Cancellation of Classes

Policy Number: 
II.01.05
Reason for Policy: 

To establish the University of Oregon policy on cancellation of classes.

Entities Affected by this Policy: 

Students, faculty and staff

Responsible Office: 

Office of the Senior Vice President and Provost: 541-346-3186, provost@uoregon.edu OR

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

Enactment & Revision History: 

13 April 2017 - Technical changes enacted by the university secretary and policy number changed to II.01.05

08 February 2010 - Policy number revised from 2.000 to 02.99.01

08 November 1985 - Approved by the university president's staff

Policy: 

Any decision regarding a proposal for campus-wide cancellation of classes rests with the President or the President's designee. In view of the fundamental importance of the University's educational programs, the President's decision to cancel classes will be made only under extraordinary circumstances. The President has delegated to the Vice President for Finance and Administration authority to close the University in the event of severe weather conditions.

Chapter/Volume: 
  • Volume II: Academics, Instruction and Research
  • Chapter 1: Curriculum and instruction
Original Source: 
UO Policy Statement

Student Eligibility for Activities

Policy Number: 
III.01.02
Reason for Policy: 

To describe student status and student eligibility for activities and office holding.

Entities Affected by this Policy: 

Students at the University of Oregon.

Responsible Office: 

For questions about this policy, please contact the Office of the Vice President for Student Life (541-346-1137) or the Department of Intercollegiate Athletics’ Compliance Office (541-346-4486)

Enactment & Revision History: 

28 March 2017 - Revisions approved by the university president. Policy number revised from 05.00.03 to III.01.02.

08 February 2010 - Policy number revised from 5.000 to 05.00.02

04 October 1985 - reviewed and approval recommended by the university president's staff

01 May 1977 - Issued as AM 17.030

Policy: 

A student who is suspended or expelled from the University of Oregon (University or UO) or who is disqualified for enrollment by the Scholastic Review Committee or Admissions Office is denied all privileges of student status at this institution.

No student may participate in intercollegiate athletic competition unless the student has been certified eligible by the Faculty Athletics Representative. A student is ineligible for any such certification unless the student is currently enrolled as a regular full-time student in good standing, carrying at least 12 term hours of work, unless the student meets the requirements for an exception to this policy under NCAA or Pac-12 bylaws.

To be eligible to hold elective or appointed office in the Associated Students of the University of Oregon (ASUO), students must be a member of the ASUO and also be enrolled in eight undergraduate or the equivalent graduate credit hours (except during summer term) at the University. All elected and appointed officers and candidates for election shall meet additional requirements as set forth in the ASUO Constitution or By-Laws. The ASUO shall notify the Vice President for Student Life prior to the effective date of any changes in eligibility requirements.

Officers of all registered and all recognized student organizations of the University must be members of the ASUO and meet any additional requirements set by the ASUO.

Chapter/Volume: 
  • Volume III: Administration of Student Affairs
  • Chapter 1: Conduct and Student Activities
Original Source: 
UO Policy Statement

Environment and Sustainability

Policy Number: 
IV.07.05
Reason for Policy: 

To guide the institution’s environmental plans, procedures, and practices.

Entities Affected by this Policy: 

University of Oregon faculty, staff, officers of administration, and students.

Responsible Office: 

For questions about this policy, please contact the office the Vice President for Finance and Administration at 541-346-3003.

Enactment & Revision History: 

28 March 2017 - Revisions approved by the university president. Policy number changed to IV.07.05 from 01.00.13.

04 April 2014 - Approved by the university president.

12 March 2014 - Approved by the university senate.

30 October 2013 - Policy number revised from 4.100 to 01.00.135/2013 – Policy revision was submitted to the university senate for review.

01 July 1997 - Reviewed and approved by council of deans, faculty advisory council, the university president’s small executive staff

 

Policy: 

Policy Statement:

The University of Oregon recognizes global climate change, ecosystem degradation, and loss of biodiversity as major environmental challenges. As established in its mission statement,"We value our shared charge to steward resources sustainably and responsibly." Enacting and implementing an environmental policy will be a positive example and play a significant role in the advancement of environmental stewardship on the campus and in the local and greater community.

The university is committed to environmental stewardship, compliance with the law, and promoting a healthy environment for current and future generations.

Guiding Principles:

  1. Planning and Design: The university will endeavor to minimize environmental impacts associated with the construction and operation of campus buildings and grounds through careful attention to environmental performance standards in design and construction.
  2. Operations and Maintenance: The university will implement conservation and efficiency strategies that reduce consumption of energy, water, and other resources without compromising high quality learning environments.
  3. Greenhouse Gas Emissions: The university will monitor, report, and strive to reduce its greenhouse gas emissions.
  4. Transportation: The university will support alternatives to commuting by single occupancy vehicles and encourage students, employees and guests to use alternatives that minimize environmental impact.
  5. Purchasing: The university will strive to obtain "best value" by balancing, as both appropriate and permissible, life cycle costs and social and environmental impacts when purchasing goods and services. Where both appropriate and permissible, the university will write specific purchasing policies to guide decision-­‐making on frequently purchased items.
  6. Materials Management: The university will establish and maintain programs that minimize solid waste (including food waste) through reduction, reuse, and recycling.
  7. Hazardous Materials Management: The university will minimize the use of hazardous materials when possible while recognizing the necessity of some hazardous materials for research, teaching, and operations. The university supports environmentally responsible management and disposal of hazardous material.

Implementation:

The university administration will charge appropriate units with responsibility to integrate these principles into policies, plans, programs, procedures, and practices. The Office of Sustainability should make relevant documents publicly available.

Reporting:

At least once every three years the Office of Sustainability should make available a public report on the implementation of the Environmental Comprehensive Policy. The Office of Sustainability has responsibility for monitoring and recommending changes to this policy in consultation with the Environmental Issues Committee.

 

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 7: Property, facilities and planning; sustainability
Original Source: 
UO Policy Statement

Unmanned Aircraft Systems Policy

Policy Number: 
IV.05.07
Reason for Policy: 

The purpose of this Policy is to facilitate the operation of unmanned aircraft systems (“UAS”) and model aircraft for teaching and research; mitigate any risks to individuals and organizations potentially affected by UAS and model aircraft operations; and ensure compliance with federal, state, and local laws, as well as regulations and contracts.

Entities Affected by this Policy: 

This Policy applies to all University of Oregon employees, students, volunteers, vendors, and all visitors (invitees and licensees) who operate or seek to operate all aircraft, including UAS and model aircraft, on or above any University property or at any University sponsored event.

Emergency landings and landings for emergency support (e.g., Life Flight) are not governed by this Policy.Nor are UAS flights by University of Oregon employees unrelated to their University employment and not on or above any University property or at any University sponsored event.

Responsible Office: 

For questions about this policy, please contact the Office of the Vice President for Finance and Administration at 541-346-3003.

Enactment & Revision History: 

29 March 2017 - Approved by the university president

Policy: 

OVERVIEW

UAS and model aircraft offer significant opportunities for teaching and research and provide the University community with valuable experiences in a wide range of disciplines. At the same time, UAS and model aircraft present unique health and safety risks, environmental risks, regulatory issues, and privacy concerns that must be balanced with the University’s other missions. The University of Oregon is committed to providing an academically vigorous, safe, and secure environment for all individuals. Inherent risks in operation of UAS and model aircraft necessitate proper safety practices, privacy restrictions, insurance protections, and requisite oversight of and authority for operation of UAS and model aircraft on University property, University sponsored events, or offsite in support of the University’s research, teaching, and business activities.

Operation of UAS and model aircraft is regulated by the Federal Aviation Administration (“FAA”) and federal, state, and local laws. The University shall develop procedures to comply with this Policy and all applicable statutory and regulatory expectations governing the operation of UAS and model aircraft, and to reduce risks to safety, security, and privacy.

Any UAS or model aircraft operation by University employees, students, volunteers, vendors, and all visitors (invitees and licensees) must be approved in advance by Safety and Risk Services’ (“SRS”) Chief Resiliency Officer (or their designee) through the UAS Procedures referenced below. All such operations must also comply with all federal, state, and local laws and University policies.

GUIDELINES

I. Office of the Vice President for Research and Innovation (“Research and Innovation”) and Safety and Risk Services (“SRS”), will assist with processing requests for UAS and model aircraft activities consistent with applicable federal, state, and local laws and regulations and University of Oregon (UO) policy requirements.

II. FAA regulations; federal, state, and local laws; and applicable UO policies must be followed in conjunction with any UAS or model aircraft activities.

III. Operation of UAS or model aircraft on any UO property or at any UO sponsored event is prohibited unless approved in advance by SRS’ Chief Resiliency Officer or their designee. SRS will seek review and input from Research and Innovation, the UO Police Department (UOPD), the Office of the General Counsel (OGC), and other stakeholders familiar with a particular request.

IV. Do not use UAS or model aircraft to monitor or record activities where there is a reasonable expectation of privacy.

A. Using a UAS or model aircraft to record or observe areas such as camps or campus settings where minors are cared for or taught is prohibited unless expressly approved by SRS in advance.

B. UAS and model aircraft must not be used for unapproved recordings of any campus events or performances, or for any unlawful purpose.

C. Do not use a UAS or model aircraft to see inside a building unless expressly approved by SRS in advance.

V. Do not operate or participate in the use of UAS or model aircraft while under the influence of drugs or alcohol, or in a reckless or careless manner.

VI. Do not operate UAS or model aircraft directly over non-participants in the flight operations unless expressly approved by FAA and UO.

VII. Do not fly a UAS or model aircraft beyond line of sight.

VIII. Under FAA guidelines, Temporary Flight Restrictions (TFRs) may be implemented on UO property or at any UO sponsored event, which prohibit any type of UAS or model aircraft operations from taking place (e.g., UO sporting events). As needed, UO may issue additional “No Drone Zones” on UO property or at any UO sponsored event, which prohibit any type of UAS operations from taking place. (For example, the FAA prohibits all aircraft at or below 3,000 feet within a 3-mile radius of any stadium with a seating capacity of 30,000 or more people when there is a NCAA Division I football game occurring and one hour before and after the game.)

IX. The operation of UAS by UOPD and/or the UO Emergency Operations Center (EOC) may be exempt from this policy based on the determination of emergency needs. During such operations UOPD will follow internal department protocols consistent with federal, state, and local laws.

X. UAS Operated for Civil/Commercial or Public Operations/Government Purposes on Behalf of the University of Oregon.

A. Any University employee wishing to operate a UAS as part of their University employment, or any student, volunteer, vendor, or visitor (invitee or licensee) wishing to operate a UAS on behalf of UO, must do so under a Section 333 Exemption andCertificate of Authorization (COA) issue by the FAA, or a civil operation under Part 107.
B. UAS owned by the UO of Oregon and used on behalf of the UO for Civil/Commercial or Public Operations/Government purposes will be operated under the authorization of the FAA, applicable federal, state, and local laws, and the UAS policy and procedures.

1. This authorization could take the form of an FAA Section 333 Exemption or Part 107 approval (for civil/commercial use) or a Public Use COA (for public/government use), and will be limited to a specific location and outline the conditions, parameters, and limitations of flight operations.

2. Those operating UAS under an FAA Section 333 Exemption or Part 107 approval must also review and be aware of all FAA specifications, and file for any necessary amendments in advance.

3. UAS owned and operated by the UO and used for Civil/Commercial or Public Operations/Government purposes on behalf of the UO must also comply with any applicable state law requirements, such as UAS registration with the Oregon Department of Aviation.

4. UOPD will work in conjunction with Research and Innovation, OGC, and local law enforcement jurisdictions for any UO sponsored events that do not occur on UO property.

XI. UAS Operated for Hobby or Recreational Purposes (“Model Aircraft”) on University Property or at a UO-Sponsored Event.

A. All UAS operated for a hobby or recreational purpose on UO property or at a UO-sponsored event are considered “model aircraft” for purposes of this policy.

B. Individuals may operate model aircraft for recreational purposes, provided that they obtain prior approval from SRS under the processes outlined in the UAS procedures and follow federal, state, and local law and UO policies, including but not limited to FAA guidelines and the Student Conduct Code. Furthermore, the model aircraft remote pilot must comply with all federal, state, and local laws, UO policies, and the additional safety requirements listed in Section II.B of the UAS procedures.

C. Any remote pilot of a model aircraft flown for hobby or recreational purposes on UO Property or at a UO-sponsored event found to be operating in an unsafe manner may, in addition to the consequences listed below (“Accountability”), be prohibited from additional flights on UO Property or at UO-sponsored events.

XII. Data recorded from operation of a UAS on behalf of UO, including images, video and audio recordings, shall be maintained in accordance with university records retention policies and schedules and UAS procedures.

ACCOUNTABILITY

I. Any individual or organization found to be operating a UAS or model aircraft on UO property or at a UO sponsored event in violation of any federal, state, or local law, or applicable UO policies or procedures (including the UAS Policy and procedures) will subject the responsible persons to discipline in accordance with applicable UO policies and Collective Bargaining Agreements (“CBAs”), an order to cease operation of the aircraft, and/or an order to leave the premises or property owned or controlled by UO. Violators will be held accountable for their actions, including but not limited to:

A. Volunteers are subject to reprimand or loss of volunteer status.

B. Students are subject to the Student Conduct Code.

C. Employees are subject to corrective action up to and including termination pursuant to applicable UO policies and CBAs.

D. All are subject to the consequences resulting from the violation of federal, state, and local laws, which may include civil or criminal liability.

II. Violations will be considered in future UAS and model aircraft requests.

III. Legal prohibitions regarding physical presence on campus, trespassing, and other legal action may also be pursued against individuals and organizations that operate UAS or model aircraft in violation of this policy and its procedures.

IV. UO is not responsible for any damage resulting to a UAS or model aircraft. Fines or damages incurred by individuals that do not comply with the UAS policy and/or procedures will not be paid by UO, and the remote pilot(s) will be responsible for any property damage or losses resulting from the operation of UAS or model aircraft.

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 5: Public Safety and Risk Services
Original Source: 
UO Policy Statement

Protection of Minors and Reporting of Child Abuse

Policy Number: 
IV.05.06
Reason for Policy: 

This Policy sets forth responsibilities related to the protection of minors at the university. This Policy requires reporting of child abuse to local authorities, and provides additional guidance and training requirements for university-affiliated youth programs and activities.

Entities Affected by this Policy: 

This Policy applies to all employees, including faculty and staff, student employees, including graduate employees, and temporary employees, volunteers, and others affiliated with youth programs.

Responsible Office: 

For questions about this policy, please contact the Office of the Senior Vice President for Finance and Administration: (541) 346-3003, vpfa@uoregon.edu

Enactment & Revision History: 

24 April 2023 – Policy revisions approved by University Interim President Jamie Moffitt.

30 January 2023 – Policy revisions extended, authorized by University Interim President Patrick Phillips, pending Policy Advisory Council review; sunsets 30 April 2023.

31 May 2022 – Policy revisions temporarily authorized by the University President, pending Policy Advisory Council review; sunsets 20 November 2022.

28 March 2017 - Approved by the university president

Policy: 

The University of Oregon is committed to complying with mandatory reporting legal obligations and providing a safe and positive experience for minors. Faculty, staff, students, student employees, including undergraduate and graduate employees, and volunteers are expected to hold themselves to the highest standards of conduct when interacting with minors.  This policy should be read and interpreted to be consistent with state and federal law. This policy and the associated youth program procedures are outlined as follows:

  1. All employees of the University of Oregon are, by law, mandatory reporters of child abuse and neglect. See Oregon Revised Statute 419B.005. University employees therefore have a duty to make a report to the Oregon Department of Human Services (DHS) or a law enforcement agency when there is reasonable cause to believe any child with whom the employee comes in contact has suffered abuse or that any person with whom the employee comes in contact has abused a child.The duty of employees of public universities to report incidents of child abuse applies at all times, not just to those incidents occurring during working hours or on campus.  For incidents that relate to university authorized activities, all university employees are expected to make the report immediately to the University of Oregon Police Department (541-346-2919). For all other reporting situations, reports may be made to either the local law enforcement agency or the DHS Child Abuse Hotline (1-855-503-7233); reporting to the University of Oregon Police Department satisfies this requirement.

 

  1. University volunteers working with a university youth program have a duty to report incidents of child abuse and neglect related to the program they are volunteering for to their youth program supervisor.

For the purpose of this policy and reporting responsibility, “child” means an individual under 18 years of age. For purposes of this policy and reporting responsibility, “abuse” includes, but is not limited to:

• Assault of a child;

• Physical injury to a child caused by other than accidental means;

• Any mental injury to a child caused by cruelty to a child;

• Rape of a child;

• Sexual abuse of a child;

• Sexual exploitation of a child;

• Negligent treatment or maltreatment of a child;

• Threatened harm to a child;

• Buying or selling of a child;

• Allowing a child on the premises where methamphetamine is being manufactured; and

• Unlawful exposure to a controlled substance that subjects a child to risk of harm.

University employees and volunteers working with youth programs must comply with the Youth Programs procedures, including standards for:

a. Mandatory reporting

b. Criminal background checks

c. Conduct requirements

d. Training

e. Registration of programs

For the purpose of this policy and the accompanying procedures, “youth programs” is defined as all university affiliated events, operations, endeavors, or activities designed for participation by minors in which university employees or volunteers are responsible for the care, custody, or control of minors. Youth programs include but are not limited to day camps, overnight camps, clinics, instructional programs, and sports camps and virtual youth programing. Youth programs also include third party programs involving the care, custody or control of minors that use university facilities through a contractual relationship or other formal partnership with a university unit or department.  Youth Program does not include the following:

  • Undergraduate or graduate academic programs, classes, or activities in which all individuals under the age of 18 are enrolled students or students admitted for enrollment.
  • Events open to the public that minors may attend, but where the university is not accepting care, custody, or control for the minor(s), as those terms are defined in the implementing procedures.
  • Non-Youth programs where minors are working for the university as employees, volunteers, or interns. University employees and volunteers will be required to comply with the conduct requirements when working with minors. University employees and volunteers working directly with minors are required to have an updated background check processed.
  • University employees or volunteers who may have incidental contact with minors but do not work directly with minors in a youth program. All university employees will be required to comply with mandatory reporting requirements under this policy and any implementing procedures and under the law.
  • University day care centers as they fall under separate regulatory requirements.

 

  1. Non-compliance with this Policy, including the Youth Program procedures, may result in discipline up to and including termination of employment or volunteer duties. To the extent there is a conflict between a separate state or federal law or to the extent that state or federal law already regulate an activity (e.g. licensed child care facilities, Institutional review board (IRB)- approved research), the state or federal law will supersede this policy).
 
Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 5: Public Safety and Risk Services
Original Source: 
UO Policy Statement

Payment Options for Mobile Technology

Policy Number: 
IV.04.04
Reason for Policy: 

This policy creates a comprehensive framework and general guidelines for decision-making regarding costs and payment methods for Mobile Technology related to employment activities. This policy is the responsibility of the Business Affairs Office.

Entities Affected by this Policy: 

Employees who use mobile technology and those who approve and process such approvals.

Responsible Office: 

For questions about this policy, please contact the office of Business Affairs at 541.346.3165.

Enactment & Revision History: 

23 July 2018 - Revisions approved by the university president. Policy number changed to IV.04.04 from 06.00.11.

29 March 2017 - Technical change made by the university secretary

28 December 2010 - Reviewed and approved by the university president

Policy: 

Purchases of Mobile Technology and/or reimbursement to employees who utilize Mobile Technology to conduct university business are governed by the principles, general considerations, and payment options described below.

General Guidelines

  • Cellular phones, smart phones, and similar devices (Mobile Technology) have become commonplace, are readily available, and are convenient mechanisms to support university business practices.
  • Provision of university funds for Mobile Technology must meet a general need of the university. The Dean, Director, Department and/or other Unit Head is best-suited to determine if a specific employee or job classification requires the use of university-sponsored Mobile Technology, and to what extent. Guidelines regarding this determination are available in Access to Mobile Technology, Policy IV.06.05.
  • University data and information transmitted via Mobile Technology remains the property of the University of Oregon, subject to all appropriate rules and policies, including those covering public records.
  • University data and information transmitted or stored on Mobile Technology is subject to the Minimum Security Procedure for Devices with Sensitive Information as referenced in Data Classification, Policy IV.06.02.

Payment Options

Each vice president is authorized to determine which payment options are available to units in his/her portfolio.

Option 1: Unit Purchase

  • The employing unit:
    • Purchases the device and/or pays for the service contract, based upon unit business needs. Choice of contract for unit-purchased devices is limited to service contracts negotiated by the university, the State of Oregon, or another purchasing consortium. Exceptions may be granted by the appropriate dean, vice president, or senior administrator if an alternate service provider better meets the business needs of the unit.
    • Retains ownership of the device and maintains inventory controls over the device.
    • Administers the service plan for the device.
  • Personal use of a university-purchased device should be minimal. If costs are incurred due to personal use, the employee will be responsible for those costs and will reimburse the university in a timely manner.

Option 2: Employee Reimbursement

  • The unit provides a monthly reimbursement payment to the employee who, in turn, is responsible for all costs associated with the device and service. Any equipment or accessories purchased by the employee remain the property of the employee at all times.
  • Notwithstanding the above, any Mobile Technology acquired or utilized under this policy shall be provisioned to the university, upon request, if needed for response to a public records request, subpoena, or other university business purpose.
  • The monthly payment is not compensation; it is a reimbursement of business-related expense and is processed through the Accounts Payable system. In accordance with Internal Revenue Service guidelines issued in September, 2011, the recurring payment is not considered taxable income to the employee.
  • Payment tier maximum amounts are determined in accordance with university guidelines maintained by the Business Affairs Office. These guidelines shall be periodically reviewed and updated as necessary.

Tiers/Cost Limitations

Maximum payment amounts (Tiers 1-3) are based upon the median costs of representative voice/data plans plus the allocated cost of an equipment purchase prorated for level of usage.

Representative payment tiers:

  • Tier 1 – Low/Infrequent Use – Employee serves in on-call capacity on occasion.
  • Tier 2 – Routine Use – Employee is expected to be available throughout the work day, either at a fixed workstation or remote locations. Employee uses mobile technology for both voice and data (i.e., email) interactions.
  • Tier 3 – High Use – Employee travels frequently or is otherwise away from a university workstation and utilizes mobile technology as a primary means of conducting university business.
  • Tier 4 - International Users and Other Exceptional Circumstances - Example: International roaming service, Satellite Phone service - To be determined on a case-by-case basis

Charges to Grants and Contracts

Payment for Mobile Technology must comply with regulations related to the specific grant or contract. UO Sponsored Projects Services is responsible for communicating the regulations for individual grants and contracts.

Procedures:

For university-purchased Mobile Technology, unit should follow established unit practice for purchasing/contracting. For employee reimbursement payments, unit should contact BAO Accounts Payable for assistance.

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 4: Business affairs
Original Source: 
UO Policy Statement

Travel Policy

Policy Number: 
IV.04.02
Reason for Policy: 

This policy provides guiding principles for university-related travel.

Entities Affected by this Policy: 

This policy applies to employees, students, board/committee members, prospective employees, volunteers, and independent contractors who travel on behalf of the university or on university business.

Responsible Office: 

For questions about this policy, please contact the office the Travel/Concur office at travel@uoregon.edu or (541) 346-3100.

Enactment & Revision History: 

24 June 2021 – Revisions approved and enacted

29 March 2017 - Approved by the university president

Policy: 

A. GUIDING PRINCIPLES

  • Faculty, staff, and student travel is necessary to support and enhance the university’s mission
  • Travelers are expected to be, and believed to be, reasonable and prudent utilizing university resources for travel
  • Budget Authorities are accountable and responsible for appropriate use of university resources.  Departments are free to create policies/limits that are more restrictive (but not less restrictive) than university-wide policies/limits
  • All university travel will be conducted within the university’s managed travel program in order to inform university risk management functions and to exercise appropriate stewardship of public funds
  • University processes related to travel should not be overly onerous so as to negatively affect travelers (including guests, visitors, recruits, etc.)
  • Travel processes should be clear, consistent, transparent, convenient, efficient, and compliant
  • Travel payments/reimbursements are for official, business-related expenses only, not for personal expenses of the traveler or any traveling companions

B. APPROVAL

All official, business-related university travel, even if the trip does not incur any costs to the university, will be requested and approved utilizing the university’s managed travel program. Travel expenses will be paid/reimbursed provided the trip and expense report are approved by authorized university personnel (generally the traveler’s supervisor or designee). Travel authorizations are processed through the university’s travel management software system.

C. TAX TREATMENT

University payments/reimbursements are subject to tax or are tax-exempt depending on federal and state tax law. These laws are changed from time to time and those changes may affect the tax associated with any travel reimbursements.

The university pays/reimburses for travel expenses in accordance with federal tax standards for Accountable Plans so that employees are not subject to tax for university paid/reimbursed travel costs. These standards include the legal requirement that payment/reimbursement be limited to reasonable expenses and that the university receive an accounting of employee travel expenses within a reasonable period of time after the expenses are incurred.

Payment/reimbursement of travel expenses for employees who are on temporary assignments (less than one year in duration) to work in another location are generally not taxable to the employee. However, if the assignment is indefinite, the employee is considered to have moved to the new work location. Payment/reimbursement of expenses for indefinite assignment to another location or indefinite travel is generally recorded as taxable to the employee.

D. PERSONS ELIGIBLE FOR TRAVEL-EXPENSE REIMBURSEMENT

(1) Employees

Reasonable travel expenses of University of Oregon employees may be paid/reimbursed when incurred in connection with official travel. Moving/relocation expenses of existing university employees, when that relocation is predicated upon a change in work location, may be paid/reimbursed as approved by the hiring authority and in accordance with the University Fiscal Policy.

(2) Employees on Leave

Reasonable travel expenses incurred during sabbatical leave may be paid/reimbursed when the travel was approved as official university travel as part of the application for sabbatical leave.  Payment/reimbursement for travel expenses while on other types of leave is warranted only in exceptional circumstances.

(3) University of Oregon Board of Trustees Members and Unpaid Members of University Advisory Committees

Reasonable travel expenses of University of Oregon Board of Trustees members and unpaid members (non-university personnel) of university advisory committees may be paid/reimbursed using an actual-cost basis, including mileage and gratuities.

(4) Prospective Employees

Reasonable travel expenses incurred in connection with prospective university employee interviews and recruitment are paid/reimbursed when properly authorized.

(5) New Employees

Moving/relocation expenses of new university employees may be paid/reimbursed as approved by the hiring authority and in accordance with the University Fiscal Policy.

(6) Students

Reasonable travel expenses of students who travel as employees or on behalf of the university may be paid/reimbursed.

(7) Non-Employees/Volunteer Workers/Independent Contractors

Official, business-related university travel expenses of individuals not listed above may only be paid/reimbursed in conjunction with providing a service to the university through a contractual relationship or who would otherwise perform services on the university’s behalf.

E. TRAVEL-EXPENSE PAYMENT

Airline travel will be purchased using the university’s travel management software system or through an approved and contracted Travel Management Company (TMC).  Except for specific circumstances, payment for airline tickets will be made via the university lodge card, not as a reimbursement to the traveler.  All other travel expenses may be paid either by reimbursement to the traveler or direct payment to a provider/merchant (e.g., direct billing from a hotel or rental car company).

Airfare booked/purchased outside of the travel management software system or a TMC will not be reimbursed unless there is a compelling business reason for the outside booking.

Requests to reimburse travel expenses and/or allocate prepaid travel expenses must be made via the travel management software system. Requests for reimbursement through the system must be accompanied by receipts, when required.  Direct payments/reimbursements from the University of Oregon Foundation are subject to that organization’s policies and processes.

A corporate travel credit card is available for university business travelers subject to the employee’s agreement to comply with the university’s requirements and procedures. Travel advance funds may be requested and approved (under limited circumstances) through the travel management software system.

F. STUDENTS, STUDENT GROUPS, AND TEAMS

(1) Student Travel

The university’s Policy on Vehicles provides guidelines regarding transportation of students in a state owned, leased or controlled vehicle.

(2) Travel Expenses of Others

A university employee, such as a coach, athletic director, or group leader, may pay for the travel expenses of the team or group members. However, the employee may only pay for university students or university-affiliated group members. Refer to travel procedures for documentation requirements.

(3) One-Day Trips

Meal expenses for an athletic team or student group on a one-day trip may be reimbursed at actual cost (as opposed to per diem). An itemized receipt is required. University employees such as coaches, trainers, or group leaders who accompany and are responsible for the care, custody, or control of the team or group are also eligible for meal-expense reimbursement. The request for reimbursement must state that the expenses result from a trip by an athletic team or student group.

G. TRAVEL PAID BY OUTSIDE SOURCE

If permitted under federal and state law, university policies governing employee ethics, and other applicable restrictions, outside entities may reimburse the university, pay a service provider directly, or reimburse a university employee for travel expenses related to university business. The university will not pay or reimburse for any travel expenses that are also being paid by an outside source directly to the university employee. 

H. MEAL AND INCIDENTAL EXPENSES

(1) General

Generally, meal and incidental expenses are reimbursed at a per diem rate. Meal and incidental expenses may be reimbursed only if the traveler qualifies for lodging-expense reimbursement, except as noted herein.

For the day the traveler leaves on a trip, the per diem rate specified for where the traveler will conduct the majority of their business is used. For the day the traveler returns from a trip, the per diem rate specified for the last location where the traveler conducted business is used.

(2) Travel Days

Travelers are eligible for 75% of the meal and incidental expenses per diem amount on the initial and final day of travel.

(3) Hosted Meals

Applicable meal and incidental expense per diem will be reduced on a pro-rata basis for days when one or more meals are provided and consumed as part of a hosted function (e.g., a conference registration fee includes a meal, meals are included with lodging rate). Meal per diem is pro-rated based upon the applicable rate table. Incidental expense per diem is paid at 100% even if the meal per diem is apportioned.

Meal and incidental expense per diem is not pro-rated for the initial and final day of travel (even if a meal is provided and consumed).

(4) Actual Meal-Expense Reimbursement

Reimbursement for meals at actual expense (including gratuity) instead of per diem rate is allowed when hosting official guests and groups and in other circumstances noted herein (see departmental fiscal procedures). 

(5) Meals on One-Day Trips

When an employee departs and returns the same day, meal expenses are reimbursed only in the following cases:

(a) When traveling as a University of Oregon Board of Trustees member or unpaid member of a university advisory committee

(b) When a meal at a convention, conference, or meeting is part of the agenda and the cost of the meal has not previously been paid with the registration fee

(c) When directed or required to attend mealtime business meetings, including community or public relations meetings

(d) Trips by athletic teams and student groups (see STUDENTS, STUDENT GROUPS, AND TEAMS, above)

Lunches on one-day trips will not be reimbursed except in circumstances H.5(a)-H.5(d), listed above.

In addition to H.5(a)-H.5(d) above, the university may provide breakfast and dinner allwances under circumstances (e) and (f) below. However, the Internal Revenue Service (IRS) requires breakfast and dinner allowances, provided on the basis of hours worked (such as those permitted under (e) and (f) below, to be recorded as taxable income to the employee. Breakfast and dinner allowances are not available to non-employees.

(e) When an employee leaves their official station two or more hours before their regular work shift, they are eligible for the breakfast allowance.

(f) When an employee returns to their official station two or more hours after their regular work shift, they are eligible for the dinner allowance.

[6] Incidental Expenses

The university uses IRS guidance (Publication 463 (Travel, Entertainment, Gift, and Car Expenses) or any substitute guidance) for the definition of domestic-travel incidental expenses and the U.S. Department of State guidance for the definition of foreign-travel incidental expenses.

I. LODGING

Lodging expenses are normally permitted when authorized university personnel determine that the traveler would not reasonably be expected to return to their residence between work shifts. Generally, lodging is paid/reimbursed at actual cost up to per diem rates. Exceptions to per diem maximum may be granted with appropriate justification and supervisor approval. Common exceptions include:

  • Conferences
  • Traditionally high-cost locations (e.g., New York City; Washington, DC; San Francisco Bay Area; Boston; Seattle)
  • Cities where a per diem hotel is not available within a reasonable distance [e.g., twenty (20) minute drive] of the primary business location

(1) Lodging Receipts Requirements

Receipts for lodging are required and must show the following:

  • Traveler's name (or names)
  • Date(s) occupied
  • Itemization of Charges
  • Settlement in Full

(2) Taxes on Lodging

Lodging taxes at domestic locations are paid/reimbursed as part of the actual lodging cost calculation, but are not included when determining if lodging cost has exceeded the per diem rate maximum.  Lodging taxes at international locations are included as part of the per diem.

(3) Non-commercial Lodging

The intent of the non-commercial lodging per diem is to reimburse travelers using non-commercial facilities (e.g., travel trailer, motor home, staying with friends or family members) and should result in an economic benefit for the university.  For current rate, see related resources

For purposes of payment/reimbursement rates and per diem limits, lodging arranged through commercial services such as Airbnb is considered Commercial Lodging.

In certain circumstances, alternate lodging arrangements (e.g., leased apartment) may be considered most appropriate.  Contact the BAO Travel Office for additional information and consideration.

J. TRANSPORTATION

Transportation expenses incurred while traveling on official business may be paid/reimbursed. Personal expenses, such as an employee’s personal vehicle repair and maintenance, may not. The following expenses may be reimbursed or paid directly (per guidelines below):

  • Common carrier fare
  • Rental vehicle charges
  • Private-vehicle mileage allowance
  • Taxi or shuttle service fare (including gratuity)
  • Parking and garage fees

K. COMMON CARRIER FARES

Transportation by common carrier (e.g., airline, railroad, bus) is recommended when it is more appropriate and economical than travel by state or private vehicle. Common carriers are usually preferred for out-of-state travel. Actual cost is paid/reimbursed for airline, railroad, and bus fares for travel. See TRAVEL-EXPENSE PAYMENT (above) for specific Policy guidance related to airline travel.

(1) Airlines

All employees are encouraged to travel using routes, schedules, and airlines that provide the most cost-effective, efficient travel that meets the business purpose. Economy Plus and/or Business Class airfare are authorized for international flights where the elapsed time in-the-air for any single segment/leg/portion of the overall flight is eight hours or greater. First Class airfare is not authorized. Air travel paid from federal funds must conform to the Fly America Act. 

(2) Taxis and Shuttle Services

Taxi and shuttle service is authorized between terminals, lodgings, and work stations.

(3) Railroads

All employees are encouraged to travel using routes and schedules that provide the most cost-effective, efficient travel that meets the business purpose. A roomette is allowed when sleeping accommodations are needed due to overnight travel. A bedroom is allowed if no roomette is available or if special accommodations are approved because of the trip's nature or the employee’s health.  Applicable meal and incidental expense per diem may be reduced on a pro-rata basis if a meal is provided and consumed as part of the roomette or bedroom rate.

(4) Bus Lines

Scheduled or charter buses may be used.

(5) Travel Awards and Frequent Flyer Mileage

Because the cost of record-keeping outweighs any monetary benefit, the university does not require employees to utilize airline bonuses  and/or frequent flyer miles earned from university-paid travel for university purposes. Frequent flyer bonuses may be used by employees as they choose unless the terms of a grant or contract used to pay for the travel require otherwise. The university will not reimburse or trade tickets purchased using frequent flyer miles.

(6) Payment in Lieu of Air Travel

Common carriers (e.g., airlines, railroads) are usually preferred for out-of-state travel.  A traveler may choose to travel by private vehicle instead. In such a case, the traveler may be reimbursed for ground transportation expenses, including standard mileage, parking, and tolls, up to the cost that would have been incurred had they traveled by common carrier.

The following costs associated with air travel can be used as a basis for comparison:

  • The cost of round-trip commercial air fare that would have been incurred.  A quote from the university’s managed travel software system should be obtained prior to the travel dates.
  • Private vehicle mileage to and from the air terminal that would normally be used for departure.
  • Lodging, meal, and incidental expenses that the employee would normally incur with air travel

L. PRIVATE VEHICLES

Private vehicles may be utilized for business-related travel.

Employees and agents authorized to use their privately-owned vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. University-provided automobile liability coverage will apply on a limited basis after the employee's primary coverage limits have been exhausted.  For additional information, contact Safety and Risk Services.

The university’s Policy on Vehicles provides guidelines regarding driver and vehicle qualifications.

The per-mile reimbursement rate is determined by the Internal Revenue Service (IRS).  Employees who receive a Car Allowance Stipend are not eligible for per-mile reimbursement.

Mileage for the most direct, usually-traveled route may be reimbursed. The university reimburses for use of a private vehicle at the pre-established rate regardless of the number of passengers in the vehicle.

Substantial deviations from standard distances or usual routes must be justified. Mileage calculations generally start at the employee's official work station.

Travel for personal reasons or entertainment is not reimbursed.

Travel between the employee’s home and official work station is a personal commuting expense and is not reimbursed.

M. VEHICLE RENTAL

Vehicle rental expenses for official university travel may be paid/reimbursed. A car, boat, aircraft or other vehicle may be rented when it is the most cost-effective, efficient means of transportation that meets the business purpose. Receipts are required for vehicle rentals. Employees are encouraged to utilize University of Oregon or State of Oregon contracts which provide rental discount rates, car upgrades, and insurance coverage. Employees are also encouraged to use their corporate travel cards when renting vehicles because of the primary Collision Damage Waiver (CDW) coverage provided.

(1) Insurance on Rented Vehicles

The university maintains self-insurance coverage for rental vehicles if they are to be used exclusively for official university business. A certificate of insurance may be obtained from the Office of Risk Management.

If a rental vehicle is to be used for a mix of personal and business purposes, the university’s self-insurance coverage is only applicable for the portion of travel applicable to official business. The employee or agent will want to check with their insurance agent regarding coverage for personal usage.

If the employee or agent plans to travel outside the United States, its territories and possessions, and Canada, the department should contact the Office of Risk Management for help in obtaining the appropriate coverage.

(2) Responsibilities After an Accident

The renter of a vehicle involved in an accident is responsible for immediately reporting the accident to the Office of Risk Management.

N. LOANED/COURTESY VEHICLES

If permitted under federal and state law, university policies governing employee ethics, and other applicable restrictions, use of loaned/courtesy vehicles may be authorized when it benefits the university. Some companies may lend vehicles to the university, departments, or individual employees for specified purposes. The operator is reimbursed for actual out-of-pocket expenses arising from using the vehicle for official business. The university reimburses for use of vehicles without regard to the number of passengers in the vehicle. The university will not pay or reimburse an employee for any vehicle expenses that are also being paid by an outside source directly to the university employee.

(1) Insurance on Loaned/Courtesy Vehicles

Employees and agents authorized to use loaned/courtesy vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. University-provided automobile liability coverage may apply on a limited basis after the employee's primary coverage limits have been exhausted.  For additional information, contact the Office of Risk Management. The university’s Policy on Vehicles provides guidelines regarding driver and vehicle qualifications.

O. MOTOR POOL AND UNIVERSITY-OWNED VEHICLES

Motor pool and university-owned vehicles may be used for official university business only. Use of a state motor pool or university-owned vehicle is not authorized when costs are charged to Agency Funds, except for use by university organizations or for other legitimate state business purposes as approved by authorized university personnel. The department that authorizes a motor pool or university-owned vehicle's use by an employee or student is financially accountable for damages and all costs resulting from violations of policies relating to use of the motor pool or university-owned vehicle.

(1) Private Use Prohibited

Using a motor pool or university-owned vehicle for private or personal purposes or allowing another person to do so is prohibited.

(2) Vehicle Safety Including Authorized Drivers

The university’s Policy on Vehicles provides safety guidelines regarding transportation in a motor pool or university-owned, leased, or controlled vehicle.

(3) Overnight Parking at Employee's Residence

A motor pool or university-owned vehicle may be kept overnight at an employee's residence when doing so is approved in advance by authorized university personnel.

P. MISCELLANEOUS EXPENSES

The university pays/reimburses authorized miscellaneous business-related travel expenses. The university maintains a list of miscellaneous travel expenses which may not be authorized for payment/reimbursement. All miscellaneous expenses must be itemized.

Authorized miscellaneous business-related travel expenses are not paid/reimbursed using  per diem funds; rather, if the traveler has incurred a miscellaneous business travel expense as outlined below, that expense is payable/reimbursable at the actual cost.

(1) Checked Baggage

Up to two (2) standard-weight bags (standard weight as defined by the airline used). Charges for the following may be paid/reimbursed only when necessary for the business purpose and approved by authorized university personnel (receipts required):

  • additional baggage (more than 2 bags)
  • overweight/oversize baggage

(2) Other Business-Related Travel Expenses That May Be Authorized for Payment/Reimbursement

  • Telephone
  • Fax
  • Internet
  • Postage
  • Printing and mailing services
  • ATM cash advance fees
  • Materials and supplies purchased to meet an immediate business need
  • Visa and passport expenses
  • Vaccinations or medications required for foreign travel (if not paid/reimbursed through health insurance coverage)
  • Parking
  • Tolls

Q. PER DIEM RATE REFERENCES

Per diem rates for the continental United States are determined by the US General Services Administration. Per diem rates for the non-continental United States and Territories (e.g., Alaska, Hawaii, Guam, Puerto Rico) are determined by the US Department of Defense. Per diem rates for foreign locations are determined by the US Department of State.

R. EXCEPTIONS

Upon consideration of documented extenuating circumstances, exceptions to these policy provisions may be granted by the Vice President for Finance and Administration or designee.

 

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 4: Business affairs
Original Source: 
UO Policy Statement

Residence Halls, Reimbursement for Space Used on a Temporary Basis

Policy Number: 
III.02.05
Reason for Policy: 

To articulate guidelines by which University Housing should be reimbursed for residence hall spaces temporarily used for other purposes.

Entities Affected by this Policy: 

University Housing; departments using space within University Housing

Responsible Office: 

For questions about this policy, please contact University Housing (housing@uoregon.edu, 541.346.4277) or Student Services and Enrollment Management (ssem@uoregon.edu, 541.346.9386).

Enactment & Revision History: 

22 March 2017 - Technical amendments made by the university secretary

01 July 2014 - Became UO policy by operation of law

26 July 1971 - Adopted by the Oregon State Board of Higher Education

Policy: 

When University Housing spaces are used for educational or administrative purposes on a temporary basis, payment shall cover utilities, maintenance, insurance, administrative costs, and the same rate of debt service that is required for the space used as dormitories.

Chapter/Volume: 
  • Volume III: Administration of Student Affairs
  • Chapter 2: Housing and residence life

Safety - Physical Space and Environment

Policy Number: 
IV.05.01
Reason for Policy: 

To protect human health and the environment, ensure regulatory compliance, and preserve university interests and assets.

Entities Affected by this Policy: 

All members of the UO community and visitors.

Responsible Office: 

Safety and Risk Services, (541) 346-3192, safety@uoregon.edu

Enactment & Revision History: 

03 March 2017 - Revisions, merge and renumbering approved by the university president

05 October 2010 - Title change from University Safety to Safety

02 August 2010 - Policy number revised from 8.000 to 08.00.02

11 October 2000 - Approved by the president’s staff

Policy: 

Safety - Physical Space and Environment Policy

I. Responsibilities

  1. Safety is the shared responsibility of everyone. The president expects all university personnel to support the university’s safety policy and associated procedures.
  1. The provost and vice presidents are responsible to ensure implementation and enforcement of this policy in all facilities and operations within their respective portfolios.
  1. All administrators, deans, department heads, directors, supervisors and/or principal investigators are directly accountable for the safety and health of the total environment(s) (work and/or living) for which they are responsible. This includes all students, visitors, staff, the environment and university property for which they have oversight. This also includes establishment and management of safety programs and ongoing support by each unit for safety, including the provision of appropriate training and personal protective equipment.
  1. Safety and Risk Services is responsible for providing training, technical expertise and assistance to campus partners regarding compliance with laws, regulations, and policies and the protection of human health and the environment. The University Safety Representative is an employee in Safety and Risk Services and is responsible for responding to employee inquiries about safety.
  1. All employees are responsible for reporting accidents, unsafe working conditions or hazards of any nature. Such a report shall be made to an immediate supervisor who shall report the situation to the appropriate person or office for action except in instances of immediate medical attention needs when 9-1-1 should be the first notification.
  1. The University will annually advise employees of the name and contact information of the University Safety Representative.

II. Imminent Danger

In case of imminent danger to life or health, Environmental Health and Safety (EHS), the University Fire Marshal, and/or a designee of either has authority to suspend an activity immediately until the hazardous condition is abated or adequate measures are taken to minimize exposure of students, faculty, staff, visitors and the environment to that danger.

III. Corrective Action and Reporting

  1. If after reporting to the supervisor that a specific task or assignment may jeopardize personal health or safety, and correction is not made, the employee may refuse to perform such activity without penalty until the appropriate health or safety representative has reviewed the situation and made a finding. Any employee has the right to report any unsafe or hazardous condition directly to a safety representative or to appropriate local, state, or federal authorities.
  1. Safety violations, injury reports, and corrections made will be reviewed and reported to the university’s Safety Advisory Committee at its regularly scheduled meeting.

IV. Committee

Safety and Risk Services unit may form such committees as the head of that unit deems necessary and appropriate to ensure and maintain regulatory compliance.

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 5: Public Safety and Risk Services
Original Source: 
UO Policy Statement

Community Dispute Resolution Program

Policy Number: 
I.03.02
Reason for Policy: 

This policy applies to the programs administered by the University of Oregon (through the law school) known as the Community Dispute Resolution Program.

Entities Affected by this Policy: 

All members of the public and UO community interacting with the Community Dispute Resolution Program.

Responsible Office: 

For questions about this policy, please contact the Oregon Office for Community Dispute Resolution at 541-346-1623.

Enactment & Revision History: 

20 July 2018 - Revisions approved by the university president

Policy renumbered from 571.100, et seq. to I.03.02.

04 September 2015 - Technical revisions enacted by the university secretary

01 July 2014 - Became a University of Oregon Policy by operation of law

Former Oregon Administrative Rule Chapter 571 Division 100

Policy: 

A. Applicability

This policy applies to the programs administered by the University of Oregon (University), acting through the Dean of its School of Law pursuant to ORS 36.100 et seq.

B. Definitions

(1) "Applicant" is an entity which has submitted an application for program funding pursuant to ORS 36.155.

(2) "University" means the University of Oregon acting through the Dean of its School of Law.

(3) "Dean" means the Dean of the University of Oregon School of Law.

(4) "Mediation" is defined in ORS 36.1l0(5) and includes case development and conciliation.

(5) "Community Dispute Resolution Program" means a program that has been determined eligible for funding under ORS 36.155 and this policy.

(6) "Grantee" is a community dispute resolution program that has been awarded funding pursuant to ORS 36.155.

(7) "Policy" refers to this policy.

(8) “Confidential Information” is any communication, document, or other information subject to the confidentiality requirements of ORS 36.220-36.238.

C. Minimum Eligibility Requirements

To be eligible to receive funding under ORS 36.100 et seq. and this policy, a dispute resolution program must:

(1) Be:

(a) A governmental entity with a separate dispute resolution program budget and a dispute resolution program advisory committee of at least five representative members of the community in which the governmental entity is located, which advisory committee meets at least quarterly; or

(b) A nonprofit organization registered in Oregon with a board of directors of at least five representative members of the community or communities in which the organization does business, which board of directors meets at least quarterly. If an applicant is a nonprofit organization established for purposes other than dispute resolution, it shall have a separate dispute resolution program budget and a separate advisory committee of at least five representative members of the community in which the organization does business, which advisory committee shall meet at least quarterly; and

(2) Provide citizen education in conflict resolution skills to assist citizens in resolving their own disputes peacefully and community mediation services. Community mediation services must be provided, at least in part, by volunteer mediators. In addition to these essential services, programs may elect to provide other services in order to respond to local identified needs. Such services may include, but are not limited to:

(a) Methods for addressing the interests of crime victims in criminal cases when those cases are either not prosecuted for lack of funds or could be more effectively handled outside the courts;

(b) Arbitration; and

(c) Training for individuals who resolve disputes.

(3) The Oregon Judicial Department shall not be eligible for funding under ORS 36.100 et seq. and this policy.

(4) Municipal, county, and justice courts shall not be eligible for funding under ORS 36.100 et seq. and this policy.

D. Fees for Service

(1) A Grantee is not required to charge fees to disputants for dispute resolution services. If a Grantee charges fees for dispute resolution services, a sliding fee scale or waiver or deferment based on income must be offered. The Grantee shall explain to all disputants, in advance of the services being furnished, the amount of any fees and other costs that may be charged.

(2) A Grantee shall not charge the following fees:

(a) Fees contingent on outcome; or

(b) Fees calculated on the basis of the amount in controversy.

E. Matching (Participating) Fund Requirements

(1) Grantees shall be required to match the funding granted to them pursuant to ORS 36.155 at the following levels:

(a) First grant year: 10 percent;

(b) Second grant year: 25 percent;

(c) Third grant year: 50 percent;

(d) Fourth grant year: 75 percent;

(e) Fifth grant year: 100 percent.

(2) Matching funds may be generated through fees for services, grants, donations, fundraising, in-kind donations, and other efforts. The University, acting through the Dean, shall retain discretion to waive or modify the matching fund requirements based upon the Grantee's good faith efforts and substantial compliance with such requirements.

(3) In-kind donations may be reported or credited as revenue or expenditures if such donations:

(a) Will be received during the proposed budgetary period; and

(b) Represent necessary and ordinary expenses or services related to the operation and management of the Grantee.

(4) Documentation of in-kind donations shall include descriptions of the services or materials donated, the dates received, and the names and addresses of the donors. Volunteer services shall be documented by means of time sheets signed by the volunteer and verified by the program manager.

(5) In-kind donations and services, such as office space and administrative, clerical, and professional services, shall be valued at the prevailing market rate.

(6) The following may not be included as in-kind donations:

(a) Volunteer time by members of the Grantee's board of directors or advisory committee while serving in the capacity as members of the board or committee.

F. Participation by Counties

(1) To qualify for a grant under ORS 36.155 and this policy, a county shall notify the Dean on in accordance with a schedule established by the Dean of its intention to participate in the expenditure of funds for programs funded under ORS 36.155. Such notification shall be by resolution of the appropriate board of county commissioners or, if the programs are to serve more than one county, by joint resolution. A county providing notice may select the dispute resolution programs to receive grants under ORS 36.155 for providing dispute resolution services within the county from among Community Dispute Resolution Programs within the county or, in the case of a joint resolution, counties.

(2) The county's notification to the Dean must include a statement of agreement by the county to engage in a selection process and to select as the recipient of funding an entity capable of and willing to provide dispute resolution services according to this policy. The award of a grant is contingent upon the selection by the county of a qualified entity. The Dean may provide consultation and technical assistance to a county to identify, develop and implement dispute resolution programs that meet the standards and guidelines set forth in this policy.

(3) If a county does not issue a timely notification under subsection (1) above, the Dean may notify a county board of commissioners that the Dean intends to make a grant to a dispute resolution program in the county. The Dean may, after such notification, assume the county's role under subsection (1) above unless the county gives the notice required by subsection (1). If the Dean assumes the county's role, the Dean may contract with a qualified program for a two-year period. The county may, 90 days before the expiration of such contract, notify the Dean under subsection (1) above that the county intends to assume its role under subsection (1).

(4) All dispute resolution programs identified for funding shall comply with this policy.

(5) All Grantees shall submit informational reports and statistics as required by this policy.

G. Termination of Participation by a County

(1) Any county that receives a grant under ORS 36.155 and this policy may terminate its participation at the end of any month by delivering a resolution of its board of commissioners to the Dean not less than 180 days before the termination date.

(2) If a county terminates its participation, the remaining portion of the grant made to the county shall revert to the University to be used as specified in ORS 36.155.

H. County Dispute Resolution Program Coordinator

(1) Each board of commissioners electing to participate in the expenditure of funds shall designate a person to function as the county dispute resolution program coordinator.

(2) The coordinator shall maintain public information on any dispute resolution services within the county including name and telephone number of the coordinator, availability of grant monies to fund local programs, the grant solicitation and award process, and the program names and services provided by grantees in that county.

(3) A coordinator need not be a resident of the county and may serve as the coordinator for more than one county.

I. Application Process

(1) A board of commissioners, or the University acting through the Dean, if the Dean has assumed the county's role, shall issue a request for applications to provide dispute resolution services under ORS 36.155. The request for applications shall be advertised in a manner reasonably calculated to ensure that those qualified to provide the requested dispute resolution services receive notice of the request. Such advertising may be in a newspaper, on a web site, by electronic mail, or any other means that meets the requirements of this subsection.

(2) An applicant shall submit the original application to the participating county and a copy of the application simultaneously to the Dean, unless the Dean has assumed the county's role in which case the application shall be sent solely to the Dean. Applications may be submitted by mail, hand delivery, express delivery, facsimile machine, website submission, or electronic mail (including in portable document format (pdf)).

(3) The Dean on his or her own behalf or on behalf of a county may in his or her sole discretion accept late or incomplete applications and may seek to clarify any or all portions of applications. The Dean may in his or her sole discretion waive any provisions of the application for sufficient cause.

J. Application Requirements

1. Any applicant that:

(a) did not receive funding in the previous biennium, or does not meet the requirements in subjection J(a)(ii), must submit an application with requirements from section J(2) and section J(3).

(b) received funding in the previous biennium, and is in substantial compliance with their contract requirements, may submit an application with only the base requirements in section J(2), for up to two (2) additional biennia (an application consisting of the base and additional requirements must be submitted every six (6) years).

2. Unless waived by the Dean, all applications shall include the following base requirements:

(a) Benchmarks for the upcoming biennium for citizen education in conflict resolution skills; community mediation services; mediation trainings, publicity and outreach, and other areas determined by the Dean.

(b) A plan for recruiting, selecting and using volunteer mediators.

(c) A description of any training activities including the mediation curriculum and apprenticeship.

(d) A proposed budget including the amount and sources of matching funds for the grant period, and any fee schedule to be used by the applicant. If available, audited financial statements shall also be submitted for the previous two years. An applicant's request for funding shall not exceed the Dean's grant projection made pursuant to this Policy.

(e) Letters of support from community organizations, judicial and legal system representatives, administrative agencies, or other appropriate public service organizations in the proposed area of service. Such letters should, if appropriate, attest to the organization's willingness to make referrals to the applicant.

(f) A discussion of the potential for collaboration with other applicants and, if there might be other applicants, a plan for such collaboration.

(g) The applicant must certify or agree that they will abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identify or national origin. Moreover, these regulations require that entities that receive grant funds take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability or veteran status.

(h) Any other information required by the Dean.

(3) Unless waived by the Dean, all applicants that meet the requirements of section J(1)(a) must also submit the following additional requirements:

(a) A statement of the program's goals, objectives, and activities, including citizen education in conflict resolution skills and community mediation services.

(b) A description of community problems to be addressed, the proposed geographical area of service, the service population, and the number of persons the applicant will have the capacity to serve on an annual basis; the types of disputes to be handled; the types of dispute resolution services to be offered; and any access restrictions to be imposed by the applicant.

(c) A plan for publicizing its services and resources to potential referral agencies, individuals, civic groups, courts and agencies of the judicial system.

(d) The applicant's organizational chart, structure, personnel policies, and resumes of all professional staff members.

(e) Applicants that did not receive funding in the previous biennium must submit a business plan that contains a three-to-five (3-5) year projected budget of income and expenses.

(f) Any other information required by the Dean.

K. Selection Process

(1) The Dean shall acknowledge receipt of each application and shall review each application to determine whether the applicant is eligible for funding under this policy as of the date of application. The Dean shall send a notice of eligibility determination to each applicant and to the county dispute resolution coordinator.

(2) If the county has elected to participate as described in this policy, the county shall review the applications of those applicants determined eligible by the Dean and shall select the program(s) for funding. If the county has not elected to participate, the Dean shall select the program(s) for funding from those applicants the Dean has determined to be eligible.

(3) Criteria for the selection of funding shall be as determined by the Dean and set forth in the Request for Application. Criteria may include, but need not be limited to:

(a) The ability of the applicant to address unmet community needs in the proposed geographical area of service;

(b) The structure and scope of the services to be provided by the applicant;

(c) The applicant's experience and qualifications in dispute resolution services;

(d) The amount of the requested grant and the reliability of the applicant's other funding sources; and

(e) The adequacy and cost of personnel, services, and supplies, and capital outlay.

L. Contracts with Grantees

(1) The University shall enter into a contract with Grantee which specifies the kinds and level of services the grantee shall provide during the designated grant period. The University shall have sole authority to determine the content of the contract.

(2) Grants shall be available for the period of July 1 of each odd-numbered year through June 30 of the following odd-numbered year. The University shall contract with the Grantee for up to two years.

(3) The Dean or designee shall have the power to examine the records of any grantee to determine compliance with the contract and applicable law.

(4) In the event that the Dean determines that a Grantee is not in substantial compliance with the terms of its contract, the Grantee shall be required to come into compliance within a reasonable amount of time as determined by the Dean. If the program continues to be out of compliance, the Dean shall provide written notice to the program and the county that specifies the areas of non-compliance and requires substantial compliance within 30 days. After the 30 day period, the Dean shall take such steps as the Dean deems necessary or advisable, including but not limited to requiring the Grantee to participate in a form of alternative dispute resolution or terminating the contract. The State of Oregon, the University, the Dean and their agents and employees shall have no liability to any Grantee for any actions taken under this policy.

M. Available Funds

Allocation of available funds shall be based upon the need for community dispute resolution services; the availability of funds to create, sustain, and maintain viable programs; the performance of community dispute resolution programs; and innovation and special projects.

N. Evaluation of Grantees

Each Grantee shall work cooperatively with the Dean or designee to facilitate the collection of data to measure the effectiveness, integrity, and applicability of dispute resolution services provided by the Grantee. In addition, each Grantee shall:

(1) Perform an annual evaluation to measure program effectiveness;

(2) Measure client satisfaction;

(3) Conduct annual board and director performance evaluations; and

(4) Cooperate with the Dean in providing aggregate data to analyze the effectiveness of community dispute resolution efforts and to track trends throughout the state.

O. Reporting Requirements

(1) Each Grantee shall provide to the Dean such data as the Dean may request, including but not limited to data concerning the Grantee's operating budget, the number and kinds of educational programs, staff and volunteer qualifications, training activities, the number and source of referrals, types of disputes referred, dispute resolution services provided, number of persons served, and case outcome. Data provided to the Dean will exclude all Confidential Information. Each Grantee shall report the information annually and as the Dean shall direct in writing.

(2) Within ninety days of the close of each grant period, the Grantee shall submit to the Dean a final report on revenues and expenses for the grant period.

P. Referrals; Confidentiality Agreements

(1) Although Grantees may accept mandatory referrals to mediation, they shall provide the referred parties with written notice specifying that participation in the mediation session is voluntary.

(2) A written agreement to maintain the confidentiality of all Confidential Information shall be offered to participants for their acceptance and signature no later than the initial mediation session.

Q. Qualifications and Minimum Training Requirements for Mediators in Community Dispute Resolution Programs

(1) Qualifications: Mediators shall possess good communications skills, an ability to respect diversity and differences, and an ability to maintain confidentiality and impartiality.

(2) Training: Mediators shall complete a basic mediation curriculum and an apprenticeship:

(a) A basic mediation curriculum shall be at least 30 hours and shall include a minimum of six hours' participation by each trainee in no less than three supervised role plays; a trainee self-assessment; and an evaluation of the trainee by the trainer which identifies areas where trainee improvement is needed for the benefit of both the trainee and the program. A basic mediation curriculum shall seek to develop mediation knowledge and skills, including information gathering, relationship skills, communication skills, problem solving, conflict management and ethical practices. The curriculum shall specifically address the following areas:

(A) Active listening, empathy and validation;

(B) Sensitivity and awareness of cross-cultural issues;

(C) Maintaining neutrality:

(D) Identifying and reframing issues;

(E) Establishing trust and respect;

(F) Using techniques to achieve agreement and settlement, including creating climate conducive to resolution, identifying options, reaching consensus, and working toward agreement;

(G) Shaping and writing agreements;

(H) Assisting individuals during intake and case development to resolve their disputes with a minimum of intervention by a third party; and

(I) Ethical standards for mediator conduct adopted by state and national organizations.

(b) The apprenticeship shall include participation in a minimum of two mediation cases under the supervision of an experienced mediator or trainer, with at least one case resulting in a completed mediation session.

(3) An individual who, prior to the effective date of this policy, has participated in substantially similar training or completed 100 hours as a mediator shall have met the training requirements established by this policy.

(4) An individual who has completed substantially similar training in another state after the effective date of this policy shall have met the training requirements established by this policy.

(5) Each grantee shall ensure that its mediators have received basic curriculum training from a lead trainer who has completed:

(a) Mediation training substantially comparable to that required under this policy;

(b) Fifty hours of mediation experience; and who has

(c) Substantial background as a mediation trainer or an assistant.

(6) A Grantee may establish additional training requirements beyond these minimum training requirements. There shall be no formal academic requirements for mediators in community dispute resolution programs.

(7) An applicant or Grantee may request from the Dean a waiver or modification of training requirements in cases where the application of the policy would place an undue burden on the Grantee.

Chapter/Volume: 
  • Volume I: Governance
  • Chapter 3: Policies
Original Source: 
Oregon Administrative Rule

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