Vehicle Policy

Policy Number: 
IV.08.03
Reason for Policy: 

This policy outlines requirements and limitations pertaining to operations of state-owned, hired, and borrowed vehicles including driver qualifications, driver certification, vehicle qualifications, vehicular usage and travel, vehicle accidents and emergencies, and vehicle maintenance and repair.

 

Entities Affected by this Policy: 

General UO audience, including all employees, students, and authorized volunteers of the university.

Responsible Office: 

UO Department of Parking and Transportation 

Enactment & Revision History: 

5/21/18: New policy enacted by the university president. This policy consolidates and revises four prior policies (08.00.01, 08.00.03, 571.0101.0100-0140, and 580.040.0025-0030).

Policy: 

A. Definitions Subject to Vehicle Policy

(1) "Employees" mean those personnel on the University of Oregon payroll and temporary personnel.

(2) "Student" means a person currently enrolled/registered at the University of Oregon.

(3) “Volunteer” means a person appointed to perform official University duties as a public service without remuneration.

(4) “University Entity” refers to groups (including colleges, schools, departments, and other university organizational units, recognized faculty groups, recognized student groups, academic student groups, and self-defined groups of three or more members of the Statutory Faculty conducting university business.

(5) "Vehicle" means cars, vans, motorcycles, trucks, golf carts, utility vehicles, buses, and construction vehicles such as forklifts, skid loaders, and tractors;

(6) "State-Owned Vehicle" means a vehicle owned by or registered in the name of the State of Oregon, the University, or any of its departments;

(7) "Hired Vehicle" means a vehicle that is leased, hired, or rented by the state, the Board, the University, or any of its departments. This definition excludes private vehicles;

(8) "Private Vehicle" means a vehicle that is not a "state-owned vehicle" or a "hired vehicle" that is privately owned, loaned, or borrowed by employees, students, or others participating in University activities and used for university business travel;

(9) "University-Business Travel" means any activity for which all or part of the expenses may be reimbursed by any unit, department, or program of the University, or any travel conducted on behalf of, or by, a university entity.

 

B. Driver Qualifications

(1) To drive any vehicle for university-business travel, a driver must be certified through the University of Oregon Driver Certification process prior to driving any vehicle for university-business travel.

(2) To drive a van for university-business travel, a driver must also complete the required van-training.

(3) To drive a private vehicle for university-business travel a driver must also:

(a) Carry liability, uninsured motorist, and personal injury protection insurance on the vehicle, as per state law; and,

(b) Comply with all university travel registration procedures.

(4) It is the responsibility of the driver to ensure all driver qualifications are met.

 

C. Vehicle Qualifications

(1) All vehicles operated for university-business travel must:

(a) Be in conformance with the vehicle specifications provided by the manufacturer’s owner's manual, current state and federal regulations, and OSHA requirements; and

(b) Be equipped with tire chains or other approved traction devices, as required by law due to road conditions.

 (2) It is the driver's responsibility to ensure the vehicle they are operating for university-business travel meets vehicle qualifications.

 

D. Vehicular Usage

(1) Drivers operating any vehicle used for university-business travel must act in accordance with all applicable laws, state regulations, and University of Oregon policies and procedures.

(2) No state-owned or hired vehicle shall be used to transport University of Oregon students, employees, or volunteers when that use is not directly related to university-business travel.

(3) At least two certified drivers are required anytime a vehicle is used for university-business travel and traveling more than 300 miles before reaching the planned destination.

(4) Sponsoring university entities may internally establish criteria related to itineraries and/or travel time restrictions.

 

E. Accidents and Emergencies

(1) Drivers involved in an accident while driving any vehicle for university-business travel must follow all University of Oregon vehicle accident, injury reporting, and vehicle claims procedures.

(2) The University designates the University of Oregon’s Chief of Police or the Chief’s designee as the appropriate person to notify relatives of persons injured in an accident which occurs during university-business travel.

(3) Vehicle Accidents that occur while conducting university-business travel are reviewed by the University of Oregon’s Accident Review Board.

(a) Drivers involved in accidents may be required to complete a driver training course or other actions as recommended by the Accident Review Board; and

(b) A summary of all accidents is provided annually to the Vice President of Finance and Administration.

 

F. Vehicle Maintenance and Repair

(1) State-owned vehicles shall be sent to the University of Oregon Mobile Equipment Shop or other qualified commercial repair shop for regular and annual inspections.

(2) Inspections of state-owned vehicles shall ensure conformance with the vehicle specifications provided by the manufacturer’s owner's manual, current state and federal regulations, and OSHA requirements.

(3) Any state-owned vehicle involved in a collision shall be taken to the University of Oregon Mobile Equipment Shop or other qualified commercial repair shop for inspection within 24 hours of such incident.

(4) All costs for repairs and inspections of state-owned vehicles, including periodic and annual inspections, shall be borne by the Department having jurisdiction over the vehicle.

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure
  • Chapter 8: Parking and vehicles
Original Source: 
UO Policy Statement

Trademark Licensing

Policy Number: 
I.01.04
Reason for Policy: 

It is the policy of the University of Oregon to regulate and control the use of the university's identifying marks including the university's name and seal and its various trademarks, collective membership, and service marks. The university permits the use of its trademarks on products or services only after the university and manufacturer of a product or provider of a service have entered into a trademark licensing agreement.  The reason for that is because UO’s trademarks are not simply a marketing or communications tool. They are iconic symbols that have evolved over the UO’s history that help tell our story. In addition improper use of UO’s trademarks and logos can “dilute” the UO’s ownership interests and the value of its marks. Improper use of UO’s marks is also unlawful and may subject such users to signification civil liability.

Entities Affected by this Policy: 

Any person or organization manufacturing a product or providing a service bearing or containing trademarks belonging to the University of Oregon.

Anyone using or wishing to use the University of Oregon's trademarks.

Responsible Office: 

For questions about this policy, please contact the Office of Brand Management and Trademark Licensing at 541-346-6083.

Enactment & Revision History: 

Revisions approved by President Schill on May 10, 2018. Policy renumbered from 07.00.03 to I.01.04.

Reviewed; changed name of policy on November 3, 2010. 

Policy number revised from 6.100 to 07.00.03 on February 8, 2010.

Issued by the President on July 21, 1999.

Policy: 

It is the policy of the University of Oregon to regulate and control the use of the university's identifying marks including the university's name and seal and its various trademarks, collective membership, and service marks. The university permits the use of its trademarks on products or services only after the university and potential user, producer, manufacturer or service provider have entered into a trademark licensing agreement.

The intent of this policy is to ensure that the university retains the ownership, benefit and control of its trademarks. The university's trademarks may be used only with the express approval and consent of the university through a trademark licensing agreement, and only under circumstances benefiting the university, its students and personnel, or its educational mission.

All products or services that feature university trademarks must be produced by licensed vendors.

Requirement of Licensing Agreement

Any person, organization or entity manufacturing a product or providing a service bearing or containing university trademarks must, prior to use of the mark, enter into a trademark licensing agreement with the University of Oregon to obtain permission to use such mark.

No use of any mark belonging to the university shall be authorized for use in products or services, either offered for sale or in promotional activities, without such an agreement.

Each licensing agreement shall provide for a reasonable royalty to be paid to the university, or other consideration the university deems appropriate, in exchange for the university’s permission to use its mark.

University Sales

No university department shall offer for sale, use in promotional activities, or giveaway any product or service bearing or containing trademarks belonging to the university unless a trademark licensing agreement with the manufacturer for that product or provider of service is in effect.

Any university department currently offering for sale, use in promotional activities, or giveaway of any product or service bearing or containing a mark belonging to the university shall not reorder such product or service, nor offer for sale any new products or services bearing or containing a university mark, until such a licensing agreement has been entered into with the manufacturer of the product or provider of the service, unless the department involved and the university’s Office of Brand Management jointly determine that it is in the best interest of the university to temporarily waive the requirement of a licensing agreement.

An item produced bearing a university trademark provided as a gift, sold as a fund-raiser, or used as a promotional tool, beyond the scope of an official university group (an academic or auxiliary service department) or university team (uniforms for the athletic department, club sports, or intramurals) is a commercial use. Products bearing university trademarks produced for use as giveaways to attendees of conferences, special events, booster activities, or for use as fund-raisers are commercial products. If an item bearing university trademarks is purchased by the university for internal use only by the university, and is not used as a giveaway or promotional item, the university’s Office of Brand Management may waive the requirement that the manufacture of the product or provider of a service to enter into a commercial royalty bearing license agreement for the production of those items or services.

Administration

The Office of Brand Management shall be responsible for the implementation and interpretation of this section and for negotiating the required trademark licensing agreements.

Chapter/Volume: 
  • Volume I: Governance
  • Chapter 1: Governance and board affairs
Original Source: 
UO Policy Statement

University Venture Development Funds

Policy Number: 
IV.11.05
Reason for Policy: 

This policy outlines matters pertaining to the University Venture Development Fund, consistent with the Venture Grant Program outlined in state law. 

Entities Affected by this Policy: 

University of Oregon Research & Innovation (and related departments); Finance & Administration; University Advancement; other university employees working within the matters described above.

Responsible Office: 

For questions about this policy, please contact the Office of the Vice President for Research and Innovation at 541-346-2090 or University Advancement at 541-346-3016.

Enactment & Revision History: 

4/19/18: Revisions approved by President Schill. Policy renumbered from 580.043.0060-0100 to IV.11.05. 

9/3/15: Technical revisions enacted by the University Secretary

7/1/14: Became a University of Oregon Policy by operation of law

Former Oregon Administrative Rule Chapter 580 Division 43, Sections 0060-100.

Policy: 

A. Purpose; Definitions

 

(1) Purpose. This policy authorizes the University of Oregon (“University”) to establish a Venture Development Fund to provide moneys to facilitate the commercialization of the University’s research and development. Within the scope of this purpose and subject to these policies, the University may use moneys in its Fund to provide:

 

(a) Capital for University innovation and entrepreneurial programs;

 

(b) Opportunities for University students to gain experience in applying research to commercial activities;

 

(c) Proof-of-concept funding for transforming research and development concepts into commercially viable products and services;

 

(2) Definitions:

 

(a) Act: Oregon Laws 2005, ch. 592, as amended by Senate Bill 582 (2007) (currently ORS 352.540-550) and House Bill 4072 (2016).

 

(b) Entity: any governmental body or agency, association, partnership, corporation, limited liability company, or other organization, however described or named and regardless of legal status, other than a Person.

 

(c) Person: a natural person or sole proprietorship.

 

(d) Venture Development Fund or Fund: A fund authorized by the Act.

 

(e) Venture Grant Program or Program: A grant program authorized by the Act.

 

(f) University: University of Oregon.

 

(g) Department of Revenue: the Oregon Department of Revenue.

 

(h) General Fund: the general fund of the State of Oregon.

 

(i) Remain in Oregon: maintaining the Entity headquarters in Oregon; or employing a majority of employees (on a full-time equivalent, head-count, or payroll basis) in Oregon.

 

(j) Board: the Board of Trustees of the University of Oregon.

 

(k) Tax Credit Certificate: a certificate authorized by the Act and in a form designated by the University that evidences a contribution to a Venture Development Fund.

 

(l) Donor: a person or entity that makes a contribution to a Fund authorized by the Act and this policy.

 

(m) Taxpayer: a person or entity that makes a contribution to a Fund authorized by the Act and this policy and that applies for a tax credit certificate authorized by the Act and this policy.

 

(n) Gross Royalty Income: cash realized by the University from royalties, milestone and license fee payments and from the sale of equity as a result of grants made under the Program.

 

B. Establishment of a Venture Development Fund by the University

 

(1) The University may establish a Fund in accordance with the Act and this policy.

 

(2) If the University establishes a Fund, it shall:

 

(a) Notify the Board and the Department of Revenue of the establishment of the Fund;

 

(b) Either directly or through its affiliated foundation solicit contributions to the Fund and receive, manage, and disburse any such contributions and the earnings thereon;

 

(c) Subject to the Act and this policy, issue tax credit certificates to contributors to the Fund. Taxpayers making a contribution to the University’s fund and wishing to receive a tax credit certificate evidencing that contribution must submit the contribution, together with an application for tax credit certificate, in a form designated by the University, to the University or, if directed by the University, to its affiliated foundation. A tax credit certificate will be issued to the Taxpayer unless the contribution exceeds the University’s then current tax credit certificate issuance authority, the Taxpayer’s application is incomplete, or the University cannot verify receipt of the Taxpayer’s contribution;  

 

(d) Establish a grant program that meets the requirements for a Venture Grant Program under the Act and this policy;

 

(e) Subject to available moneys from the Fund, provide qualified grant applicants with moneys for the purpose of facilitating the commercialization of university research and development and related University student experiential education; and

 

(f) Report to the Department of Revenue the amounts of tax credit certificates issued by the University and maintain records of licensing and royalty revenue received by the University as the result of grants made from the Fund and records of amounts paid to the General Fund under the Act.

 

 

(3) The use of moneys donated under this policy may not be directed by a Donor. Rather, all moneys shall be available for the purposes set forth in the Act and this policy without regard to specific Donor instructions, except that the University or its affiliated foundation may charge its customary administrative assessment to manage the Fund as permitted by the Act. Except as authorized by law, no other fees or indirect costs may be charged against the Fund or any associated grants or other disbursements from the Fund.

 

(4) At the election of the University, moneys in a Fund may be held in the form of an endowment. The University may discontinue endowment treatment at any time.

 

C. Allocation of Authority to University to Raise Funds and Issue Tax Credits

 

(1) The University has established a Venture Development Fund in accordance with the Act and these rules. The program is managed by the Office of the Vice President for Research and Innovation (OVPRI). The Vice President for Research and Innovation shall annually designate and announce the Program tracks available for donor support on or before August 1 of each year.

 

(2) The University has authority for fundraising, and commensurate tax credit certificate issuance authority, as established by the Oregon State Legislature. Such authority shall be contingent on the establishment of a Fund in accordance with the Act and these rules and subject to the rule on redistribution of authority to raise funds and issue tax credits.

 

 

(3) Notwithstanding section (2) of this policy, immediately upon deposit into the General Fund of amounts transferred by the University in repayment of tax credits previously issued, the University may issue new tax credits in an amount not to exceed the transferred amount.

 

(4) The amount owed to the General Fund by the University may not exceed a threshold established by the Oregon State Legislature at any one time.

 

D. Redistribution of Authority to Raise Funds and Issue Tax Credits

The presidents of any two or more universities that have established a university venture development fund under Oregon Law may reach an annual agreement for the reallocation of amounts within their respective limits under the UVDF.

 

E. Eligibility to Receive Grants

 

(1) Subject to compliance with this policy, the University may make grants to itself for use by a constituent part of the University or to Entities but not to Persons other than University students participating in a formal University program supporting by the VPRI. The VPRI shall establish criteria for the receipt of grants under the Program. Each prospective recipient shall submit an application to the University. Each grant shall be documented and implemented through an appropriate grant agreement and each grant agreement shall provide that the recipient, if other than a public agency, remain in Oregon for at least five years following the final disbursement of funds under the agreement or repay the grant plus compound interest at 8 percent per annum. Other criteria shall be as determined by the University except for the following:

 

(a) All grants must be used to facilitate the commercialization of the University’s research and development, which includes OVPRI programs that support related experiential education for University students (including postdocs);

 

(b) Priority should be given to applicants who can demonstrate with specificity that their efforts will result in technology with high commercial potential and societal impact.

 

(2) To at least some degree, a Program as a whole, but not each individual grant, must provide:

 

(a) Capital for university entrepreneurial programs;

 

(b) Opportunities for students to gain experience in applying research to commercial activities;

 

(c) Entrepreneurial opportunities for persons interested in transforming research into viable commercial ventures that create jobs in this state; and

 

(d) Proof-of-concept funding for transforming research and development concepts into commercially viable products and services.

 

(3) The University shall screen potential awards for conflicts of interest. No award shall be made if an identified conflict of interest cannot be eliminated or managed.

 

F. Tax Credit Certificate and Grant Record-Keeping and Reporting

 

(1) The University shall retain copies of all tax credit certificates that it issues. Upon every issuance of a tax credit certificate by the University, and promptly after Board adoption of an order or resolution establishing or modifying the University’s allocation of tax credit certificate issuance authority, the University shall calculate and record in its records the amount, if any, of its fundraising and tax credit certificate issuance authority then remaining unused.

 

(2) As requested by the Board from time to time but no less often than annually, the University shall submit a written report to the Board summarizing its fundraising activity, amounts transferred to the General Fund, and issuance of tax credit certificates since its most recent report to the Board under this section and specifying its fundraising tax credit certificate issuance authority and the amount of that authority remaining unused as of the date of the report. The report shall include the number of tax credit certificates issued, the amount of funds raised by the University, and the amounts transferred to the General Fund since its most recent prior report to the Board under this section.

 

(3) As requested by the Board from time to time but no less often than annually, the University shall submit a written report to the Board summarizing the grants made by the University under its Program and how they serve the goals of the Act and this policy.

 

G. Recoupment of Tax Credits

The University shall monitor the use of Program grants and identify sources of Gross Royalty Income received by the University as the result of the use of the grants.  The University shall cause the transfer of 20 percent of such Gross Royalty Income to the General Fund but not to exceed the amount of the tax credit certificate issued by the University as a result of contributions to the Fund. This does not preclude transfers from other sources. Immediately upon deposit of the transferred amount into the General Fund, the University may issue new tax credit certificates in an amount not to exceed the transferred amount. The University shall maintain records of all transfers to the General Fund.

 

H. Reports to the Legislative Assembly

The University shall report annually to the Legislative Assembly or, if the Legislative Assembly is not in session, to the interim legislative committees on revenue. The report shall be at the end of the fiscal year of the University or of its affiliated foundation and provide information for that fiscal year. The University shall include in the report all information required by the Act. 

Chapter/Volume: 
  • Volume IV: Finance, Administration and Infrastructure

Student Housing

Policy Number: 
III.02.03
Reason for Policy: 

This policy contains matters pertaining to student housing, including cooperatives.

Entities Affected by this Policy: 

All students; employees who interact with the above mentioned matters.

Responsible Office: 

For questions about this policy, please contact the Division of Student Services and Enrollment Management at 541-346-9386.

Enactment & Revision History: 

Revisions approved by President Schill on April 19, 2018. Policy renumbered from 580.011.0015-0040 to III.02.03.  

Technical revisions enacted by the University Secretary on September 2, 2015.

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

Former Oregon Administrative Rule Chapter 580 Division 11, Sections 0015 through 0040.

Policy: 

A. Self-Supporting Concept for Student Housing

The self-supporting concept, as applied to student housing, anticipates that there shall be sufficient total income from charges to pay all direct costs, including debt service, utility and insurance costs, and institutional and a proportional share of accounting, overhead and administrative costs.

 

B. Campus Housing Advisory Board

The University of Oregon University Housing Advisory Board is a group of 8-11 students representing first-year through graduate students and reflecting the diversity of the UO student body. The Board provides strategic input to the leadership of University Housing at the University of Oregon.

Responsibilities of this Board:

  • Provide advisory input to the Director of University Housing on critical issues impacting the student experience that may arise during the course of the academic year including:
    • review and provide perspectives on University Housing new and existing facilities projects and project planning
    • review and provide perspectives on University Housing policies and procedures
    • offer perspectives regarding University improvements and changes 
    • offer perspectives on other University Housing related issues
  • Serve as advocates for University Housing and its mission to facilitate students’ development as they build an inclusive community, establish a sense of home, and succeed academically and in working toward University Housing’s “Big Goal” of becoming the model of excellence for providing accessible, affordable, and student-centered living-learning experiences; the preferred choice for all UO students.
  • Conduct and provide important analysis of various surveys and other assessment tools geared at improving the out-of-classroom student experience.

 

C. Rates of Charge for Student Housing

  1. Student housing charges shall provide sufficient income to make each category of housing--family housing, residence halls self-supporting and self-liquidating. Under exceptional circumstances, the President may authorize the use of income from one category to support the operation of another and the use of commingled student building fees to assist with financing of student housing.
  2. Room and Board rates of charge shall be approved by the University of Oregon Board of Trustees or designee.

 

D. University-Controlled Cooperative Housing

If created, university-controlled cooperative housing projects shall be limited to those meeting the following conditions:

  1. The University select students occupying the units.
  2. Rental contracts are made between individual student occupants and the University.
  3. The units are wholly self-supporting and self-liquidating               
Chapter/Volume: 
  • Volume III: Administration of Student Affairs
  • Chapter 2: Housing and residence life
Original Source: 
Oregon Administrative Rule

Family Housing Rental Rates, Fees, Charges and Eligibility

Policy Number: 
III.02.04
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.

Responsible Office: 

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

Enactment & Revision History: 

Revisions approved by President Schill on April 19, 2018. Policy renumbered from 571.022.0100-0105 to III.02.04.  

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: 

A. Rental Rates, Fees and Other Charges

  1. Monthly rental rates for Spencer View Apartments, Graduate Village and East Campus Family Housing are published annually following review and approval by the Vice President and the UO Board of Trustees (or designee).
  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.
  2. Eligibility to lease Family Housing/ Apartments shall be determined by considering:
    1. That the essential mission of University Housing is to provide housing for matriculated University students;
    2. That within its available stock of housing, the University should attempt to provide an appropriate housing option for as many students as possible;
    3. That University Family Housing/Apartments may constitute a significant financial benefit to its tenants;
    4. That many University students are the parents of minor children;
    5. That the housing needs of graduate and undergraduate students often vary;
    6. 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.
  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 through the Student Housing Portal. 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: 
  • Volume III: Administration of Student Affairs
  • Chapter 2: Housing and residence life
Original Source: 
Oregon Administrative Rule

Credit for College Courses Taught in High Schools

Policy Number: 
III.08.06
Reason for Policy: 

This policy outlines matters pertaining to credit for college courses taught in high schools.

Entities Affected by this Policy: 

All individuals affiliated with the UO who interact with the above mentioned matters.

Responsible Office: 

For questions about this policy, please contact the Office of the Provost at (541) 346-3186 provost@uoregon.edu.

Enactment & Revision History: 

Revisions approved by the University President on March 19, 2018 following approval by the University Senate on 2/28/18. Policy renumbered to III.08.06.

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

Former OUS Internal Management Directive 2.030.

Policy: 

The University of Oregon (University) may offer college-level courses taught for credit in high schools to serve high school students.

 

  1. These course offerings shall be at the postsecondary level and in addition to high school-level courses required for graduation. When courses are taught at the high schools, course materials shall be the same as, or equivalent to, those of the University of Oregon, as determined by the faculty through institutional and departmental curricular review processes.

 

  1. Student eligibility for university-level credit courses will be mutually determined by the sponsoring institution and the high school.

 

  1. The University will determine the registration processes and tuition.

 

  1. Earned credits and grades will be transcripted by the University.

 

  1. Instructors of college courses in high schools shall meet the University’s academic qualifications for faculty in the discipline being taught, and shall be approved and reviewed by the University’s departments. University faculty may also teach college courses to high school students.

 

  1. University policies for teaching/course evaluation practices will be followed.

 

  1. For credit for colleges courses taught in high schools, the University will also adhere to the latest Higher Education Coordinating Commission standards.

 

Chapter/Volume: 
  • Volume III: Administration of Student Affairs
  • Chapter 8: Admissions, Oregon residency
Original Source: 
Internal Management Directive

Faculty: Merit Increase Factors

Policy Number: 
II.03.04
Reason for Policy: 

To provide faculty members complete information about evaluation factors considered when merit increases are authorized.

Entities Affected by this Policy: 

Unrepresented faculty

Responsible Office: 

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

Enactment & Revision History: 

Revisions approved by the University President on February 1, 2018 and policy renumbered to II.03.04

02/08/2010 Policy number revised from 3.120 to 02.01.03

Issued by President Miles Brand 1/31/1986

Policy: 

The University of Oregon shall advise its faculty of factors to be considered in awarding merit increases.

All departments and units must have merit raise policies consistent with provost guidelines governing how available merit pool money will be distributed to eligible faculty members who meet or exceed expectations for teaching; research, scholarship, and creative activities; and service. Department and unit merit raise policies must be approved by the provost or designee.

If a faculty member believes that the announced evaluation procedures or criteria for determining merit increases do not adequately take into account the full range of professional activities that comprise that faculty member's performance, the faculty member may consult with the department/unit head or dean/director to seek clarification and/or resolution of the faculty member's concerns. If not satisfied with the results of this discussion, the faculty member may seek further clarification and/or resolution from the Provost, or designee to whom the dean/director is responsible or invoke the applicable grievance procedures.

Chapter/Volume: 
  • Volume II: Academics, Instruction and Research
  • Chapter 3: Faculty, general
Original Source: 
UO Policy Statement

Academic Calendar

Policy Number: 
II.01.01
Reason for Policy: 

This policy expresses the need for developing an academic calendar at the institution.

Entities Affected by this Policy: 

All individuals affiliated with the UO.

Responsible Office: 

For questions about this policy, please contact the Office of the Senior Vice President and Provost at (541) 346-3186 or provost@uoregon.edu.

Enactment & Revision History: 

Revisions approved by the University President on February 1, 2017 and policy renumbered to II.01.01.

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

Former OUS Internal Management Directive 2.025.

Policy: 

The regular academic calendar of the University consists of standard 11-week fall, winter, and spring terms, and a 12-week summer session. The regular academic calendar of the School of Law consists of standard 16-week fall and spring semesters, and an 8-week summer session.

A rolling five-year University academic calendar will be published annually.

Chapter/Volume: 
  • Volume II: Academics, Instruction and Research
  • Chapter 1: Curriculum and instruction
Original Source: 
Internal Management Directive

Expedited Tenure

Policy Number: 
II.02.04
Reason for Policy: 

To articulate the university’s position on and processes related to expedited tenure review.

Entities Affected by this Policy: 

Faculty; those working within promotion and tenure processes      

Responsible Office: 

For questions about this policy, please contact the Office of the Provost and Academic Affairs at provost@uoregon.edu or 541-346-3186.

Enactment & Revision History: 

01/30/2018 Enacted by President Schill upon recommendation of the University Senate. (Senate action on 1/17/18 via motion US 17/18-01.)

Policy: 
  • The expedited tenure process is not appropriate for faculty members or academic administrators who are currently employed and/or under contract at the University of Oregon.

 

  • If a unit faculty votes to hire a new faculty member at the rank of full professor, and votes to recommend indefinite tenure to the candidate based on the candidates’ application materials, and the Provost and the Dean of the relevant School or College agrees with the hiring and tenure recommendation of the unit, then the faculty and the Dean can forward the possible new faculty member’s dossier to the Faculty Personnel Committee for an expedited promotion and tenure review; and

 

  • The expedited review shall be conducted by a subcommittee of the Faculty Personnel Committee (FPC) consisting of five members (with one member selected as chair by the subcommittee) and will include three FPC members from the College of Arts and Sciences (one from each division) and two FPC members from  the other schools and colleges. The members of this committee, to be called the Expedited Tenure Review Committee (ETRC), will be elected annually by the FPC. The ERTC will be composed with attention to equity, diversity and inclusion.  ETRC members shall recuse themselves from the consideration of tenure cases in their unit. Vacancies, including those that arise from recusals, will be filled by the FPC chair after consulting the FPC membership; and

 

  • The ETRC will be “on call” through the academic year and the summer term to review cases and make recommendations to the Provost. The ETRC will meet at least once each fall with the Provost to discuss process and standards and select a chair for the year; and

 

  • The ETRC, upon completion of its review, will report their recommendation to the hiring unit, and will provide the compiled tenure dossier, which shall include all information upon which they have made their recommendation, to the hiring unit. Relevant members of the unit, as specified by the unit governance documents, shall have five business days after receipt of the dossier to change their vote for indefinite tenure and to notify the ETRC about any such changes.  The ETRC shall consider any changes to the unit tenure vote and either recommend to the Provost that the possible new faculty member should receive indefinite tenure and the rank of full professor or require that the faculty member be reviewed by the full promotion and tenure process; and

 

  • The ETRC will determine what materials should be considered in their review, but such materials must include at a minimum the following: candidate’s cv, all relevant research materials, a quantitative assessment of the candidate’s work and impact if available, and at least five external evaluations, three of which may be letters from application process and at least two of which must be external evaluations (by letter or by a phone call conducted by a member of the ETRC). The latter two evaluators must be selected by the committee from a list of possible evaluators prepared by the hiring department(s) and not including anyone listed among the candidate’s references. The ETRC will carefully document any non-written evaluations for inclusion in the tenure dossier. The ETRC may request other information as it sees fit through the dean of the relevant school or college. Failure of a dean to provide requested information may result in the ETRC requiring the candidate be reviewed by the full promotion and tenure process.

 

  • Materials collected for each review will be available to all members of the FPC and FPC members may provide comments to the ETRC until the ETRC concludes its deliberations and makes its decision on the case.

 

  • The FPC shall be responsible for tracking when an individual is awarded tenure via the expedited process and will include in their annual report to the Senate the number of cases considered by the ETRC and the number of cases in which tenure was awarded via the expedited process.

 

Chapter/Volume: 
  • Volume II: Academics, Instruction and Research
  • Chapter 2: Appointments, promotion and tenure
Original Source: 
UO Policy (New)

Health Insurance Requirements for International Students and Their Dependents

Policy Number: 
III.04.04
Reason for Policy: 

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

Entities Affected by this Policy: 

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

Responsible Office: 

For questions about this policy, please contact Student Services and Enrollment Management at 541-346-9386.

Enactment & Revision History: 

1/11/18: Policy revisions approved by the University President and policy renumbered from 571.004.0015 to III.04.04.

9/4/15: Technical revisions enacted by the University Secretary.

7/1/14: Became a University of Oregon Policy by operation of law. Former Oregon Administrative Rule Chapter 571 Division 4 Section 0015.

Policy: 

For purposes of this policy, “International Student” means: any student who is admitted to the University of Oregon and has a visa type of J or F, or other legal non-immigrant status that is approved by the Office of International Affairs as an International Student.

(1) In order to assist the University in executing its reporting and certifying obligations under federal regulations, international 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 international students for health and accident care for themselves and dependent family members in the United States, including when the student is on a UO-approved study abroad program, vacation term, or medical leave term.

(2) All international students enrolled part-time 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 who are in the United States. As such, all international students will be automatically enrolled in and billed for the UO Student Health Benefits Plan (UO SHBP) upon UO course registration. Students are responsible for paying all costs of enrollment in the UO SHBP, subject to late payment fees if payment deadlines are missed. The UO SHBP coverage may be waived if a student provides proof of adequate health insurance.

(3) This policy will be carried out in accordance with associated procedures.

Chapter/Volume: 
  • Volume III: Administration of Student Affairs
  • Chapter 4: Student health services
Original Source: 
Oregon Administrative Rule

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