Use of Email for Official and Mass Communications

Policy Number: 
IV.06.07
Reason for Policy: 

The university must be able to communicate quickly and efficiently with employees and enrolled students in order to conduct official university business. E-mail is an available and appropriate medium for such communication. E-mail is also an efficient, cost-effective, and environmentally sustainable way to communicate with large groups of people. However, non-strategic use of mass e-mail can reduce employee productivity, burden the IT infrastructure, and hinder the university’s ability to deliver critical messages. Recognizing these expectations and concerns, this policy establishes e-mail as an official form of university Communications and establishes the requirements for use of mass e-mail.

Entities Affected by this Policy: 

Anyone with access to a university email account.

Enactment & Revision History: 

Revisions approved by President Michael H. Schill on January 25, 2017. Merged with former UO Policy 01.00.15 and new policy number assigned: IV.06.07

02/08/2010 Policy number revised from 1.000 to 01.00.11

08/09/2005 Issued by: Vice President for Administration

Policy: 

Unless otherwise prohibited by law, the University of Oregon (University or UO) may send official University communications to employees and students by e-mail to an account provisioned by the University with the full expectation that such e-mails will be read by the recipient in a timely fashion.

  1. Assignment of E-mail Accounts

All UO students and employees are provisioned an account in the uoregon.edu domain, which is designated as their “UO e-mail account.” The UO e-mail may not be changed absent University approval. University communications that are sent by e-mail will be sent to UO e-mail accounts.

  1. Responsibilities

Employees and students are expected to review messages received through their UO e-mail account on a frequent and consistent basis. Individuals must ensure that there is sufficient space in their accounts to allow for e-mail to be delivered. Communications may be time-critical. Individuals should use UO e-mail accounts for all University-related e-mail communications.

  1. Use of Mass E-Mail

University mass e-mail is an e-mail message sent to any large campus audience (e.g. all students, all undergraduate students, all faculty, all staff, etc.). In this policy, mass e-mail does not include messages sent within a unit, department, school, college or similar subset of the university population. All mass e-mails shall follow the UO’s mass e-mail guidelines and procedures and be consistent with any applicable state and federal laws.

Mass e-mail is restricted to information that (i) pertains to the majority of the recipients, (ii) is critical or time sensitive, and (iii) meets one or more of the following standards:

  • Alerts the campus community to situations about health and safety risks, as defined in the UO Crisis and Emergency Notification procedures;
  • Provides information essential to the operation or execution of business;
  • Notifies the campus community about changes in university governance, policy, and practice; or
  • Communicates important information from the president, provost, or other member of university senior leadership as defined in the mass email guidelines and procedures.
  1. Forwarding of E-mail

Individuals who choose to forward e-mail received on a UO e-mail account to a different e-mail address do so at their own risk. The University is not responsible for e-mail, including attachments, forwarded to any e-mail address.

  1. Instructional Use of UO E-Mail Accounts

Faculty should use UO e-mail accounts for e-mail communication with students. The University’s course management system requires that faculty and students use their UO e-mail account to gain access to the system.

  1. Departmental Servers

E-mail accounts with addresses such as hr.uoregon.edu or law.uoregon.edu do not qualify as a UO e-mail account for purposes of this policy. Employees and students who prefer to use such accounts must forward e-mail to them. Such accounts are subject to Section IV above.

  1. Accessibility

E-mail sent by the University must use best practices for being accessible to message recipients. When creating an HTML mass e-mail message, senders must follow University guidelines and procedures. 

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 6: Information technology
Responsible Office: 

For questions about this policy, please contact University Communications at 541-346-3134 or uonews@uoregon.edu.

Original Source: 
UO Policy Statement

Facilities, Naming of

Policy Number: 
IV.07.01
Reason for Policy: 

To describe the limitations on and procedures for naming buildings, structures, interior spaces, and exterior spaces, including landscape elements.

Entities Affected by this Policy: 

General UO community

Enactment & Revision History: 

Amended on February 29, 2016 by President Michael H. Schill. Policy number revised from 07.00.02 to IV.07.01.

Policy number revised from 4.000 to 07.00.02 on February 2, 2010

Revision recommended and approved by the President on October 31, 2006

Originally issued February 17, 1989

Policy: 

The naming, or renaming, of a building, structure or external space is considered a major event in the history of the institution, requiring due consideration, appropriate due diligence, and consultation.

Under authority granted by Oregon Revised Statutes, Chapter 352, and Section 1.7.1 of UO Policy I.01.01 – Retention and Delegation of Authority – the Board of Trustees shall be the sole authority allowed to name any university building or outdoor area in recognition of an individual or organization.

The President of the University, by this policy, is authorized to name interior spaces (e.g. classrooms, atria, conference rooms, seminar rooms, lounges, etc.) in recognition of individuals or organizations.

1. NAMING IN RECOGNITION OF A GIFT:

  • Buildings and structures may be named or renamed for a donor when a gift provides funding for not less than 50 percent of the portion of the cost which would not have been available from other sources (state or federal appropriations, student fees, bonds, etc.). Some exceptions may be granted.

2. NAMING FOR AN INDIVIDUAL NOT IN RECOGNITION OF A GIFT:

  • Naming opportunities are generally reserved for donors. However an individual's name may be affixed to a building, part of a building, an interior space, or a landscape element in posthumous recognition of unusually meritorious service to the University or to society at large.
  • Normally, a period of at least one year shall have elapsed between the individual's death and the proposal for naming.
  • Exceptions to the requirement of posthumous recognition may be granted only upon approval by the Board of Trustees.

3.  PROCEDURAL REQUIREMENTS

  • Suggestions for naming any building, part of a building, interior space, or exterior space will be made through the Vice President for Advancement to the President.  The vice president may receive recommendations from and shall consult with appropriate others (e.g. provost, dean, department chair, director).
  • Suggestions for naming in recognition of unusually meritorious service should include a description of the activities and circumstances that warrant consideration as unusually meritorious. While "unusually meritorious service" could be operationalized in many different ways, for the purposes of this policy, unusually meritorious service is likely to describe remarkable activities, circumstances, and/or experiences of individuals that directly served to advance or provide inspiration in advancing the values and mission of the University.
  • Pursuant to this policy, the President shall make a recommendation on naming a building or external space, or any space named after a living individual, to the Board of Trustees for its approval.  The President may make a final decision on the posthumous naming of any internal space. On naming suggestions involving entire buildings or large open spaces, the President will consult formally in confidence with the Faculty Advisory Council. On naming of a smaller, or more local scale, the President may consult confidentially with any advisory groups that he or she feels is appropriate.
Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 7: Property, facilities and planning; sustainability
Responsible Office: 

For questions about this policy, please contact Campus Planning and Real Estate at 541-346-5562 or uplan@uoregon.edu.

Printing and Mailing

Policy Number: 
IV.04.29
Reason for Policy: 

To describe university policy on use of public funds for printing, copying and mailing.

Entities Affected by this Policy: 

University units and recognized student groups.

Enactment & Revision History: 

Amended by President Michael H. Schill on February 29, 2016. Policy number revised from 06.00.01 to IV.04.29 and policy title changed from "Printing and Publications."
Policy number revised from 1.000 to 06.00.01 on February 8, 2010.
Reviewed and Approval Recommended by President's Staff on March 7, 1986.
Reissued by Vice President for Administration on March 7, 1986.

Policy: 

Printing and Mailing Services provide the university community with a fast and economical source for mailing materials off campus and for producing printed material using University facilities and outside contracts. Printing and Mailing Services also serves the University in maintaining graphic identity standard compliance.

All printing, copying and mailing for the University of Oregon (UO) will be performed by or purchased through Printing and Mailing Services. Printing and copying may be done on UO equipment when using Printing and Mailing Services is not practical (for example, general office printing and small batch duplicating).

University printing, copying, and mailing services are available to University departments and committees conducting University business and to registered or recognized student groups. University printing, copying and mailing services may not be used for any purpose other than University business or the activities of registered or recognized student groups.

Exceptions to this policy may be approved by the Vice President for Finance and Administration or his/her designee. University related groups that receive an exception are responsible for all contractual obligations.

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 4: Business affairs
Responsible Office: 

For questions about this policy, please contact the Vice President of Finance and Administration at 541-346-3003, vpfa@uoregon.edu.

Mobile Technology, Access To

Policy Number: 
IV.06.05
Reason for Policy: 

This policy creates a framework and general guidelines for determining decision making regarding requirements for mobile technology related to employment activities. This policy relates to the terms and conditions of employment and this policy issue is the responsibility of the Office of Human Resources.

Note: The operational aspects of this policy are overseen by the Business Affairs Office.

Entities Affected by this Policy: 

Employees who require mobile technology to perform job responsibilities.

 

Enactment & Revision History: 

02/29/16: Policy number changed from 03.05.05 to IV.06.05

12/28/10: Approved by President Richard W. Lariviere

Policy: 
  • Provision of university funds for mobile technology must meet a general need of the university. The dean, director, department and/or other unit head are best-suited to determine if a specific employee or job classification requires the use of university-sponsored Mobile Technology in their areas, and to what extent. As such, the dean, director, department and/or other unit head have the authority to approve access to mobile technology and payment method. This determination should be reviewed annually and revised if needed. Possible criteria to consider may include (this list is not exclusive):
    • Travel: Employees who frequently travel or are out of the office and need to be in contact with employees, clients, managers, or other university associate.
    • Work Location: Employees who typically work in the field or at job sites where access to electronic and telecommunication devices is not readily available
    • Emergency Response: Employees who need to be contacted and/or respond in the event of an emergency or are required to be available during non-business hours
    • Critical Need: Employees who are required as part of their daily responsibilities to be accessible by electronic means when away from their regular work station.
  • Final determination of whether other criteria may apply is the responsibility of the senior vice provost for academic affairs for academic personnel and the associate vice president for human resources for officers of administration and classified personnel.
  • Responsibility for setting overall guidance regarding mobile technology and determining which payment options and tiers are available is delegated to the vice president responsible for that unit.

Procedures: 

Determination of the need for mobile technology should be documented in writing and filed in the employee's personnel file.

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 6: Information technology
Responsible Office: 

Vice President of Finance and Administration: 541-346-3003, vpfa@uoregon.edu.

Uniform Guidance Procurement Standards

Policy Number: 
IV.09.01
Reason for Policy: 

The purpose of this Policy is, as required by federal law, to document the University’s decision to delay the implementation of new procurement standards set forth in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (the “Uniform Guidance”) until July 1, 2016, as permitted under 2 CFR § 200.110(a).

Entities Affected by this Policy: 

Purchasing and Contracting Services

Enactment & Revision History: 

12/15/15: Extended by President Michael H. Schill

06/18/15: Approved as an emergency policy by Interim President Scott Coltrane

Policy: 

The Federal Office of Management and Budget (“OMB”) issued Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR Chapter I, Chapter II, Part 200, et al. (the “Uniform Guidance”), in the Federal Register on December 19, 2014. The Uniform Guidance was generally effective December 26, 2014.

 

Section 200.110 of the Uniform Guidance states that non-Federal entities may continue to comply with the procurement standards in previous OMB guidance, instead of the procurement standards found in the Uniform Guidance, for one full additional fiscal year after December 26, 2014.  A non-Federal entity must document its decision to continue to comply with previous OMB guidance for a full additional fiscal year in its internal procurement policies.  Previous OMB guidance refers to OMB guidance described in 2 CFR § 200.104 inasmuch as that guidance relates to procurement.

 

The University of Oregon (the “University”) has elected to follow previous OMB guidance related to procurement standards in effect prior to December 26, 2014, for one full additional fiscal year.  Therefore, the University will follow previous OMB guidance for procurement through the end of the fiscal year ending June 30, 2016.  The University will take steps to ensure that the procurement standards found in the Uniform Guidance are properly implemented and effective on July 1, 2016.

 

This policy is adopted as an emergency policy pursuant to section 9 of the Policy on University Policies, Policy 1.03.01.  As a result, this policy shall have a duration of six months unless a showing of necessity warrants a longer duration.

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 9: Purchasing and contracting
Responsible Office: 

Purchasing and Contracting Services: (541) 346-1000 or contract@uoregon.edu

College Courses Taught for Credit in High Schools, Guidelines for

Policy Number: 
III.08.05
Reason for Policy: 

To articulate the guidelines for high school courses taught for college credit.

Entities Affected by this Policy: 

Students; prospective students in high school taking such courses.

Enactment & Revision History: 

UO Policy number established as III.08.05 (formerly referred to as OUS 14) on November 2, 2016.

Became a UO policy by operation of law on July 1, 2014.

Adopted by the State Board of Higher Education on June 21, 1985.

Policy: 

The following guidelines were adopted as the official policy for the conduct of college-level courses taught for credit in high schools:

 

I.          Registration and Fees

 

A.   Students who wish to take a "college course for credit" in high school should be required to:

 

1.         Register for the course before the class is taken;

 

2.         Register on college registration materials;

 

3.         Pay a reasonable fee for acquiring the college credit, with reasonable fee to be determined by and paid to the participating college;

 

4.         Be registered by a college representative or an appointed coordinator of college credit coursework at the high school.

 

II.         Course Offerings

 

A.         College-level courses taught for credit in high school should be offered as an enriched, academically accelerated program that is offered in addition to traditional high school-level courses and courses required for graduation.

 

B.         Such college-level course offerings should be added either to a high school's curriculum or, if selected from courses currently in the high school's curriculum, be altered to meet college-level content requirements.

 

C.         College-level courses in high school should use an equivalent textbook commonly used at the college giving the credit.

 

III.        Student Eligibility

 

A.         College-level credit courses in high school should be open only to academically well-qualified seniors.

B.         Exceptions to the "senior only rule" should be made on an individual, case-by-case basis, and mutually agreed to by both the college and high school; such exceptions should be contingent on a specific academic assessment of a student's readiness for the course, with final decision made by a college representative.

 

IV.        Student Evaluation and College Credit Policy

 

A.         Primary and final evaluation of a student's performance should be the responsibility of the high school teacher.

 

B.         It also is recommended highly that occasionally during the conduct of a course, a college representative from the academic department examine a student's work so that the student may benefit from the assessment of a college-level faculty person.

 

C.         All work taken for college credit will be recorded on the sponsoring college's transcript in accordance with the institution's grading policy.

 

V.         Teacher Selection and Teacher/Course Evaluation

 

A.         The cooperating college department should approve high school teachers in the appropriate discipline. Qualifications: For most disciplines, this will mean a master's degree plus two letters of recommendation less than five years old. In all cases, the high school teacher should have qualifications necessary to being hired on a part-time basis in the particular discipline at the college.

 

B.         Evaluation of the teacher and the course should be conducted annually by a college representative for the purpose of maintaining and assuring the college-level quality of the instructional process, course content, and done in accordance with the faculty evaluation procedures at the institution granting the college credit.

 

C.         Results and use of the college's evaluation of both the teacher and college-level quality of the course being taught as it bears upon the college's participation in the program should be at the discretion of the college.

Chapter/Volume: 
  • Volume III: Administration of Student Affairs
  • Chapter 8: Admissions, Oregon residency
Responsible Office: 

Office of Enrollment Management: (541) 346-9386, vpem@uoregon.edu

Original Source: 
OUS Board Policy

Parental Leave

Policy Number: 
V.09.01
Reason for Policy: 

This policy outlines the University’s parental leave benefits for unrepresented faculty and officers of administration who are expecting a child and/or require time to care for or bond with their child, following birth or adoption.

Entities Affected by this Policy: 

Unrepresented Faculty

Enactment & Revision History: 

Revisions (as to Officers of Administration) approved by President Michael H. Schill on February 23, 2017.

7/1/14 Became a UO policy by operation of law.

6/24/14 Enacted by President Michael Gottfredson.

Policy: 

The University will provide unrepresented faculty members (UFM) with leave upon the birth or adoption of a child as provided by the Family Medical Leave Act (FMLA) and the Oregon Family Leave Act (OFLA). An OA or UFM who takes parental leave under FMLA or OFLA may take the first six work weeks of such leave with pay, in the following manner:

As part of the first six weeks of leave, the UFM must use any available short term disability insurance benefits, all accrued vacation leave and all but 80 hours of accrued sick leave. If the UFM does not have sufficient accrued disability insurance benefits and accrued paid leave to cover six weeks with full pay, the University will provide the UFM with the necessary amount of paid parental leave to allow the UFM to receive a total of six weeks paid parental leave. If both parents are UFMs of the University, both parents are entitled to this additional paid leave.

Each UFM may use accrued sick leave for his or her remaining six weeks of parental leave (for a total of 12 work weeks of leave). In the event that the UFM does not have sufficient accrued sick leave, he or she may borrow advanced sick leave for the remainder of the last six work weeks pursuant to current policy. Based on the timing of the birth or adoption, this paid leave may extend into a second term for a UFM.

To be eligible for the paid family leave benefit described in this Standard, a UFM must be in a Career NTTF or the Tenure-Track or Tenured Professor classifications.

 Use of the benefits described in this Standard shall not adversely affect the UFM's standing or salary in any manner. A UFM who is employed in a Tenure-Track and Tenured position who experiences pregnancy, childbirth, or the adoption of a child and/or utilizes parental leave shall have the option of an additional probationary year before a tenure or promotional review.

This Standard supersedes all policies to the extent that this Standard conflicts, is inconsistent with, or differs from such policies.

All units are directed to comply with this Standard until further notice.

 

Chapter/Volume: 
  • Volume V: Human Resources
  • Chapter 9: Time-off and leave
Responsible Office: 

For questions about this policy, please contact the office of Human Resources at 541-346-3159 or hrinfo@uoregon.edu.

Original Source: 
UO Policy Statement

Tuition Discounts

Policy Number: 
V.11.03
Reason for Policy: 

To clarify the extension of the tuition discount program for unrepresented faculty and Officers of Administration to cover a second dependent child, if both are attending one of Oregon’s public universities, as defined in ORS Chapter 352, and at least one dependent child is attending the University of Oregon.

Entities Affected by this Policy: 

Officers of administration and unrepresented faculty

Enactment & Revision History: 

7/1/14 Became a UO policy by operation of law.

6/24/14 Enacted by President Michael Gottfredson.

Policy: 

Pursuant to Sections 170 and 172 of Senate Bill 270 (2013) and other applicable law, this Standard is adopted and is effective July 1, 2014.

Officers of administration and unrepresented faculty of the University of Oregon who are using the tuition discount provided through Oregon’s public universities for the undergraduate education of a dependent child will be entitled to a second, concurrent tuition discount for a dependent child to attend undergraduate programs at the University of Oregon. The terms, conditions, eligibility requirements, and discount applicable to this additional tuition discount will be the same as the terms, conditions, eligibility requirements and discount available under the aforementioned tuition discount program.

Chapter/Volume: 
  • Volume V: Human Resources
  • Chapter 11: Human resources, other
Responsible Office: 

For questions about this policy, please contact the office of Human Resources at 541-346-3159 or hrinfo@uoregon.edu.

Original Source: 
UO Policy Statement

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