University of Oregon Policy Library

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University mail delivery and addressing services are available only to University departments, committees, registered employee groups registered or recognized student groups and employees conducting University business. These services are not available to non-University organizations or persons, or to University organizations, employees, or students in connection with their conduct of non-University business, personal activities, or political activities.

Exceptions to this policy may be approved by the President. Exceptions will be made only if the proposed use is consistent with institutional policies and mission and the individual or organization fully reimburses the University for all appropriate costs.

Use of campus mail and/or delivery service may not violate any federal or state laws.

Information concerning these services is available from the Mail Services office. 

1. STRATEGIC VISION: The University shall develop and regularly update a strategic plan that is designed to place it at a competitive level of computing support to research and instruction.
    
2. APPROPRIATE COMPUTING SUPPORT: The University shall maintain an appropriate computing environment to support all aspects of the University's mission and to remain competitive in research and instruction.  With respect to teaching, this includes but is not limited to maintaining a suite of instructional software and hardware that will enable the effective use of technology in the classroom and as part of the broader pedagogical goals of education at the University.  With respect to research, this includes but is not limited to maintaining an inventory of research computing infrastructure on campus with an eye toward identifying more efficient use of computing resources for all variety of computing needs, including but not limited to scientific computing, enterprise-level data management, and other research uses.
    

3. EVALUATION OF COMPUTING RESOURCES: In the development, acquisition, and customization of new and existing computing infrastructure (including but not limited to software and hardware), those managing and purchasing resources should evaluate their systems on the basis of technical performance, support needs, and other usual measures.  In addition, these evaluations should also involve inquiry into, and decisions on the basis of, the social and ethical impacts of computing infrastructure, including but not limited to: privacy, security, accessibility, usability, and sustainability.  This is understood to imply that efforts should be made to develop and acquire systems that are: amenable to or implementing privacy-enhancing and confidentiality-preserving technologies where personally-identifiable data of any kind is at stake, designed with embedded security features, are affirmed by relevant user populations on campus to be more rather than less usable (particularly in the case of instructional computing solutions), and that do not needlessly consume energy.
    
4. INSTRUCTIONAL COMPUTING PRIORITIES: Faculty making use of instructional software and hardware in their classes shall make use of existing university resources in the case that these are sufficient for their pedagogical needs.  In cases where curriculum and learning needs would be enhanced in significant ways by employing third-party software or hardware, instructors shall make every reasonable effort to insure that the gains from these resources justify any associated expense, and that any such computing resources are employed consistent with university, state, and federal data policies (including but not limited to rules protecting privacy and confidentiality of personally-identifiable information).  In cases of the instructional use of third-party software or hardware, instructors shall be attentive to any additional financial burdens for students required to purchase software and should make every reasonable effort to select systems that do not require students to pay for technology subscriptions, purchases, or licenses.
    
5. FACULTY TRAINING: The development of basic computer literacy on the part of faculty should be considered an aspect of professional competence and is considered a faculty responsibility. To assist faculty in meeting this responsibility, the University is committed to offering regular training opportunities pertaining to both research-related and teaching-related computing, and considers participation in these trainings a form of service involving a contribution to faculty development.

Use by External Parties

The University of Oregon does not lend, endorse, sponsor, or partner with external parties through the use of its name, logos, campus images or photos of buildings and grounds in a way that could imply an endorsement or sponsorship of a company, individual or other entity, its products, charitable contributions, or other business activities unless formal written approval has been granted. The University has existing relationships with charitable organizations, manages sponsorships with businesses through its Intercollegiate Athletic Department and University Advancement Office and has a formal trademark licensing program managing the use of its trademarks.

Requirements of Consent

A waiver to this prohibition may be considered if such endorsement is the subject of an agreement of substantial importance and value to the University, who retains all rights to make such decisions. The external entity proposing a waiver must submit a formal request to the Brand Management office. The decision to grant a waiver and the extent of the same shall be at the discretion of that office, taking into consideration, among other things, the University's marketing and brand management's goals:

To promote and protect the University through implementation of a management system which establishes the means for consistent, favorable, and professional use of the brand and the trademarks and to fulfill the legal obligation to protect the University's image and trademarks.

The University of Oregon prefers to negotiate waivers request with a minimum of three weeks advance notice and reserves the right to deny negotiations if the timeliness factor is not observed.

Use by Internal Parties

University of Oregon logos, symbols, and seal may be used by internal parties only for purposes which will promote the goals and purposes of the University.

The director of Marketing Communications is authorized to approve any published logo that represents the University of Oregon in whole or in part.  Responsibility for ensuring that only approved logos appear in publications and in advertisements shall be with the head of the department placing the printing order.  The Vice President for Communications or his/her designee is authorized to grant exceptions to this. 

Use of logos or the seal shall follow guidelines established and available at http://brand.uoregon.edu.

The registrar is authorized to use the university seal on official papers such as diplomas, transcripts and other official documents of that office.  The president has designated the University Secretary as the official keeper of the university seal and has delegated to the vice president for Communications or his/her designee authority to make any other determinations about use of the university seal and signature marks.

The Oregon Duck

The Oregon Duck is copyrighted and licensed to the university under a special agreement.  Special care must be taken when using this mark.  Use of the costume character is coordinated through the Department of Intercollegiate Athletics.  Other uses of the Oregon Duck are managed through the Offices of Marketing Communications and Brand Management.

Administration

The Marketing Communications and Brand Management Offices shall be responsible for implementation and interpretation of the University of Oregon's identifying marks or images by external parties and for negotiating the required contracts.  For more information, see the Trademark Licensing policy.

Marketing Communications shall be responsible for implementation and interpretation of the use of the University of Oregon's seal or logo by internal parties.

General Obligations and Limitations Regarding Confidentiality
The University of Oregon is committed to upholding legal and professional obligations to protect confidentiality. Confidentiality is central to the effective provision of health care and survivors’ services. Providers of health care and/or survivors’ services have a duty to carry out the obligations of confidentiality imposed by law, professional codes of ethics, and this policy. In most circumstances, providers involved in the care of clients/patients shall not disclose information without written authorization from the client/patient. Disclosures made pursuant to exceptions arising from federal and state laws or professional codes of ethics shall be limited to the minimum information necessary.

Litigation and Confidentiality
When the University of Oregon is involved, or anticipates being involved in a legal proceeding, the University of Oregon has chosen to uphold a more protective standard with regard to confidential health care and survivors’ services information than may be required under state and federal laws, and professional codes of ethics. The following describes the standards that the University of Oregon will follow in relation to legal proceedings or anticipated legal proceedings.

1. If information needs to be preserved, the University of Oregon will implement a litigation hold. General Counsel will direct appropriate university personnel outside of the Office of General Counsel to ‘hold in-place’ all potentially relevant confidential records and/or direct relevant Information Technology staff to institute an “IT hold” for such records, in order to ensure compliance with a litigation hold. Each unit that creates or maintains such records will develop a litigation hold-in-place procedure to be approved by General Counsel.
2. In response to an actual or anticipated lawsuit, board complaint, or other legal proceeding initiated by a client/patient regarding the provision of health care and/or survivor's services (i.e. professional negligence related to these services), the University of Oregon may access and use that client/patient's confidential health and/or survivors’ services information related to such services to defend itself and those who provide services in a manner consistent with state and federal law, and professional ethics.  The University will access the information via a subpoena whenever it is possible to issue a subpoena.  If it is not possible to issue a subpoena, the University will provide the client/patient notice and an opportunity to object to accessing the information before any accessing of the information occurs.
3. When the University of Oregon is a party (or may become a party) to a lawsuit with a claim that is not covered by paragraph #2, and receives a subpoena or request from an outside party for records that include confidential health care and/or survivors’ services information, the University, its health centers/clinics, providers, and confidential responders will, if there is a good faith basis under applicable law, resist subpoenas or other requests, notify the client/patient of the subpoena or request,  inform the client/patient of their right to seek independent legal advice, and release privileged information only in response to an order from a court or tribunal, a stipulated protective order that the client/patient has signed, or a written authorization from the client/patient.  Prior to any access by University officials, in cases of a disagreement with General Counsel, in order to ensure that the University respects legal and professional obligations to protect confidentiality a provider/custodian of record may request University funding for independent legal counsel concerning the disclosure of records. Denial of such a request may be appealed to the University President.
4. In instances not covered by paragraph #2, if existing law (e.g., FERPA, HIPAA, state law) allows University officials to access a client/patient’s confidential health care and/or survivors’ services information, University officials will forgo access without a stipulated protective order that the client/patient has signed, a written authorization from the client/patient to use the records, or a court order. Prior to any access by University personnel, in cases of a disagreement with General Counsel, in order to ensure that the University respects legal and professional obligations to protect confidentiality a provider/custodian of record may request University funding for independent legal counsel concerning the disclosure of records. Denial of such a request may be appealed to the University President. 
5. When the University of Oregon is a non-party in a legal proceeding (i.e., neither the plaintiff nor the defendant) and receives a subpoena for records that include confidential health care and/or survivors’ services information, the University of Oregon will, if there is a good faith basis under applicable law, resist subpoenas or other requests, notify the client/patient of the subpoena or request, inform the client/patient of their right to seek independent legal advice, and release privileged information only in response to  an order from a court or tribunal, a stipulated protective order that the client/patient has signed, or a written authorization from the client/patient. Prior to any access by University officials, in cases of a disagreement with General Counsel, in order to ensure that the University respects legal and professional obligations to protect confidentiality a provider/custodian of record may request University funding for independent legal counsel concerning the disclosure of records. Denial of such a request may be appealed to the University President.
6. Nothing in this policy shall be construed to require those subject to this policy to violate any state or federal legal or ethical obligations.  Nor shall this policy be construed to limit the ability of a provider to act in the best interests of the provider’s client/patient, consistent with state and federal law.
7. Nothing in this policy shall be construed to limit the ability of a University health center or clinic to obtain professional liability and/or general liability insurance coverage and comply with the terms of that coverage, including consulting outside counsel or other medical professionals for risk mitigation, or to establish, at the health center or clinic’s option, a risk management team that operates inside any center or clinic.  University employees selected by the center or clinic to participate on and provide support services to such a team (e.g., risk management, compliance, administration, information technology, billing) will have access to health and/or survivors’ services information only within the physical confines of the respective center and only after the name and any other identifying information, as much as is feasible in the circumstances, of the client/patient has been removed from such information.

Advice and Information for Clients and Patients
Confidentiality is a complex issue, and the issues can vary depending on the specific services that a client or patient receives, the records created as part of those services, and the laws that apply. Thus, it is essential that clients/patients discuss confidentiality with their specific providers. It is also important that clients and patients served by University of Oregon clinics, health centers, and confidential responders know who has access to information that clients/patients share with their providers, and under what conditions confidential information may be used or disclosed. University of Oregon health centers, clinics, and confidential responders will provide written information to every client/patient that describes the confidentiality of the client/patient's health care or survivors’ services information and provides a link to this policy.

Implementation and Review of University of Oregon Health Center, Clinic, or Confidential Responder Confidentiality Policies and Practices
Every health center, clinic, or confidential responder (i.e., unit) that creates, receives, maintains, or transmits confidential health information must have policies and practices in place that follow all applicable state and federal laws, reflect the highest professional standards of confidentiality, and comply with this policy.

Definitions

For purposes of this policy:

Confidential health and/or survivors’ services information is information that is “personally identifiable” to the client/patient at the time it is disclosed, as that term is used by the applicable state and federal law governing the specific information.

4.111               Board Policy on Outside Activities and Related Compensation

(1) Employees may engage in outside consulting or other work so long as it does not substantially interfere with institutional obligations.

(2) “Employees,” as used in this policy, means an employee hired under the authority of the Board.

(3) Laboratory and other institutional facilities and resources, including support staff and stationery, shall not be used in outside work for which the employee received remuneration unless expressly authorized by the institution. Such authorization may be included in the institution policy or as part of the approval of an employee’s specific request.

(4) Remuneration received in accordance with IMD 4.011 and IMD 4.015 from sources outside the University System shall be considered official salary, honorarium, or reimbursement of expenses for purposes of ORS 244.040. Receipt of such compensation does not have to be reported under IMD 4.015(4) or (5) unless the outside work creates a potential conflict of interest as defined in ORS 244.020(8).

4.015               Institution Policy on Outside Activities and Related Compensation

Each institution shall adopt policies and procedures to implement IMD 4.011 to 4.015. Such policies and procedures shall:

(1) Include appropriate measures, such as one day per week, which define faculty time available for outside activities related to the faculty member's institutional responsibilities. Outside activities unrelated to institutional responsibilities and undertaken by faculty on personal time, regardless of whether compensated, are not subject to these Board of Higher Education and institution policies. However, if the faculty member, while on personal time, engages in outside activities that create a potential conflict of interest, the faculty member must provide written disclosure thereof in accordance with (4) and (5) below.

(2) Identify the name(s) or title(s) of institutional administrator(s) assigned responsibility for reviewing and acting on requests to engage in outside activities related to the faculty member's institutional responsibilities as referenced in (1) above.

(3) Identify and describe types of outside faculty activity related to faculty institutional responsibilities and associated funding sources which the institution approves as a class(es) and which will not require review and prior approval, such as health care faculty clinical activities, services as an expert witness, and services other than those identified in IMD 4.010(4) and (6) below. If, however, the particular activity under the class creates a potential conflict of interest, the faculty member shall provide a written disclosure thereof to a designated supervisor in accordance with (4) and (5) herein.

(4) Require faculty to disclose to the named institutional administrator(s) in writing, and to receive prior approval on a case-by-case basis, to engage in outside activities involving any or all of the following:

(a) Acceptance of compensation, or ownership of equity in the case of a private entity.

(b) Service in a line management position or participation in day-to-day operations of a private or public entity.

(c) Service in a key, continuing role in the scientific and technical activity of a private or public entity.

Institutional case-by-case approval will not be required if the activity is included within the scope of an institution-defined class as established under (3) above.

(5) Require that the faculty member's written disclosure, as referenced in (4) above, fully describe the:

(a) Type of work or consulting to be provided to the named entity;

(b) Nature of the relationship (e.g., employer/employee, entity/contractor, or consultant);

(c) Anticipated time commitment;

(d) Expected benefits to the entity, faculty member, and institution;

(e) Use of institutional facilities and support personnel, if any, and method of reimbursing institution for both direct and indirect costs, if institution approves such use; and

(f) Financial arrangements pertaining to funding sources of compensation, including equity ownership and other forms of economic value provided the faculty member or any immediate member of the faculty member's family.

(6) Require the institutional administrator(s) to consider the following when reviewing written requests to engage in outside activities:

(a) Written disclosures identified in (5) above.

(b) Contributions of the relationship to the faculty member's primary obligation to the institution and its support of the academic integrity of the institution as well as the faculty member's interdepartmental relationships.

(c) Prospective non-financial benefits to the faculty member and institution.

(d) Average time commitment over an academic term, such commitment not to exceed the limits established by the institution unless the institutional administrator(s) determines that the activity provides extraordinary benefit to both the institution and the participant as a faculty member. In cases where the time limits are to be exceeded, the faculty member shall disclose the amount of time in excess of the limits, and the institutional administrator(s) shall document in writing the rationale for approving the request to exceed the limits.

(e) Assurances that the outside activity does not substantially interfere with the faculty member's instructional, research, and other related institutional responsibilities, including those to students. Special attention must be given to the intellectual property interests of students who may create and claim ownership to such property developed in the process of completing their academic programs.

(f) Appropriateness of the use of institutional facilities and support personnel, if approved, including written documentation that the full cost thereof will be reimbursed to the institution.

(7) Establish the type, nature, and extent of the information required to be reported under (2) through (6) above, which shall be made a part of a faculty member's confidential personnel record.

(8) Provide a process whereby a faculty member dissatisfied with a decision of an authorized administrator may appeal that administrator's decision to another institutional authority. That authority shall be vested with power to make a final determination relative to authorization to engage in the outside activity.

(9) Provide for the institutional president to report to the Chancellor's Office by August 31 of each year any change in institutional policy on outside activities and evidence of procedures followed in monitoring faculty and family acceptance of compensation and equity for outside activities of the faculty member.

(10) Specify appropriate sanctions against faculty who fail to comply with Board and institutional policies and procedures concerning outside activities and acceptance of related compensation and equity.

(11) Be submitted to the Chancellor's Office for review and approval prior to adoption.

4.020               Travel Awards and Bonuses

(1) Employees traveling on System business must use routes, schedules, and airlines that provide the lowest rates and the most efficient travel.

(2) Because the cost of recordkeeping outweighs the nominal monetary benefit to the System, frequent-flyer bonuses earned by employees traveling on System business are part of the employment package and may be used by employees as they choose unless the institution determines otherwise for specific employees or the terms of a grant or sponsorship do not permit.

4.021               Use of Telephones

(1) System campus and cellular telephones are intended primarily for conducting System business. Notwithstanding, employees may use System telephones for personal calls when that use will be more efficient to the overall conduct of the System’s business.

(2) Employees shall reimburse the System for any direct costs incurred by the System for use of System campus and cellular telephones for personal use, consistent with (1). Any benefit the employee receives because of System rates shall be considered part of the employee’s compensation.

4.022               Use of Computers

Personal use of computing facilities, Internet connections, and e-mail is acceptable as long as it does not interfere with an employee’s ability to perform job duties or with the ability of other users to carry out their job duties or does not violate the other provisions of acceptable use contained in institution or Chancellor’s Office policy.

3.010               Encouragement of Financial Assistance

To ensure maximum student access, the institutions shall provide financial assistance to students to the extent possible by encouraging gifts and grants for scholarships, loans, and other financial aids from government and private sources, and by developing and maintaining tuition remission scholarship programs from tuition revenues generated.

3.015               Assistance for Out-of-State Study

The Chancellor’s Office shall assist Oregon students to avail themselves of special study and student exchange programs out of state in accordance with provisions of agreements with the Western Interstate Commission on Higher Education (WICHE) and other applicable student exchange agreements.

3.001               Review of Undergraduate Admission Requirements

The Board shall review and set undergraduate academic admission requirements for the institutions. To enable timely institutional planning, program implementation, publications, and notice to prospective students, the Board shall approve admission requirements for each academic year not later than in February of the preceding calendar year.

Institution and Chancellor’s Office staff shall work with Oregon schools, the Oregon Department of Education and others, on effecting a coordinated transition from the traditional admission policy to the proficiency-based admission standards system (PASS) that aligns with legislatively-mandated changes in public K-12 education.

3.005               Establishment of Minimum Standards for Entry Into Programs

Each institution may establish minimum academic and other standards for entry into particular programs in excess of those established for the institution by general Board policy. In addition, the institution may selectively admit students into these programs on the basis of established standards. All standards established pursuant to this directive and the procedures applying to them shall comply with OAR 580-015-0025.

The Board affirms the importance for Oregonians to have maximum program articulation, course and credit transferability, and recognition of proficiencies that can be demonstrated. The Board recognizes that this is a shared responsibility among education providers and individuals. Toward achievement of these goals, the Board expects that:

In a changing environment with growing access to electronically delivered coursework, and transfer students presenting transcripts from multiple providers, System institutions should be flexible in accepting academic credits from accredited entities. Institutional practices should balance the integrity of a specific System institution’s degree with the reality of the dynamic educational marketplace (so long as admission, degree program, and graduation requirements are met).

Each institution shall regularly update and publish information regarding course equivalencies between the institution’s courses and partner community college courses and, in other ways, be responsive to transfer students’ information and advising needs. Each institution shall also be guided by statewide agreements that enable broad-scale student transfer to occur among all System institutions and community colleges in Oregon.

Each institution shall develop policies and practices that accept a reasonable amount of professional-technical coursework as electives or related work into baccalaureate degree programs.

Where appropriate and feasible, institutions shall develop specific articulation agreements and co-admission/co-enrollment programs with community colleges and other partners in order to promote the orderly flow of students between and among institutions.

Through such mechanisms as the Joint Boards’ Articulation Commission, the OUS Academic Council, and the Council of Instructional Administrators of Oregon community colleges additional transfer degree programs should be considered and, if appropriate, developed to prepare community college students for transfer into a broad array of baccalaureate programs.

A. General Authority:

The Board encourages gifts by faithfully devoting them, subject to the terms of the gift, to the institution or program for which intended, and by other suitable means.

B. Delegation

(1) Institutions are authorized to apply for and accept, on behalf of the Board, gifts or grants and to negotiate contracts that will not result in:

(a) Enrollments in excess of those on which budgets have been based;

(b) Commitment of funds beyond those available in budgets approved by the Board, or the normal continuation thereof;

(c) Creating a commitment for the institution or the state to continue support of a program funded through gifts, grants or contracts, in the event such funds are discontinued;

(d) Development or support of activities inconsistent with the approved mission of the department and/or institution;

(e) Launching of new curricular programs that have not received prior Board approval;

(f) Establishing or significantly expanding a clientele for services of an essentially nonresearch or noninstructional nature.

(2) The Vice Chancellor for Finance and Administration or a designee is authorized to approve applications for and acceptance of other gifts, grants or contracts.

C. Institutional Responsibility

Requests for gift, grant, or contract funds may be initiated by an institution, division or statewide service, acting for the Board, subject to the following considerations:

(1) A request obligating the Board to increase an allocation of state appropriations or seek additional state funds where the gift, grant or contract to be discontinued is subject to Board approval before the request is submitted to the granting agency.

(2) When all or a major portion of project performance requires the services of institutional personnel or use of its property or if project funding includes indirect cost allowances, funding is to be requested in the name of the Board.

D. Board Acceptance of Scholarship Gifts

(1) Gifts made to an institution by any donor to provide scholarships on a competitive basis shall be reported to the Board as scholarship gifts, provided the institution participates in the selection of the recipients.

(2) Gifts made to an institution by nonprofit organizations for the benefit of designated students shall be reported as scholarship gifts to the institution on the assumption that the recipients were selected on a competitive basis.

(3) Gifts made by individuals, or by partnerships and corporations operated for profit, for designated students not selected on some competitive basis ordinarily used in selecting scholarship recipients, shall not be accepted as scholarship gifts to the institution. These payments may be deposited to the credit of the student in the institutional business office in an agency account known as "Student Safekeeping." These contributions or payments shall be considered gifts to the recipient and not to the institution and will not be reported to the Board.