Access Control

Policy Number: 
IV.07.03
Reason for Policy: 

This policy outlines regulations pertaining to the access control to university facilities.

Entities Affected by this Policy: 

All individuals with access to University of Oregon buildings, facilities or offices; those employees who work with access control matters.

Enactment & Revision History: 

Revisions approved by President Michael H. Schill on January 25, 2017.

Technical revisions enacted by the University Secretary on September 4, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 50 Section 0035.

Policy: 

Introduction

To regulate access to University of Oregon Facilities, the President of the University designates the Vice-President for Finance and Administration or designee to administer the university's access control policy.

(1) Definitions. As used in this policy, the following definitions apply:

(a) "university" shall mean University of Oregon;

(b) "facility(ies)" shall mean any University building, house, room or area to which access is controlled by a key, electronic access device or by another device normally restricting access;

(c) "Grand Master Key" shall mean a key which opens all doors in two or more university buildings;

(d) "Master Key" shall mean a key which opens all doors in a university building;

(e) "Sub-Master Key" shall mean a key which opens more than one door in a portion of a University building;

(f) "Change Key" shall mean a key which opens a door within a university building;

(g) "Outside Door Key" shall mean a key which opens an exterior door of a university building;

(h) "Access Card" shall mean an ID card or similar object used in an electronic reader to permit access into a university facility;

(i) "Access Level" shall mean the software control uses to determine time and place an access card holder may enter a university facility.

(j) Access Control Devices, i.e. any system that controls access to a space, access cards, biometrics, key pad codes, etc.

(2) Regulation of Access:

(a) The issuance of all access control devices to university facilities shall be subject to the provisions of this policy;

(b) Campus Planning and Facilities Management (Lock and Door Shop) shall be the sole source for the making, duplicating, manufacturing, and cutting of all non-Housing university facility keys. The University Housing Director shall be responsible for access control devices to Housing Facilities. The University ID card services shall be the sole source for making and duplicating "Access Cards" for academic buildings. These departments or the departments' designees shall be subject to this policy and are responsible for maintaining accurate access control device issuance records, return records, access information, and access records;

(c) Persons to whom access control devices are issued for university facilities are issued are prohibited from duplicating such access control devices;

(d) Persons violating the university access control policy are subject to disciplinary sanctions;

(e) A three- or four-member Access Control Advisory Committee shall be appointed by the Vice-President for Finance and Administration each year. It shall be advisory to the Vice-President for Finance and Administration;

(f) Access to university facilities may be issued to departments, university faculty, staff, graduate assistants and students, and to non-university persons authorized in writing by the appropriate dean, director or department head to have access to university facilities;

(g) Departments shall designate a department designee to maintain accurate records of all keys issued to the department. An annual accounting of keys shall be filed with the University of Oregon Police Department Chief by June 30 of each year;

  (3) Conditions of Issuance:

(a) A Grand Master Key or Master Key or equivalent access control device shall be issued to departments only upon the written authorization of the Vice-President for Finance and Administration or designee;

(b) A Sub-Master Key shall be issued only upon the written authorization of department head, director, or dean;

(c) A Change Key or equivalent access control device shall be issued only upon receipt of the standard key request authorization form issued by the university department to which key applicant is assigned;

(d) An Outside Door Key or equivalent access control device shall be issued only upon receipt of the standard key request authorization form issued by a department head, director, dean, or designated representative.

(4) Conditions of Access and Key Use:

(a) Any person or department issued university access control devices accepts the responsibility for immediately notifying the University of Oregon Police Department – Communications and Emergency Response Center and the person's immediate supervisor in the event the access control devices disappears, is lost, stolen, or otherwise misplaced;

(b) If the loss, theft, disappearance or misplacement of an access control devices requires the changing of a lock or locks, the cost of changing the lock(s) shall be borne by the responsible university department. Appeals for exception to this requirement may be made to the Access Control Advisory Committee;

(c) Grand Master and Master Keys are issued to departments not individuals and must be stored in secured locations when not in use.

(d) Authorized non-university persons, requiring short-term access to university facilities shall obtain needed at the direction of the Lock and Door shop and by providing appropriate payment. Keys for such short-term access shall be issued for a specified time period and must be returned to the issuing office as specified;

(5) Fees:

A fee structure for the issuance of access control devices will be maintained and reviewed annually.

Add link to fee book: http://pages.uoregon.edu/baoforms/bao_drupal_6/sites/brp.uoregon.edu/files/brp/fees/FY17_NonCourse%20Fees_final.pdf

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 7: Property, facilities and planning; sustainability
Responsible Office: 

For questions about this policy, please contact University of Oregon Police Department at 541-346-2919.

Original Source: 
Oregon Administrative Rule

Family Relationships and Employment

Reason for Policy: 

This policy outlines matters pertaining to appointments to positions at the University of Oregon as it relates to family relationships and such employment.

Entities Affected by this Policy: 

All UO employees and candidates for employment.

Enactment & Revision History: 

Technical revisions enacted by the University Secretary on September 4, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 4 Section 0005.

Policy: 

Family Relationships and Employment

Appointments to positions at the University of Oregon (University) shall be based upon merit as determined by job-related qualifications:

(1) Discrimination in favor of candidates who are related to persons involved in, or with an effective influence upon, the selection process is prohibited:

(a) However, relatives of individuals already employed by the University may not be denied equal employment opportunity or advancement in employment on the basis of family relationships. For the purposes of this policy relatives includes spouse, child, stepchild, parent, grandparent, grandchild, brother, sister, son-in-law, daughter-in-law, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, mother-in-law, and father-in-law;

(b) No members of the faculty or administration shall participate in making recommendations or decisions involving the employment, compensation, promotion, leave of absence, grievance adjustment, termination, or in the supervision of their relatives without prior permission of their immediate supervisor.

(2) In unusual circumstances a Vice President may consider an appointment of a member of a prospective or current employee's family to a position for which there was no search. In such cases:

(a) An ad hoc committee will be convened by the Vice President to be composed of the Director of Affirmative Action, the chair of the Equal Employment Opportunity Committee, and one or more faculty representatives from the affected department;

(b) The committee so convened shall consider whether the appointment furthers the University’s affirmative action goals, and whether the individual considered is of the quality of the University of Oregon faculty;

(c) After its consideration, the ad hoc committee will consult with and advise the appropriate Vice President with whom the final appointment decision rests.

(3) An employee who has a grievance under this policy may invoke the University's grievance procedures including, if appropriate, referral to the Committee on Equal Employment Opportunity, as provided under OAR 571-003-0010. [Note: OAR 571-003-0010 did not exist at the time of the governance transition on 7/1/14, so there is no UO policy number replacing this reference.]

(4) A non-employee questioning the application of this policy may contact the Office of Affirmative Action, which shall provide information regarding available recourse.

(5) Nothing in this policy shall be construed to prevent the employment or advancement in employment of more than one member of a family in the same department or administrative unit, provided the decision to employ or advance has been made in accord with the other sections of this policy.

Chapter/Volume: 
Responsible Office: 

For questions about this policy, please contact Human Resources at 541-346-3159.

Original Source: 
Oregon Administrative Rule

Conflicts of Interest and Abuses of Power: Sexual or Romantic Relationships with Students

Reason for Policy: 

This policy addresses sexual or romantic relationships between a faculty member and student or between a staff member and student in order to foster a learning environment characterized by professional behavior and fair and impartial treatment.

Entities Affected by this Policy: 

All UO employees and students.

Enactment & Revision History: 

Technical revisions enacted by the University Secretary on September 4, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 4 Section 0007.

Policy: 

Conflicts of Interest and Abuses of Power: Sexual or Romantic Relationships with Students

(1) The University is committed to fostering a learning environment characterized by professional behavior and fair and impartial treatment.

(a) A sexual or romantic relationship between a faculty member and a student or a staff member and a student can involve a conflict of interest, an abuse of power, compromised judgment and impaired objectivity when the faculty member or staff member has supervisory, evaluative or other power over the student. The power differential in the relationship may even make a student's consent to a sexual or romantic relationship suspect.

(b) Moreover, the relationship may create an apparent or actual conflict of interest that can adversely affect other members of the University community. It places the faculty member or staff member in a position to favor the interest of the student in the sexual or romantic relationship at the expense of third parties. Even if consensual, the relationship may be disruptive of the collegiality and mutual trust that are essential for the effective functioning of an academic unit.

(c) THEREFORE, it may be a conflict of interest and abuse of power for: faculty members to engage in sexual or romantic relationships with students enrolled in their classes or otherwise subject to their direct supervision or evaluation; staff members to engage in sexual or romantic relationships with students subject to their direct supervision or authority; work supervisors to engage in sexual or romantic relationship with students subject to their direct supervision or evaluation. This conflict of interest and abuse of power can occur even when both parties have consented to the relationship.

(2) Faculty/Student Sexual or Romantic Relationships.

(a) Within the instructional context: No faculty member should initiate or acquiesce in a sexual or romantic relationship with a student who is enrolled in a course being taught by the faculty member or whose academic work (including work as a teaching assistant) is supervised or evaluated by the faculty member. Should such a sexual or romantic relationship occur, notwithstanding this policy, a faculty member who fails to make prompt appropriate arrangements creates an apparent or actual conflict of interest. "Appropriate arrangement" is defined in (9)(a).

(b) Outside the instructional context: A sexual or romantic relationship between a faculty member and a student outside the instructional context may result in a conflict of interest and an abuse of power, particularly when the faculty member and student are in the same academic unit or in units that are academically allied. If such a situation should develop, notwithstanding this policy, the faculty member should immediately distance himself or herself from any decision that may reward or penalize the student with whom he or she is sexually or romantically involved. Failure to take this action constitutes a violation of the faculty member's professional obligations.

(3) Staff/Student Sexual or Romantic Relationships: A sexual or romantic relationship between a staff member and a student may lead to a conflict of interest when the staff member has supervisory, evaluative or other power over the student. Failure to withdraw from such a relationship or to make prompt appropriate arrangements (defined in (9)(a)) constitutes unwillingness to perform satisfactorily the responsibilities of the position and demonstrates unfitness for the position.

(4) Complaint process: Complaints by students with standing to allege a violation of this policy shall be handled in accordance with procedures set forth in UO Policy 571.003(L). Complaints may be initiated by the student in the sexual or romantic relationship OR by third parties who are also in an evaluative relationship with the faculty or staff member and who allege they have been specifically adversely affected by the relationship. Complaints initiated by the students in the sexual or romantic relationship must be filed within 365 days of the end of the supervisory or evaluative relationship. Complaints initiated by third parties must be filed within 30 days of the end of the third party's evaluative relationship. The President can also initiate formal proceedings under UO Policy 580.021.0300-470(H)UO ; nothing in this policy shall preclude such action by the President.

(5) Basis for findings: In assessing the evidence in a complaint:

(a) Initiated by the student in the sexual or romantic relationship, the decision maker may only base his/her finding of a violation of this policy upon no less than a preponderance of evidence that the sexual or romantic relationship occurred and that prompt appropriate arrangements were not made;

(b) Initiated by a third party, the decision maker may only base his/her findings of a violation of this policy upon clear and convincing evidence that a sexual or romantic relationship occurred and that prompt appropriate arrangements were not made, leading to actual injury or prejudice;

(c) Consent to the sexual or romantic relationship does not obviate a conflict of interest as defined by this policy.

(6) Abuse of Process: Complaints found to have been intentionally dishonest or made with willful disregard of the truth may subject the complainant to appropriate disciplinary proceedings and the full range of sanctions available therein.

(7) Sanctions: Only the party with evaluative, supervisory or other power is subject to sanction for violating this policy. For faculty, imposition of sanctions under UO Policy 580.021.0300-470(F), et seq., typically involves a hearing panel of peers. Documentation (defined in (9)(c)) of arrangements believed to be appropriate will be taken into account in assessing whether a conflict of interest has occurred, whether it has been mitigated, and in determining the severity of sanction, if any. The following list of sanctions that may be imposed is not intended to be exhaustive, and more than one sanction may be imposed for any single offense: written reprimand placed in the personnel file of the faculty or staff member; reassignment of duties (e.g., teaching, administrative, or service duties); reduction in salary; suspension without pay; dismissal.

(a) Written reprimand may be imposed at the discretion of the appropriate Vice President.

(b) Reassignment of duties, reduction in salary, suspension without pay, or dismissal may be recommended by the appropriate vice president, but may be imposed only after completion of appropriate proceedings:

(A) For faculty members, for cause proceedings are outlined in UO Policy 580.021.0300-470(F), et seq., provided that in the case of a proceeding predicated upon a third-party claim, the evidence to support a sanction must be found to be clear and convincing.

(B) For classified employees, sanctions will be imposed in accordance with applicable collective bargaining agreements.

(8) Assistance/Intervention: Any member of the University community who enters into a sexual or romantic relationship that may constitute a conflict of interest or abuse of power as described above is encouraged strongly to seek the assistance of his or her unit director, department head, dean, supervisor, or the Director of the Office of Affirmative Action & Equal Opportunity in making appropriate arrangements and providing documentation of those arrangements. If, prior to or during the course of a sexual or romantic relationship, doubt exists about whether this policy would apply, the party is encouraged strongly to consult with the unit director, or, department head, dean, supervisor, or the Director of the Office of Affirmative Action & Equal Opportunity. Disclosure during such consultation shall be confidential to the extent possible. No action will be taken that could result in sanctions unless and until a complaint is filed.

(9) Definitions: As used in this policy:

(a) "Appropriate arrangement" means an action reasonably calculated to remove or substantially mitigate a conflict or a potential conflict of interest or abuse of power, taking into account the interests of the University, the parties to the relationship, and others actually or potentially affected. These actions may include, but are not limited to: moving a student to another section of the same class; appointing a different faculty member to serve on a thesis, dissertation, or other evaluative committee; establishing alternative means of evaluation of academic or work performance; moving a student employee to another position of the same or comparable status and duties.

(b) "Conflict of interest" means incompatibility of the interest of the University in securing detached, objective performance of instructional, supervisory, or other duties with the personal interest of the faculty or staff member involved in a sexual or romantic relationship with a student he or she supervises or evaluates.

(c) "Documentation" includes but is not limited to a written, dated, and signed description of the actions taken filed with a unit director, department head, dean, supervisor, or the director of the Office of Affirmative Action & Equal Opportunity. For those not willing to use a third-party repository, it may still be advisable to retain a written, signed, and dated declaration of the mitigating actions taken.

(d) "Faculty" or "faculty member" means all those employees who hold academic appointments, including officers of administration and graduate teaching fellows, and anyone else who teaches classes at the University and/or supervises the academic work of students.

(e) "Power" means the real or objectively apparent authority or ability of an employee to confer or influence the academic, employment or other benefits of a student including, but not limited to: giving grades, evaluating performance, awarding financial benefits, or provision of University services or activities.

(f) "Standing" means that a student has a supervisory or evaluative relationship with a faculty or staff member and is specifically injured by a conflict of interest as defined by this policy.

(g) "Staff" or "staff member" means all University employees who do not hold academic rank.

(h) "Supervisor" or "employee with supervisory responsibility" means all employees who exercise responsibility for provision of University services, assigning work, evaluating performance, or otherwise making decisions that affect the terms and conditions of a student's employment or academic experience at the University.

Chapter/Volume: 
Responsible Office: 

For questions about this policy, please contact Human Resources at 541-346-3159.

Original Source: 
Oregon Administrative Rule

Tandem Appointments

Reason for Policy: 

This policy addresses tandem appointments and required approval before such an arrangement is engaged.

Entities Affected by this Policy: 

All UO employees and students.

Enactment & Revision History: 

Technical revisions enacted by the University Secretary on September 4, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 4 Section 0010.

Policy: 

Tandem Appointments

Specific work sites, circumstances or job responsibilities (e.g., grants) may warrant the hiring of tandem teams. Tandem team appointments must receive prior approval of the appropriate Vice President:

(1) A tandem team is defined as a group of two or more individuals working together in a department or on a project toward specific objectives (e.g., grant) and does not refer to job-splitting appointments. In tandem teams the combined qualifications of the individuals who make up the team shall be used in the determination of employment decisions.

(2) Nothing in this policy should be construed to deny any member of a tandem team equal opportunity in University employment, provided the appointment has been based upon open competition and merit, and other members of the team have not unduly influenced the selection process.

Chapter/Volume: 
Responsible Office: 

For questions about this policy, please contact Human Resources at 541-346-3159 or the Office of the Senior Vice President and Provost at 541-346-3186.

Original Source: 
Oregon Administrative Rule

Health Insurance Requirements for Non-Immigrant Foreign Students and Their Dependents

Reason for Policy: 

This policy assists the University in executing its reporting and certifying obligations under federal regulations by establishing responsibilities for nonimmigrant foreign students regarding insurance for themselves and dependent family members in the United States.

Entities Affected by this Policy: 

Nonimmigrant foreign students at the UO; all UO employees who deal with these matters.

Enactment & Revision History: 

Technical revisions enacted by the University Secretary on September 4, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 4 Section 0015.

Policy: 

Health Insurance Requirements for Non-immigrant Foreign Students and Their Dependents

(1) In order to assist the University in executing its reporting and certifying obligations under federal regulations, nonimmigrant foreign students at the University of Oregon must demonstrate their ability to meet their financial responsibilities in full. The University hereby establishes that these responsibilities include the provision by nonimmigrant foreign students for health and accident care for themselves and dependent family members in the United States.

(2) All nonimmigrant foreign students enrolled part- or full-time at the University of Oregon will be required to carry health and accident insurance for themselves and all their dependent family members in the United States.

(3) The health and accident policy carried by each nonimmigrant foreign student must provide coverage comparable to the one offered through ASUO (currently providing for a minimum of $25,000 per accident or illness) or meet guidelines established by the National Association for Foreign Student Affairs or the American College Health Association. The policy may be underwritten by a foreign insurance carrier but it must be payable in the United States for medical expenses incurred in this country.

(4) Such insurance policy must be in force for a 12 month period commencing during the registration period of the student's first term at the University. Request for term-by-term insurance coverage, or for any coverage extending for a period of less than one year from the date of a student's first registration, must be made in writing to a foreign student advisor in the University's Office of International Services. Exceptions may be granted in cases involving factors including, but not limited to, graduation during the academic year.

(5) Nonimmigrant foreign students must provide proof of adequate insurance coverage acceptable to the Office of International Services before they are permitted to register for classes during their first term of enrollment for any given academic year. Documentation of such adequate coverage must indicate in English the insurance company's name and address for billing purposes, policy number, the coverage terms of the policy, the effective dates of the policy, any exclusions, the names of the individuals covered by the policy, and the maximum amount of coverage per accident and illness and/or in terms of cumulative benefits.

(6) If an enrolling nonimmigrant foreign student does not provide acceptable proof of adequate health insurance for him-or herself and for dependent family members in the United States, the Office of International Services may restrict University registration and issuance of immigration documents (for travel, extensions of stay, employment requests, practical training, dependent matters, etc.) for the student and the student's dependent family members.

(7) Nonimmigrant foreign students shall be notified in writing of these requirements before departing for Eugene and again before they complete matriculation at the University. A similar notice shall appear in the University Bulletins next regularly published after the adoption of this policy. These notices shall inform such students that they may contest the factual premise underlying any proposed restriction referred to in section (6) of this policy by presenting their documentation and arguments before the Director of International Services or that person's designee.

(8) Pending the resolution of any dispute over the conformity of a proffered policy with guidelines referred to in section (3) of this policy, the student proffering the insurance in question shall be permitted to register, and shall, in the event of an adverse decision compelling withdrawal from the University subsequent to registration, be guaranteed a refund of any tuition paid for the term in which withdrawal ultimately took place.

Chapter/Volume: 
Responsible Office: 

For questions about this policy, please contact International Student & Scholar Services at 541-346-3206.

Original Source: 
Oregon Administrative Rule

Required Immunizations

Policy Number: 
III.04.05
Reason for Policy: 

This policy outlines required immunizations for students entering the University of Oregon.

Entities Affected by this Policy: 

All current and incoming students at the UO; all UO employees who deal with these matters.

Enactment & Revision History: 

Revisions approved by President Michael Schill on January 12, 2017.

Technical revisions enacted by the University Secretary on September 4, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 4 Section 0016.

Policy: 

Required Immunizations

(1) All students at the University of Oregon must show proof of required immunizations as set forth by the University Health Center:

(a) Students will not be permitted to register for a second term without proof of required immunizations, consistent with the requirements of this policy, on record at the University Health Center;

(b) After the beginning of a term, registered students may be vaccinated at the University Health Center for a charge.

(2) Notwithstanding any other provision of this policy, students who are attending the University of Oregon pursuant to a non-immigrant visa must provide the University Health Center with documentation of required immunizations prior to attending classes. If the student's first dose of a required vaccine series was received less than 30 days prior to attendance, the student has until the beginning of the second term or semester to provide documentation of the completed vaccine series.

(3) Students seeking exemption from this requirement because of age, medical condition, or sincerely held religious belief shall complete and present an exemption form to the designated University Health Center official. Forms are available at no cost upon request at the University Health Center main desk.

(4) Students without evidence of required immunity to certain diseases or conditions may be excluded from classes and other university activities in the event of an outbreak involving University of Oregon students and/or staff.

Chapter/Volume: 
  • Volume III: Administration of Student Affairs
  • Chapter 4: Student health services
Responsible Office: 

For questions about this policy, please contact the University Health Center at 541-346-8393.

Original Source: 
Oregon Administrative Rule

Family Housing Rental Rates, Fees, Charges, and Eligibility, Areas

Reason for Policy: 

This policy outlines matters relating to family housing available at the University.

Entities Affected by this Policy: 

Those living in University family housing and UO employees who work with family housing related matters.

Enactment & Revision History: 

Technical revisions enacted by the University Secretary on September 3, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 22, Sections 0100-105.

Policy: 

A. Rental Rates, Fees and Other Charges

(1) Monthly rental rates for Amazon Family Housing, Westmoreland Family Housing, and East Campus Family Housing are published annually as a subsection of Special Fees, Fines, Penalties, Service Charges, UO Policy 571.060(A).

(2) Security deposits, charges for late payment of rent, and other miscellaneous fees, fines and penalties as specified in the University's family housing leases are published annually as a subsection of Special Fees, Fines, Penalties, Service Charges, UO Policy 571.060(A).

B. Family Housing Eligibility and Lease Terms

(1) Eligibility for University-operated family housing shall be defined in the Family Housing/Apartments Lease agreement. Eligibility for such housing shall be determined by the Director of University Housing in consultation with the Family Housing Board (571.022.0020-80(B)).

(2) Eligibility to lease Family Housing/ Apartments shall be determined by considering:

(a) That the essential mission of University Housing is to provide housing for matriculated University students;

(b) That within its available stock of housing, the University should attempt to provide an appropriate housing option for as many students as possible;

(c) That University Family Housing/Apartments may constitute a significant financial benefit to its tenants;

(d) That many University students are the parents of minor children;

(e) That the housing needs of graduate and undergraduate students often vary;

(f) That appropriate housing options in the surrounding community for some students may be limited.

(3) Other non-financial lease terms for Family Housing/Apartments shall be determined by the Director of University Housing in consultation with the Family Housing Board (UO Policy 571.022.0020-80(B)).

(4) The provisions of leases developed pursuant to this policy, except for the monthly rent charges, may be waived in unusual circumstances. Tenants, or would-be tenants seeking a waiver should submit a request on a petition form to the Director of University Housing who has authority to waive all provisions of family housing/apartment leases except the extension of credit and collection of rents, which can be waived only after consultation with the Director of Business Affairs. Applicants for a waiver will be advised of the decision within ten working days. Such a decision is within the sole discretion of these University officials. In making their decision, these officials shall objectively balance the needs, capabilities, circumstances, extenuations and responsibilities of the student along with the administrative practicalities, fiscal needs, safety and welfare requirements and evenhandedness obligations of the University.

Chapter/Volume: 
Responsible Office: 

For questions about this policy, please contact University Housing at 541-346-4277.

Original Source: 
Oregon Administrative Rule

Family Housing Governance

Policy Number: 
III.02.02
Reason for Policy: 

This policy outlines matters relating to Family Housing & University Apartments (FHUA) governance within the University.

Entities Affected by this Policy: 

All resident leaseholders and household members

Enactment & Revision History: 

Revisions approved by the President and policy renumbered on September 20, 2017.

Technical revisions enacted by the University Secretary on September 3, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 22, Sections 0020-80.

Reviewed by FHUA RLC July 25th, 2016

Policy: 

 

A. Authority

Under the powers granted in ORS Chapter 352, the University has promulgated UO Policy establishing rules and regulations for student housing. Under this authority, the President of the University of Oregon has promulgated UO Policies to govern family housing.

 

B. Family Housing & University Apartments Community Advisory Board

(1) This policy creates the Family Housing & University Apartments Community Advisory Board (CAB) for family housing units and complexes at the University of Oregon.

 

(2) The CAB will review, advise upon, and recommend family FHUA policy as specified in this policy:

(a) Purposes of the Board. The CAB shall provide a vehicle for deliberate, systematic discussion, review, and dialogue in matters relating to FHUA among representatives of family housing residents, University Housing, faculty, and other students;

 

(b) Composition, Presiding Officer, and Selection of Members:

(A) The CAB shall be comprised of the following members:

(i) Two Spencer View area residents

(ii) One Graduate Housing residents

(iii) One East Campus area residents

(iv) Residence Life Coordinator (RLC) of FHUA;

(B) The Chairperson of the CAB shall be a member of the CAB in good standing and shall be elected by a majority vote of the entire CAB.

 

(c) Notification of Non-Emergency Action. When able, prior to a non-emergency action by University Housing, Housing will make efforts to inform the CAB of the impending action and solicit feedback from CAB members.  Such areas might include            

(A) Changes in rental rates in excess of a standardized across-the-board five percent annual increase. Individual East Campus unit rent adjustments may be implemented, after the unit is vacated, to recover renovation costs or to achieve rental parity with similar type units;

(B) Changes in the terms of the leases or rental agreements;

(C) Budget Reports. University Housing shall provide to the CAB  at least annually for its review and comment the University Housing budget allocated to the respective FHUA areas.

 

(d) Procedures of the CAB.  Procedures of the CAB will be gathered in a guiding operational document (CAB constitution).

 

(e) Individual residents shall retain their existing rights to interact directly with the University, including requests for additional services or expression of grievances.

 

F. Emergency Action

University Housing may act on its own initiative without notification of the CAB when time does not permit such notification. A notification of all emergency actions shall be sent to the chairperson of the CAB as soon as practicable.

 

G. Management Responsibilities

(1) The following matters shall be deemed exclusively management responsibilities and shall neither be delegated to resident organizations nor be subject to consultation with the CAB:

(a) Routine maintenance and repair, including preventative maintenance, restoration of damaged or destroyed elements or facilities, or anticipatory replacement of obsolete or high-maintenance existing equipment;

(b) Assignment of units to residents by the University and eviction within established policies;

(c) Eligibility for residing in FHUA facilities;

(d) Ensuring compliance with established fire, health, and safety regulations;

(e) Sanctioning non-compliance with city, county, state and federal laws and regulations, and policies promulgated by the University of Oregon as legally and functionally appropriate;

(f) Purchase of equipment, supplies and furniture

(2) The administration of the respective FHUA areas shall be conducted in accordance with rules or policies set forth by the University of Oregon pursuant to Oregon law and shall abide by all regulations respecting health, sanitation and safety as described by state law or local or city ordinances.

 

H. Delegation

The President of the University hereby delegates authority to the organizations and individuals designated in UO residence hall and family housing policies to carry out the provisions and responsibilities of these policies.

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

For questions about this policy, please contact University Housing at 541-346-4277.

Original Source: 
Oregon Administrative Rule

Residence Hall Governance

Policy Number: 
III.02.01
Reason for Policy: 

This policy outlines matters relating to residence halls and residence hall governance within the University.

Entities Affected by this Policy: 

Individuals living in residence halls; those working with residence halls or residence hall residents.

Enactment & Revision History: 

Revisions approved by the President and renumbered on September 20, 2017.

Technical revisions enacted by the University Secretary on September 3, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 22, Sections 0005-0015.

Policy: 

 

A. Policies and Procedures

 

The following policies and procedures embody the recommendations of a resident student/staff task force assembled in Spring, 1971. The task force's purpose was to examine and propose alternatives to the existing University of Oregon Student Conduct System as it applies to the residence hall students. This system has been in practice since Fall, 1971.

 

B. Preface

 

1) The laws of the state and nation and the ordinances and regulations of the University and local government are applicable throughout the campus, including University residence halls. Residence Hall residents as well as all other members of the student body, faculty, and staff are held accountable to these laws, ordinances, and regulations. Accordingly, law enforcement officials may be called in case of law violations involving residence hall residents.

 

(2) The safety of individuals, protection of state property, and maintenance of standards involving public health and sanitation are the responsibility of the Director of University Housing. The Director of University Housing reserves the right to evict students from the residence halls when violation of the above standards occurs. If interpretation of the extent of the Director of University Housing's responsibility is in question, the Vice-President for Student Life shall resolve the issue of jurisdiction.

 

Judicial procedures for violations of the code of student conduct shall follow those outlined in policy III.01.01, Code of Student Conduct.

 

C. Residence Hall Governance Structure

(a) The Residence Hall Association (RHA), the voice of the residents, relays ideas and feedback as a way of communication with University Housing; advocates for residence hall students; stimulates an environment of growth, learning, and development in the residence hall through programming and submits recommendations and ideas regarding policy to University Housing.

 

All University of Oregon students who reside in the university residence halls shall be members of RHA.

 

(b) The Residence Hall Association Council (RHA Council) is composed of the student chairperson, student vice-chairperson/secretary, treasurer, student advocate, National Communications Coordinator (NCC), the Assistant Director of Residence Life (RHA Advisor), one residence life professional staff member (Advisor), and a resident assistant for each of the residence halls. In addition, each residence hall will appoint or elect two student representatives to the RHA Council.

 

(c) The authority of the RHA Council is delegated through the Director of Housing, and operates within the parameters as outlined in the RHA Constitution, By-Laws and Addendum.

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

For questions about this policy, please contact the office of University Housing at 541.346.4277

Original Source: 
Oregon Administrative Rule

Student Records

Policy Number: 
III.05.03
Reason for Policy: 

This policy outlines matters relating to student records.  

Entities Affected by this Policy: 

All students and employees of the UO

Enactment & Revision History: 

Policy number changed from 571.020 (former OAR) to UO Policy III.05.03 on November 2, 2016.

Technical revisions enacted by the University Secretary on September 3, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 571 Division 20.

Policy: 

A. Introduction

The University of Oregon is required to comply with the federal Family Educational Rights and Privacy Act of 1974, as amended, and other federal and state laws governing access to and confidentiality of records and information pertaining to students. This policy is intended to inform students and others generally of their rights and guide the University in its management of student records and information. University employees should be mindful that only personal records demonstrably and substantially relevant to the educational and related purposes of the University, division or department should be generated or maintained.

B. Definitions

(1) "Act" means the Family Educational Rights and Privacy Act of 1974, as amended, its implementing regulations, and any official guidance issued by the U.S. Department of Education.

(2) "Directory information" means the student's name; mailing and permanent address(es); telephone number(s); electronic mail address(es); whether the student is or has been enrolled; enrollment status (e.g., full-time or part-time); dates of attendance; class level; cumulative credit hours; major and minor fields of study; participation in officially recognized activities and sports; and degrees, certificates, honors and awards received. For graduate teaching fellows, "directory information" also means status as a graduate teaching fellow and teaching assignment.

(3)(a) "Education records" means those records that are:

(A) Directly related to a student; and

(B) Maintained by the University or by a party acting for the University.

(b) To the extent set forth in the Act, "education records" does not include the following:

(A) Sole possession records;

(B) Records of the Department of Public Safety;

(C) Records relating to an individual who is employed by the University, unless the individual is in attendance at the University and is employed as a result of his or her status as a student;

(D) Treatment records concerning a student that are made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in his or her professional capacity; and

(E) Records that only contain information about an individual after he or she is no longer a student at the University.

(4) "Legitimate Educational Interests" means a reasonable need to know information in the course of carrying out one's duties.

(5) "Personally identifiable information" includes, but is not limited to:

(a) The student's name;

(b) The name of the student's parent or other family member;

(c) The address of the student or student's family;

(d) A personal identifier, such as the student's social security number or student number;

(e) A list of personal characteristics that would make the student's identity easily traceable; or

(f) Other information that would make the student's identity easily traceable.

(6) "School Official" means a person employed by the University; a person or entity, including a governmental entity, with whom the University has contracted; a person serving on the University's governing board; or a student serving on an official committee or assisting another school official in performing his or her duties.

(7) "Student" means any individual who is or has been in attendance at the University and regarding whom the University maintains education records. An individual who is or has been a student at the University and who applies for admission at another component of the University does not have rights with respect to records maintained by that other component, including records maintained in connection with the student's application for admission, unless the student is accepted and attends that other component of the University.

(8) The following terms shall have the definitions contained in the Act: Attendance; Dates of Attendance; Disciplinary Action or Proceeding; Disclosure; Parent; and Record.

(9) The definitions contained in this section shall be deemed amended if and to the extent that the Act is amended.

C. Location and Custody of Student Records

Education records and official personal records shall be kept in locations central to the University or the division or department that maintains them. The control of such records should be assigned to designated personnel responsible for preserving the confidentiality of records. Education records may also be maintained by individual employees and others acting on behalf of the University. The Vice President for Student Affairs or his or her designee(s) is the custodian of all education records maintained by the University or on its behalf and shall have ultimate control of all education records. The Office of the Registrar is the initial point of contact for questions related to this policy. Subpoenas seeking education records are typically served on the University Registrar, and the Office of the Registrar should be informed whenever the University or a University employee is served with a subpoena seeking education records. If the University or a University employee is served with a law enforcement subpoena ordering that the existence or the contents of the subpoena or the information furnished in response to the subpoena not be disclosed to the student, a copy shall be sent immediately to the Office of the General Counsel. No documents shall be released or information disclosed until University legal counsel determines that the subpoena is valid.

D. Access to Education Records by a Student

(1) Except as limited in Section F, a student must be given the opportunity to inspect and review the student's education records within a reasonable period of time but not more than 45 days from receipt of the request. The University will respond to reasonable requests for explanations and interpretations of the records. This policy does not require the University to provide a student or anyone else with an official transcript.

(2) The University shall not destroy any education records if there is an outstanding request to inspect and review them.

(3) Although the University is not required to give a student access to treatment records under Section B(3)(b), the student may have those records reviewed by a physician or other appropriate professional of the student's choice.

E. Fees for Copies of Education Records

Unless the imposition of a fee effectively prevents a student from inspecting and reviewing the student's education records, the University may charge a fee for a copy of a record that is made for the student. Unless set forth elsewhere in University rules or policies, the fee may not exceed twenty-five cents per page. The University will not assess a student a fee to search for or to retrieve the education records of that student.

F. Limitations on Access to Education Records

(1) If an education record contains information on more than one student, a student may inspect and review or be informed of only the specific information about that student.

(2) The University does not have to permit a student to inspect and review the following education records: financial records of the student's parents; and, under the circumstances described in the Act, confidential letters and statements of recommendation.

G. Disclosure of Directory Information

(1) The University may disclose directory information in compliance with the Act.

(2) Students may restrict the disclosure of all directory information by filing a completed Restriction of Directory Information form with the Office of the Registrar at any time during regular business hours. The restriction becomes effective as soon as is reasonably practicable and remains in effect until revoked in writing.

H. When Prior Consent Is Required for the Disclosure of Personally Identifiable Information from Education Records

Except as provided in the Act or other applicable law, the University will not disclose personally identifiable information from a student's education records unless the student provides a signed and dated written consent which specifies the records that may be disclosed; states the purpose of the disclosure; and identifies the party or class of parties to whom the disclosure may be made. The University will provide the student, upon request, with a copy of the records disclosed.

I. When Prior Consent Is Not Required for the Disclosure of Personally Identifiable Information from Education Records

The University may disclose personally identifiable information from an education record without the student's consent if one of the following conditions is met:

(1) The disclosure is to a school official who has a legitimate educational interest.

(2) The disclosure is to officials of another school, school system, or institution of postsecondary education where the student seeks or intends to enroll.

(3) The disclosure is to comply with a judicial order or lawfully issued subpoena and the University makes a reasonable effort to notify the student of the order or subpoena in advance of compliance so that the student may seek protective action. If the disclosure is to comply with a federal grand jury subpoena or any other subpoena issued for a law enforcement purpose and the court or other issuing agency has ordered that the existence or the contents of the subpoena or the information furnished in response to the subpoena not be disclosed and University legal counsel has determined that the subpoena is valid, then the University shall not notify the student.

(4) The disclosure is in connection with a health or safety emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals. This shall be strictly construed. The factors to be taken into account in determining whether this exception applies shall include the following:

(a) The seriousness of the threat to the health or safety of the student or other individual;

(b) The need for the information to meet the emergency;

(c) Whether the individuals to whom the information is disclosed are in a position to deal with the emergency;

(d) The extent to which time is of the essence in dealing with the emergency.

(5) The disclosure is information the University has designated as directory information.

(6) The disclosure is to a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense. The disclosure may only include the final results of the disciplinary proceeding conducted by the University with respect to that alleged crime or offense.

(7) The disclosure is in connection with a disciplinary proceeding at the University and the University determines that the student is an alleged perpetrator of a crime of violence or non-forcible sex offense; and the student has committed a violation of the University’s rules or policies with respect to the allegation made against him or her. The University may not disclose the name of any other student, including a victim or witness, without the prior written consent of the other student. This subsection applies only to disciplinary proceedings in which the final results were reached on or after October 7, 1998.

(8) The disclosure is otherwise in compliance with the Act or other applicable law.

J. Procedures for Seeking Amendment of Education Records

(1) Requesting Amendment of Education Records If a student believes the education records relating to the student contain information that is inaccurate, misleading, or in violation of the student's rights of privacy, he or she may ask the University to amend the record. Such a request shall be submitted to the University Registrar in writing and shall include at a minimum the following:

(a) If available, a copy of the record the student is seeking to amend;

(b) The specific amendment sought;

(c) The reasons why the student is seeking the amendment; and

(d) All evidence the student wishes the University to consider. The University shall decide whether to amend the record within a reasonable time after it receives the request. If the University decides not to amend the record as requested, it will inform the student of its decision and of his or her right to a hearing. The hearing will be informal but must meet the requirements of the Act.

(2) Results of the Hearing If, as a result of the hearing, the University decides that the information is inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it shall amend the record accordingly and inform the eligible student of the amendment in writing. If the University decides that the information is not inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it shall inform the student of the right to place a statement in the record commenting on the contested information or stating why he or she disagrees with the University's decision, or both. Any such statement will be maintained with the contested part of the record for as long as the record is maintained and disclosed whenever the relevant portion of the record is disclosed.

K. Availability of Education Records for Research Purposes

Education records and information contained in education records may be disclosed to organizations conducting legitimate educational research, testing, accreditation, granting financial aid, or improving instruction if the records or information do not permit identification of students or parents and if the information is destroyed when no longer needed to carry out its specified purposes.

L. Records of the Department of Public Safety

(1) For purposes of this policy, "law enforcement unit" means the University of Oregon Department of Public Safety (DPS) and "DPS records" means those records, files, documents, and other materials that are: created by DPS; created for a law enforcement purpose; and maintained by DPS. "DPS records" does not mean: records created by DPS for a law enforcement purpose that are maintained by a component of the University other than DPS or records created and maintained by DPS exclusively for a non-law enforcement purpose.

(2) Nothing in the Act or this policy prohibits the University from contacting DPS, orally or in writing, for the purpose of asking that it investigate a possible violation of, or to enforce, any local, State, or Federal law.

(3) Education records, and personally identifiable information contained in education records, do not lose their status as education records and remain subject to the Act and this Policy while in possession of DPS.

(4) The Act and this policy do not require nor do they prohibit the disclosure by the University of DPS records.

M. Limitations on the Re-disclosure of Information

(1) Except as permitted in the Act, the University may disclose personally identifiable information from an education record only on the condition that the party to whom the information is disclosed will not disclose the information to any other party without the prior consent of the student.

(2) Except where exempt under the Act, the University shall inform a party to whom disclosure is made of the Act's nondisclosure requirements.

N. Recordkeeping Requirements

(1) Except as provided in paragraph (3), the University shall maintain a record of each request for access to and each disclosure of personally identifiable information from the education records of each student. The record shall be maintained with the education records of the student as long as the records are maintained. For each request or disclosure the record must include: the parties who have requested or received personally identifiable information from the education records; and the legitimate interests the parties had in requesting or obtaining the information.

(2) Disclosure of personally identifiable information from an education record with the understanding that re-disclosure may occur requires the following record of the disclosure: the names of the additional parties to which the receiving party may disclose the information on behalf of the University; and the legitimate interests which each of the additional parties has in requesting or obtaining the information.

(3) Paragraph (1) of this section does not apply if the request was from, or the disclosure was to: the student; a school official within the University with a legitimate educational interest; a party with written consent from the student; a party seeking directory information; or a party seeking or receiving the records as directed by a federal grand jury or other law enforcement subpoena and the issuing court or other issuing agency has ordered that the existence or the contents of the subpoena or the information furnished in response to the subpoena not be disclosed.

O. Permanence, Duplication, and Disposal of Student Records

(1) Individual education records shall be maintained only for the minimum period of time required to serve the official functions of the office generating and maintaining them. The records shall then be disposed of in a manner designed to assure confidentiality.

(2) The permanent retention of education records shall be limited to records that the President or the State Archivist determine to be of long-range value to the student or the University.

(3) Duplication of permanent education records shall be minimized. Duplicate permanent records shall be destroyed in accordance with this Policy.

P. Annual Notice

The University shall publish and distribute on an annual basis to students notice of their rights under the Act. Such notice shall comply with the applicable provisions of the Act.

Chapter/Volume: 
  • Volume III: Administration of Student Affairs
  • Chapter 5: Student Records
Responsible Office: 

For questions about this policy, please contact Student Life at 541-346-3216 or the University Registrar at 541-346-2935.

Original Source: 
Oregon Administrative Rule

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