persons without prior approval.
Keys remain the property of OCU and are returned to the University upon retirement or
resignation.

3417 AG: STAFF DIRECTORY
A University-wide staff and faculty directory made available annually.

3418 AG: IDENTIFICATION CARDS
Identification cards for employees are available without charge. The admission’s staff is
provides these cards upon initial employment or in the instance of a change in format.
Replacement of lost or misplaced cards may be subject to a fee.

Employees are strongly encouraged to keep the identification card on their person
whenever they are on University property for use if an emergency arises.

If a person leaves the University staff, he or she is expected to return his/her
identification card.

3419 AG: MAIL SERVICE
The University provides mailboxes for communication between the various areas. Each
member of the main campus faculty and staff is assigned a personal combination-lock
mailbox. All U.S. mail addressed in care of the University is placed in these boxes. Also,
boxes serve as receptacles for official University communications. Employees are
requested to check their mail boxes daily. Books or other packages are stored and
notices posted in the mailbox. No personal mail is to be metered by the University mail
service. Communications promoting non-University business should not be placed in
mailboxes. Communications for local non-profit fund raisers may be placed in the
mailboxes after approval is received from the President or his designee.

Outgoing mail must be delivered unsealed to the mailroom by 2:00 p.m. to assure
delivery to the Post Office the same day.

3420 AG: USE OF UNIVERSITY-OWNED VEHICLES
   1. University vehicles may be used only for transportation activities associated with
      conducting official university business.


 
 
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    2. University vehicles may not be used for private business, personal, or recreational
       purposes. Personal use, however, is allowed for certain employees (see special
       assignments).

    3. University vehicles may not be driven to or from an employee’s home except as
       authorized in this policy.

    4. Only authorized drivers may operate university motor vehicles. Authorized drivers
       are limited to university employees (including student employees), members of
       the Board of Trustees, and registered volunteers who perform services for the
       university. (Student employees are authorized provided they are in work status at
       the time of operation, have departmental approval, and their duties include
       vehicle operation.)

    5. Drivers of university vehicles must have a valid driver's license from a U.S. state or
       territory or an international driver's license. Drivers of university commercial
       vehicles must have the appropriate license for the class of vehicle as required by
       the Indiana Bureau of Motor Vehicles and/or the U.S. Department of
       Transportation.

    6. Drivers must sign an ACKNOWLEDGMENT OF POLICIES GOVERNING THE
       OPERATION OF UNIVERSITY VEHICLES FORM (see Appendix 3) and a VEHICLE
       ORDER FORM (see Appendix 4) before operating a university vehicle.

    7. Drivers are responsible for practicing safe driving, protecting university vehicles,
       following all traffic laws, and for all penalties and fines for traffic and parking
       violations.

    8. Authorized passengers in university vehicles are limited to university employees,
       students and guests participating in university activities, and family members who
       are accompanying the employee on official travel. Non-employees are not
       permitted to drive university vehicles, except mechanics in the normal course of
       providing repair services. When family members accompany an employee on
       official travel, the driver must ensure that the vehicle is used only for
       transportation in connection with the trip and that no additional expense is
       incurred for personal use.

    9. All vehicular accidents, with or without injuries or property damage, arising out of
       an employee's operation of a university vehicle in the course and scope of
       employment need to be reported immediately to the university's human
       resources office.

Assignment of Vehicles
        Vehicle assignments are made to departments for an indefinite period or on a
trip-by-trip basis, depending upon the transportation needs in accordance with the
policy discussed below.

 
 
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    1. Assignments for Indefinite Periods. Assignments for indefinite periods to
       departments are of two types: custodial and special. Requests for such
       assignments are made by memorandum.
       • Custodial Assignments. Custodial assignments must be approved by the
           department head and the university president. Employees with such
           assignments may not drive the vehicles to their home during non-working
           hours unless they are leaving or returning from an official trip away from their
           working headquarters or are conducting official business before or after
           regular working hours. Custodial assignments have the following
           requirements:
               (1) A passenger vehicle is required for full-time use during regular working
               hours and remains parked on University property or at the working
               headquarters overnight or when not in use.
               (2) A non-passenger vehicle such as a maintenance truck or other special
               use vehicle is required for use during regular working hours and remains
               parked in a designated area overnight or when not in use.
       • Special Assignments. Special assignments must be approved by the university
           president. Employees on special assignment may drive vehicles to and from
           their home. Special assignments may be made to departments under the
           following conditions:
               Certain employees because of the nature of their responsibilities may
               have a university vehicle assigned to them for an indefinite period. This
               situation is normally limited to the president and vice presidents. The
               University provides vehicles to such administrators to perform their official
               duties. However, personal use is allowed and is considered a taxable
               fringe benefit. In these instances the employees must comply with
               applicable Internal Revenue regulations concerning applicable taxes. The
               Business Office must be notified when a university vehicle is assigned to an
               employee so that appropriate procedures are followed for tax purposes.

    2. Trip-by-trip Assignments. Vehicles needed for all other university work are
       assigned to departments on a trip-by-trip basis and must be obtained from the
       motor pool. Employees requesting a motor pool vehicle must complete a
       VEHICLE ORDER FORM (see Appendix 4), which must be submitted to and
       approved by the president or designee.
           Normally, motor pool vehicles are picked up on the day the official travel
           begins and returned on the day the travel ends. Employees may keep
           vehicles overnight at their home before or after a trip under the following
           conditions:
           • The employee's home is located some distance from the university and
              such retention would result in substantial savings in time and distance
              traveled.
           • The departure time for the trip is before the normal operating hours of the
              campus motor pool.



 
 
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          •   The return time from a trip is after the normal operating hours of the
              campus motor pool.

Vehicle Use Charges
      University motor vehicles are rented on a rate per mile or minimum charge basis,
whichever is greater. Vehicle rates include fuel and maintenance. If vehicles are
damaged beyond normal wear and tear due to abuse by drivers or passengers,
departments may be charged for repairs. All payments are made by internal transfer.
Departments receive written notification of the charges following the use of vehicles.

Vehicle Misuse and Disciplinary Actions
       Misuse of university vehicles by employees may result in disciplinary actions
ranging from denial of further vehicle use to disciplinary actions in accordance with
university human resources policy on the misuse of university property.
       Examples of vehicle misuse are:
           • Operating a vehicle in a manner that could lead to personal injury or
              damage to the vehicle
           • Using a university vehicle for personal, private business, or recreational
              purposes
           • Excessive traffic violations

VI.    3500 BUSINESS PROCESSES

3510 PAYROLL
The ADP software maintains information on employees as required for payroll
operations, including rates, deductions, adjustments for absence, social security
payments and so on. Payroll checks are processed, based on current information, and
entered each pay period. The payroll officer verifies payments by comparing employee
salaries from employment agreement and/or timecards that have been approved by
the employee’s supervisor. Payroll requests must be turned into the payroll offices by the
23rd of each month or earlier if requested during months containing holidays at the end
of the month.

3510.1 AG: Paycheck Distribution
Full-time employees may elect to have their paychecks issued either electronically or
by paper. Pay dates are normally on the first of the month. In cases where the regular
pay date falls on a weekend or a holiday, the paychecks are normally distributed on
the next banking day. IRS laws prohibit employers from distributing paychecks prior to
4:00 pm, local time, on the day before pay date. Regular pay is disbursed in equal
payments based on annual salary.

Full-time employees may elect to receive their paychecks on a 9- or 12-month
distribution schedule by completing a request form and submitting it in paper or

 
 
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electronic format. The form must be submitted to Human Resources by the 18th of the
month prior to the first scheduled work day. Once the form requesting the 9 or 12 month
distribution is submitted, the distribution schedule is irrevocable for the duration of the
employment agreement. Payment for overload and summer school is generally made
upon receipt of contracts in accordance to the established schedule of pay date.

3514 REIMBURSEMENT
Expenses may be reimbursed if procedures for purchase requisitions, professional
development requests, or other forms of pre-approval have been followed. Requests
for reimbursement of expenses, with all receipts attached, must be approved by the
supervisor and submitted to the Business Office before 12 p.m. Wednesday of each
week. Reimbursement will be made on the following Thursday. Excess over budgeted
amount is payable by the individual.

3514.1 AG: Reimbursement-Expenses
An expense report should be prepared every time an individual needs to be
reimbursed for an authorized purchase or travel expense.

    1. All expenses incurred for purchases must be accounted for by original receipts.
       This includes taxi services, parking fees, toll booths, meals, supplies, etc. Original
       receipts must include the date, business name, and amount of expense. Credit
       card purchases must be documented with the itemized bill (e.g. hamburger,
       gasoline, etc) showing the specific items purchased and your credit card
       receipt.
    2. Reports must be completed in detail and totaled.
    3. Supervisors must approve all reports before they are turned into the Business
       Office. It is the responsibility of each supervisor to check the accuracy of the
       expense reports before approving them.
    4. Departmental budget account numbers to be charged must be listed on the
       report. A grand total of the charges must be listed beside each account
       number. The Business Office staff is not allowed to decide which budgeted
       account to charge for your expenses. Expense reports that do not have this
       information on them will not be processed.
    5. The following expenses are acceptable for reimbursement:
           a. Mileage must be pre-approved by the supervisor unless it is an
               expectation of the job description. For example, mileage to and from an
               Admission related function such as High School visits and fairs, home and
               college visits, or Academic supervisory visits. Mileage is currently paid at
               the IRS business rate.
           b. Meals (after 9 hours of work).
                  Allowance: 9-11 hours – one meal
                               11-14 hours – two meals
                               14-24 hours – three meals
                  Reimbursement:


 
 
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                                Maximum Total       $33.00 per day
    6. Lodging – Any hotel/motel expense must be pre-approved in writing by the
        Director of Admissions, Dean of SAEL, Provost, Vice-President for Administration
        and Finance, or President and should not exceed, if at all possible, $125.00 per
        night. (OCU will not pay for hotel rooms for guests visiting campus, unless
        approved by the President.)
    7. Car rental must be pre-approved in writing and may only be requested if a trip
        necessitates air travel.
    8. Travel by air, rail, etc. must be pre-approved in writing by the Vice-President for
        Administration and Finance or President. Professional development opportunities
        requiring air, rail, etc. must be pre-approved by the Supervisor.
    9. Professional development activities including seminars and workshops are to be
        pre-approved by the Provost unless they are included in the departmental
        budget. Requests are to be in writing and should include all anticipated costs
        including travel, registration fees, lodging, and meals.
    10. Petty cash vouchers and advance expense checks are personal loans which
        may be requested for budgeted, authorized travel or other budgeted approved
        expenses related to one’s job description. Advances in the form of petty cash or
        expense checks are the responsibility of the person accepting the funds until full
        accounting is made. Once approved, advances will be provided to the
        employee making the request. Student workers are not authorized to receive
        these funds for delivery to the employee. Expense reports for petty cash
        vouchers and advance expense checks are to be filed within 10 days of issue
        unless pre-approved for a longer period of time due to travel. All advances must
        have a full accounting within 30 days of issue. If an advance does not have an
        expense report filed on or within 30 days of issue, the University may deduct it
        from the employee’s pay. A maximum of two petty cash vouchers are allowed
        to be outstanding.
    11. Expense reports turned in by Noon on Wednesday will be reimbursed on
        Thursday. Reports received after Noon on Wednesday will be reimbursed the
        following week on Thursday.

3515 AG PURCHASES
All purchase requisitions must be processed through the Purchasing Department. This
includes the purchase of supplies and equipment. The exceptions will be Main Campus
Bookstore, Maintenance, and the Library.

The Purchasing Department will process the purchase requisition and develop the
purchase order, attain the necessary signature for approval, order the items, verify the
shipment, check the order, and notify you of the delivery. For remote locations, the
orders may be direct shipped and will require the requesting office to verify the order.

The Purchasing Department will process the invoice through the Business Office and the
correct account will be debited. It is imperative that the ordering departments
establish procedures for departmental approval, and that the correct account
numbers are recorded on the purchasing requisition for proper accounting.



 
 
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The Purchasing Department will begin to develop an inventory of frequently used
supplies to expedite the ordering process. If you have specific supplies that are used on
a regular basis, please notify Julie Brewster and we will review your request to stock the
needed item.

An effort will be made to use tried and trusted vendors. The vendor list for the prisons
will remain the same with the drop shipments made according to DOC standards.
Orders for printed materials will be processed through the Purchasing Department. With
the inception of the new logo for the University the Purchasing Department will order all
letterhead and envelopes and maintain an inventory of printed materials. The
University letterhead will be stock inventory with customization occurring through the
use of a template.

3518 TRAVEL ADVANCES
Travel advances may be made by the Business Office for budgeted authorized travel. A
travel advance is a personal loan and the responsibility of the person accepting the
funds until full accounting is made. If advances are not refunded or accounted for by
full receipts within 30 days, the amount of the advance will be deducted from the next
paycheck.

SCHOOL BUDGETS
  1. School and Department budgets for the next academic year are submitted to
     the Provost by October 15.
  2. Budgets are intended for materials to be used during the academic year for
     which they are appropriated. Capital expenditures for equipment should be
     made early in the year. Such expenditures may not be made after April 1 of the
     academic year without written approval by the President.
  3. All items purchased from school and departmental budgets are the property of
     the University. No item so ordered can be considered to be the exclusive
     "property" of a department and certainly not of an individual. The members of a
     department will have priority in use of any supplies and equipment purchased
     with funds allocated to that department.
  4. It is a general rule that books are to be purchased by the Library from library
     funds, and are to be subject to the rules established by the librarian, after
     consultation with the Educational Resources Committee.
  5. Professional and scholarly books used for the preparation of lectures or for
     research are not to be purchased from departmental funds except when a
     grant has been secured from a foundation or other source that includes the
     purchase of books in the budget. The terms of such grants usually provide for
     these books to be transferred to the University library at the end of the project.

3520 ACCEPTANCE OF GIFTS
Oakland City University is substantially supported through the generosity of its donors. As
a Christian University, it is expected that all donations accepted on behalf of the

 
 
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University align with the faith based vision and mission of the school and do not create
a perception of incongruence which would cause harm to the University community.
Oakland City University’s Development/Advancement Office must be notified when a
gift has been received for Oakland City University or on behalf of any
department/program within the University. Gifts of cash or check and documentation
of in-kind gifts should be forwarded to the Development/Advancement Office via
procedures established by Oakland City University administration. Oakland City
University will not establish the value of in-kind gifts.
Real and Personal Property
Major gifts of real and personal property over $5,000 -- such as land, houses, paintings,
antiques, and rare books -- are recorded at the fair market value placed upon them by
an independent, expert appraiser.

Other gifts

Charitable Remainder Trusts, Pooled Income Funds, and Gift Annuities
Gifts made to establish charitable remainder trusts, contributions to pooled income
funds, and gift annuities are credited at fair market value, i.e., the full amount of the
assets given, as determined by an independent, expert appraisal. Gift recognition
credit is given for the full fair market value.

Charitable Lead Trusts
In recording the value of a charitable lead trust, only the income received from it each
year during the period of the operation of the trust is included in gift totals.

Life Estates: Gifts of remainder interest in a personal residence or farm will be credited at
the fair market value. Gift recognition credit is given for fair market value.

Trusts Administered by Others
The value of the assets of gifts in trust that OCU or the donor has chosen to have
administered by an independent entity, such as a bank or other fiduciary, is recorded
as a gift at the time the trust is established (or at the time the institution is informed of
the gift), provided the gift is irrevocable.

Insurance
Only in cases where OCU, is both beneficiary and irrevocable owner of a whole life
insurance policy is the policy recorded as a gift. The cash surrender value of the policy
is recorded, rather than its face value, as the amount of the gift. If the donor pays
further premiums on the policy, the donor will receive gift credit at full value of the
premium. In those cases where OCU receives the proceeds of an insurance policy in



 
 
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which it was named beneficiary but not owner, the full amount received is reported as
a gift on the date delivered.

Gift of Services
Volunteer efforts are a major resource for the University. OCU in effect receives gifts of
time and other services. However, non-professional volunteer services, while
appreciated, are not tax-deductible to volunteers beyond out-of-pocket expenses
associated with the service. OCU does not issue gift receipts for such out-of-pocket
expenses.

Acceptance of Gifts from University Employees
Gifts to OCU from University employees may be accepted if the purpose of the gift is to
support bona fide University activities or purchases. Such gifts must be subject to OCU's
policies and procedures for expenditure.

The University's use of employee gifts must support its tax-deductibility. Supervisors must
take special care in approving expenditures because a gift to support an employee's
own research, business travel, etc. may have potential for abuse.

Gifts of Securities
Gifts of securities (stocks, bonds, mutual fund shares, etc.) should be forwarded
promptly to the Office of Development/Advancement. All original source documents,
including postmarked envelopes, must be provided to the Advancement office. These
are highly negotiable instruments that must be handled with care and speed.

The Vice President for Administration and Finance & CFO will provide the value of the
securities to the Advancement Office so that the gift may be entered on the donor's
record. IRS guidelines recommend that non-profit recipients refrain from disclosing the
value of securities to the donor. OCU provides the high/low valuation on the date the
gift was received; however, donors are advised to speak with their financial advisor
regarding their tax deduction. Donors who request an exact valuation should be
encouraged to contact their broker or consult the public record to determine the
trading price on the date the securities were conveyed to OCU.

The Advancement Office will issue a letter of receipt to the donor that conforms to IRS
guidelines. The letter will contain a description of the donated securities, as well as the
high/low valuation on the date the gift was received by OCU.

The donor is responsible for filing IRS Form 8283, Noncash Charitable Contributions. The
CFO will complete section IV of the form upon request of the donor. Upon request, the
Advancement Office will send a copy of the form along with instructions to the donor.

3520.1 AG DOCUMENTATION OF ACCEPTANCE OF GIFTS


 
 
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All Departments
In-kind (non-cash) gifts:
1. Document donor name, donor address, description of item, and date. Oakland City
    University representatives are not to establish the value of any gift. If the donor
    would like to establish the value of the gift, have the donor document the amount
    and sign the form.
2. Provide a list of all donations received stating a brief description, donor’s name,
    donor’s address, and any stated value of the gift.
3. Provide the two aforementioned documents to the Development/Advancement
    Office.
4. Development/Advancement processes the donation and creates an
    acknowledgement to be sent to the donor. If the donor has established the value of
    the gift, this will be noted on the acknowledgement.

Cash gifts:
1. Document donor name, donor address, and the amount received.
2. Provide the check, cash, money order, and the documentation to the Business
   Office. Do not store gifts in department offices overnight without prior arrangements
   with the Business Office.
3. The Business Office copies the individual gifts of check, cash, money order, or credit
   card transaction each business day and forwards to the
   Development/Advancement Office.
4. Development/Advancement processes the donation and creates a batch report
   which is copied and sent to the Business Office as an edit list.
5. The Business Office reconciles the edit list with the deposit and once reconciled
   sends the deposit to the bank.

Executive Office
Coordination of Efforts

Some events are sponsored by the Executive Office. In an effort to coordinate the
efforts of Development/Advancement and the University executive officers, the
President and the Director of Development/Advancement will meet on a regular basis
to coordinate the efforts by both parties to expand and strengthen the financial
support of the University.

Events
When a major event is scheduled by either the Executive Office or
Development/Advancement, the other party will be notified. This will allow the other
party to support the other through their presence at the event when feasible.



 
 
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Athletics
Non-Cash Small Items

If an employee or another individual seeks non-cash donations for the Athletic
Department or an athletic sponsored event, i.e. team fundraiser, which will constitute a
small item, the individual is to review the fundraising event with the Athletic Director,
receive approval from the director to proceed, and review the procedures for
providing documentation for acknowledgements.

When the Athletic Director receives a request to conduct a team/athletic fundraiser,
the Athletic Director will file the appropriate paperwork according to University
procedure to procure approval from University administration. Once the approval is
received, the Athletic Director will inform those submitting the request as to the status of
the approval and whether or not they may proceed.

If an unsolicited non-cash small item is presented to an employee or other individual
associated with the Athletic Department, the item is to be submitted to the Athletic
Director for appropriate acknowledgement documentation and processing.

Cash under $1,000
If an employee or another individual seeks cash donations for the Athletic Department
or an athletic sponsored event, i.e. team fundraiser, which will constitute a small item
defined as a value of less than $1,000, the individual is to review the fundraising event
with the Athletic Director, receive approval from the director to proceed, and review
the procedures for providing documentation for acknowledgements.

If an unsolicited cash donation is presented to an employee or other individual
associated with the Athletic Department, the item is to be submitted to the Athletic
Director for appropriate acknowledgement documentation and processing.

Coordination of Efforts
Several events have been historically sponsored by the Athletic Department. In an
effort to coordinate the efforts of Development/Advancement and the Athletic
Department, the Athletic Director will submit an annual calendar of events which the
Athletic Department intends to continue sponsoring during the next academic year. If
the fundraiser is completed at different times by the various teams and is not one that is
scheduled on the calendar, such as the 20/20 club, it will be added as an ongoing
fundraiser at the bottom of the calendar of scheduled events. This annual calendar will
typically be submitted to Development/Advancement by May 31.




 
 
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When the Athletic Director has approved a fundraiser which was not submitted with the
calendar of events, a copy of the approval will be sent to Development/Advancement
to alert Development/Advancement of the timeframe that the targeted constituency is
being touched.

In the event the athletic department seeks to contact a potential donor for a large
item (valued at $1,000 or more) or a large cash donation, the Athletic Director will
contact the Director of Development/Advancement to coordinate efforts and to
ensure the donor has not been recently “touched” with a request.

Events
When a major event is scheduled by the Athletic Department, the Athletic Director will
contact Development/Advancement to allow the Director to support the event
through the Director’s attendance when feasible.

Library
The library accepts various forms of media (books, etc.) as donations to Oakland City
University with the understanding the media will be used in whatever manner deemed
appropriate by library personnel, including the “free book” program or disposal if the
items donated are not conducive to the library’s need and/or collection policy. Media
donated will not have the value established by a representative of the University.

The library will attempt to accommodate requests by donors to be notified in the event
some or all of the items offered as donations will not be utilized in the library collection.
However, requests must be reasonable and approved by the librarian prior to the time
of the delivery of the donation. If the quantity of books to be donated is large, a
request regarding notification will not be deemed reasonable.

Dependent on the volume of individual donations of books and other media,
additional time may be required for processing before an acknowledgment may be
produced. Acknowledgments will be dated when the verification of items donated has
been completed by the library staff. Donations with stipulations requiring
acknowledgement by the end of a calendar year may not be accepted after
November 30 if this stipulation places an undue burden on the workload of library
personnel during the month of December.

Campus Life and All Other Entities
Some events and fundraisers are sponsored by other constituencies of the University. In
an effort to coordinate the efforts of Development/Advancement and the University
community, the various student and employee groups are asked to coordinate their



 
 
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efforts through the Office of Campus Life or the appropriate Director/Dean of the
satellite center.

When the Director receives a request to conduct a fundraiser from a student or
employee group, the Director will file the appropriate paperwork according to
University procedure to procure approval from University administration. Once the
approval is received, the Director will inform those submitting the request as to the
status of the approval and whether or not they may proceed.

VII.   3600: GENERAL INSTITUTIONAL POLICIES

3601: PROPRIETARY RIGHTS
Oakland City University proprietary rights related to University subsidized trips, materials
purchased wholly or partially by University funds, and requests for television and
commercial advertising involving University interests of various types are as follows:
   1. If University funds are used to subsidize work or purchase materials for an
       administrator, a faculty member, or a student (such as films, slides, tapes, etc.),
       the materials shall be the property of the University and proper credit must be
       given to the University for any publication. The person shall have the privilege of
       making reproductions of the materials for his own use in lectures, class
       presentations, etc.
   2. If the University subsidizes an individual who furnishes his own materials (such as
       films, camera, cost of film development, etc.), the individual owns the materials
       and the University has the privilege of duplicating the material. Credit shall be
       given to the University when publication is involved.
   3. If outside agencies wish to borrow materials such as tapes, slides, etc., the
       University must have assurance that its interests will be protected. All items are to
       be released only by the supervisor of the area. The protection of the materials
       and the interests of the University are his responsibility.
   4. If the University tapes or otherwise records the lectures of an expert, a statement
       will be issued to such individuals by the University or its representative to the
       effect that the material will not be reproduced commercially but may be used in
       class work or lectures.
   5. All materials purchased or excavated (archaeological materials) under University
       subsidies automatically become the property of the University. The person
       responsible for the inventory of such objects may honor written requests for their
       use.
   6. All requests for televising or commercial advertising involving University classes,
       University-sponsored speakers, use of University-owned academic materials, etc.,
       must be directed to or cleared through the Office of the President.



 
 
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3602 AG: DEATH NOTICE
The President is responsible for notifying faculty and staff of instances of death among
members of the faculty, staff and student body and for sending flowers and notes of
sympathy.

Each member of the University community should take upon himself the responsibility for
notifying the President whenever he learns of death among us. In trying times that
accompany these crises, an expression of concern on our part can mean a great deal.

3603 AG: OFFICE AND OFFICE HOURS
Full-time professional staff members are provided with office space for carrying on
instructional, administrative, and counseling functions. Keys may be obtained from the
Director of Campus Life.
    A. Offices are assigned on an annual basis.
            a. The University provides a desk, a filing cabinet, and bookshelves. Other
                furniture, pictures, draperies, and rugs may be provided by the staff
                member.
            b. When possible, telephone is installed in each office.
    B. Staff members are expected to post office hours on or beside the office door.
Any alternation, remodeling and/or painting of offices as well as other educational
facilities must have approval of the President.

3604 AG: PHOTOCOPYING
Copies of documents are made for official University business only. Various department
heads may be assigned control devices for use with certain copiers. Only authorized
personnel are to use the photocopier.

Documents may not be duplicated unless permission is granted within the copyright
regulations (www.copyright.gov). All copyright protected materials must have advance
permission of the copyright holder before duplication.

For large quantity printing, a requisition is to be submitted to the purchasing agent.

3605 AG: POSTING OF NOTICES
Notices may be posted on bulletin boards, but only with the approval of the Director of
Campus Life. Approved notices will bear a stamp reading "Cleared for Posting," along
with an expiration date.

Posting notices on walls or doors is prohibited.




 
 
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The Director of Campus Life designates a staff member to remove out-dated notices at
least monthly.

3608: RECORD RETENTION
University business records are created daily. Maintaining records has a price tag; costs
are incurred for storing, managing, accessing and preserving records. Oakland City
University will designate appropriate retention periods according to the function of the
document. Retention periods for each record series as designated on the University
retention schedule represent the minimum period of time the records must be retained.
After that specified time, the records are typically destroyed, but they are not required
to be if there is an administrative purpose for them. In addition, in the event OCU
administration receives a subpoena for discovery purposes, the appropriate
departments will be notified to suspend the normal disposition schedule and specified
documents will be retained until the litigation is resolved.

3608.1 AG: RECORD RETENTION GUIDE
Records – Electronic

Employees generate University records daily. The following provides guidance to
determine if e-mail or any electronic correspondence qualifies as a record and,
therefore, should be retained.

    1. Determine if the e-mail meets the definition of a record and, therefore, must be
       retained.
       a. Any communication that is stored on a fixed medium that documents the
             organization, functions, policies, decisions, procedures, operation, or other
             activities of the office is a record and must be retained in accordance with
             the OCU record retention policy.
       b. The critical factor is content.
       c. It does not matter whether the record is in paper or electronic format.
       d. E-mails related to the work of the office produce records.
       e. Many e-mails are considered “transient.” Transient e-mail has a short retention
             period: maintain until no longer of administrative value. Transient material is
             defined as all informal and/or temporary messages (including, but not limited
             to, e-mail and voice mail) and all notes and all drafts used in the production
             of records by an OCU employee. Transient material also includes anonymous,
             unsigned and/or unsolicited written or electronic materials, including, but not
             limited to, anonymous student complaints, anonymous writings from
             individuals inside or outside the institution, and voice mail messages.
    2. If it is determined that the e-mail is a record that has a retention period, how is it
       retained?
       a. (1) Print the e-mail and put in the appropriate paper file or (2) maintain
             electronically by transferring to an electronic mailbox and retain for the
             appropriate retention period.
       b. Split records: Do not maintain “split records,” i.e. if there is a paper file on a

 
 
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          matter, print the record and put it in the paper file. The availability/accuracy
          of a record may be severely compromised if the documents are separated
          between a paper file and someone’s electronic desktop computer file. The
          reviewer most likely has no idea the electronic records exist. If the reviewer
          looks at a paper file on a particular matter, he/she should be able to
          determine the entirety of the matter and not be left to guess who may have
          other documents evidencing the organization, function, policy, decision,
          procedure, or other activity that is the subject matter of the file.
       c. Be aware of two unique issues associated with e-mail. (1) When e-mail is
          deleted from your desktop it may not really be deleted, i.e., it may be
          retained by the sender or some other recipient or it may be stored on a back-
          up server. (2) When an e-mail is deleted, metadata is lost. This metadata can
          establish when the e-mail was created, if it was altered, etc. Metadata can
          prove important in some matters. For example, one professor accuses
          another of plagiarism. The accused responds that he created the document.
          The metadata is able to provide conclusive documentation about when and
          on whose computer the document was created. Thus, with critically
          important documents you may decide to retain both paper and electronic
          copies.
    3. How long is the record to be retained?
       a. All records must be retained in accordance with the University’s Retention
          guide.
       b. The retention period for most office records is listed in this Guide. Questions
          regarding retention periods for records not found in the guide may be
          directed to the supervisor or the Compliance Office.
       c. Each type of record has a defined retention period.
    4. What e-mails are not considered records and need not be retained?
       a. Junk mail or spam and personal e-mails

Records Retention Guide

The records retention guide lists records created or received at OCU, specifies how long
they are to be retained, and which department is the record custodian for the
official/original document. All records are grouped into large categories, called records
series, related to the function of the record. The retention periods for each record series
as designated on the University retention schedule represents the MINIMUM period of
time the records must be retained. After that specified time, the records are typically
destroyed, but they are not required to be. If there are good administrative reasons for
retaining these records for a longer period, then they should be kept. Please remember,
however, that maintaining records has a price tag; costs for storing, managing,
accessing and preserving records can add up quickly.

In most cases the original record will be stored and managed in the Executive Offices,
Office of Academic Affairs, Human Resources, Business Office, or Financial Aid Office
and the convenience copies will reside in the individual department, school or


 
 
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administrative office. However, for some types of records, the individual office,
department or school will have the official/original, and no copy will be available in
other offices. A convenience copy is normally kept for one year and then forwarded to
the office maintaining the original for disposal. The office maintaining the original will
verify the status of the copy prior to processing or disposal.

Certain documents are not to have convenience copies maintained by the individual
departments in order to minimize exposure of data protected by FERPA and HIPPA.

When copies of a document are maintained by more than one department, it is
important that convenience copies are not kept longer than the record copy.
Understanding the role of a document in a process and who has the responsibility for
the record (official) copy allows holders of convenience copies to consult the retention
guide in managing copies.

Each department has the responsibility to designate one person as its records
coordinator. The records coordinator should specify one to two days per year as
records disposition days. The records coordinator will work with department employees
to dispose of records according to the retention guide. A records retention log which
lists all records destroyed or sent to the Archives will be retained by the department.

Records Storage
Restricted data or PII, personally identifiable information, is to be stored in a secure
location with access limited to personnel with a genuine “need to know”.

Some record series may not be included in the record retention guide. In these cases,
the supervisor should contact the Compliance Office so that the new series may be
added to the retention guide for future reference.

The retention guide is to include the title of the document/record, the location to be
used for storage of original/official (record) documents, retention requirement,
regulations specifying the requirement (if known), storage medium and disposal
guidelines, if appropriate.

3610 AG: POLICY CHANGES
Policy changes in this manual must be recommended by the President and Cabinet
and approved by the Board of Trustees.

3611 AG: STUDENT ASSISTANTS
Departments requiring student assistants, or work study students, should submit to the
Director of Financial Aid a memorandum describing the work to be done, the


 
 
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approximate number of hours per week required, and any special qualifications
necessary. When a student is assigned, written notice will be given to the student with a
copy to the department, in order to prevent any misunderstanding concerning hours of
work, rate of pay, responsibility.

Assignments are for University-related work only. If there is not sufficient essential work to
require all of the student's working time, he should not be assigned non-essential work
merely to keep him busy.

3613 AG: TELEPHONES
 All staff requiring a telephone will be assigned a telephone with an extension (or
extensions as required). Faculty and staff will be assigned long distance codes as
needed. The telephones are provided for business use.

3615 FACILITY USE
Only persons or groups authorized by the President or his/her designee shall use
University facilities and only in the manner and for purposes authorized. The Provost is
responsible for the assignment of space in all University facilities related to the
academic functions of the University. For non-academic use, the Director of Campus
Life is responsible for assignment of space or procuring the appropriate approval for the
use of University facilities from the executive offices.

Oakland City University facilities include public areas that are open to the general
public; controlled areas such as classrooms, laboratories, offices, and residence halls
which are not open to the general public; and restricted areas which are off limits to
unauthorized persons such as utility areas, roofs of buildings and any area that has
been marked to indicate that access to the area is limited to authorized personnel only.
Prior authorization from the President or his/her designee or an authorized
representative is necessary to obtain access to Restricted Areas.

If a person's presence would deny, interfere with, or disrupt the authorized use of a
University facility, or disrupt, impair, or obstruct the lawful missions, processes,
procedures, or functions of Oakland City University, that person may be requested to
leave University property. Persons requested to leave by an authorized representative of
the University who willfully refuses or fails to do so, may be subject to legal action.

The presence of animals within University facilities is prohibited, except as necessary and
required in authorized teaching, public service, or to aid persons with disabilities, or as
specifically approved by the President or his/her designee or an authorized
representative.



 
 
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Non-University groups may not use University facilities for commercial activities involving
direct sale for profit of goods or services except for income earned from (1) sales
specifically approved regarding canvassing, peddling, and soliciting; (2) the delivery of
merchandise or (3) services performed under contracts with Oakland City University.

Upon approval of the President or his/her designee or an authorized representative,
student organizations may use certain University facilities for activities involving paid
admissions, provided that such use will not result in financial gain, either directly or
indirectly, to individuals or non-University approved organizations. Rental fees may be
charged when appropriate.

Specific uses of University facilities which are prohibited are as follows:

    •   The commission of any act that constitutes a criminal offense under the laws of
        the State of Indiana or of the United States;
    •   The possession, consumption, distribution, or sale of alcoholic beverages;
    •   The use, possession, distribution, or sale of controlled substances as defined in
        Indiana Criminal Code, except as expressly permitted by the laws of the State of
        Indiana;
    •   The possession, use, or distribution of any explosives, guns, or other deadly or
        dangerous materials or weapons reasonably calculated to cause bodily injury,
        unless specifically authorized by the President or his/her designee or an
        authorized representative or required by or used in the course of a University
        activity and under the supervision of a University representative;
    •   Peddling, soliciting, advertising, or canvassing in or on University facilities except
        as authorized;
    •   The use of decorations or staging in any University facility which creates a
        potential fire or other hazard to persons or property unless prior written approval
        has been granted by the President or his/her designee;
    •   Obstruction of stairways, corridors, and other access and exit areas of University
        facilities.

The President and his/her designee retain the discretion to prohibit activities in University
facilities. This action may be initiated when the use of the facility poses unusual risks to
the safety and/or well-being of the University community. It may also be used to
prevent conduct which is or may be injurious to the welfare of the University.

Any individual or group who has demonstrated an inability or unwillingness to exhibit
conduct in accord with University policy or applicable laws in or on University facilities
may be designated as "persona non grata" by the President or his/her designee. This
action thereby bars the individual or group from campus or any part thereof for a
specific period of time or indefinitely.




 
 
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Written consent must be procured from the President or his/her designee before any
work that involves the physical construction, alteration, or improvement to University
owned, leased, or occupied facilities, or any improvements to land owned or leased by
the University, may be performed by University employees, students, or outside
contractors.




 
 
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                                 Appendices
Appendix 1: Administrative Reporting Structure




 
 
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President                
Vice President for Administration and Finance 
Vice President for Prison Education and Research  
Provost 
Director of Development/Advancement 
Compliance Officer (also Board of Trustees) ** 
Executive Office Staff 
Campus Minister 
Athletic Director (athletics, including fundraising, to President and academics to Provost) ** 
 

* President’s Cabinet 
**President’s Cabinet (Advisory) 
 
Vice President for Administration and Finance* (The Vice President for Administration and 
Finance, when instructed, acts in lieu of the President as the President’s Designee.) 
CFO* 
Director of Financial Aid* 
Director of Admissions** 
Human Resource Coordinator  
Director of Campus Life* 
Off‐site Center Directors** & Academic Program Coordinators (all non‐academics)  
Director of Maintenance  
Director of Housekeeping 
Marketing Director ** 
Purchasing Agent 
Webmaster 
Network Administrator** 
 
Vice President for Prison Education and Research** 
Institutional Researcher 
University Director of Assessment 
Director of Prison Education** 
Prison Education and Research Office Personnel 
 
Provost* 
Registrar/Veterans Affairs Officer 
Deans of Schools** 
Directors of Graduate Programs (MAT**, Ed.D.**, MDiv.**, DMin.**) 
Athletic Director (academics to Provost, athletics, including fundraising, to President) ** 
 
 
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Director of Bedford Center (academics to Provost, otherwise to Vice President for 
Administration and Finance) ** 
Director of Library 
Directors of Trio Programs 
Editor Journal for Liberal Arts (also reports to Vice President for Administration and Finance) 
Academic Affairs Office Personnel 
Dual Enrollment Site Coordinator 
Coordinator of Online Learning 
 
Director of Development/Advancement* 
Director of Alumni Relations** 
Development/Advancement Office Personnel 
 
Chief Financial Officer* 
Business Office Personnel 
Bookstore Personnel 
‐‐‐ 
Director of Financial Aid* 
Financial Aid Personnel 
 
Director of Admissions** 
Main Campus Admissions Office Personnel 
 
Human Resource Coordinator 
Human Resource Personnel 
 
Director of Campus Life* 
Campus Life Office Personnel 
Residence Life Office Personnel 
Career Services Personnel 
Social Worker/Counselor 
 
Director of Maintenance 
Maintenance Personnel 
 
Athletic Director ** 
Athletics Administrative Personnel 
Athletic Trainer 
Coaches (athletics, academic related report to respective dean) 

 
 
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Director of Housekeeping 
Housekeeping Personnel 
 
Network Administrator** 
Information Technology Office Personnel 
 
Deans of Schools** 
Faculty Members (Professors, Associate Professors, Assistant Professors, Instructors) 
Lecturers  
Adjunct Instructors  
Graduate Assistants  
Academic Program Coordinators and SAEL Admissions Representatives report directly to the
Dean of the School of Adult and Extended Learning except for facility maintenance which is
reportable to the Vice-President for Administration and Finance
 
Director of Bedford Center 
Bedford Center Administrative Assistant 
 
Director of Prison Education** 
Coordinators of Correctional Facility Education Programs  
Coordinator of Prison Special Education Programs 
 
Coordinators of Correctional Facility Education Programs 
Adjunct Instructors; ABE/GED Teachers; Correctional Facility OCU Personnel 

 

 

 

 




 
 
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      Appendix 2: Organizational Structure
       
                                                        Board of Trustees 
       
                                                                                                   Compliance 

                                                         President (CEO) 
                                                                                                                 Executive Office Staff
                                                         The Vice President 
          Vice President for Administration              for Administration                                            Athletics*
                     and Finance                         and Finance, when 
                                                         instructed, acts in                                         Campus Minister
                                                         lieu of the President 
       Chief Financial Officer (CFO)                     as the President’s 
                                                         Designee. 
                      Financial Aid 

          Enrollment Management 
                 (Admissions)                                             The President’s Cabinet is currently
                    Human Resource                                        comprised of the Vice President for
                                                                          Administration and Finance, the Provost,
                    Student Services                                      the Director of Development /
                     (Campus Life)                                        Advancement, the Chief Financial Officer,
                                                                          the Director of Campus Life and the
                    Offsite Centers** 
                                                                          Director of Financial Aid. Others members
     Information Technology Services                                      of the cabinet are advisory. Additional
                and Web                                                   members are added when necessary.
                      Maintenance 
                                                                          *The Director of Athletics reports directly to the President in
                      Housekeeping                                        addition to the Provost.
                                                                          **The Director of the Bedford Center reports directly to the
                 Director of Marketing                                    Provost in addition to the Vice-President for Administration
                                                                          and Finance. Academic Program Coordinators report directly
                   Purchasing Agent                                       to the Dean of the School of Adult and Extended Learning in
                                                                          addition to the Vice-President for Administration and
                                                                          Finance.




Provost (CAO)                          Vice‐President for Prison Education                         Director of 
                                                  and Research                              Development/Advancement 

                                                                                                                     Alumni Affairs
                   Academic Affairs                           Research and Assessment

            G/U Schools and Programs 
                                                                 Correctional Facilities 
              TRIO Programs 

                 Dual Enrollment  
       
       
                   Athletics* 
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Appendix 3: Vehicle Use
                                Oakland City University
                       ACKNOWLEDGMENT OF POLICIES GOVERNING
                         THE OPERATION OF UNIVERSITY VEHICLES

1. Vehicles may be used only for University business. Personal use is prohibited.

2. Vehicles may not be used for commuting unless authorized in writing by the president
or designee.

3. Overnight retention–The conditions under which a motor pool vehicle may be
retained overnight are as follows:

    a. The driver’s home is located some distance from the University and such retention
    would result in substantial savings in time and distance traveled.

    b. If the driver must depart before the Executive Offices open, the vehicle may be
    procured and retained the preceding night.

    c. If the driver is required, by reason of official duties, to return from a trip after the
    executive office has closed for the day, he or she may retain the vehicle at home
    overnight, provided it is returned to campus and the keys are returned to the
    Executive Offices the following morning.

4. Authorized drivers–Employees, including part-time student employees, Board of
Trustee members, and registered volunteers are the only individuals authorized to
operate a University vehicle. (Student employees are authorized to operate a vehicle
provided they have departmental approval and driving is a job-related responsibility.)

5. The operator is responsible for the protection and safe operation of the vehicle. The
operator should observe all traffic laws and rules of safe driving, and the operator is
responsible for traffic violations and fines including parking violations.

6. The operator must have a valid driver’s license appropriate for the class of vehicle to
be driven.

I acknowledge that I have read and understand the above policies. I also understand
that violation of these policies may subject me to disbarment from future university
vehicle use.

__________________________________                   __________________________________
Driver’s Name & Signature                            Department



 
 
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Appendix 4: Vehicle Use
                           Oakland City University Vehicle Use Form


    This form must be completed and submitted to the Executive Office prior to vehicle
    pick-up. The Executive Office is located on the third floor of the Murray Center on the
    Main Campus. Assignment of vehicles is prioritized according to University needs such
    as admissions, athletics, and federally funded programs such as TRIO, student groups,
    and the foundation needs.



    Account Name: _________________________ Account Number: ___________________

    Name of Driver: _________________________ Department: _______________________

    Email: ________________________________________

    Purpose of Trip/Destination/Lease Agreement: ___________________________________

    ___________________________________________________________________________

    Approximate Pick-Up Date and Time: __________________________________________

    Estimated Return Date and Time: ______________________________________________



                                    VEHICLE USE AGREEMENT

    In consideration of use of an Oakland City University vehicle, I agree to and
    acknowledge that:
        1. This vehicle request is being made by a recognized department of OCU, a
           recognized student group of OCU, a funded TRIO program associated with
           OCU, or the OCU Foundation.
        2. The assigned driver holds a valid driver's license appropriate for the type of
           vehicle being driven.
        3. The driver will drive responsibly and courteously at all times.
        4. The driver will comply with all traffic and parking regulations. Violations are the
           responsibility of the driver.
        5. All occupants will wear seatbelts at all times in compliance with state law.
        6. Smoking is prohibited inside university vehicles and passengers will be required
           to adhere to this policy.
        7. It is understood that the University's liability coverage applies only to vehicles
           driven by OCU employees or other drivers authorized by the University
           President or designee within the course and scope of official business. No


 
 
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           personal use is allowed at any time.
       8. Only OCU employees, employees of the TRIO programs, and
           volunteers/employees of the Foundation approved by the President of the
           Foundation will be allowed to drive an OCU vehicle.
       9. It is understood that individuals under personal services contracts and students
           and spouses who are not on the OCU payroll are not employees of the
           University and, therefore, not eligible to operate an OCU vehicle unless they
           are employed by TRIO or are a volunteer/employee of OCU Foundation.
       10. While using an OCU vehicle the driver is responsible for its condition and will
           make every reasonable effort to return the vehicle in substantially the same
           condition as it was received with the exception of ordinary wear and tear. It is
           also understood that the driver or the department/group may be financially
           responsible for damages resulting from abusive use of the vehicle.
       11. The vehicle log will be completed by the driver to reflect all requested
           information. The log may be found in the glove compartment of each vehicle.
       12. A vehicle use report will be returned with the keys to the executive office to
           ensure appropriate invoicing.
    Terms of use/lease:
    Vans: $0.75 per mile       $100 per week* $400 per month*
                               *(does not include fuel)
    Busses: $0.75 per mile
    Occasions may arise when vehicles committed to a weekly/monthly agreement
    become available for a single trip for another department. If this occurs, $25 of the
    amount charged to the department using the vehicle for the single trip will be
    credited to the organization/department named in the original agreement.
     



    I verify the information entered above and agree to the vehicle use terms.

    Driver’s Signature: ________________________________

    Departmental Approval by: ____________________________________

    Executive Office Approval by: __________________________________
_____________________________________________________________________________
Office Use Only
Date Request Submitted: __________________ Vehicle Assigned: ________________________

Driver’s License Verified by: _____________________________________________

Odometer Log form returned: ______

Date Odometer Log forwarded to Business Office: __________


 
 
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Appendix 5: SAEL Procedures

Due to the accelerated non-traditional format of the SAEL program, several procedures
must be adjusted to accommodate the schedule. The following is provided to clarify
required procedural differences between this School’s programs and the related
procedures outlined in the Faculty Handbook.

ABSENCES AND TARDINESS - STUDENT

Students are expected to attend all class sessions. In the event the student is unable to
attend one session, his/her grade WILL be lowered. The only exception is as follows:
Depending on extenuating circumstances, the student may be allowed to work with
the instructor to make up the missed session. The student will not be penalized for the
missed session. In addition, the student will be required to complete all assignments
due for the missed sessions. If the student misses two unexcused class sessions (8 hours)
of one course, the course will have to be retaken at the expense of the student. The
student is expected to be on time for each session. If he/she is consistently late, or
leaves early, the grade will be lowered. Attendance records are essential to comply
with regulations established by the Veterans' Administration for recipients of V.A.
benefits, and with the Dept. of Ed. for the recipients of financial aid. * Please be sure
students sign in for each class session by signing their name or initials on the
attendance roster.

ADVISING

Academic advising of SAEL students is needed as a result of transcript evaluation. The
Registrar or designee conducts the transcript evaluation. Any student who petitions to
transfer credit from an accredited program or who misses a sequenced course due to
illness, finances, employment, or other acceptable circumstances is advised as to the
proper course sequencing to complete his/her program. The Registrar or designee is
the advisor of record for all students, all options.

CLASS HOURS, BREAKS

SAEL classes meet from 6:00 pm to 10:00 pm for each scheduled class. Instructors are
required to meet for the full four hour period. A five-minute break should be
incorporated into each hour of instruction.

CLASS ROSTER

At the beginning of each new course, instructors will be provided with a class roster.
Instructors should compare the roster to those students present on the first night of class.
Instructors must notify the SAEL office of anyone that was present in class that is not on
the roster or anyone that is on the roster but did not attend the class. Class rosters are


 
 
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to be submitted after each class meeting to the SAEL office by leaving it at the site, by
mail, or faxed to 812-749-1294 within 24 hours.

EXAMINATIONS, STUDENT ASSESSMENT

The School of Adult & Extended Learning program is performance-based; all methods
of assessment aligned with adult learning theory are encouraged – traditional,
alternative, and authentic. Courses are to incorporate multiple assessment methods
and multiple decision points. The syllabus and the faculty member of record for each
class are valuable resources for understanding assessments identified for each course.

FACULTY EVALUATION BY STUDENTS

The School of Adult & Extended Learning faculty members are evaluated by students
for each course taught. The process is confidential among the Program Director, SAEL
Dean, Provost, and the faculty member. Students do not sign the evaluation forms. The
tabulation of the forms is not returned to the faculty member until grades are submitted
for the class. The individual faculty member’s evaluation is not shared with any student
or with other faculty members. Written comments by the students are typed on the final
tabulation for the faculty member.

The purpose of the evaluation process is to assist the faculty member in recognizing
his/her areas of strength as well as those areas of needed improvement from the
perspective of the student. The evaluation process also assists the Program Director,
SAEL Dean, and Provost in individual faculty conferences and hiring recommendation
decisions.

GRADE SHEETS

Grade sheets must be submitted on the CAMS generated grade/attendance sheet, to
the appropriate program assistant within 7 days after the completion of a course. The
program assistant will forward a copy of the grade sheet to Academic Affairs. You may
mail the grade sheet or fax it to 812-749-1294. Payment for the class will not be made
until the grades have been received by our office.

OFFICE HOURS

Each School of Adult & Extended Learning site has hours of operation based on their
specific needs. Please contact the site for specific hours of operation. In the event of a
change, new hours will be posted and notification will be given in advance.

ORGANIZATIONAL STRUCTURE

Granted by the Board of Trustees, the University Chancellor/President has oversight of all
University activities. The Provost oversees the academic activities of the University. The


 
 
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School of Adult & Extended Learning Dean has specific responsibility for conducting all
School of Adult & Extended Learning programs, both graduate and undergraduate.
The Program Directors have specific responsibility for conducting their specific program,
at all sites.

PAYROLL

Payroll for Oakland City University is set up on a monthly basis. Payroll checks will be
issued only after the following requirements have been met. Payroll is the first banking
day of every month.



Payroll will not be processed until the grades have been submitted to the appropriate
department of SAEL.

The contract and all other HR forms must be back in the Human Resource Office by the
first day of class.

All Human Resource files must be current and complete.

Payroll is processed for SAEL on the 18th of the month and is sent to OCU’s Human
Resource Office. This date can vary due to the existence of limited exceptions. These
exceptions include holidays which fall at the end of the month. Holidays, such as
Christmas, necessitate early processing of payroll due to office closures.

Payment for the course, provided all of the above requirements have been met, will be
made on the first banking day of the following month.



PROGRAM DESCRIPTIONS

Associates Program

The accelerated Associate of Science Degree in Business Administration (ASBA) is
designed for adults, who because of choice or necessity, entered the workforce after
high school and have found no practical way of continuing their education.

Students enrolled in the ASBA program will find it possible to complete their degree by
attending classes two nights a week thus earning 64 hours of college credit and an
Associate of Science Degree in Business Administration in as little as 16 months.

Adult learning theories are employed to make classes stimulating and pertinent to an
adult student. Evaluation is based upon student performance, thus minimizing the
traditional reliance on recall and written examinations.


 
 
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Bachelors Program

The Bachelor of Science program is designed to assist students with at least 64 semester
hours to complete that long anticipated Bachelor degree. Students enrolled in the
program can earn up to 32 semester hours for experiential learning or life experiences. If
one has acquired an expertise in an area without receiving college credit for it, the
individual may be able to receive academic credit by verifying the knowledge learned
by writing life learning papers. The Bachelor of Science program provides a
concentration in Management. An additional concentration in Human Resources is
also available. Student performance is evaluated by summary papers, small group
participation, class discussions, and written exercises.

PROGRAM CALENDAR

The School of Adult & Extended Learning programs are developed from a model
incorporating adult learning theory. The curriculum is presented in a non-traditional
accelerated manner.

Class dates are set by the Program Directors in consultation with the School of Adult &
Extended Learning Dean and Provost. The calendar is published after final approval is
received by the Provost, Registrar, and Financial Aid.

TEACHING LOAD

The maximum teaching load for adjunct faculty of the School of Adult & Extended
Learning is 18 credit hours per academic year or an average of 9 credit hours per
semester.




 
 

				
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