Procedure:

1. To obtain official authorization to conduct on campus fund raising, write a memorandum outlining the purpose of the fund raising activity, identifying the sponsor(s), and indicating how and where collected monies will be deposited and dispersed. Send or deliver this memorandum to the Office of the President at least two weeks prior to the planned activity. The President or the President's designee shall respond as promptly as possible to the request.

(a) The President may request further information and/or endorsement by the appropriate Vice-President prior to making a decision about whether or not to authorize the fund raising activity.

(b) Fund raisers shall present a copy of the President's authorization when requesting space reservations, use of campus mail service, or other University services in connection with the fund raising, event(s).

2. Use of campus mail service for fund raising is limited to approved institutional fund drives or other fund raising activities authorized by the University President or the President's authorized representative.(OAR 571-11-005).

3. Solicitation of funds from students is governed by OAR 571-11-005 and OAR 571-11-010.

4. Solicitation of funds from off campus donors is governed by OAR 571-11-005 and University of Oregon Policy Statement 7.000: Foundation Practice and Procedure "Access to Prospective Donors for Gifts of $5,000 or More."

Individual departments or other units of the University are charged with stewardship responsibility for the equipment under their control. However, ownership of University equipment is vested in the University of Oregon on behalf of the Oregon State Board of Higher Education, and not in any specific unit or department regardless of whether the equipment was purchased with University funds or donated by an external agency or private individual. Such items need not be listed on the University's equipment inventory to qualify as University equipment.

University equipment may be used only in the conduct of University-related activities. Except as required for the proper accomplishment of the University's mission or for the obvious and recognized purposes of an individual unit or department, University equipment may not be borrowed by, or rented or loaned to any person or group for non-University purposes without the prior written approval of the Vice-President for Administration, on the recommendation of the appropriate dean or director.

Department heads and unit directors may loan or rent equipment under their stewardship to other units of the University for University purposes and are free to transfer control of equipment to other University units upon the agreement of both unit directors and in compliance with University inventory control procedures.
They also may negotiate with equipment vendors for the trade-in value of equipment they intend to replace in compliance with State Board purchasing policies and procedures.

When an item listed on the University's equipment inventory is no longer needed or when it is judged to be of no value, the Office of Business Affairs shall be notified. The Office of Business Affairs is authorized to declare such equipment surplus or scrap and to determine how it shall be disposed of according to appropriate State Board policies and procedures.

(See also OAR 580-50-035 and FASOM 02.40A[2], 4101, 4102, 4111, 4113, 4150, 4201)

The university will conduct criminal, credit and related background checks on finalists for designated positions as necessary to ensure a safe and secure work environment in which university faculty, staff, students, resources and assets are protected. In addition to the background checks described here, reference checks on employment history and other checks will also be conducted as appropriate. Note: the criminal background checks covered by this policy do not include nationwide fingerprint-based criminal records checks.

The University of Oregon, Office of Human Resources will be responsible for administering, interpreting, and maintaining this policy. Questions regarding this policy should be directed to the Director of Talent Acquisition and Development, Human Resources, 677 East 12th Avenue (PeaceHealth North Building), Eugene, OR 97403.

Applicability:
This policy will apply to finalists for job searches conducted after August 1, 2008 on:

• Applicants for designated positions in unclassified, classified, graduate teaching fellow, and student employment; volunteers.
• Current employees applying for internal promotion or transfer to designated positions. (See SEIU Collective Bargaining Agreement, LOA "Criminal Background Checks Policy Implementation" for classified employees.)

Types of background checks and designated positions:
Criminal background checks will be conducted to ensure that the candidate does not have relevant criminal convictions that would make him or her unsuitable or ineligible to perform the responsibilities of a specific position. A conviction includes a plea of no contest, plea of guilty, or court determination of guilt.

Criminal background checks will be conducted for positions that include the following access and/or with the following responsibilities:

• Unsupervised access to children (does not include university students under 18) and vulnerable adults (persons 18 years of age or older who have substantial mental or functional impairments and are unable to protect themselves).
• Access to computer infrastructure, systems or applications that have data deemed to be sensitive, as well as anyone involved in providing computer security services;
• Broad and extensive access to personally identifying information about students, faculty, staff, alumni, donors, or research subjects;
• Direct access to and handling of cash and cash equivalents (i.e., checks, credit card receipts, negotiable securities);
• Ability to modify business or financial records after transactions have been processed through regular approval queues and/or review processes;
• Public safety and campus security;
• Unrestricted access to building master keys, security systems or areas where people have reasonable expectation of privacy;
• Direct access to controlled substances and potentially hazardous chemicals; and
• Access to animal research facilities.

Credit background checks will be conducted to ensure that the candidate's background has no financial irregularities that would make the individual unsuitable or ineligible to perform the responsibilities of a specific position. (Note: Federal law prohibits discrimination as a result of bankruptcy.) Credit background checks will be conducted as appropriate for positions with the following responsibilities:

• Broad and extensive access to personally identifying information about students, faculty, staff, alumni, donors, or research subjects;
• Direct access to and handling of cash and cash equivalents (i.e., checks, credit card receipts, negotiable securities);
• Public safety and campus security.

Designated positions:
The Associate Vice President (AVP) for Human Resources, the Assistant Director of Human Resources, or the Human Resources Employment Manager, will designate those positions requiring criminal and/or credit background checks, using the criteria described above and in consultation with the hiring supervisor. The designation will be applied after reviewing specific job duties and requirements and, in most cases, will not be applied generally to all jobs in a classification or employment category. This process will apply to both criminal and credit background checks.

Determination of relevance of criminal and credit background information: Not all criminal convictions or financial problems will preclude applicants from university employment. The criminal and/or credit background report(s) will be reviewed for the type of offense (if any) and its relevance to the position and a determination made if the information received in the background check disqualifies the candidate from that specific job. This decision will be made by at least two of the following: the AVP for Human Resources, the Assistant Human Resources Director, and/or the Employment Manager in consultation with the hiring supervisor. In addition, staff in the Department of Public Safety, Business Affairs Office, and/or Office of Affirmative Action and Equal Opportunity may be consulted.

An unsuccessful finalist will be informed that he/she is not eligible to fill the position based on the unsatisfactory results of a check and notified of the appeal process.

Position posting notification and release authorization:
Recruitment announcements and job postings for positions designated as requiring one or more background check will include a standard statement notifying potential applicants of the intent to conduct a criminal and/or credit background check(s).

A finalist for a position requiring criminal and/or credit background check(s) must sign the university release authorization form. The release form will inform the applicant that criminal convictions do not necessarily preclude employment. In addition, the release form will provide the finalist a summary of rights, including the right of access to credit and/or criminal background check(s) information and a description of the appeal process.

As part of the recruitment process, applicants will be informed of the university policy on confidential handling of documents related to background checks.

Confidentiality and restricted access to records:
Information received from criminal and credit background checks will be considered sensitive and disclosure will be restricted. Files pertaining to background checks will be maintained in Human Resources.

Appeal Process:
Applicants who are denied employment based on unsatisfactory results will receive notification of rights under the Fair Credit Reporting Act, including his/her right to review the results and obtain information about contacting agencies that provided the background check(s) results.

Unsuccessful applicants will also be given the opportunity to submit a statement in writing to the AVP for Human Resources describing how the information in the report is incorrect or irrelevant to the position in question. In consultation with the appropriate vice president or designee, the AVP will make the final determination of the appeal.

Legally mandated checks:
Some university positions carry legally mandated background check requirements imposed by outside entities. The university will ensure that these checks are conducted for those engaged to work in these positions, which include, but are not limited to, the following programs:

• Child care centers;
• Programs that work with children (e.g., Youth Enrichment/TAG, Psychology research labs working with minors, and Child and Family Center); and
• Communication Disorders and Sciences
• Programs that involve work requiring background checks by federal or state agencies such as Homeland Security, Drug Enforcement Agency, or the Nuclear Regulatory Agency.

A written reprimand is a serious disciplinary action. A written reprimand, a letter from a responsible University supervisor to an employee of the University in which that employee's unsatisfactory or unacceptable behavior or work performance is described and the necessity for change is noted. A reprimand also warns of future disciplinary procedures that shall be taken in the absence of improved performance. A written reprimand is often in order when previous oral or written warnings have not had their hoped for effect. Certain circumstances may warrant issuing a written reprimand as the first disciplinary action taken against an employee. A written reprimand can be distinguished from a written warning or admonition in that a reprimand is placed in an employee's personnel file and retained there for a predetermined amount of time.