Chapter III: General Policies for Faculty and Professional Staff

 EMPLOYMENT POLICIES

Outside Employment

A faculty or staff member at the University of West Alabama is expected to devote full time to his/her University responsibilities and not to engage in other activities which might in any way impair his/her ability to render effective full-time service to the institution. For this reason, a faculty or staff member should not engage in any outside employment without the knowledge and approval of his/her dean (or department head in the case of professional staff). Approval is given only if the outside employment (1) will in no way interfere with the faculty or staff member's performance of his/her total University duties, (2) is not likely to embarrass the University or involve it in unwholesome controversy, and (3) does not create any likelihood of conflict of interest for the faculty or staff member or for the institution. In addition, if any University facilities or services are used in connection with outside employment for remuneration, the faculty or staff member must compensate the institution at the rate established for the general public. In no instance will a faculty or staff member be remunerated both by the University and by external sources for performing the same services. Further information is given in the policy statements that follow, and forms for "Notification of Grant Proposal Development" and "Request for Approval for Teaching at Another Institution" are provided. Employees should also see the "Statement of Policy on Allocation of Employee Time and Equipment Use" under "Secretarial Services" given later in this section of the Handbook.

Research, Grants, and Consultant Activities

It is recognized by the University that consulting in the area of a faculty or staff member's expertise and other professional activities off the campus-for example, participation in in‑service programs at local schools or in workshops or conferences-are important services which the institution and its employees can render to the public at large. The University encourages such activities with the dean's or administrative department head's approval but with the reservation that first priority must be given by each employee to his/her teaching and/or other official duties on campus. Indeed, the University, insofar as funds permit, provides for the expenses of faculty and staff members who render such services on behalf of the University, or when otherwise appropriate. A faculty or staff member is free to accept a fee and/or reimbursement for expenses from external sources in connection with such services when he/she functions as an individual. If he/she is representing the University, however, and receives an honorarium or other funds sufficient to cover all expenses, he/she should not also request reimbursement of expenses from the University or the use of a University‑owned automobile.

The University's official statement on "Policy Regarding Research/Consultant Activities" which follows specifies the faculty member's and the University's obligations in certain types of research or consultant activities (This policy also applies to staff members who may be involved with research activities). Basically, the policy requires that faculty members keep their department chairpersons informed regarding their research activities and that they follow standard procedures in securing permission to use specialized University facilities or services. Engaging in research or consulting work for pecuniary return should be undertaken only after an understanding with the administration of the University.

The Office of Institutional Effectiveness-although concerned primarily with the gathering, analysis, and dissemination of institutional data-is authorized to assist faculty and staff members in their individual research projects, if requested. This office is also charged with responsibilities in connection with the preparation of grant proposals. Any faculty or staff member intending to prepare a grant proposal which will utilize University resources, facilities, and personnel or otherwise will involve the University must submit to this office a brief initial statement regarding the projected proposal, send a copy of the final proposal, and otherwise keep this office informed of the status of each proposal.

The Office of Sponsored Programs is authorized to assist faculty and staff members in their individual research projects. The office is also charged with the responsibilities of serving as a clearinghouse for all grant proposals and related activities including grant preparation, grant implementation, grant reporting, and budgeting processes. The Office of Sponsored Programs serves as the oversight to assure that faculty research and grant applications are in compliance with funding regulations. Any faculty or staff member intending to prepare a grant and/or research proposal which will utilize University resources and personnel or otherwise involve the University must submit to this office the Notification of Grant Proposal Development Form, located in the forms file of the UWA website and the OSP website. Faculty must have the approval of their respective dean prior to proposal development. Prior to submission, faculty must complete the Final Proposal Routing Form with proper signatures. The final proposal is submitted to the funding source by the OSP unless personal submission is required. All electronic submissions are finalized and submitted by the staff of OSP. The faculty member should maintain contact with the Office of Sponsored Programs concerning the status of each proposal.

Policy for Indirect Costs

The Office of Sponsored Programs, Research and Outreach proposes the following revision of the Policy for Indirect Costs for Grants, Contracts, and Other Agreements. Definition of Direct and Indirect Costs as defined by the Office of Management and Budgets (OMB) 2 CFR 200 Uniform Administration Requirements, Cost Principles, and Audit Requirements 

Direct Cost:  Direct costs are those expenditures or costs that can be identified specifically with a sponsored project, instructional activity, training activity, or other activity with a high degree of accuracy. These identifiable costs include salaries, fringe benefits, travel, equipment, supplies, contracted services, and other expenses. (2 CFR 200.413) 

Indirect Costs:  Indirect Costs, commonly called overhead or facilities and administrative costs, are those expenditures or costs that are not readily identifiable with a particular project or activity, but nevertheless are necessary to the general operation of the university and the conduct of its activities. The types of expenses usually considersed as indirect costs include the cost of operation and maintenance of buildings and grounds, depreciation of buildings, accounting, utilities, and preparation of applications, technical assistance, and costs of academic central administrative units. (2 CFR 200.414).

Indirect Cost Rate Policy

The University of West Alabama encourages faculty and staff to apply for or solicit external funding from Federal, state, and private sources for individual, departmental or institutional research and outreach programs. External funding is important to the development of new programs and research on the campus. Indirect costs are generated from funded projects and are an important component in strengthening the ability of the University to support these activities.

The following policies apply to the indirect cost:

1. The University encourages the pursuit of external funding and provides resources, guidance and assistance through the Office of Sponsored Programs, Research and Outreach (OSPRO).
2. The U.S. Department of Health and Human Services, Division of Cost Allocation is the Federal cognizant agency in which the University of West Alabama negotiates the federally recognized Indirect Cost (or Facilities and Administrative Cost Rates). The indirect cost rate is evaluated near the end of the current approved rate agreement with the Federal Government in order to see if it should be renegotiated for an adjustment or extended for another predetermined period determined by the Division of Cost Allocation. These predetermined Indirect Cost Rates will apply to OSPRO proposals throughout the effective period of the executed negotiated agreement. If the University receives a new rate during the time period of a multiple year OSPRO award the new rate will be adjusted to the awarded budget unless the federal award document specifically restricts the indirect costs rate from doing so.
3. The indirect costs included in all contact and grant applications proposals, if allowable, are to be determined as a percentage of the total modified direct costs of the project unless another method of calculation is required in the request for proposal. In this instance, the exception must be approved by OSPRO.
4. In the event the University does not have a negotiated indirect cost rate with the cognizant agency it will use the federal approved DeMinimis rate of 10% Modified Total Direct Costs.
5. Indirect costs included in the budget application will be charged to the project account at the month end close out procedure by the Office of Comptroller, Vice President of Financial Affairs. The funds will be allocated to the faculty/college/division using the following distribution percentages:

• 25% distributed to the college or respective unit indirect cost recovery account associated with the faculty or staff member assigned in the agreement/award document as the Principal Investigator (PI) or Project Director (PD) (see 6a).
• 25% distributed to the college or unit in which the faculty or staff member reports (for the awarded specific project). Faculty and Staff who have more than one responsibility may allocate the indirect cost to the unit in which the grant proposal scope of work is allocated.
• 25% distributed to OSPRO, and
• 25% distributed to the University general fund.

1. Faculty/Staff and College Indirect funds will be placed in a restricted account for use by the lead PI or PD and the college Dean or Division Director for university allowable expenses approved by the appropriate dean, unit director, or Provost.

1. When tenured faculty or vested staff member has accumulated over $20,000 of indirect cost recover balance, the faculty/staff member can request a Indirect Cost Recovery account separate from the college or head unit's account. The faculty/staff member must make this request in writing and obtain signature approval from OSPRO Executive Director and the Office of the Comptroller.
2. All purchase requests and invoices require the Dean/Director of the unit's approval and are also responsible for a positive balance remaining in account. Any negative balance in account will be the responsibility of the Dean/Director.  All University purchasing policies and procedures must also be followed.
3. When a faculty/staff member exits the institution, any remaining funds will be transferred into the Dean's or Director's Indirect Cost recovery overhead account.

1. Funds allocated to the OSPRO will be used to provide federal administrative guidance, strengthen support services, support funded projects and support application preparation and submission. All expenditures will be approved by the OSPRO Executive Director and the VP for Advancement and must follow all University purchasing policies and procedures.
2. Funds allocated to General Fund of the University will primarily provide support for the expenses that are incurred by the University relevant to the project implementation.
3. OSPRO is responsible for providing guidance, negotiating federally sponsored agreements related to indirect costs consistent with 2 CFR 200, and providing PI's and PD's with needed information related to grant administration. 
4. The Comptroller of Financial Affairs will facilitate the establishment of appropriate accounts, review negotiated indirect rates; assist in determining costs related to indirect application, and assure that accounting procedures meet standards of OMB Uniform Guidance. University procedures are to be followed for the requests, purchases, approvals, payments, and reimbursements will be applicable to indirect funds.
5.  If a Faculty/Staff member overspends any contract/ grant account and no resolution is made between the Faculty/Staff personnel during the grant close out process and/or the institution fiscal year end in close out, the UWA Business Office will transfer the overage balance to the Faculty/Staff's 25% indirect cost overhead recovery account. If the Faculty/Staff personnel recovery account does not have sufficient funds to cover the overage, the balance will be covered by the College/Division indirect cost recovery fund or other College/ Division account.

This policy is effective January 2024, per approval of the Deans' Council, VP of Advancement, and President's Council. The policy shall be reviewed and revised annually, with changes to become effective at the beginning of the university's fiscal year. 

Faculty/Staff Policy Regarding Research/Consultant Activities

As a teaching institution, the University of West Alabama places the highest priority on the instructional functions of faculty, together with those staff functions which directly support instruction. Consequently, although faculty and staff involvement in a wide variety of activities-research, community service, personal enterprises, etc.-is encouraged, full‑time commitment to the institution is required and other activities, whether undertaken independently or with University cooperation, must not interfere with the optimum performance of primary duties. The following statements are intended as policy guidelines for this purpose:

Individual Effort Without University Assistance

If a faculty or staff member is consulting or otherwise engaged in an externally funded project or activity during his/her own time where no institutional support will be given to the project, the faculty or staff member shall report such activities in writing to his/her immediate department chairperson or supervisor, who in turn shall report it to the dean or department head. It should be clearly understood that any such project is undertaken in addition to teaching a full load, maintaining office hours, and/or performing all other University-assigned duties and shall not diminish the University-assigned responsibilities of the faculty or staff member. The University shall object to such arrangements only when there is a conflict of interest with the University or if it appears that, in fact, such participation is adversely affecting the fulfillment of the individual's responsibilities to the University.

Individual Effort with University Assistance

If a faculty or staff member is consulting or otherwise engaged in an externally funded project or activity during his own time and must receive some institutional support to complete the project or activity, the faculty or staff member shall request approval for such activities in writing to his/her immediate department chairperson or supervisor, who will, in turn, request approval from the dean or department head. Once approval is granted, the faculty or staff member and his/her department chairperson or supervisor shall jointly draft a memorandum of agreement setting forth such requirements as necessary to ensure that the University is reimbursed for supplies, materials, and services rendered and to ensure that the individual's responsibilities to the University, such as teaching a full load, maintaining office hours, and/or other University-assigned duties, are not diminished by such effort.

University Contracted Efforts

If a faculty or staff member is asked by the University to participate in a contract or grant which the institution has entered into with an external agency, and upon agreement of the faculty or staff member and approval of the department chairperson and dean or other supervisor, the faculty or staff member and his/her department chairperson or supervisor shall jointly draft a memorandum of agreement to ensure that there is a firm understanding as the compensation, release time, and other reconsideration, if any, to be received by the faculty or staff member for his/her participation in the project. This agreement will be part of the University's contract with the external agency.

Research Involving Human Subjects

The University of West Alabama Institutional Review Board is responsible for reviewing all research projects involving human subjects. All research involving human subjects conducted by faculty and/or staff must be approved by the Institutional Review Board before human subjects can be involved. The University of West Alabama also recognizes students as legitimate research participants. The following principles will be followed when using students as research participants:

1. Informed Consent will be required to ensure the minimal amount of coercion or undue influence.
2. The students will be assured that participate is voluntary, that non-participation will not involve penalties, that participation can be terminated at any time, and individual results will remain confidential.
    

Research Involving Human Subjects Review Process

The Chair of the Institutional Review Board must receive the following information before the review process begins:

1. Research Proposal including a brief review of relevant literature, the theoretical purpose of the research, any potential risks that might be involved, and potential benefits for individual participants and/or society in general
2. Informed Consent Form to be Used
3. Appropriate Attachments (survey instruments, examples, etc.)
    

In order to approve research, the Institutional Review Board shall determine that all of the following requirements are satisfied:

1. Risks to the participants are minimal;
2. Risks to the participants are reasonable in relation to the anticipated benefits, if any, to the participants, and the importance of the knowledge that may reasonably be expected to result;
3. Selection of the participants is equitable and participants have not been coerced to participate;
4. Informed consent shall be obtained from each participant;
5. Provisions have been made to protect the privacy of the participants and the confidentiality of data.
    

Approximate
Time Required for Review Process:
Expedited Review--2 weeks
Full Review--30 days

* The review process may take longer if all required information is not submitted to the Institutional Review Board.

Research Involving Human Subjects Expedited Review Process

The Institutional Review Board may review certain kinds of research involving human subjects using an Expedited Review Process. The Department of Health and Human Services has established a list of categories of research that may be reviewed using an Expedited Review Process in §46.110 as follows:

1. Clinical studies of drugs and medical devices only when condition (a) or (b) is met. (a) Research on drugs for which an investigational new drug application (21 CFR Part 312) is not required. (b) Research on medical devices for which (i) an investigational device exemption application is not required; or (ii) the medical device is cleared/approved for marketing and the medical device is being used in accordance with its cleared/approved labeling.
2. Collection of blood samples by finger stick, heel stick, ear stick, or venipuncture.
3. Prospective collection of biological specimens for research purposes by noninvasive means.
4. Collection of data through noninvasive procedures (not involving general anesthesia or sedation) routinely employed in clinical practice, excluding procedures involving x-rays or microwaves. Where medical devices are employed, they must be cleared/approved for marketing. (Studies intended to evaluation the safety and effectiveness of the medical device are not generally eligible for expedited review, including studies of cleared medical devices for new indications.)
5. Research involving materials (data, documents, records, or specimens) that have been collected, or will be collected solely for non-research purposes (such as medical treatment or diagnosis).
6. Collection of data from voice, video, digital, or image recordings made for research purposes.
7. Research on individual or group characteristics or behavior (including, but not limited to, research on perception, cognition, motivation ,identity, language, communication, cultural beliefs or practices, and social behavior) or research employing survey, interview, oral history, focus group, program evaluation, human factors evaluation, or quality assurance methodologies.
8. Continuing review of research previously approved by the IRB as follows:
   1. where (i) the research is permanently closed to the enrollment of new subjects; (ii) all subjects have completed all research-related interventions; and (iii) the research remains active only for long-term follow-up of subjects; or
   2. where no subjects have been enrolled and no additional risks have been identified; or
   3. where the remaining research activities are limited to data analysis.
9. Continuing review of research, not conducted under an investigational new drug application or investigational device exemption where categories two through eight do not apply but the IRB has determined and documented at a convened meeting that the research involves no greater than minimal risk and no additional risks have been identified.
    

The Institutional Review Board may utilize the Expedited Review Process if the research fits one or more of the previous categories and (a) the research is found to involve no more than minimal risk and/or (b) minor changes are being made to previously approved research during the period for which the approval was authorized.

The Expedited Review Process allows the Institutional Review Board (IRB) chairperson and two other members of the IRB to review the research and allows them all authorities of the IRB except that they cannot disapprove the research. Only the entire IRB can disapprove research. If the research is approved through the Expedited Review Process, all members of the IRB will be notified.

Any proposed research not covered by the conditions of the Expedited Review Process will be referred to the Institutional Review Board for full review.

Review

In the event that any questions arise concerning the interpretation or implementation of this policy, such questions should be referred to the senior administrator in the area (i.e., Provost, Vice President for Financial Affairs, etc.) for final decision in accordance with all applicable University policies.

Notification

Faculty or staff preparing grants which will involve the University as set forth above should file a "Notification of Grant Proposal Development" form developed by the Institutional Effectiveness Committee in the format provided.

Teaching at Other Institutions

No faculty member at the University of West Alabama should accept employment to teach at another educational institution of any level (elementary through post‑secondary) on a part‑time or adjunct basis without the specific approval of the dean in each separate instance. Approval will not be given when, in the opinion of the dean, doing so will violate the general principles above or when the situation might provide competition for classes offered at the University of West Alabama.

As a general policy, a faculty member will be restricted to a maximum three-semester-hour teaching load at another institution. The scheduling of the outside course(s) should in no way hinder the faculty member's ability to meet his or her obligations in committee assignments or other areas; thus, generally speaking, any such teaching should take place outside the hours of the faculty member's University responsibilities.

Each case is to be considered on its individual merits and must be approved in advance by the individual's chairperson and dean. Approval by phone is acceptable provided written approval, using the prescribed form is obtained within five working days of the phone request.

Allocation of Employee Time and Equipment Use

The University of West Alabama provides secretarial/clerical personnel and office equipment primarily for the direct support of the academic program and of the official business activities, student affairs, record‑keeping, developmental activities, physical plant maintenance, and other essential functions of the institution. The direct support of these essential functions must be the priority consideration in all allocations of employee time and equipment use.

University personnel and equipment, however, may be appropriately utilized in certain instances for the preparation and/or duplication of materials for faculty members and professional personnel, even when not clearly covered by 1. above, provided the materials have value for the overall mission of the University. In any question concerning such utilization of resources, the following guidelines shall apply:

1. The material must have relevance to the purposes and functions of the University and must be of value to the institution. In any instance when there is a question of the appropriateness of material that a faculty or staff member has requested the secretary to prepare, the department chairperson or department head shall make a determination.
2. The material must be of a professional, not a personal, nature. Such material may include articles intended for publication in professional journals, reports of research studies, speeches on topics related to the professional competencies of the faculty or staff member, correspondence with professional organizations, and similar items.
3. The material must not be intended to provide direct remuneration for the faculty or staff member.
4. The cost of the preparation and/or duplication of the material, in the opinion of the budget administrator, must not be excessive in terms of the funds available in the specific budget category. If necessary, the budget administrator may require the faculty or staff member to defray part of the expenses by providing necessary materials, etc.
5. The use of equipment and personnel for these purposes must in no way delay, or otherwise interfere with, the performance of functions of a higher priority, as stated in 1. above.
6. The budget administrator shall determine if a request meets these guidelines and shall give or deny approval in each instance before any resources are utilized. In general, students and others who are not members of the faculty and staff are not authorized to utilize University office equipment and personnel, except that a student may receive such authorization if he/she is (1) an official representative of the University (Student Government Association and similar activities), or (2) a member of a class assigned to use University equipment as part of the requirements of the course (typewriting, business machines, etc.), or (3) a student employee performing assigned duties. In these instances a student must have the authorization of the appropriate budget administrator.
    

In general, students and others who are not members of the faculty and staff are not authorized to utilize University office equipment and personnel, except that a student may receive such authorization if he/she is (1) an official representative of the University (Student Government Association and similar activities), or (2) a member of a class assigned to use University equipment as part of the requirements of the course (typewriting, business machines, etc.), or (3) a student employee performing assigned duties. In these instances a student must have the authorization of the appropriate budget administrator.

In addition, University office equipment and personnel are not intended for the use of faculty and staff members in the conduct of their personal business which is unrelated to the official concerns of the University.

In support of these principles, budget administrators shall enforce the following guidelines:

1. Students will not be allowed use of University office equipment except as noted above.
2. An employee shall not use working time, for which he/she is being paid by the University, to prepare materials for a faculty or staff member which are of a personal nature (not authorized in Sections 1. or 2, above ) or to perform any service for a student (except as authorized above) or for a person not connected with the University.
3. If an employee chooses to provide such services (as, for example, the typing of papers, etc.), either with or without remuneration, he/she shall do so only outside of working hours. Further, working hours shall not be used for the arranging of such services or for the conduct of other personal business.
4. Any arrangement for providing such services which involves use of University equipment and facilities must have the specific approval of the budget administrator, who shall consider the appropriateness of the services to be performed and shall in no case give approval if to do so might be injurious to the University.
5. Whenever such an arrangement is made by an employee and authorized by the budget administrator, all materials-carbon, paper, typewriter ribbon, etc.-must be provided by the employee (or by the person for whom the work is being done) without cost to the University. In addition, any other expense which the University may incur in this connection may be charged to the employee.
    

It is anticipated that situations may arise in these areas of concern which are not clearly covered by this statement of policy or that special circumstances may apply in particular instances which would make special interpretations of this policy advisable. In such a case, the matter will be submitted to the Personnel Office for final determination.

Other Outside Employment for Remuneration

When approved outside employment is of a purely private nature, the faculty or staff member should not use official University stationery in connection with it or in any other way create the impression that such employment is a part of his/her official University responsibilities or is otherwise supported by the University of West Alabama.

Professional Staff and Faculty Recruitment and Appointment

Hiring and Appointment Process

The University of West Alabama officially prohibits discrimination against individuals on the basis of race, religion, hearing status, personal appearance, color, sex, pregnancy, political affiliation, creed, ethnicity, national origin (including ancestry), citizenship status, physical or mental disability (including perceived disability), age, marital status, sexual orientation, gender identity, gender expression, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other protected category under applicable local, state, or federal law, including protections for those opposing discrimination or participating in any grievance process on campus, with the Equal Employment Opportunity Commission, or other human rights agencies.

The University is committed to the objective of an increased presence of minorities including Native Americans, Hispanics, African Americans, Asian Americans, women, and persons with disabilities at all levels.  Job vacancies are published on the University website and are accessible from the home page. In an effort to increase the number of job applications from minorities, job vacancies, where appropriate, may be posted on national job boards and in trade publications.

The process for hiring employees at the University is:

• Position must be open, budgeted and approved for hiring by both Vice President for Financial Affairs and Vice President for Administration and Human Resources prior to placing position advertisement on UWA web site or any other employment sites/publications.
• Job description and position advertisement shall be approved by Human Resources. 
• Position advertisement must be placed on UWA web site for a minimum of two weeks.  Other advertising venues may be required depending upon the position. Hiring supervisor will facilitate any ad placements with the cost of these ad placements being the responsibility of the hiring department.
• Application documents must include letter of application, resume, copy of all college transcripts, and a list of at least three current references.  (A background check, where applicable, and official transcripts will be required prior to official employment.)
• Documents requested for employment application must be sent to an individual designated by the hiring office.
• A summary of all applicants should be placed on a spread sheet document outlining name, contact information, years of experience in area, most recent position, highest degree completed and any other relevant information.
• Individual responsible for the hiring process will review the applicant pool and help assign a Search Committee.  The Search Committee shall be approved by Human Resources.
• All application documents should be received prior to an on-campus interview being scheduled with an applicant.  
• Applicant's on-campus interview will include, but is not limited to, a session with the Search Committee and hiring supervisor.
• Search Committee will make its employment recommendation to hiring supervisor, the respective Vice President, and Human Resources for hiring approval.  (Final employment approval is contingent on having Official Transcripts and a satisfactory background check, where necessary.)
• Applicants not hired will receive a message (email or letter) from the chair of the Search Committee confirming the employment of another candidate. Applicants interviewed on-campus shall also be notified by telephone by the chair of the Search Committee.
• Once approved, applicant's social security number, official start date, and official starting salary will be provided to the Payroll Supervisor for completion of employment forms. Additionally, in cases of faculty hires, the Salary Option Form with years of longevity and rank are to be provided to the Provost's Office.
• Applicant hired will then meet with Payroll Supervisor for completion of all employment documents and preparation of personnel file, and with Human Resources for orientation.
• Following acceptance of position by candidate, hiring supervisor shall coordinate an introduction with the President, Provost (for academic affairs positions), and any other relevant individuals.
• At the conclusion of the hiring process, every application shall have a Form C attached, and Form G shall be prepared detailing the hiring process. Application materials, including the above forms (including the prepared spreadsheet), shall be delivered to the Provost's Office in cases of faculty hires or delivered to Human Resources in cases of staff hires.

Upon approval of the President, in instances where the decision is made to fill a position internally, such action may be made by direct appointive action without following the normal advertising procedures.

Upon approval of the President, in circumstances where unexpected vacancies occur and leaving them unfilled would prove a detriment to the University, such vacancies may be filled for a period of up to eighteen months without advertising the position. All such positions would be subject to appropriate hiring and advertising procedures when action is taken to fill them on a permanent basis.

Nepotism

As set forth in Section 41-1-5 of the Alabama Code, 1975, "No officer or employee of the State or of any State institution . . . shall appoint any person related to him within the fourth degree of affinity or consanguinity to any job, position or with any of its agencies."

Additionally, University policy generally prohibits the employment of any person in any capacity within the same department or budgetary unit in which a close family member is already employed. Specifically, this policy precludes the employment of one individual who is related (as defined by the Alabama Code) to a second employee who is in a line or staff position between the first individual and the President. This policy is also applicable when such personnel report to the same supervisor, department head, or budgetary unit and work the same shift and when job assignments bring them into routine working contact on a regular basis. In the event of the reorganization of the University's structure, this policy will govern the reassignment of all employees affected by such reorganization.

This policy is applicable to all University positions including but not limited to those stated to be temporary, permanent, full-time, part-time, tenure track, those for a specified contract period, those for student work-study and those for student institutional positions.

With the approval of the President, the President's Executive Council, for compelling reasons, may make limited exceptions to this University policy (excepting the family of the President where exceptions may only be granted by the Board of Trustees).

Budgets

Budgeting at UWA is a part of the University's Planning and Assessment Process, which is composed of four steps in a year-to-year cycle of events:

• Strategic Planning (Five year cycle at university level)
• Departmental Self-Studies (Fall)
• Unit-Level Planning (Spring)
• Budgeting (Spring)
   

Central to the University's planning process are the process for formulating budgets and the connection of budgets with planning documents.

Budget Philosophy. The goal in budgeting is to "close the loop" in the planning and institutional effectiveness process by integrating planning and budgeting.

All budgets are prepared and discussed in open forums from the unit level through the President's Executive Committee (PEC) and Institutional Effectiveness Council (IEC). Unit administrators may propose reallocations of funds between line items in their budgets, including salaries. All salary recommendations are reviewed and approved by the PEC. The Provost and vice presidents may propose reallocations of funds between administrative units. It is the expectation that open forums for discussions and debate will lead to higher levels of understanding of the overall needs of the University and a higher level of comfort with the budget process.

The UWA budget process attempts to fully involve the account managers in the process of budgeting and to allow for accountability for achieving results consistent with effective management of the approved budget.

Budgeting Assumptions

• That open dialogue will take place within divisions
• That synthesis will take place at the division level
• That open dialogue will take place in discussion of division needs/priorities at University level (EC or as a minimum among the Provost, vice presidents, and the President)
• That even in a period of level or declining funding, better resource allocation decisions will take place.

Expected Outcomes of Budgeting

• Better communication and understanding of University budgeting decisions and university priorities
• Enhanced credibility
• Greater appreciation among divisions regarding needs and priorities
• Open and constructive basis for conflict resolution
• Better linkages between planning and budgeting-a greater sense of realism between goal setting, planning, and budgeting.

Budgeting Activities

The following activities are accomplished in sequence as departments and divisions build their budget requests:

• Using planning forms, departments prepare proposed budgets and submit through appropriate channels to the Provost, appropriate vice presidents, or Athletic Director.
• The Provost, appropriate vice presidents, and Athletic Director discuss planning and budgets with unit heads, and changes and adjustments are communicated.
• The Provost, vice presidents, and Athletic Director submit budgets to the PEC and planning statements to the SPC.
• Budget reviews take place at the SPC and the PEC level, with final approval by the President.
• Approved budgets are prepared on standard budget and salary forms, provided by to the Vice President for Financial Affairs.

Approved Budget

When the institutional budget has been approved by the Board, copies of individual budgets are prepared by the Financial Affairs Office and distributed to the appropriate budget administrators. Each dean receives copies of the departmental budgets in his/her college, and each department chairperson or other budget administrator receives a copy of the appropriate individual budget. Also, a copy of the complete Board-approved budget is placed in the Julia Tutwiler Learning Resources Center for public review.

Purchasing Procedures

General

The University of West Alabama Purchasing Department is responsible for the development of policies and procedures designed to create an efficient and effective procurement environment for the University. The Purchasing Department is the final review and approval for all purchases made with University funds.

University employees may not enter into purchase contracts or otherwise obligate the University for expenditures unless authorized by the Director of Purchasing or in accordance with the Purchasing Policies and Procedures Manual. Such negotiations are unauthorized and any resulting expenditures will be classified as non-reimbursable personal expenses. The University of West Alabama will assume no liability for payment of purchases which were not made through approved purchasing procedures and applicable state laws.

Every expenditure must be prudent and directly benefit the University. Only purchases for business purposes are allowed. Purchasing items for personal gain and/or the purchase of items expressly prohibited by the State (i.e., alcoholic beverages, etc.) are not allowed.

Restrictions imposed by a grant may be more stringent than those imposed by the State and/or the University. It is the responsibility of the Principal Investigator to make sure that all purchases are made in accordance with State and University restrictions, as well as meeting all conditions imposed by the granting or contracting agency.
Employees should not expend personal funds and request reimbursement for goods and services on behalf of the University without first receiving permission from the Director of Purchasing.

Purchasing Procedures

There are four purchasing procedures approved by The University of West Alabama, which may be used depending on the situation:
1. Orders requiring a purchase order
2. Orders not requiring a purchase order
3. UWA Purchasing Card
4. Alabama Competitive Bid Process

1. Purchases Requiring a Purchase Order

• Purchases of goods or services which exceed $500.00 in value must be processed via the purchase order process. Requisitions are generated using Colleague through REQM. Approvals for requisitioned items are entered electronically through the Colleague system by the approvers. Instructions for entering requisitions can be obtained by contacting the Purchasing Department at Ext. 3545 or purchasing@uwa.edu.
• Exceptions to the requirement for a purchase order for goods and services exceeding $500.00 are listed in the section "Purchases not requiring a purchase order."
• Purchase orders will not be approved if funds are not available. The online requisition process monitors budget availability.
• The Purchasing Department will determine if competitive bids are required. No orders exceeding bid thresholds can be placed until competitive bid law requirements have been met.
• Orders for goods and services should not be placed until the purchase order has been approved at all levels. Only the Purchasing Department can issue a Purchase Order.

2. Purchases Not Requiring A Purchase Order

• Some purchases may be made directly by the department and do not require a purchase order. Note: If a vendor requires a purchase order for any purchase or if the department desires a purchase order, follow the standard procedures for processing a requisition in Colleague.
• Purchases of less than $500 usually do not require a purchase order and can be paid using the Accounts Payable Payment Request Form or the UWA Purchasing Card. Petty cash reimbursement can also be used for purchases under $100.00.
• The following items do not require a purchase order, even if their cost exceeds $500.00:

1. Insurance Premiums (Approved Risk Management Expenditures)
2. Lodging (See travel policy)
3. Memberships (must be approved by department head)
4. Routine purchases from University Departments (Internal Transfers)
5. Utilities (electric, gas, water, cable, and telephone)
6. Professional Services

• Purchases processed on payment requests must be approved at all required levels prior to submission for payment.
• When making a purchase without a purchase order the vendor should be made aware that the University is tax exempt. Accounts Payable can provide documentation should it be needed.

3. UWA Purchasing Card

• The UWA Purchasing Card Program has been established to provide a convenient means with which to make small dollar transactions within established usage limits. The program is designed to enhance purchasing options and reduce the need for incidental/petty cash transactions. The card may be used with any merchant who accepts Visa, either in store, by phone, mail, fax, or on-line via the Internet.
• The Purchasing Department is responsible for managing the program, and each assigned cardholder is responsible for managing its Cardholder account. The procedures contained in the Purchasing Card Agreement apply to all University employees who have been issued a UWA Purchasing Card or who have direct or delegated responsibilities under the Purchasing Card Program.
• The Purchasing Card Program is not intended:

1. To avoid or bypass established procurement or payment procedures
2. To replace certain established travel policies and procedures
3. For personal use

• The cards are intended exclusively to conduct official University business. Purchases must follow appropriate state laws and guidelines and must be made with reasonable judgment. Contact the Purchasing Department for clarification prior to making a purchase if there is a question about the official purpose of a purchase or if the use of the Purchasing Card to make a purchase seems questionable.
• Approved cardholders must demonstrate the ability to manage the card according to the Purchasing Card Agreement and have the required departmental structure in place to support the use of the card.

4. Purchases Involving the Alabama Competitive Bid Process

• Alabama law mandates that there be public competition for purchases of goods or services over a certain threshold as set by the State of Alabama and/or the UWA Board of Trustees. Therefore, competitive, sealed bids are required if the item is not already covered by items listed on a State Contract issued by the Alabama Purchasing Division or on a Joint/Cooperative Purchasing Agreement. Because of the competitive bid requirement, this process can take up to 30 days or more to complete; therefore, significant advanced planning is required for such purchases. The process can take significantly longer if user review of bids is delayed.
• Purchases over the bid limit cannot be divided into smaller purchases in an effort to circumvent the Alabama Competitive Bid Law. The threshold is for any one item or any order of multiple goods or services whose total value equals the bid limit amount for like items.
• The department should contact the Purchasing Department for guidance prior to preparing bid specifications for goods and services requiring the Competitive Bid Law.
• The Purchasing Department maintains a common list of vendors who have registered for consideration in the public bid process. The Purchasing Department is constantly seeking to expand the list of potential vendors, so your suggestions are always welcome. Vendors may be referred to the Purchasing Department to register requests. Such requests may be sent to purchasing@uwa.edu.
• Specifications are the requirements which establish the product or service that will meet your needs. Preparing specifications for purchases are the joint responsibility of your department and the Purchasing Department. The Purchasing Department will outline the terms and conditions for the bid process; your department will develop the technical or performance specifications. You should work with the Purchasing Department to develop evaluation criteria.
• Specifications should define the quality of the item that is required, noting if a lesser or higher grade is acceptable.
• Specifications must not be unduly restrictive and should assist in the competitive process. Under no circumstance should specifications be written to exclude vendors who have an equal opportunity to respond to bid requests. They should be fair and equitable and not be prejudicial for or against a specific supplier.
• If a vendor assists in developing product specifications, that vendor must be excluded from bidding on those items.
• Emergency orders must still comply with certain legal requirements. Please contact the Purchasing Department for further instructions.

Sole Source Items

One exception to the bid process is when an item is available from only one source. To justify purchasing based on "sole source" status of a vendor, you must provide adequate documentation from the vendor with your request to waive the bid process. The Vice President of Financial Affairs and the Director of Purchasing will review your documentation to determine if the "sole source" justification is adequate and appropriate. Your written justification should describe the technical characteristics of the item as well as why those characteristics are essential and cannot be obtained from any other source. This information should also include documentation from the vendor which adequately describes the proprietary nature of the item. In the event "sole source" status is accepted, the purchase price of the item should be negotiated to receive the best terms/pricing possible.

Payment of Purchases

• Accounts Payable is responsible for generating payments to vendors for goods and services once orders have been completed.
• Invoices for purchases made not using a purchase order should be attached to a Payment Request Form, approved by the appropriate people and forwarded to Accounts Payable in 229B Webb Hall (Station 2) as soon as the invoice and items have been received.
• Invoices for purchase order purchases will be sent by the Purchasing Office to the appropriate person for payment approval and then processed to Accounts Payable for payment.

Purchases of Computer Equipment

The University has established computer hardware and software standards in order to ensure the purchase and support/maintenance of quality technology at the most affordable price. All purchases of hardware or software must be coordinated with Information Technology.

To request a quote for computer hardware or software, log into the University Helpdesk (http://helpdesk.uwa.edu) and submit a request for "Technology Purchases (Faculty/Staff Only)." Please provide as much detail as possible for the items that you are requesting. If multiple items are needed, specify the total quantity because larger quantities may lower per item costs. A technician will research and assemble a quote and send it to you via email. The quote provided should be used exactly as presented (item description, quantities and vendors).

It is a violation of this policy to use University funds for the purchase of computer software and/or hardware without following the above procedure and receiving approval from Information Technology. Any purchase made in violation of the policy will not receive technical assistance or support from Information Technology, and the purchaser may be required to reimburse the University from personal funds for the cost of the equipment.

Purchases from Petty Cash

In an emergency situation, low‑cost items may be purchased from petty cash with the prior approval of the Purchasing Agent. If a faculty member finds it necessary to make such a purchase and receives the approval of the department chairperson and the Purchasing Agent to do so, he/she should purchase the item and pay for it in cash, being sure to get a receipt. The faculty member should ask the vendor not to charge sales tax on the item, since the University is tax exempt. If the vendor insists on charging sales tax, however, the faculty member will be reimbursed for it. The receipt must be signed by the individual receiving the item and approved by the department chairperson, who also enters the account number to be charged. The faculty member must present the approved receipt to the Purchasing Agent for approval of the purchase and to the Comptroller for approval of the account number. Then, by presenting the approved receipt to the accounts receivable window, the faculty member can obtain cash reimbursement. Insofar as possible, frequently used items should be purchased in quantity by the requisition method, and petty cash purchases should be made only for low‑cost items needed immediately due to unanticipated circumstances.

PURCHASING CARD PROGRAM GUIDELINES

The University Purchasing Card Program is NOT intended:

• To avoid or bypass established procurement or payment procedures;
• To replace established travel policies and procedures;
• For personal use;
• For expenditures from Foundation funds or Agency accounts.

The cards are intended exclusively to conduct official University business, defined as any business that directly provides a benefit to the University's educational and public service objectives.

Cardholders must be aware of, and sensitive to, the State Bid Law and contact the UWA Purchasing Office for assistance prior to making a purchase if there is a question about the official purpose of a purchase or if the use of the Purchasing Card to make a purchase seems questionable.

The responsibility for card control ultimately rests with you as a purchasing card user. Failure to use the card in accordance with the Purchasing Card Agreement and the Program may result in the cardholder being personally liable for all charges to the card for fraudulent, unauthorized, or improper purchases made. The guidelines contained in this program definition are designed to protect both you and the University.

Purchasing Card Security

Guidelines for Use of the Card

Because of either a need for additional approvals or mandated reporting requirements, some items should not be purchased with the card.  Examples of items that are generally Not Acceptable purchases with the card include:

• Personal use or Non-Business expenses
• Any professional service
• Repairs to University Property
• Cash advances
• Maintenance or service agreements
• Computer and Technology Equipment
• Furniture
• Printers and Copiers

Keep in mind that a contract or grant account may restrict the purchase of certain items. As the cardholder it is your responsibility to ensure that all purchases are following restrictions placed by the contract or granting agency.

The cardholder is responsible for:

• Obtaining itemized receipts for all Purchasing Card purchases, coding with the appropriate budget number, attaching them to the monthly statement, reconciling these, and turning in to the Business Office.
• Obtaining additional signatures from supervisor for all travel purchases & including with receipts for approval submission.

Tax Exemption

Disputed Charges

Lost/Stolen cards

Employment Termination/Card Expiration

Payroll Policies

The Financial Affairs Office issues monthly payroll checks on the last working day of each month. A "working day" is a day on which the administrative offices of the University are officially open, whether or not classes are in session. Each faculty member should pick up his/her check at the Financial Affairs Office. If a faculty member cannot do so, he/she should leave specific instructions with the Financial Affairs Office for disposition of the check. The Financial Affairs Office will deposit the check for a faculty member during a break between semesters if arrangements are made in advance and a deposit slip showing the account number is provided. Any questions regarding payroll checks should be referred to the Supervisor of Payrolls.

Since the University's fiscal year is October 1-September 30, all payroll matters-including changes in salary-are based upon this period of time. A faculty member employed for twelve months receives his/her contracted twelve‑month salary in twelve equal payments from October through September, although the monthly salary rate for the summer term is somewhat less than that for the regular academic year. In the event a twelve‑month faculty member does not return for the new academic year in the following August, he/she receives a total salary during the period October‑August of eight‑ninths of the nine‑month salary, plus the established summer salary for the position. Consequently, in this case, the check received in August is somewhat less than those for the previous months.

A faculty member employed on a nine-month contract has the option of receiving his/her total contracted salary for the fiscal year in nine equal payments (October-May, September) or in twelve equal payments (October-September). If a faculty member does not return the following September for the new academic year, the total amount of remuneration he/she receives is eight‑ninths of the contracted salary. If he/she chooses the second option above, the check received in August is substantially less than those for the previous months. Each October, faculty members on nine‑month contracts are asked to complete a form stating whether they desire to receive their salaries in nine or twelve payments.

Procedures for Distribution of Payroll Checks and Direct Deposit to Banks

The following options are available to UWA employees regarding the receipt of their payroll checks and/or deposit of net proceeds with their bank.

1. Employees may pick up their checks at the Business Office at the designated time on the date of the payroll. Check and earning statement will be provided.
2. Employees may request the Business Office to deposit their check in a local bank (Regions or West Alabama Bank and Trust) on the payroll date. Employee will provide the Business Office with copies of deposit slips showing name, address, account number, name and address of bank and bank routing number. A copy of the deposit slip and earnings statement will be mailed to the employee. The employee is responsible for checking with bank to ensure receipt of funds.
3. Employees may request that the Business Office deposit their check by mail to an out-of-town bank. Employee will provide the Business Office with copies of deposit slips showing name, address, account number, name and address of bank, and bank routing number. The earning statement will be mailed to the employee and the bank will mail the employee a copy of the deposit slip. The employee is responsible for checking with bank to ensure receipt of funds.
4. Employees may request that the Business Office make deposits to the employee's account electronically, through Regions Bank Automated Clearing House System. Employee will provide the Business Office with a deposit slip showing name, address, account number, name and address of bank, and bank routing number. The Business Office will transmit this information to the bank on the payroll date along with the amount of the deposit. Regions Bank will distribute the funds to the designated financial institutions. An earnings statement will be mailed to the employee and the employee is responsible for checking with his or her bank to verify receipt of funds. Under this method the employee must notify the Business Office immediately when changing banks and provide the Business Office with updated information on the new bank account at least 30 days prior to the next payroll date.
    

New employees will select one of the four methods for distributions of their payroll checks upon employment.

Leave Policies

Annual Leave or Vacation Time

Faculty members are expected to be at the University from the first day of registration each semester through the final examination period and Commencement and to remain until all grades in their classes have been submitted to the Registrar's Office. In addition, the President may require the attendance of faculty members for a total not to exceed ten days in any one year for such events as in‑service training programs, orientation sessions, etc. Otherwise, periods when classes are not in session are considered as vacation time for teaching faculty below the rank of dean. Members of the teaching faculty do not have annual leave beyond these vacation times, nor do they accumulate annual leave.

Professional staff members earn annual leave each year, but they must have the approval of their supervisors when scheduling their use of accumulated leave. Otherwise, staff members are expected to be present whenever University offices are open. Staff members are not, of course, generally expected to be present on administrative holidays authorized by the President. Hourly-paid staff employees also earn annual leave each year and must have the approval of their supervisors when scheduling their use of accumulated leave.

Holidays

Official University holidays are generally designated at the beginning of each academic year, although a holiday may be declared by the President at a later time under special circumstances. Such holidays are observed by faculty members as well as professional staff and hourly-paid employees.

Sick Leave

Faculty members are entitled to sick leave benefits in the amount of one working day for each completed calendar month of service or major fraction thereof. Faculty members on nine‑month contracts accumulate sick leave for twelve months provided they return for the following year-otherwise according to the months worked. Members of the professional staff also accumulate sick leave at the rate of one working day per month. Hourly-paid staff employees accumulate sick leave at the rate of four hours each bi-weekly pay period. Faculty members and other employees are not paid for unused, accumulated sick leave when employment at the University ceases for whatever reason. Sick leave may be used only in the case of personal illness or injury or, within limitations which may be set by the President, for illness within the faculty or staff member's immediate family. A faculty or staff member is paid his/her full salary during the period covered by accumulated sick leave benefits up to the point at which he/she becomes eligible for benefits under the University disability insurance program, which is a minimum of sixty calendar days, or until such time as accumulated sick leave expires if less than sufficient to cover sixty calendar days. A faculty or staff member whose accumulated sick leave benefits are sufficient to cover more than sixty calendar days is not, however, required to go on the disability program until accumulated sick leave has been used up or ninety calendar days have elapsed, whichever occurs first. If a faculty or staff member becomes disabled at a time when he/she is not obligated to be present (for example, during the Christmas break), the tally of calendar days does not begin until the date the faculty or staff member's presence would normally be required. If a faculty or staff member has more than enough accumulated sick leave to cover ninety calendar days, the remaining leave is reserved for use in the event of a later need.

Academic units should adhere to the general policies regarding sick leave as outlined above. Unit heads should ensure that sick leave policy is implemented in a fair, reasonable, and consistent manner. Moreover, the unit head should clearly identify a central contact person, such as the departmental secretary, to whom absences because of illness should be reported. Sick leave hours are to be recorded in full days (eight hours) or half days (four hours), though under unusual circumstances, exceptions may be made at the discretion of the unit head.

When it is necessary for a member of the teaching faculty to be absent from class on sick leave or for other emergency reasons, the department chairperson attempts to arrange with colleagues to assume temporary responsibility for the classes or, if this is not possible, to secure another qualified person for this purpose. If it is necessary for a faculty member to be absent from classes for an extended period of time, arrangements are made, if possible, for a qualified person outside the faculty to assume responsibility for the classes until the faculty member returns or until the end of the quarter. If no qualified outside person is available and if it is necessary for another faculty member to assume this responsibility, this colleague is paid at the established adjunct faculty rate, prorated according to the portion of the course for which he/she is responsible. The specific policy governing temporary replacements follows.

Statement of Policy on Temporary Replacements for Faculty on Sick Leave

1. When a member of the teaching faculty must be absent from classes on sick leave or for other emergency reasons, the first consideration of all concerned is for protecting the interests of the students in the instructor's classes and maintaining the academic integrity of these classes.
2. On a short-term basis (which generally shall be interpreted to be five class days or less), the department chairperson, with the consent of the dean, shall arrange for other faculty members to assume responsibility, without compensation, for the absent instructor's classes, insofar as such arrangements are feasible.
3. In the event it is not possible to schedule a faculty colleague to assume temporary responsibilities for one or more of the absent instructor's classes-because of lack of qualifications in the specific field, schedule conflicts, or other reasons-the department chairperson and dean, with the consent of the Provost, shall immediately attempt to employ a qualified person for this purpose if it appears the absence will exceed two or three days. Until such a person is employed, students in the affected class or classes should, if possible, be given assignments for independent study, with the advice of the absent instructor where feasible.
4. In those instances where faculty colleagues have assumed temporary responsibility for classes, if it appears that an instructor's absence is likely to exceed five class days, the department chair person shall seek to determine a projected date for return to classes and shall then consult with the faculty colleagues involved and the dean in order to determine the best procedure for protecting the interests of the students and maintaining the integrity of the program.
5. In those instances where a protracted absence appears probable and replacement is advisable, the department chairperson and dean shall, with the consent of the Provost, attempt to employ a qualified replacement as quickly as possible after the likelihood of prolonged absence is determined. Generally, the interests of the University and its students will best be served by seeking an outside replacement. However, when no qualified outside replacement is available, colleagues within the institution may be asked to assume continued responsibility, for which they shall be compensated at the adjunct faculty rate, effective as of the date on which each faculty colleague first assumed responsibility for the class(es).
6. To ensure the availability of money for the employment of replacements for absent instructors, faculty salary funds for this purpose shall be placed in the budget of the Office of the Provost.
7. A faculty member who is absent for reasons consistent with the stated sick leave policy of the University of West Alabama shall be considered to be on sick leave from the first day of his/her absence, regardless of whether or not a replacement faculty member is employed.

 Family and Medical Leave Act of 1993

The Family and Medical Leave Act requires covered employers to provide up to twelve weeks of unpaid, job-protected leave to "eligible" employees for certain family and medical reasons. Employees are eligible if they have worked for a covered employer for at least one year, and for 1,250 hours over the previous twelve months, and if there are at least fifty employees within seventy-five miles.

Unpaid leave must be granted for any of the following reasons: to care for the employee's child after birth, or placement for adoption or foster care; to care for the employee's spouse, son or daughter, or parent, who has a serious health condition; or for a serious health condition that makes the employee unable to perform the employee's job. At the employee's or employer's option, certain kinds of paid leave may be substituted for unpaid leave.

The employee may be required to provide advance leave notice and medical certification. Taking of leave may be denied if requirements are not met. The employee ordinarily must provide thirty days' advance notice when the leave is "foreseeable." An employer may require medical certification to support a request for leave because of a serious health condition, and may require second or third opinions (at the employer's expense) and a fitness for duty report to return to work.

For the duration of the leave, the employer must maintain the employee's health coverage under any "group health plan." Upon return from leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms. The use of leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee's leave.

The Family and Medical Leave Act makes it unlawful for any employer to interfere with, restrain, or deny the exercise of any right provided under the Family and Medical Leave Act; discharge or discriminate against any person for opposing any practice made unlawful by the Family and Medical Leave Act or for involvement in any proceeding under or relating to the Family and Medical Leave Act.

The U.S. Department of Labor is authorized to investigate and resolve complaints of violations. An eligible employee may bring a civil action against an employer for violations. The Family and Medical Leave Act does not affect any federal or State law prohibiting discrimination, or supersede any State or local law or collective bargaining agreement which provides greater family or medical leave rights. For additional information, contact the nearest office of the Wage and Hour Department, listed in most telephone directories under U.S. Government, Department of Labor.

Maternity Leave

Generally, it is the policy of the University of West Alabama to permit expectant mothers to continue work without termination at any specific time, providing they are physically able to perform their regular duties, and have the consent of their physician and the approval of their department head. When they are advised to stop work or unable to perform their regular duties, these staff members may be placed on Maternity Leave Without Pay for a period of up to three months after all sick and annual leave have been used, or they may be terminated at the employee's request. The department head will authorize maternity leave on the request of staff members who are considered permanent full-time employees. Probationary or temporary employees will not be eligible for maternity leave. Maternity leave will constitute an agreement by the University to return the staff member to her former job or a comparable one, and the University will make every reasonable effort to return the staff member to the same job held prior to maternity leave. Application should be made by the employee, in writing, at least two weeks prior to the expected leave period to the department head showing dates of departure and return. The department head will approve the request and prepare a personnel recommendation form to be processed through the regular channels to the Financial Affairs Office, indicating the employee's leave status. The request should be attached to the personnel form. Annual leave may be used until it is exhausted prior to maternity leave being taken.

Sick leave may be used at any time prior to maternity leave when the employee is actually sick due to pregnancy. Sick leave will not be earned during maternity leave. Insurance plans may be kept in force through direct contribution by the employee during the period of maternity leave. The University will pay the employee's portion of health insurance during the period of maternity leave; however, the employee will be responsible for the premiums to cover dependents. Anniversary dates of employees who are reinstated following maternity leave will not be adjusted.

Military Leave

Members of the University of West Alabama faculty or staff will be entitled to military leaves of absences for two weeks when ordered to active duty for training as members of the Alabama National Guard or any component of the United States Armed Forces. Employees going on extended active duty will be eligible to be reinstated to their former position or in a position of "like seniority, status and pay" to duties of the old job. Employees going on extended active duty may use annual leave until it is exhausted but may not use sick leave. Employees will not earn annual leave or sick leave during an extended active duty period.

Medical insurance may be reinstated by the employee, providing arrangements have been made by the employee to pay any dependent coverage. The University will pay the employee's portion of the insurance, up to a period of ninety days. If any employee on approved military leave desires to retain health insurance coverage after this ninety-day period, the provisions of COBRA will apply.

Application for military leave must be made to the department head, with a copy of the military orders attached to the personnel recommendation form to be processed through the regular channels to the Financial Affairs Office.

Administrative Leave

Involuntary absences of general staff members will be charged to administrative leave and excused without penalty under the following conditions:

Jury Duty: Staff members who are elected for terms as jury members will be excused from work and the time charged to Administrative Leave upon the receipt of an approved certificate from the Court showing the number of days of service used. The employee will be paid the regular rate during absences for jury duty that are charged to Administrative Leave. Employees taking Administrative Leave for jury duty will be required to turn in any payment for their services to the Financial Affairs Office upon their return to work. Payments for travel and subsistence during jury duty will not be turned in to the University. Employees may, however, elect to take Annual Leave while serving on jury duty. In this case, any payments received by the employee will not be turned in to the Financial Affairs Office.

Witness Summons: Staff members subpoenaed as witnesses in court cases will be granted Administrative Leave upon presentation of a copy of the subpoena to the department head. The surrender of payments received by the employee will be the same as for jury duty. Employees appearing as witnesses on their own behalf will not be granted Administrative Leave. They may, however, take Annual Leave with the approval of the department head.

Voting: Staff members may be granted up to two hours of Administrative Leave if distances from their place of work to their polling places are such that it would be impossible for them to vote if they remain at work until the end of their regular work day. No leave, however, will be granted for working at polling places since this is voluntary. An employee may take Annual Leave to work at the polls if it is approved by his supervisor.

Emergency Closing: If prolonged power or utility failure should prohibit the performance of regular duties and general staff members cannot be assigned to other constructive work, they may be granted Administrative Leave. Employees who do not report to work because of severe weather must make every reasonable effort to contact their supervisors to report the situation.

Funeral Leave: General/Executive/Administrative/Professional and Staff members will be given a maximum of three working days of Administrative Leave per anniversary year, upon the death of an immediate family member. Funeral Leave is not cumulative. Should additional days of absence be required, employees may request additional days as Sick Leave or Annual Leave. Department heads will record Administrative Leave on time cards in spaces provided, for the days on which it is taken. The signature of the department head will indicate his approval of Administrative Leave.

Leave of Absence

To provide for the retention of valuable employees who must be absent for personal reasons during extended periods, leaves of absences without pay not to exceed six months may be granted subject to the following. The duties and responsibilities of the employee asking for leave can be re-assigned to other employees on a short-term basis or can be adequately performed by interim employees. The employee will sign a statement of intent to return to his former position after the leave period. Employees must apply in writing through their department head, and approval must be granted by the Provost or applicable vice president. Department heads may disapprove requests and so advise the applicant. If the request is approved by the department head, he/she will prepare a letter of recommendation showing the inclusive dates of the absence requested, the position from which the employee will be absent, and the means by which the employee's duties and responsibilities will be performed during his absence. (NOTE: If the position is to be filled by a temporary employee, an understanding that the interim employee is to be hired on a temporary basis for a specific period of time must be included with the personnel recommendation form for the temporary employee.)

Personal Leave

Although a member of the teaching faculty is not eligible for annual leave (other than the established vacation time between semesters), the University recognizes that it is occasionally necessary for a faculty member to be absent for a day or two from his/her University responsibilities for pressing personal reasons other than illness-for example, urgent personal business, court appearances, or family situations-matters which do not qualify for sick leave. In such an instance, the faculty member must notify the dean and secure permission for the absence. This should be done as far ahead of time as possible, and the faculty member should make arrangements for his/her classes and other duties with the approval of the department chairperson.

Leave for Professional Development

The University of West Alabama cooperates with faculty and staff members, within the constraints of program demands and funds available, to provide time for additional study or other professional development activities. In all such arrangements, the faculty or staff member must submit a request containing a specific statement of the course of study or other activity proposed, the purpose of his/her participation, the time involved, and the arrangements proposed to ensure that the faculty or staff member's duties and responsibilities will be taken care of. This request must be recommended by the department chairperson, the dean, and the Provost (or, for professional staff, by the department head and appropriate vice president), and final approval must be given by the President.

Provisions for faculty and staff development may include merely rearranging a faculty or staff member's teaching or work schedule, providing release time through a lighter teaching load in semesters when enrollment demands are less severe (usually spring or summer), a full-time leave for additional study (either with or without pay) for one to three semesters, or other special arrangements. Because of budget limitations, leaves with pay and other projects requiring direct financial support by the University are generally available only when federal or other special funds have been specifically set aside for such purposes. Generally, University support is provided only when the program of study is of clear and immediate benefit for the University-for example, to enable a faculty member to update his/her credentials to meet accreditation standards.

The time when a faculty member is on full-time professional leave is not counted in computing either length of service for the salary schedule or the years of experience necessary for appointment and promotion to the various academic ranks, since both of these computations are based on the number of years of full-time teaching experience, rather than the number of years a faculty member has held appointment to the faculty. Also, a faculty or staff member on full-time leave without pay does not accumulate sick leave days or credits with the Teacher Retirement System but may continue on the University health insurance program by arranging to pay the premium to the University. A faculty or staff member whose salary is paid from University funds while on leave receives credits toward sick leave and retirement and continues to be covered by the University insurance programs.

Sick Leave Donation Program

PURPOSE: The purpose of this program is to establish procedures and requirements for a sick leave transfer program. This program allows an employee who is experiencing sickness or medical emergency, as defined by the UWA sick leave policy, to request the voluntary donation of sick leave from other employees. This program also includes maternity leave of up to 60 working days total leave under the program (See "Maternity Leave" in The Handbook for Faculty and Professional Staff for the general policy on maternity leave).

LIABILITY: The University of West Alabama authorizes the voluntary transfer of sick leave between employees in situations meeting the requirements as outlined in the paragraph above. This program is strictly a voluntary program; therefore, UWA does not guarantee that applicants whose situations warrant participation in the program will receive the requested sick leave. The university agrees only to publicize the need for such sick leave for qualifying requests.

ELIGIBILITY: Applicants must be full-time employees of UWA who are experiencing a sickness or in need of maternity leave as previously defined.

APPLICATION PROCEDURE: To request donated sick leave hours, the employee completes a copy of the SICK LEAVE DONATION REQUEST FORM with the proper documentation and submits it to the Business Affairs Office.

Faculty and staff may donate sick leave hours by forwarding a completed SICK LEAVE PROVIDER FORM to the Vice-President for Business Affairs.

The Business Affairs Office will then process completed SICK LEAVE DONATION and SICK LEAVE PROVIDER forms to transfer the donated sick leave. The coordinator will then request the Business Office to transfer the sick days and adjust sick leave balances accordingly.

Workplace Injury Policy

In each instance where an employee of the University of West Alabama sustains an injury while on the job, the following policy shall be followed.

1. A First Report of Injury (FROI) shall be completed on every reported injury by the Health and Safety Director, even if no medical treatment is required and the report is for "record only." The FROI, after completion,      should be promptly forwarded to the Director of Human Resources.
2. If medical treatment is needed or requested, and it is not an emergency situation, the employee shall be directed to the Chu Clinic in Demopolis, AL for medical treatment. The Health and Safety Director shall call ahead to the Chu Clinic by contacting the Head Nurse of the Chu Clinic to notify the office of the situation. The employee who is injured on the job shall be given his/her job description/requirements to bring with him/her to the Chu Clinic. The Chu Clinic will bill UWA directly for any co-pays, deductibles, etc. UWA shall, also, reimburse the employee for any co-pays, deductibles, etc. as a result of pharmacy costs associated with the workplace injury.
3. As part of this Workplace Injury Policy, a drug screening will be required for every reported on the job injury - regardless of the need for medical treatment. The drug screening will be performed by the Chu Clinic. The Health and Safety Director shall call ahead to the Chu Clinic.  
4. The Health and Safety Director shall, within 24 hours of the reported injury, contact the University Police Department to obtain any available video of the occurrence of the injury.
5. For employees who are injured and not able to return to full-duty immediately, the Director of Human Resources, in consultation with the employee's supervisor, will implement a light duty program to get the injured worker back to work as soon as possible.
6. For any time away from work due to a work-related injury, the employee shall be compensated at 2/3's his/her regular hourly rate of pay. In turn, the employee shall not have any leave time deducted for this time away from work.

Sabbatical Policy

The University of West Alabama encourages scholarship in the form of research and creative activity among its faculty, understanding that such activity generally enhances the performance of the faculty member in the classroom as well as the faculty member's overall contribution to the University. The University thus provides a sabbatical program to facilitate scholarly and creative activities.

Eligibility:

• A faculty member at the rank of assistant professor or above with a minimum of six consecutive years of service to the University is eligible to apply for sabbatical leave.
• A faculty member who has completed a sabbatical is eligible for consideration for another sabbatical after a five-year interval.
   

Nature of Activities:

A sabbatical may be awarded for any of the following activities:

• Scholarly/creative activities leading to scholarly presentations and/or publications or to creative projects such as creative writing publications, paintings, and sculptures.
• Professional development activities leading to improved teaching through acquisition of new knowledge, methodologies, skills or techniques, with plans for integration of such into UWA courses and curriculum.
   

Application Process and Schedule:

• By November 1 of each academic year, the Provost will call for proposals for sabbaticals.
• By January 11, an eligible faculty member will submit a proposal to the department chairperson.
• By February 2, the chairperson will submit the proposal to the dean along with his/her recommendations (favorable or unfavorable) and a statement on predicted impact of the faculty member's absence on the academic program. If more than one proposal is submitted, the chairperson will rank the proposals before forwarding them to the dean (The Director of the Library and the Chair of Nursing will fulfill the role of dean for their respective units in this process).
• By March 1, the dean will submit all proposal materials along with his/her recommendations (favorable or unfavorable) to the Committee on Sabbatical Leave. In cases of multiple applications, the dean will also forward his/her ranking of the proposals.
• All submitted proposals, recommendations, and rankings will be reviewed by the Committee on Sabbatical Leave. The Committee on Sabbatical Leave, a Faculty Senate Committee, is chaired by the Vice President of the Faculty Senate and also includes a faculty member from each of the colleges, the Library, and the Division of Nursing appointed by the head of the unit. Members serve staggered two-year terms. By April 1, the Committee will prioritize the proposals and forward their recommendations and all proposal materials to the Provost.
• The Provost will review the Committee's recommendations, make the final selection of candidates, and notify the candidates by April 30, with copies of the notification to the President, the appropriate chairpersons and deans, and the Committee on Sabbatical Leave. No more than one person from a department will be approved for sabbatical leave during a given time period.
• Because of time constraints, the fellowship application of an eligible faculty member who is awarded a Fulbright Scholarship or similar award will be sent directly to the Provost for immediate consideration. The Provost will consult with the chairperson and dean as necessary in making a decision on the application. If the application is approved, the recipient faculty member will be considered the department's only eligible fellow for the given fellowship cycle.
   

Proposal Guidelines

The sabbatical proposal should include a current vita, a brief abstract of the proposed activity, and a detailed narrative description of the activity (not to exceed ten pages, double-spaced) in which the applicant:

• States concisely and realistically what the sabbatical leave is intended to accomplish.
• Provides background information and indicates the importance of the proposed leave by relating it to longer term objectives at UWA.
• Describes previous studies or activities that led to the development of the proposed project.
• If project is a continuing project, reports on the progress made to date.
• Discusses the methods and procedures to be used to accomplish leave objectives and includes a tentative sequence or timetable, a justification for the proposed locale of the leave, and, when relevant, a letter of invitation or acceptance from the institution where proposed work will be based.
• For research proposals, submits a brief bibliography of related research.
• Submits a plan for dissemination of results to the campus community (e.g. presentation to the faculty, course to be taught, printed product to be shared.)
• Includes in an appendix supporting documentation appropriate to any of the above items.
• Provides information on any external financial aid in addition to support by the University that has been received or sought.
   

Compensation:

• Sabbatical recipient may take a leave for one semester (Fall or Spring) or one year (Fall and Spring), during which time he/she will receive 75% of his/her current salary.
• Faculty on sabbatical are eligible for salary increases and promotions as they would be were they not on sabbatical. They will also receive credit for time in rank for promotion. All fringe benefits due the recipient will continue in full force during the leave.
   

Obligation of the Recipient:

• A period of service equal to the duration of the leave will be required upon return from sabbatical leave. Summer school may not be counted for repayment of leave time. If repayment of services is not rendered, then the recipient must repay the salary received for the sabbatical period, with interest calculated at the then prevailing rate for student loans. Repayment and the calculation of interest shall be as follows: Interest shall begin to accrue on the date of the default. The amount of the monetary assistance received as of the date of the default, plus interest thereon, shall be repaid by the faculty member to the University in equal installments payable over the length of time that the faculty member received the monetary assistance from the University. In the event the faculty member meets only a portion of his obligation to the University, repayment for the unmet portion will be made on a pro rata basis in accordance with the procedure specified above.
   

Accountability:

• A sabbatical must be taken within the time period for which it is granted. If this is not possible, the faculty member must notify the Provost, and the faculty member must reapply. He/she will retain eligibility for future semesters.
• Within three months of the conclusion of the sabbatical, a report must be submitted to the Committee on Sabbatical Leave, with copies to the chairperson, the dean and the Provost. The report must succinctly summarize pertinent activities during the leave and indicate the ways in which the goals of the leave were reached.
• The Committee on Sabbatical Leave will review the post-sabbatical report and provide a written evaluation of the report to the faculty member, with copies to the chairperson, the dean, and the Provost.

Space Management Policy

Introduction and Purpose

The University of West Alabama (UWA) campus is comprised of various academic, research, athletic and auxiliary services buildings.  Physical space can be a limiting resource in the development, advancement, and improvement of UWA's programs; therefore, effective utilization of this valuable resource is essential to the success of the University, its faculty, and its students. Space is a critical university-owned resource and is subject to allocation, evaluation, and reallocation to meet the overall needs and priorities of the institution. Stewardship of space resources is a joint effort between all University staff, faculty, and students and relies upon everyone to ensure that space is used to support student success and promote positive work environments.

The Space Management Policy establishes a Space Management Committee to help provide a framework for the efficient use, equitable allocation, and periodic review of UWA's physical resources to support the University's mission. Space allocation and reallocation cannot be handled in an ad-hoc manner on a long-term basis without subsequent space issues arising. As such, this policy is intended to provide a basis for transparent space decisions that maintain a proper balance between teaching, research, student success, engagement and outreach, and administrative functions on campus.

Space Management Committee

The Space Management Committee (SMC) is comprised of members from various campus constituents that embody a holistic view of University space resources.  The goal of this committee is to oversee the most efficient use of space which serves the entire university. The SMC serves as an advisor to the President and is responsible for developing policies and plans that promote stewardship of all University space resources, including academic, athletic, auxiliary, and research spaces, ensuring that such policies and plans align with the University Strategic Plan; and prioritizing institutional needs for equitable and efficient allocations of space resources. Additionally, the SMC reports on various space studies and provides recommendations to the President regarding University spaces.

Policy and Procedures

1.  The University, and not any academic unit (college, department, office, center, group, or individual) within the University, is the owner of its physical space resources.

2.   All buildings on campus, including leased facilities within or apart from campus are subject to this policy. 

3. Allocation of space will be the ultimate decision of the President, with the SMC providing recommendations for all space to the President.

4.  All space is subject to allocation and reallocation to align with the University Strategic Plan, institutional priorities, and best interests of the University and its programs. Space requests that directly support education and research, including activities that support the student experience, will be prioritized. Short and long-term priorities will be considered to promote fiscal responsibility and equitable space allocations for the University's need and not for a single department or college.

5.  Requests for new or changed space must be submitted by the appropriate dean and/or vice president in written form to the SMC at least three months prior to the actual space being needed.  Any information regarding available funds needed or requested for space transition and/or improvements must accompany the request.

6.  Requests must include an internal space audit that verifies that adequate space does not exist within the resources already available to the school, program or department. This audit must include shared space, storage space, etc.

7.  When a new building or space comes on line, justification needs to include release or reallocation of existing space.

8.  Justification for the space requested must accompany the audit. It must include information about the new or expanded program that requires the space, the schedule, whether the requested space is temporary or permanent and funding for additional space.

9.  All moves or renovations encompassed in this policy are subject to available funding.

Common Space Management

Common or shared spaces refer to areas within an academic institution, such as a college or university, accessible to multiple members of the University community. These spaces are typically designed to encourage social interaction, collaboration, and engagement among students, faculty, staff, and visitors. Shared spaces are intended to be inclusive, welcoming, and conducive to fostering community on campus. These shared spaces play a vital role in creating a sense of belonging and community within the academic institution. They provide opportunities for social interaction, intellectual exchange, and extracurricular activities, contributing to the overall educational and personal development of individuals on campus

At the University of West Alabama, we strive to create an environment that is welcoming, respectful, and supportive to all individuals, including students, faculty, staff, and visitors. We have established guidelines to maintain a clean and appropriate atmosphere within our common areas, including hallways, exterior doors, and walls.

All displayed materials, including posters, flyers, and notices should promote educational, cultural, and community-building events. Exterior and interior doors should be kept free from any postings or materials to maintain a clean and professional appearance throughout the campus.

Examples of shared spaces in academic institutions include:

Hallways: The corridors or passageways connecting various rooms or departments within a building.

Lobbies: The entrance areas of buildings, often furnished with seating, information desks, and other amenities.

Student Lounges: Areas designated for students to relax, study, and socialize.

Cafeterias or Dining Halls: Spaces where students, faculty, and staff can gather to eat and interact.

Libraries: Areas within the library that serve as collaborative or group study spaces.

Outdoor Plazas or Courtyards: Open spaces outdoors, often with seating and greenery, where people can gather and enjoy the surroundings.

Recreational Areas: Spaces for sports, fitness, or leisure activities, such as gyms or sports fields.

Lecture Halls: Larger spaces for academic lectures, seminars, or public events.

Multi-Purpose Rooms: Versatile spaces that can be used for various activities, such as meetings, workshops, or events.

(Adopted October 2, 2023)

Travel Policy and Procedures

Approval

All Faculty or staff travel must be pre-approved by the department chairperson and the dean, or by the administrative department head. If the funds are to be provided from a federal grant, the director of the grant must approve the travel. Travel Request Forms are used to approve travel. A copy of the Travel Request Form should be attached to all reimbursement requests. This Travel Request Form is also required to register for conferences paid via purchase order.

Travel Advances

The University of West Alabama does not provide travel advances.

In-State Travel

There are two payment types for In-State travel: In-State Per Diem and In-State Actuals. Below is an explanation of both and the qualifications for each type.

In-State Travel Per Diem

The State of Alabama sets the standard per diem rate for travel within the state.  Travelers should be aware that the allowable per diem allowance does not always cover the total travel expenses.  It is encouraged for all travelers to stay mindful of departmental budgets.  Requesting a reimbursement for actual expenses that are lower than the allowed per diem is acceptable and appreciated. 

• No travel per diem is paid for in-state travel less than 6 hours.
• In-state travel where travel time is 6 to 12 hours with no overnight stay: the per diem allowance will be $12.75.
• In-state travel where travel time is in excess of 12 hours with no overnight stay: the per diem allowance will be $34.00.
• In-state travel that requires one overnight stay: the traveler shall be paid the per diem allowance of $85.00 per day (encompassing all meals & lodging).

Example: Leave Monday & return to base Tuesday = $170.00

• In-state travel that requires two or more nights stay: the traveler shall be paid the per diem allowance of $100.00 per day (encompassing all meals & lodging).

Example: Leave Monday & return to base Wednesday = $300.00

Mileage is not included in per diem and may be reimbursed only when a University vehicle is unavailable. In lieu of mileage, you may request fuel reimbursement with a receipt. The most economical option is encouraged.

In-State Travel Actual Expenses

Persons traveling in-state for the purposes of attending or assisting in hosting a convention, conference, seminar, or other meeting of a state or national organization of which the state or individual is a dues-paying member that is held within the State of Alabama will be allowed all of their actual and necessary expenses in addition to the actual expenses for transportation in accordance with the Out-of-State Travel Policy.

Travelers can refer to the University’s Out-of-State Travel Policy if they have attended or assisted in a convention, conference, seminar, or other meeting of a state or national organization of which the state or individual is a dues paying member.  Travel forms submitted will need to include documentation providing that the University or traveler is a dues-paying member.

Out-of-State Travel

The Out-of State Travel Policy was created with the University’s budgetary and fiscal responsibilities in mind.  Travelers should be aware that the allowable amount does not always cover the total expenses incurred.  Approved Travel Request forms are required for all out-of-state travel.

Lodging - It is expected that the traveler will obtain reasonably priced lodging. Travelers should identify themselves as state employees to obtain any available government discounts.  Detailed receipts are required for all lodging expenses.  When more than one traveler is staying in the same room, the names of all occupants must be listed on the receipt.

Meals-No Overnight Stay - Out of state travel with no overnight stay will be paid actual expenses up to $35 per day.

Meals-Overnight Stay - Travelers will be reimbursed for actual expenses for meals, up to a maximum of $75.00 per day.  If the $75.00 daily per diem is exceeded, the traveler should only request the daily maximum amount for reimbursement.

If a conference registration fee was paid that included payment for one or more meals, the traveler should not claim any additional reimbursement for that meal using the following meal cap guidelines:  Breakfast $15, Lunch $25, Dinner $35.  If the traveler chooses to eat away from the conference-provided meal, no reimbursement should be requested. Conference agenda should be attached for all conference related travel. 

Conference Meal Example:

Other:

• Itemized receipts required for all reimbursements.
• Alcohol, and its associated tips and taxes, will not be reimbursed by the University. If the traveler is unable to request a separate ticket for alcohol, please deduct it from your ticket along with associated tax and tips.
• Meal tips are reimbursable up to 20%.

Use of Privately-Owned Vehicles

If a State‑owned vehicle is not available through the motor pool, mileage may be allowed to an employee traveling in a privately owned vehicle at the current IRS rate under certain circumstances. The IRS mileage rate is intended to reimburse the traveler for all operating expenses of his/her automobile, but is not intended to cover garage storage, parking charges, and tolls. These charges may be claimed as other allowable expense on the travel claim. 

Payment of Travel Reimbursements

Travel Reimbursements received in the Business Office by 12:00 p.m. Monday, will be paid that week, provided the form is correctly completed and there are no questions regarding allowable expenses. Reimbursements received after that day and time will be paid the following week. Reimbursement checks are mailed every Thursday.

Unforeseen circumstances may also delay processing but are not common. Travel Reimbursements should be requested within two weeks of travel.

Submitted travel reimbursements should include: Travel Reimbursement Form, Travel Request Form with signatures, itemized receipts (indicate names), itineraries, proof of dues paid (if requesting in-state actual expenses).

Travel reimbursements are reviewed by Accounts Payable and Comptroller. Incomplete forms, missing receipts, and any other errors will be returned to the department/traveler for corrections. 

Forms

There are three travel reimbursement forms.

• In-State Travel Form: use this form when traveling in Alabama. Request per diem and mileage (if applicable).
• In-State Actuals Form: use this form when traveling in Alabama if you are a dues paying member attending or assisting with a conference, seminar or other meeting.
• Out-Of-State Form: use this form when traveling outside of Alabama, including international travel.

All three travel reimbursement forms are provided by the State of Alabama. Please contact Accounts Payable for questions or updated forms.

Any questions not covered by these regulations will be submitted to the Financial Affairs Office for a ruling.

Hangtags and Traffic Regulations

All vehicles operated on the campus must be registered with the University Police Department and have University parking hangtags. All University employees must have green hangtags which enable them to park in green areas. Anyone who parks in an unauthorized area and anyone who violates any other University traffic regulation is subject to a fine, the amount of which increases if not paid within five days of the date issued, excluding weekends and holidays. Traffic and parking tickets may be appealed by completing an appeal form in the University Police Office no later than the due date on the ticket and appearing before the appeals section of the Student Life Committee.

Vehicles may be registered and decals purchased in the University Police Department’s office during normal business hours. If a faculty or staff member changes vehicles, the registration information must be updated.  Hangtags expire every year on August first.

Keys

Faculty and staff members are provided with keys to those offices, classrooms, and other facilities to which they require routine access in carrying out their duties. For each employee, the department chairperson or administrative department head completes a key request card, which is sent to the Physical Plant Department. The necessary keys are made, and the faculty or staff member must receive them in person and sign for them when they are issued.

Since keys are for the use only of the persons to whom they are issued, a faculty or staff member should never lend his/her key to a student or other unauthorized person. All UWA keys are stamped “State of Alabama‑Unlawful to Duplicate.” Only the Physical Plant Department is authorized to make new keys or to change a lock.

When an employee leaves the University, he/she must return all keys to the Physical Plant Office.

Personal Property Warning

The State Insurance Fund insures all State agencies against property loss from fire or other causes, but since this insurance does not cover privately owned contents within a State building, the University can assume no responsibility for private property stored on the campus. Each faculty member, therefore, should provide the necessary coverage for his/her own books and other personal materials and equipment which may be housed in University buildings. This can generally be done through adding a rider to the faculty member’s home owner policy or other property insurance policy.

Video Surveillance Policy

Purpose

The University of West Alabama is committed to enhancing the quality of life of the campus community by integrating the best practices of safety and security with technology. A critical component of a comprehensive security plan is the proper utilization of a security and safety camera system. The surveillance of public areas is intended to deter crime and assist in protecting the safety and property of the UWA community. This policy addresses the University’s desire to meet its safety and security needs while respecting and preserving individual privacy.

To ensure the protection of individual privacy rights in accordance with the University’s core values and state and federal laws, this policy is adopted to formalize procedures for the installation of surveillance equipment and the handling, viewing, retention, dissemination, and destruction of surveillance records. The purpose of this policy is to regulate the use of camera systems used to observe and record public areas for the purposes of safety and security. The existence of this policy does not imply or guarantee that cameras will be monitored in real time 24 hours a day, seven days a week.

Scope

This policy applies to all personnel, departments, and colleges of UWA in the use of security cameras and video monitoring and recording systems. Security cameras may be installed in situations and places where the security and safety of either property or persons would be enhanced. Cameras will be limited to uses that do not violate the reasonable expectation of privacy as defined by law. Where appropriate, the cameras may be placed campus-wide, inside and outside buildings. Although the physical cameras may be identical, the functions of these cameras fall into three main categories:

Property Protection:  Where the main intent is to capture video and store it on a remote device so that if property is reported stolen or damaged, the video may show the perpetrator. Examples: an unstaffed computer lab, an unstaffed science lab, or a parking lot.

Personal Safety:  Where the main intent is to capture video and store it on a remote device so that if a person is assaulted, the video may show the perpetrator. Examples: a public walkway, or a parking lot.

Extended Responsibility:  Where the main intent is to have the live video stream in one area monitored by a staff member in close proximity. In this case video may or may not be recorded. Example: a computer lab with multiple rooms and only one staff.

Information obtained from the cameras shall be used for safety and security purposes and for law and policy enforcement, including, where appropriate, student judicial functions. However, prudence should be exercised by parties requesting such information to ensure that requests are limited to matters of substantial consequence.  The availability of surveillance does not remove the responsibility of supervisors to work to prevent, detect, and address issues as they should normally do.  Information must be handled with an appropriate level of security to protect against unauthorized access, alteration, or disclosure.

All appropriate measures must be taken to protect an individual’s right to privacy and hold university information securely through its creation, storage, transmission, use, and deletion.

All camera installations are subject to federal and state laws.

Departments requesting security cameras will be required to follow the procedures outlined in this policy.

Responsibilities

The University Surveillance Oversight Committee (SOC) is established by the President to oversee implementation of this policy, to revise the policy as needed, and to grant authorization to personnel to access video.

The University Police Department (UWAPD) will manage all campus security surveillance systems pursuant to this policy.

UWAPD and Information Technology (IT) are responsible for implementation of this policy, specifically for the following:

• Advising departments on appropriate applications of surveillance technologies and providing technical assistance to departments regarding security camera systems.
• Monitoring developments in the law and in security industry practices and technology to ensure that camera surveillance is consistent with the best practices and complies with all federal and state laws.
• Reviewing proposals and recommendations for camera installations and specific camera locations to determine that the perimeter of view of fixed location cameras conforms to this policy and forwarding recommendations to the SOC.
• Annually evaluating camera locations.
• Testing and maintaining the camera systems.

UWAPD will review any complaints regarding the use of surveillance camera systems and determine whether this policy is being followed. Appeals of a decision made by the Chief of Police will be reviewed by the SOC, which will make a recommendation to the President, who will render a final decision.

The SOC shall be responsible for reviewing and approving or denying all proposals for security camera equipment recommended by the Chief of Police and for approval of any requested exceptions to this policy. The SOC shall propose to the President appropriate changes to this policy as needed. Items approved by the SOC will be sent as a recommendation to the President, who will render a final decision.

The SOC shall be comprised of the Chief of Police, Provost, Vice President for Student Affairs, Director of Information Technology, the Director of Emergency Preparedness, a representative of the Physical Plant, and a student representative from the SGA.  A Chairperson will be appointed from the membership.

The President or his or her designee will review all external requests to release records obtained through security camera surveillance and will seek consultation and advice from University Legal Counsel related to these requests prior to the release of any records.

Placement of Cameras

The locations where cameras are installed may be restricted access sites such as a departmental computer lab; however, these locations are not places where a person has a reasonable expectation of privacy. Cameras will be located so that personal privacy is maximized.

No audio shall be recorded except in areas where no one is routinely permitted. Requests to use audio surveillance that do not comply with this requirement will be evaluated on a case-by-case basis by the SOC.

Camera positions and views of residential housing shall be limited. The view of a residential housing facility must not violate the standard of a reasonable expectation of privacy.

Unless the camera is being used for criminal investigations, monitoring by security cameras in the following locations is prohibited:

• Student dormitory rooms in the residence halls
• Bathrooms
• Locker rooms
• Offices
• Classrooms not used as a lab.

The installation of “dummy” cameras that do not operate is prohibited.

Unless being used for criminal investigations, all video camera installations should be visible.

Access and Monitoring

All recording or monitoring of activities of individuals or groups by University security cameras will be conducted in a manner consistent with University policies and state and federal laws and will not be based on the subjects’ personal characteristics, including age, color, disability, gender, national origin, race, religion, sexual orientation, or other protected characteristics. Furthermore, all recording or monitoring will be conducted in a professional, ethical, and legal manner. All personnel with access to University security cameras shall be trained in the effective, legal, and ethical use of monitoring equipment and shall receive a copy of this policy and provide written acknowledgement that they have read and understand its contents.

Access to live video or recorded video from cameras shall be limited to the UWAPD, designated IT personnel and other personnel as authorized by the SOC.  The copying, duplicating and/or retransmission of live or recorded video shall be limited to persons authorized by the Chief of Police.

University security cameras are not monitored continuously under normal operating conditions but may be monitored for legitimate safety and security purposes that include, but are not limited to, the following: high risk areas, restricted access areas/locations, in response to an alarm, special events, and specific investigations authorized by the Chief of Police.

Personnel are prohibited from using or disseminating information acquired from University security cameras except for official purposes. All information and/or observations made in the use of security cameras are considered confidential and can only be used for official University and law enforcement purposes.

Any use of security cameras for reasons other than those cited in this policy is strictly prohibited.  Violations of this policy or the procedures outlined therein will result in disciplinary actions consistent with the rules and regulations governing employees and students of the University.

Use of Cameras for Criminal Investigations

Mobile or hidden video equipment may be used in criminal investigations by the UWAPD. Covert video equipment may also be used for non-criminal investigations of specific instances that may be a significant risk to public safety, security and property as authorized by the Chief of Police.

Exceptions

This policy does not apply to cameras used for academic purposes. Cameras that are used for research are governed by other policies involving human subjects and are, therefore, excluded from this policy.

This policy does not address the use of webcams for general use by the University. This policy also does not apply to the use of video equipment for the recording of public performances or events, interviews, or other use for broadcast or educational purposes. Examples of such excluded activities include videotaping of athletic events for post-game review, videotaping of concerts, plays, and lectures, or videotaped interviews of persons. Automated teller machines (ATMs) that use cameras are exempt from this policy.

Request for Video System Installation

Individual colleges, departments, programs, or campus organizations wishing to have video surveillance equipment installed shall submit a written request to the Provost or appropriate Vice President describing the proposed location of surveillance devices and justifying the proposed installation.

• The Provost or Vice President will review the request and recommend it to the Chief of Police, if appropriate, who will review the request and forward it to the SOC with a recommendation.
• The SOC shall be responsible for reviewing and approving or denying all proposals for security camera equipment recommended by the Chief of Police. Items approved by the SOC will be sent as a recommendation to the President, who will render a final decision.
• Information Technology, in conjunction with the Physical Plant, shall oversee the installation of all approved security camera systems with the assistance of the UWAPD.

Request for Access to Live and/or Recorded Video

Individual colleges, departments, programs, or campus organizations wishing to have access to live and/or recorded video shall submit a written request to the Provost or appropriate Vice President describing the requested access, with justification.

• The Provost or Vice President will review the request and recommend it to the Chief of Police, if appropriate, who will review the request and forward it to the SOC with a recommendation.
• The SOC shall be responsible for reviewing and approving or denying all access requests recommended by the Chief of Police. Items approved by the SOC will be sent as a recommendation to the President, who will render a final decision.

Training of Camera Operators

Camera control operators shall be trained in the technical, legal, and ethical parameters of appropriate camera use.

Camera control operators shall receive a copy of this policy and provide written acknowledgement that they have read and understand its contents.

Storage and Retention of Recordings

No attempt shall be made to alter any part of any surveillance recording. Surveillance centers and monitors will be configured to prevent camera operators from tampering with or duplicating recorded information.

Surveillance records shall not be stored by individual departments. All surveillance records shall be stored in a secure location for a period of 30 days and will then be erased or written over, unless retained as part of a criminal investigation or court proceedings (criminal or civil), including, where appropriate, student judicial functions, or other bona fide use as approved by the Chief of Police. Individual departments shall not store video surveillance recordings.

A log shall be maintained by the authorized individuals of all instances of access to or use of surveillance records. The log shall include the date/time of the use, camera(s) viewed, evidence found (or none) and any action taken related to the use. The Chief of Police will also maintain a list of personnel approved by the SOC to monitor live and/or recorded video feeds, with validation of each person’s having completed the required training.

(Revised September 14, 2014)

Email Confidentiality and Security Policy

Email

The University of West Alabama provides email service to students, faculty, staff, and affiliated organizations. Email is an official means of communication among members of the UWA community, and UWA encourages its use in support of the University’s mission of instruction, research, and public service.

Users have full responsibility for all messages they transmit through the University’s computers, networks and systems.  All users of UWA email are expected to use the service responsibly and to comply with applicable local, state, and federal laws, the Alabama Research and Education Network Acceptable Use Policy (http://www.asc.edu/html/accusepol.shtml), and relevant University policies.

Users should exercise caution when downloading executable programs via email, as they might interject computer viruses into University computers and/or networks. It is illegal to knowingly replicate or transmit computer viruses, or otherwise deliberately damage the systems or files of other people.

Email groups are established for University committees, departments, and special projects. Email to a group should be consistent with the purpose of the group.

Information Technology may restrict or suspend access to accounts where there is reason to believe that laws or University policies have been violated. In some instances, further disciplinary action may be taken, including disciplinary action up to termination for faculty and staff violating laws and/or policies or referral to the Student Life Committee for students violating laws and/or policies.   

Unacceptable use of email includes, but is not limited to, the following:

• Use of email to support any commercial advertising or for-profit activity.
• Use of email to initiate or forward chain letters. 
• Violations of copyright laws (unlawful distribution of copyrighted printed material, audio recordings, video recordings, or computer software). 
• A user sharing his or her password information with another person. A user should contact the Department of Information Technology for a new password if there is reason to believe that the password is known by other persons. 
• Attempts to guess or break another user’s password. 
• Use of email to lodge grievances that should be handled through existing University policies and procedures. 
• Use of a false email address (“spoofing”). 
• Use of email to threaten others. 
• Spamming - sending unsolicited material and/or material not related to the University’s mission to a large number of individuals and/or groups. (Note: Most chain emails referring to viruses are hoaxes and should be forwarded to sysadmin@uwa.edu for review. If the content of the email is determined to be real and should be distributed to the UWA community, the Department of Information Technology will take appropriate action.) 
• Use of mass email except to send information about governmental, civic, or non-profit charitable organizations or community-wide events such as memorial services.
• The willful introduction of computer viruses or other disruptive/destructive programs into the UWA campus network or into other networks.

Confidentiality and Security

No one without specific authorization may read, alter, or delete a faculty member’s, staff person’s, or student’s computer files or email.  Although routine maintenance of the email systems may require or inadvertently lead to viewing some email, IT will respect the privacy of such email, and will not reveal its contents to any other parties.  If, however, email activities which violate law or University regulations are discovered, IT must report such information to the appropriate administrators and/or other authorities.

Authorization to access another’s email is granted only on an as needed basis for a specified time and only for investigative purposes, or as required by law.  Authorization and approval for access shall be provided to the Director of Information Technology in writing by the University President.  Should access to the University President’s email become necessary, written authorization shall be given by the President of the Board of Trustees.  The University attorney will be notified when investigative access to email is requested.  The Director of Information Technology will be responsible for collecting and storing the written requests for access.

Deliberately invading the privacy of others by attempting to gain unauthorized access to any account or system is strictly prohibited.  Anyone violating this policy will be subject to disciplinary action up to termination for faculty and staff or referral to the Student Life Committee for students.

Handling Confidential Data

No email system is completely secure. Consequently, email should not be used to transmit computer passwords, credit card numbers, or other confidential information about students or employees.  Any individual who accesses University data, through a computer or a report, is responsible for the confidentiality of that data. Likewise, any individual who stores University data on a personal computer will be held accountable for the confidentiality of that information.  Electronic mail poses additional risks in the handling of confidential data. It is possible that data may be mistakenly transmitted to unintended recipients through misaddressing or similar error.  Users are advised that information subject to confidentiality regulations should not be transmitted via electronic mail without prior written approval from the appropriate administrative offices.

(Revised August 15, 2014)

Interception and Recording of Wire, Oral, or Electronic Communications Policy

The State of Alabama requires only one party’s consent to intercept wire, oral, or electronic communication.  According to 18 U.S.C. § 2511 (2)(d), it is not unlawful “for a person not acting under the color of state law to intercept a wire, oral, or electronic communication where such person is a party to the communication or where one of the parties to the communication has given prior consent to such interception unless such communication is intercepted for the purpose of committing any criminal or tortuous act in violation of the Constitution or laws of the United States or of any state.”

While it is not unlawful for a person to intercept or record a wire, oral, or electronic conversation to which he or she is party, it is unlawful for a person to intentionally use any device to eavesdrop, or “to overhear, record, amplify or transmit any part of the private communication of others without the consent of at least one of the persons engaged in the communication, except as otherwise provided by law” (Code of Alabama 1975 § 13A-11-30 and § 13A-11-31).

Interception of communications, specifically recording telephone conversations

The University of West Alabama expects all faculty, staff, and students to follow federal and state laws regulating interception of communications.  While not unlawful for one to record telephone conversations to which he or she is party, the University does not encourage recordings.  The University may, in its discretion, record, retrieve and save recorded telephone conversations for the purposes of supporting the University’s mission of instruction, research, and public service; as an effort to ensure and maintain quality control; and/or as a matter of public safety.

An individual may request that a recording feature be enabled on a University telephone. The request must be in writing, and authorized by the individual’s supervising Vice President or Provost, and approved by the University President.  An individual will only be given authorization to record another individual’s telephone conversation if 1) the individual who is being recorded is under the direct supervision of the party making the request; and 2) the individual who is being recorded has been put on notice that his or her telephone conversations may be recorded. Authorization will only be given to the supervisor as a method of ensuring and maintaining quality control, to ensure accuracy of information provided or statements made, for training purposes, and/or to ensure public safety.  Any individual’s telephone that is being recorded shall be notified that the recording feature has been enabled and conversations may be recorded, retrieved, and stored as electronic files.  He or she shall also be notified that his or her supervisor is authorized to access those recordings.  The following procedure must be followed before a recording feature may be enabled on a University telephone:

• An individual must make a written request for configuration and enabling of the recording feature. The written request must be approved by the appropriate Vice President or Provost.  The written request must adequately explain, in detail, the need for recording, retrieving, and saving conversations and must address the purpose for the request.  Purposes for retrieving and saving recordings are limited to support of the University’s mission of instruction, research, and public service; as an effort to ensure and maintain quality control; and/or as a matter of public safety.
• Once authorized by the appropriate Vice President or Provost, the written request must be approved by the University President.
• An electronic or physical copy of the request, authorization, and approval must be delivered to the Director of Information Technology. The Department of Information Technology, together with the individual making the request, will then schedule the  configuration. 
• Copies of requests will be stored by the Department of Information Technology. 
• Once a conversation has been captured, the faculty or staff member will be given a password protect website to log into in order to retrieve the recording.  The recording will only be available for 24 hours.  After 24 hours, the recording will be deleted from the server and will no longer be available for retrieval.  A recording that is retrieved within the 24 hour timeframe may be saved as an electronic file by the individual who captured the conversation.  Recordings stored as electronic files by the individual may be maintained for an undetermined length of time and may only be used for the purposes previously described. 

All Vice Presidents and the Provost may have access to the recording feature on their telephone as authorized and approved in writing by the University President.  All other written requests must comply with the procedures set out above.

The University President may have his or her telephone conversations recorded, if he or she desires.  However, the recording feature will only be configured and enabled upon written request of the President.  Records of the request will be stored by the Department of Information Technology. 

Confidentiality and Security

No one may have access to any recording without the consent of at least one of the parties involved or without specific authorization.  Such authorization should be made only after consulting the University President and the attorney representing the University. 

Deliberately invading the privacy of others by attempting to gain unauthorized access to any recording is strictly prohibited.  Anyone violating this policy will be subject to disciplinary action including, and up to, termination.  In addition, because it is a Class A misdemeanor (Code of Alabama 1975 § 13A-11-31) to use any device to eavesdrop¹ and a Class C felony (Code of Alabama 1975 § 13A-11-33) to install an eavesdropping device in a private place² without the permission of the owner, persons violating this policy may also face criminal charges.

(September 8, 2014)

¹ Eavesdrop:  To overhear, record, amplify or transmit any part of the private communication of others without the consent of at least one of the persons engaged in the communication, except as otherwise provided by law.

² Private Place:  A place where one may reasonably expect to be safe from casual or hostile intrusion or surveillance, but such term does not include a place to which the public or a substantial group of the public has access.

Dangerous Weapons and Firearms Policy

Purpose

The University of West Alabama seeks to provide a safe learning environment for students, faculty, staff, and visitors. The University is committed to the prevention of crime; the protection of life and property; the preservation of peace, order, and safety; the enforcement of laws and ordinances, and the safety of the University community and visitors; and adopts this policy for possession of dangerous weapons and firearms on campus and at events.

Definitions

Campus - All property owned, leased, or controlled by the University and any affiliated buildings and outdoor premises, such as parking lots and other outdoor property.

Dangerous Weapon - Includes the following:

• Any device that shoots or delivers a bullet, BB, pellet, arrow, dart, flare, electrical charge, or other projectile, whether loaded or unloaded, including those devices powered by CO2.
• Any explosive device, including fireworks.
• Any instruments/devices that are designed or may be used as a weapon to injure or threaten another individual, including, but not limited to, non-culinary knives with a blade greater than four (4) inches.
• A firearm, as defined herein, is not included in this definition of dangerous weapon.

Firearm - A pistol, handgun, rifle, or shotgun and any associated ammunition.

Policy

Except as otherwise stated in this policy or as otherwise allowed by law, the University prohibits the possession, transportation, and use of firearms and other dangerous weapons on campus. This policy applies to all persons on campus, including faculty, staff, students, contractors, and visitors.

Dangerous weapons are not allowed on campus at any time. Any dangerous weapons may be confiscated.

Faculty, staff, and students may not possess firearms on campus or while otherwise engaged in duties associated with their education/employment, except for a firearm properly maintained in a personal vehicle in a manner consistent with Alabama law.  

Consistent with Alabama law, all persons are strictly prohibited from possessing firearms at locations where guards and other security features are employed, such as athletic events.

This policy will be published in the Handbook for Faculty and Staff and the UWA Student Handbook, and supersedes any contrary provisions.

Enforcement

Persons on campus and in violation of University policy are trespassers and may be dealt with accordingly, including, but not limited to, being removed from campus and receiving a written directive to remain off campus. Contractors and vendors are expected to comply with policy and contract terms. Violations of Alabama law may be dealt with by appropriate law enforcement. Student violations may be addressed in accordance with the Code of Student Conduct as well as other applicable policies and may include sanctions, up to and including expulsion. Employee violations may be resolved in accordance with employer policies, up to and including termination.

Exceptions

This policy does not prohibit use or possession of dangerous weapons or firearms by (1) certified law enforcement officers acting within the scope of their employment; (2) private security, who with express prior permission of University Police, possess firearms or dangerous weapons while in the employ of the University or for a permitted event; and (3) members, coaches, and authorized staff of a recognized team or course who are acting within the scope of activities that University Police has pre-approved. This Policy also does not apply to University Police officers who are attending classes as students. If, however, University Police officers are not in uniform during class, they must keep their weapons concealed. Any other use or possession of dangerous weapons or firearms on campus must be authorized by University Police.

Maintenance and Inventory of Equipment

The department chairperson or administrative department head is responsible for the care, maintenance, and systematic inventory of all equipment assigned to the department, but in some instances, he/she may delegate responsibility for certain equipment to other faculty or staff members who use it frequently. All property is inventoried each year. All faculty and staff members are expected to report to their department head any equipment which is in disrepair or missing. No University equipment may be used by non‑University groups or individuals except in accordance with established policies governing such requests, which require approval of the department chairperson or administrative department head and the President (or the Vice President for Financial Affairs acting for him). Request forms for this purpose are available from the Financial Affairs Office.

(For further information, consult the Property Control Manual   and the official statement of “Policies and Procedures for Use of the University of West Alabama Facilities and Equipment by Private Groups and Individuals,” both of which are available in departmental offices.)

Communicable Diseases

Students are responsible for notifying the Office of Student Life if they contract a communicable and/or contagious disease which presents a significant degree of health risk to other members of the University community. The University Board of Trustees has adopted as the official University policy on dealing with the “AIDS” problem the policy statement recommended by the American College Health Association. This policy statement is available in the Office of Student Life.

Drug Abuse Policies

In accordance with the Drug‑Free Workplace Act of 1988 and the Drug‑Free Schools and Communities Act Amendments of 1989, The University of West Alabama has an official policy on maintaining a drug‑free community and work place. The policy clearly states that the University of West Alabama will not tolerate the use of illegal drugs by members of the University community and establishes sanctions to be taken against students, faculty, or staff members involved with illegal drugs or with the abuse of legal medication or alcohol. The policy further requires the distribution to all members of the University community of a description of the sanctions under local, State, and federal law relating to the use and/or abuse of illicit drugs and alcohol and a list of available drug counseling, rehabilitation, and assistance programs in the area.

In addition, the policy requires that any full‑time or part‑time employee who is working under a federal grant must sign a statement certifying that he/she will, as a condition of employment under the grant, abide by the University policy statement on a drug‑free environment and will notify the University of West Alabama of any criminal drug statute conviction, guilty plea, or nolo contendere plea for a violation occurring in the workplace. The University is required to take these actions in order to remain eligible for federal programs. All faculty and staff members are urged to familiarize themselves with the following policy statement and other relevant information relating to a drug‑free community.

Documents Relating to a Drug‑Free Environment Policy Statement on Maintaining a Drug‑Free Community and Workplace

The regulations implementing the Drug‑Free Schools and Communities Act Amendments of 1989 (Public Law 101‑226) require that each institution receiving federal grant funds must certify, prior to the award, that it will maintain a drug‑free workplace and community. The University of West Alabama, therefore, establishes the following policy standard:

The use of illegal drugs and the abuse of legal medication and alcohol threaten the health and welfare of members of the University community. The University of West Alabama takes pride in its members and, therefore, is committed to eliminating substance abuse among its students, faculty, and staff members both on and off campus.

The University of West Alabama hereby notifies all of its employees and students, both full‑time and part‑time, that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance by an employee or student on the University of West Alabama campus, or at any other location where the employee or student is performing official duties or representing the University of West Alabama, or performing any work pursuant to a federal grant, is prohibited.

The primary objective of the University in the area of substance abuse is prevention. Through the presentation of drug, alcohol, and other health‑related educational programs, The University of West Alabama hopes to inform the campus community of the problems related to substance abuse. Although the University of West Alabama does not independently require drug‑testing of students involved in campus activities, the University supports and agrees to comply with drug‑testing requirements of all applicable athletic associations in which membership is held. The Division of Nursing also has additional requirements related to substance abuse and detection, including mandatory testing. The University supports these additional policies applicable to Nursing students. For students, faculty, and staff members who recognize that an abuse problem exists, counseling and/or referral services will be made available. It is hoped that all substance abuse problems can be handled at the counseling level; however, it is the responsibility of the individual to seek help prior to disciplinary action or criminal apprehension or prosecution, as well as to conduct himself/herself in accordance with federal, State and local law whether or not on the campus of the University of West Alabama.

The use of illegal drugs will not be tolerated by the University of West Alabama. Members of the University community apprehended for or convicted of substance abuse will be subject to appropriate University action. Indicators of abuse, such as arrest for driving under the influence of alcohol (DUI) or possession of illegal drugs, will serve as reasonable cause for disciplinary action, whether or not a criminal conviction is ultimately obtained. Those convicted of substance abuse will be subject to disciplinary action and criminal prosecution by the appropriate authorities. Any violation of this policy by an employee or student will render the employee or student subject to disciplinary action (consistent with federal, State or local law), including, but not limited to, expulsion or immediate termination of employment. The University may also require the employee or student to complete a drug rehabilitation program. The University of West Alabama will fully cooperate with law enforcement authorities in the investigation or prosecution of any criminal violations and may refer any suspected violations to these authorities for prosecution. At all times, members of the University community remain responsible for conducting themselves in accord with federal, State, and local law. Substance abuse is counter to the educational mission of the University of West Alabama. This policy of prevention, counseling, and discipline will serve as a catalyst to discourage abuse by members of the University community.

The University of West Alabama has implemented a drug‑free awareness program. The statement above, setting forth the University’s policy of maintaining a drug‑free workplace and community and the penalties that may be imposed upon employees for drug abuse violations occurring in the workplace and community, is a part of this program, but the University also distributes annually to all employees:

1. Information on the dangers of drug abuse in the workplace and community.
2. Information on the legal sanctions under local, State, and federal law for unlawful possession, use or distribution of illicit drugs and alcohol.
3. Information on available drug counseling, rehabilitation, and employee assistance programs in the area.
    

Further, each employee and student who is employed under a federal grant will be given a copy of this policy statement and will sign a statement certifying that the employee or student will, as a condition of employment under the grant:

1. Abide by the terms of this policy statement on a drug‑free workplace, and
2. Notify the University of West Alabama of any criminal drug statute conviction, guilty plea, or nolo contendere plea for a violation occurring in the workplace no later than five days after such conviction.
    

Upon receiving such notification from an employee or otherwise receiving actual notice of such conviction, the University of West Alabama will:

1. Within ten days, notify the agency responsible for the grant, and,
2. Within thirty days, take appropriate personnel action against any employee who is so convicted, up to and including termination; and/or require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, State, or local health, law enforcement, or other appropriate agency.
    

The University of West Alabama hereby affirms that it will make a good faith effort to continue to maintain a drug‑free workplace and community through implementation of the policies and procedures stated above. Further, a biennial review of the program will be conducted to determine its effectiveness and uniform application.

This Policy Statement is published pursuant to the Drug‑Free Workplace Act of 1988, and the Drug‑Free School and Communities Act Amendments of 1989.

Laws Relating to a Drug-Free Community

Alabama Law

The unlawful distribution of a controlled substance (including marijuana, cocaine, “crack,” heroin, LSD and PCP) is punishable by imprisonment (two to twenty years) and a fine (up to $10,000).

The unlawful possession of a controlled substance is punishable by imprisonment (one to ten years) and fine (up to $5,000). Possession of marijuana for other than personal use is punishable by imprisonment (one to ten years) and fine (up to $5,000).

The unlawful possession of marijuana for personal use is punishable by imprisonment (up to one year) and fine (up to $2,000).

Distribution of a controlled substance to a person under eighteen years of age is punishable by imprisonment (ten to ninety-nine years) and fine (up to $20,000).

Drug trafficking is punishable by imprisonment and fine depending upon the specific controlled substance and its quantity. For example, the sale of between 2.2 to 100 lbs. of cannabis is punishable by three years imprisonment and a fine of $25,000.

The unlawful sale of a controlled substance within a three‑mile radius of the University of West Alabama is also punishable by five years imprisonment without probation, in addition to any other penalties otherwise provided for by law. This list is far from exhaustive.

The purchase or consumption of alcohol by a person under twenty-one years of age is punishable by imprisonment (up to 30 days) and fine (between $45 to $100). The sale of alcohol to a minor is punishable by imprisonment (up to three months) and fine ($50 to $500). A first conviction for DUI is punishable by imprisonment (up to one year) and fine ($250 to $1,000) and also results in a ninety‑day driver’s license suspension.

City of Livingston

A crime punishable by the State of Alabama is also punishable by the City of Livingston by imprisonment (up to six months) and fine (up to $500). A DUI conviction is also punishable by imprisonment (up to one year) and fine (up to $5,000).

Federal Law

Federal law also prohibits the manufacture, distribution, sale, or possession of controlled substances. The specific prison term or fine varies with the particular substance, the quantity involved, and whether death or bodily injury results. For example, the sale of LSD (one gram or more), cocaine (five grams or more) or PCP (ten grams or more) is punishable by imprisonment (five to forty years) and fine (up to $5,000,000). The minimum prison term is twenty years if death or bodily injury results. Simple possession of a controlled substance is punishable by imprisonment (up to one year) and a minimum fine of $1,000. The Attorney General of the United States may also fine a person convicted of possession up to $10,000.

Distribution of a controlled substance to a person under age twenty-one is punishable by imprisonment and fine up to twice that otherwise authorized by law, with a minimum prison term of one year. The distribution of a controlled substance on or within one-thousand feet of the University of West Alabama is also punishable by imprisonment and fine twice that otherwise authorized by law, with a minimum prison term of one year. Employing a person under 18 years old in distributing a controlled substance is also punishable by imprisonment and fine twice that otherwise authorized, with a minimum prison term of one year. A conviction may also result in a forfeiture to the United States government of any property or proceeds resulting from the crime. The federal government may also deny certain federal benefits for a period of up to five years.

This notice is published pursuant to the Drug-Free Workplace Act of 1988, and the Drug-Free Schools and Communities Act Amendments of 1989.

Available Drug Counseling, Rehabilitation, and Employee Assistance Programs in the Area

Local Programs

Other Area Programs

Policy on Non-Discrimination

The University of West Alabama is committed to providing an educational and employment environment free of harassment and other forms of discrimination on the basis on Race, Religion, Hearing status, Personal appearance, Color, Sex, Pregnancy, Political affiliation, Religion, Creed, Ethnicity, National origin (including ancestry), Citizenship status, Physical or mental disability (including perceived disability), Age, Marital status, Sexual orientation, Gender identity, Gender expression, Veteran or military status, Predisposing genetic characteristics, Domestic violence victim status, or any other protected category under applicable local, state, or federal law, including protections for those opposing discrimination or participating in any grievance process on campus, with the Equal Employment Opportunity Commission, or other human rights agencies. University policies relating to harassment and/or discrimination are published and are accessible on the University’s web page.

The University has designated a Title IX Coordinator who oversees implementation of the University’s Policies and Procedures on Equal Opportunity, Harassment, and Nondiscrimination. The University’s Title IX Coordinator is Byron Thetford, Brock Hall 202 (Station 61), Livingston, AL 354740, bthetford@uwa.edu, 205-652-3435.

Any person may report harassment, discrimination, sex discrimination, including sexual harassment, in person, by mail, telephone, or email, using the contact information listed above for the Title IX Coordinator. Such a report may be made at any time (including during non-business hours) by using the telephone number, email address, or by mail to the office address, listed above for the Title IX Coordinator. For the University’s Policies and Procedures Regarding Equal Opportunity, Harassment, and Nondiscrimination, please visit www.uwa.edu/titleix.

Title IX and Sexual Harassment

Statement on Collegiality

Collegiality is an essential element for achieving a positive and productive atmosphere at the University of West Alabama. A collegial spirit entails mutual understanding, respect, and trust and promotes dialogue that will best serve the interests of the University community as a whole and successfully promote the University’s mission.

In a collegial environment, each member of the university community should

• Promote a collaborative culture;
• Participate in consensus-building problem solving;
• Support group decisions or disagree with them in a constructive manner;
• Appreciate opposing viewpoints and individual diversity within and outside the department and college;
• Work within the University’s organizational structure in conflict resolution; and
• Adhere to the principles of intellectual freedom.

Affirmative Action Statement

The University of West Alabama is an equal opportunity/affirmative action employer. The policy of the University is to dedicate itself to the principle of affirmative action and nondiscrimination.

University publications targeted toward the recruitment of students, faculty and staff should include the following statement:

The University of West Alabama does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services.

There are exceptions to inclusion of the affirmative action statement in publications used internally and other publications in which the statement may not be appropriate. Any questions regarding whether a publication should carry the statement should be directed to the Affirmative Action Officer (Provost).

Americans with Disabilities Act

The University of West Alabama strives to make its programs accessible to qualified persons defined as disabled under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act. Students who have special needs that require accommodations are responsible for notifying instructors in each course in which they are enrolled and appropriate staff members. The faculty or staff member will notify the ADA Compliance Coordinator in writing of the student’s request and direct the student to the Coordinator. Following verification of the student’s status, the ADA Compliance Coordinator will work with the instructor or staff member in implementing an appropriate plan for accommodation of the student’s needs. Support documentation of special needs from a physician or other qualified professional will be required if deemed necessary.

For additional information, students should contact the ADA Compliance Coordinator in the Office of Student Affairs, Webb Hall 311, (205) 652-3581 or the Student Success Center, Foust Hall 7, (205) 652-3651.

Tobacco Use Policy

The University of West Alabama is committed to providing a safe and healthy environment for its employees and students. Furthermore, it is the University’s policy to comply with all applicable federal, state and local regulations regarding tobacco use in the workplace and to provide a work environment that promotes productivity and the well-being of its employees. Because of the serious health and sanitary hazards associated with the use of tobacco and with exposure to second-hand smoke, the University has implemented the following policy.

The use of tobacco in any form (cigarettes, e-cigarettes, cigars, chewing tobacco, pipes, water pipes, snus, snuff, etc.),  is prohibited in classrooms, lecture rooms, laboratories, offices, residence halls, campus apartments, the Student Union Building, the cafeteria, auditoriums, warehouses, attics, storage areas, elevators, libraries, gymnasiums, shops where woodworking is in process, University motor pool vehicles, posted areas, and any other areas where receptacles for discarded tobacco materials are not available. In all other buildings, any areas not designated as tobacco use areas are presumed to be non-tobacco-use areas.

Additionally, all areas within twenty-five feet surrounding any University facility are designated non-tobacco-use areas. In making such designation, the University considers the following exterior locations non-tobacco-use areas: entrance doors, covered breezeways, ventilating and air conditioning intake vents, and windows.

Any violation of this policy by a University employee shall result in disciplinary action according to established UWA disciplinary procedures up to, and including, discharge. A violation of this policy by a student constitutes non-academic misconduct, and the student will be subject to established disciplinary action.

Violations of this policy are to be reported through the appropriate administrative channels, and it is the responsibility of the dean, director, or other chief administrative officer to enforce the policy in those buildings or portions of buildings under his/her control. 

The University periodically provides information on the effects of tobacco use and on tobacco cessation programs to its employees and its students.   

                                                                                                Rev. July 21, 2005; February 9, 2007; November 7, 2012

Copyright Policies

Music

The Copyright Revision Act of 1976 (P.L. 94-553) made significant changes in the copyright law of the United States as it relates to universities and other educational institutions. Among these are changes relating to the performance of copyrighted music on the campus which are of special importance to music faculty, as well as to others who have responsibility for musical performances on campus by University groups or by persons brought in for this purpose. These aspects of the law, however, are largely covered by a general licensing agreement which the University has entered into.

Video Recordings

Faculty members, if not especially careful, may come in conflict with the copyright law as it relates to video recordings. Although this is a complicated area where a faculty member should always check carefully into the legalities whenever there are questions, several general principles appear to be established:

• A television program may not be recorded at home and used at school. Home taping must be for home use only.
• A video recording rented from a video store and marked for “Home Use Only” may not be shown at school.
• A video recording which the University has purchased may be used only for face-to-face instruction by an individual teacher, not for entertainment, unless a public performance license has been obtained.
• Off-air recordings made on the University campus from programs that are provided to the general public at no charge are permissible only under specific limitations, including:
• The program must be at the specific request of an individual teacher or teachers and is not to be used by others.
• The recording can be shown to students, within ten class days after the broadcast date, no more than two times, the second showing being only for instructional reinforcement.
• The video recording must be destroyed within forty-five calendar days after the broadcast date. Any use of the recording after the ten consecutive class days and prior to the end of the forty-five calendar days may be only for teacher evaluation purposes.
• Faculty and staff members should note that no off-air recording may be stored permanently unless the University purchases a license for the videotape from the copyright holder.

Photocopying

The aspects of the new copyright law which most frequently confront the typical faculty member are those which deal with the photocopying of copyrighted materials. Listed below is a summary of some of the most important implications of the law in this field for faculty members and for the Library:

A faculty member may not:

• Make multiple copies of a work for classroom use if it has already been copied for another class in the same institution.
• Make multiple copies of a short poem, article, or essay from the same author more than once in a class term, or make multiple copies from the same collective work or periodical issue more than three times a term.
• Make multiple copies of works more than nine times in the same class term.
• Make a copy of works to take the place of an anthology.
• Make a copy of “consumable” materials, such as workbooks.
   

A faculty member may:

• Make a single copy, for use in scholarly research, or in teaching, or in preparation for teaching a class, of the following:

  1. A chapter from a book.
  2. An article from a periodical or newspaper.
  3. A short story, short essay, or short poem, whether or not from a collected work.
  4. A chart, graph, diagram, drawing, cartoon, or picture from a book, periodical, or newspaper.
      

• Make multiple copies for classroom use only, and not to exceed one per student in a class, of the following:

  1. A complete poem, if it is less than 250 words and printed on not more than two pages.
  2. An excerpt from a longer poem, if it is less than 250 words.
  3. A complete article, story, or essay, if it is less than 2,500 words.
  4. An excerpt from a prose work, if it is less than 1,000 words or 10 percent of the work, whichever is less.
  5. One chart, graph, diagram, drawing, cartoon, or picture per book or periodical.

A faculty member who wishes to copy material not allowed within these guidelines must obtain written permission from the copyright owner.

Computer Software

According to U.S. copyright law, unauthorized reproduction of software is a federal offense. Offenders can be subject to civil damages of as much as $100,000 per title copied, and criminal penalties, including fines (up to $250,000 per work copied) and imprisonment (up to five years per title copied). UWA specifically forbids the unauthorized duplication of copyrighted software. UWA purchases licenses for the use of copies of computer software from a variety of outside companies. However, the University does not own the copyright to this software or its related documentation, and except for a single copy for backup purposes or unless expressly authorized by the copyright owner(s), it does not have the right to reproduce it for use on more than one computer unless the license is for multiple use.

The University shall use the software on local area network only in accordance with the license agreement. Any University employee or student who knowingly reproduces, acquires, or uses unauthorized copies of computer software licensed to UWA or who places or uses unauthorized software on University premises or equipment shall be in violation of University policy. University employees and students should report any misuse of software or related documentation within the University to the Director of Information Technology.

Software Approval Policy 

1. Purpose

The purpose of this Software Approval Policy is to ensure the security, compatibility, and integrity of the University of West Alabama’s data systems through the controlled procurement and implementation of software and cloud-based services. This policy aims to safeguard sensitive data and ensure that all software acquisitions align with the University’s technological infrastructure and strategic goals.

1. Scope

This policy applies to all employees within the University of West Alabama who are involved in the procurement, acquisition, or implementation of institutional software or cloud-based systems, excluding any departments or divisions specifically exempted by University policy.

1. Definitions

Cloud Service: A service or software application hosted on a third-party provider’s servers, rather than on servers directly controlled by the University of West Alabama.

Vendor: A business, company, or individual that provides software or cloud services to the University. Vendors are external entities that develop, supply, or host software applications and services utilized by the University for various operational, academic, or administrative functions. This term encompasses entities responsible for the sale, licensing, or provision of software and cloud-based solutions, including those offering support and maintenance services.

1. Policy Guidelines

1. Pre-Approval Process - All institutional software and cloud services acquisitions must be pre-approved by the Director of Information Technology. This includes software or services that are:

1. Intended to process or store any University data, including but not limited to financial, medical, student, faculty, or staff data.
2. Required to process credit/debit card transactions and bank information.
3. Necessary for integration with other institutional systems (e.g., Colleague).
4. Utilizing data transferred from another institutional system.
5. Using credentials authenticated by an institutional directory service (e.g., Active Directory, LDAP, Single Sign-On).
6. To be made generally available to students, faculty, and staff.
7. To be made available to the general public as part of a University-supported program or activity.
8. Requiring installation or implementation assistance from the Department of Information Technology (I.T.).
9. Expected to require ongoing support from I.T.

1. Vendor Assessment - Vendors must comply with the University’s Written Information Security Policy.

1. Procedures - To initiate the software approval process:
   1. University employees must start the approval process by completing the Software Approval eForm.
   2. Once approved, employees must submit contracts and legal agreements for software or cloud services to the University’s in-house attorney.

To align with our commitment to operational excellence and efficient use of technology, we highly recommend that departments and units contemplating the acquisition of new or updated software solutions engage in thorough process mapping (Rapid Improvement Event) prior to making a purchase. This proactive step is advised to identify and eliminate any inefficiencies, ensuring a deep understanding of internal workflows. By doing so, we aim to enhance our ability to articulate clear requirements and evaluate the potential of proposed software solutions to streamline processes, reduce waste, and improve overall efficiency. This approach is not mandated but strongly encouraged, as it aligns with our strategic goals of optimizing resources and leveraging technology effectively for the betterment of our University community.

1. Enforcement

Acquisitions of software or cloud services that bypass this approval process will not be authorized for purchase or implementation within the University of West Alabama.

Progressive Discipline Policy

Purpose

University of West Alabama’s (UWA) Progressive Discipline Policy and Procedures are designed to provide a structured corrective action process to improve and prevent a recurrence of undesirable employee behavior and performance issues.

Outlined below are the steps of UWA’s progressive discipline policy and procedures. UWA reserves the right to repeat, combine, or skip steps depending on the facts of each situation and the nature/severity of the offense. Some of the factors that will be considered are whether the offense is repeated despite coaching, counseling, or training; the employee’s work record; and the impact the conduct and performance issues have on the organization. Whenever possible, oral and/or written warnings, with sufficient time for improvements, shall precede formal discipline.

Nothing in this policy provides any contractual rights regarding employee discipline or counseling, nor should anything in this policy be read or construed as modifying or altering the employment-at-will relationship between UWA and its employees.

Procedure

Step 1: Counseling and verbal warning

Step 1 creates an opportunity for the immediate supervisor to bring attention to the existing work-related issue. The supervisor should discuss with the employee the nature of the problem or the violation of policies and procedures. The supervisor is expected to clearly describe expectations and steps the employee must take to improve his or her performance or resolve the problem.

Within five business days, the supervisor may prepare written documentation of the verbal counseling. The employee will be asked to sign this document to demonstrate his or her understanding of the issues and the corrective action. This step may be repeated. 

Step 2: Written warning

The Step 2 written warning involves more formal documentation of the work-related issues and consequences.

During Step 2, the immediate supervisor, after consultation with Human Resources, will meet with the employee to review any additional incidents or information about the work-related issues as well as any prior relevant corrective action plans. The supervisor will outline the consequences for the employee of his or her continued failure to meet performance or conduct expectations.

A formal performance improvement plan (PIP) requiring the employee’s immediate and sustained corrective action may be issued within five business days of a Step 2 meeting. The written warning may also include a statement indicating that the employee may be subject to additional discipline, up to and including termination, if immediate and sustained corrective action is not taken.

Step 3: Suspension and/or final written warning

Step 3 involves providing the employee with final written warning, if one has been previously given, or suspending that employee.  Some work-related incidents are so problematic and harmful that the most effective action may be the temporary removal of the employee from the workplace. When immediate action is necessary to ensure the safety of the employee or others, the immediate supervisor may suspend the employee pending the results of an investigation.

Suspensions that are recommended as part of the normal sequence of the progressive discipline policy and procedures must have prior approval from HR.

Depending on the seriousness of the infraction, the employee may be suspended with or without pay in full-day increments consistent with federal, state and local wage and hour employment laws.

Step 4: Recommendation for termination of employment

The last and most serious step in the progressive discipline process is a recommendation to terminate employment. Generally, UWA will try to exercise the progressive nature of this policy by first providing warnings, issuing a final written warning, or suspending the employee from the workplace before proceeding to a recommendation to terminate employment. However, UWA reserves the right to combine and skip steps depending on the circumstances of each situation and the nature of the offense. Furthermore, employees may be terminated without prior notice or disciplinary action.

The supervisor’s recommendation to terminate employment must be approved by Human Resources (HR), prior to any action taken.

Hearings Process

Employees will receive notice and have the opportunity to present information to dispute the information used to issue disciplinary action prior to any formal disciplinary action taking place. The purpose of this process is to provide insight into extenuating circumstances that may have contributed to the employee’s performance or conduct issues while allowing for an equitable solution.

Performance and Conduct Issues Not Subject to Progressive Discipline

Behavior that is illegal is not required to proceed through the steps of progressive discipline and may result in immediate termination. Such behavior may be reported to local law enforcement authorities.

Similarly, theft, fighting, substance abuse, and intoxication while on the job, and other acts of violence at work are not required to proceed through the steps of progressive discipline and may be grounds for immediate termination.

Documentation

The employee will be provided copies of all progressive discipline documentation, including all PIPs. The employee will be asked to sign copies of this documentation attesting to his or her receipt and understanding of the corrective action outlined in these documents.

Copies of these documents will be placed in the employee’s official personnel file.

Impact of Written or Final Progressive Discipline Warning

Annual Increase/Merit Raise- Employees on a Progressive Discipline Warning or a PIP are not automatically eligible for an annual across-the-board or merit pay increase.  At the supervisor’s discretion and in consultation with HR, a salary increase for an employee who has been on a Disciplinary Warning or a PIP may be considered provided they have significantly met and sustained performance expectations.

Benefits and Privileges

Insurance

The University of West Alabama provides health insurance, term life insurance, and disability income insurance on each faculty and staff member without cost to the employee. Each new faculty and staff member must fill out the appropriate insurance forms and submit them to the Financial Affairs Office in order to be covered by the various insurance programs. Any questions about the basic insurance coverage or the optional coverage available should be addressed to the Supervisor of Payrolls, Insurance, and Personnel in the Financial Affairs Office. The various insurance programs are summarized below.

Medical Insurance

The University of West Alabama provides comprehensive health insurance for all full-time employees through a group policy. The University pays the monthly premium for each faculty and staff member, and employees may obtain coverage for their dependents through payroll deduction. Details of the coverage are available in the Financial Affairs Office. Employees who are eligible for Medicare are insured under the policy for certain benefits not provided through the Medicare program. Employees who retire from service at the University may continue their medical insurance coverage without further medical examination through the Teacher’s Retirement System’s group plan.

A surviving dependent of a University employee has the privilege of continuing health insurance coverage under the group policy for a period not to exceed eighteen months or until other coverage can be obtained, whichever comes first, according to the COBRA law. Full-time employees leaving active employment at the University of West Alabama due to resignation or completion of their contract may also qualify for continued health insurance coverage.

Dental Insurance

The University of West Alabama provides dental insurance for all employees through a group policy. The University pays the monthly premium for each faculty and staff member, and dependent coverage can be obtained through payroll deduction. Details of the coverage are available in the Financial Affairs Office.

Life Insurance

The University of West Alabama provides term life insurance for each full-time employee up to the amount of his/her annual salary, not to exceed $50,000. This coverage is paid by the University.

Disability Insurance

The University of West Alabama pays the premium to provide disability income insurance coverage for all full-time employees. After an employee who has been disabled by illness or injury is unable to work for a period of sixty calendar days, the disability insurance provides an amount equal to two‑thirds of the employee’s regular salary at the time the disability began, but not more than $7,000 per month. Disability benefits continue until the employee is able to return to work or until he/she reaches the age of sixty-five. The benefits under this policy are coordinated with certain other disability benefits which an employee may receive (Social Security, Teachers’ Retirement, etc.) so that the total does not exceed the two‑thirds limit. Although an employee may not receive benefits under this policy until sixty calendar days after the beginning of the disability, those who have accumulated sick leave beyond this period may continue to receive their regular salary for a longer time under the specific terms stipulated in the University sick leave policy.

Liability Insurance

The University of West Alabama carries professional liability insurance which covers members of the Board of Trustees, faculty, and staff. This coverage provides protection against civil claims which may arise out of situations related to authorized University activities in which a faculty or staff member may be engaged, including claims resulting from certain kinds of accidents, academic decisions, personnel decisions, statements in publications, etc.

The University encourages faculty and staff members to include in their personal automobile liability insurance a rider which insures them against any type of claim that might result from their traveling in a State vehicle, since the University cannot legally provide such coverage.

Annuity Programs

The University of West Alabama Insurance Committee has approved several insurance companies for Tax-Sheltered Annuities (TSA’s), which must be paid through payroll deductions. Payroll deductions are approved, however, only for companies which have enrolled at least 20% of the faculty and salaried staff members in a program. Federal income tax is not paid on these funds at the time of the deduction, but must be paid when the funds are returned to the employee-usually after retirement. The Supervisor of Payrolls, Insurance, and Personnel can provide a list of those companies which the Insurance Committee has approved for this purpose.

Also, a plan through the Retirement Systems of Alabama, known as the RSA-1 Deferred Compensation Plan, is available to employees of the University of West Alabama. Further information and brochures on this plan can be obtained from the Supervisor of Payrolls, Insurance, and Personnel.

Retirement Program

Each full‑time employee of UWA is required to participate in the Teachers’ Retirement System of the State of Alabama, which provides one of the best retirement programs for teachers in the nation. Seven and one half percent of an employee’s salary is deducted from each payroll check for this purpose. In addition, the University pays an additional percentage into an employee’s retirement account. Under a ruling by the Internal Revenue Service, Federal income tax is not paid on the amount deducted for this purpose until it is withdrawn.

An employee who leaves UWA for a position in another State institution in Alabama retains his/her retirement account without change. An employee who leaves the State of Alabama system for a private position or for a position in another State, however, may withdraw the amount that he/she has deposited into the Teachers’ Retirement System, sometimes with a limited amount of interest, depending upon the number of years the employee has been in the system. Since the retirement account is vested in the employee after a period of ten years, a faculty or staff member who has been under the Teachers’ Retirement System for that length of time may retain the account at its current level if he/she wishes and draw benefits later upon retirement.

Anyone under the Teachers’ Retirement System may retire and draw full benefits after twenty-five years of service in the system or at age sixty with ten years of service, whichever comes first. Maximum benefits provide for monthly payments for the remainder of the life of the retired employee. The amount of the annual maximum benefit to be paid is determined by multiplying the number of years of service in the Retirement System by a factor determined by the System, which is presently .020125, and then multiplying the result by the average of the three highest annual salaries during the last ten years before retirement. A somewhat reduced benefit may be taken by the retired employee in order to provide continuing benefits after his/her death for a surviving spouse.

NOTE: The above statements regarding the retirement program summarize the University administration’s current general understanding, but faculty and staff members should know that the retirement program is administered by the Teachers’ Retirement System, a State agency, and specific information about retirement benefits can be provided only by that agency. In addition, provisions of the retirement program may be changed from time to time.

New faculty and staff members must complete the necessary Retirement System forms.

University employees are also covered by the Social Security program, and FICA and Medicare taxes are deducted from all payroll checks.

The University of West Alabama does not participate in the retirement programs of TIAA‑CREF. Generally, faculty members who come to the University from institutions having TIAA‑CREF programs may make private arrangements to continue their coverage by making monthly payments to that program, but the University does not provide for payroll deductions for this purpose.

Emeritus Status

See Chapter IV under “Faculty Personnel Policies  .”

Credit Union

All UWA employees are eligible to become members of the First Educator’s Credit Union. An employee may send funds directly to the credit union or have them sent through payroll deduction. The First Educator’s Credit Union offers a number of services, including savings accounts, vacation savings, checking accounts, money market certificates, certificates of deposit, and loans. An employee who needs information concerning the services of the Credit Union may call the toll free number, 1‑800‑264‑8031.

Tuition Remission

All full-time members of the faculty and staff are eligible immediately upon employment for remission of one-half of the University of West Alabama tuition on on-campus undergraduate, masters and education specialist courses for themselves, their spouses and their children.

After six years of full-time service- i.e., at the end of the sixth full academic year or, for those originally employed at some time other than the beginning of the academic year, an equivalent amount of time - the tuition is waived in full for on-campus undergraduate, masters and education specialist courses. This tuition remission is also available for any former full-time employee and/or the employee’s spouse and children if the employee retired after serving 25 or more years at the University.

This tuition remission applies only to the on-campus general tuition fee for undergraduate, masters and education specialist programs, student activity fee, medical fee, and audit fee, and does not affect other required fees, such as special course fees and laboratory fees.

For online courses, partial tuition remission is available. Students, however, must pay the cost of the instructor fee and any special online course fees. For more information concerning online tuition remission rates, please contact the Business Office.

For doctoral level courses, partial tuition remission is available for a limited number of full-time employees, spouses, and children per term. Tuition remission for doctoral level courses does not include other required fees, such as special course fees, lab fees, and online course and instructor fees. For information regarding space availability, please contact the School of Graduate Studies. For more information concerning tuition remission rates, please contact the Business Office.  

Individuals who qualify for both tuition remission and an institutional scholarship may accept both awards up to the point that the combination of the two covers the student’s financial liability to the University’s student accounts receivable. No cash payment will be made to the student.  

Employees who receive tuition remission for themselves, their spouses and/or children at the Master’s level or above will be obligated to continue employment at UWA for a minimum of three years, or pay back to the University the full cost of benefits received.

Individuals must apply formally to receive tuition remission. Forms for this purpose are available from the Business Office and should be completed no later than registration day of the first enrolled term.

For more information regarding financial benefits available for employees of the University of West Alabama, or the services provided, please contact the Office of Financial Affairs, Webb Hall, Room 203. (Financial benefits are subject to change without notice.)

Check Cashing

Faculty and staff members may cash personal checks at the Financial Affairs Office during regular window hours (9:00 a.m. - 3:15 p.m.) under the following policies:

1. The check must not exceed $50.

2. The check must be made payable to CASH.

3. If a check is returned by the bank because of inadequate funds, the faculty or staff member is assessed an additional charge of $30.

4. If a check is returned by the bank, the faculty or staff member’s check cashing privileges are terminated.

University Bookstore

In addition to textbooks, the University of West Alabama Bookstore sells stationery, office supplies, souvenirs, and a variety of other items, including paperback books of general interest. Faculty and staff, as well as those officially retired, receive a 10% discount on all items purchased at the Bookstore except books.

Fitness Center

With a valid paid membership, faculty and staff members and their immediate families have the privilege of using the fitness center on the campus, but should be familiar with the relevant regulations and restrictions.  The use of the fitness center by UWA faculty and staff members and their families is done at the risk of those using the facilities, and the University assumes no responsibility for any injuries or accidents that may arise from the use of the facilities.

Swimming Pool

Faculty and staff members and their immediate families may use the swimming pool at the Student Union Building during open hours, for general use.  Faculty and staff members and their immediate families are admitted on their UWA ID cards.  Any child under the age of ten must be accompanied by an adult of at least seventeen years old.  A faculty or staff member may bring a guest to the swimming pool, at the cost of $5/per person/per day.  All persons using the University of West Alabama swimming pool must obey all pool regulations and dress codes, as well as requests of the lifeguard(s) on duty.

Lake LU

Lake LU provides facilities for fishing and picnicking, as well as a nature trail.

Operation Procedures for Lake LU

Admission Charge

FISHING: $3.00 per adult, $1.00 per child under the age of 13. The University of West Alabama faculty, staff, and students are admitted free on ID card. Children under the age of 13 must be accompanied by a person 16 years of age or older.

Picnic Area

Faculty, staff, and students are admitted on ID card. Faculty and staff will be allowed to bring one other family as guest. The faculty/staff member or dependent must accompany the guest and be responsible for the conduct of the guest. All persons (including guest) will be required to sign the logbook at the Lake Manager’s Office when entering the lake area. Faculty/staff and student dependents and/or spouses should pick up a Lake LU pass from the Vice President of Financial Affairs at the Business Office from 8 a.m. until 5 p.m. Monday through Friday for identification purposes. Passes will be issued only once and will be valid as long as the person is a student or employee.

Active Alumni

Active alumni certified by the Office of Alumni Affairs may also obtain a Lake LU pass by contacting the Alumni Office. The alumni pass will be issued only to the individual alumni and does not include guest privileges. The alumni pass is valid only for fishing and picnic area use and does not cover boat rental. Retired faculty and staff have the same benefits.

Reservation of Picnic Area

Faculty, staff and students of the University of West Alabama may reserve the picnic shelters on a first come, first served basis by contacting the Lake Manager at (205) 652-9266. A rental fee of $10.00 will be assessed for the shelter for groups of 25 or less. Groups of 25 or more will be assessed $.50 per person for each person over 25. The maximum capacity for each picnic shelter is 50 people. Shelter will be reserved only for use during the posted operation hours of the park. University functions shall have priority for use of the shelters. University organizations can use the pavilion free, provided the building request form has been filled out and the proper paperwork completed with the Office of Student Life.

Hours of Operation

The hours of operation will vary depending upon the season, number of fish caught, and holidays. The hours of operation will usually follow the university calendar. The lake will be closed on all university holidays and breaks. General hours of operation are as follows:

* Dusk dark is defined as 30 minutes after sunset

If hours of operation should differ from the above hours, it will be posted at the entrance gate, as the hours are determined. Lake closings for university holidays should be posted at the Lake Office at least one week before the scheduled holiday.

Fishing

The Alabama Department of Conservation has established limits on the amount of fish that can be taken from the lake during the year. The fishing year is from July 1 to June 30 of the following year. The limit on number of fish caught will be set from time to time in order to comply with harvesting guidelines. After the total poundage of bass and bream has been harvested, the lake must be closed to fishing for the remainder of the fishing year. All Alabama residents age 16 through 64 must possess a valid Alabama Resident fishing license. All Alabama residents age 65 and older have no license requirements but must show ID as proof of age. All Alabama non-residents 16 years of age or older must possess a valid Alabama non-resident fishing license. The license must be presented to the Lake Manager to obtain a fishing permit. Persons fishing with a cane pole only and living in Sumter County do not have to possess a fishing license, but must show ID to prove the county of their residence. Minors under age 13 must be supervised by a person 16 years of age or older.

Swimming

No swimming will be allowed at any time in the Lake.

Boats

The University has available 12 flat‑bottom fishing boats for rental at $5.00 per day. Students, faculty, and staff of the University of West Alabama can rent a boat for $3.00 per day.  All occupants of boats must wear adequate Coast Guard‑approved life jackets (PFDs) when renting the boats. Vests and paddles may be rented at the Lake Office for $1.00 each.  The vest and paddle rental fees are waived for all UWA students, faculty, and staff.  Small canoes or small aluminum Jon boats (non-motorized) will be allowed for pleasure riding if the owner can carry the craft to the water. There is a $3.00 permit cost to launch your own personal boat.  All applicable boating laws of the State of Alabama apply to personal boats.  No boat ramping from a trailer will be allowed. No gasoline engines will be allowed in the lake. One battery electric trolling motor not to exceed 2-horsepower will be allowed to be used on rental fishing boats.  Operators of small kayaks, canoes and paddleboards are required to wear their personal floatation devices (PFD) at all times they are on Lake LU.  These operators are also required to pay the $3 boat launch fee.

1. Boats cannot be transferred from one party to another.
2. Boats shall not be rented to individuals under sixteen years of age.
3. After returning a rented boat, the user shall clean the boat of any litter and the litter should be placed in a receptacle provided at the boat launching area.
4. Boats shall not be used as diving platforms. (No swimming allowed)
5. Any other State rules and regulations applying to the use of boats shall also apply to the use of Lake LU boats.
6. Boats must be returned to the designated boat area.

Instructional Use

The lake may be used for instructional purposes as requested. Requests should be submitted to the Vice President for Financial Affairs who will forward the request with his recommendations to the Business Office for approval and scheduling. 

Additional Regulations

• All anglers must stop at Lake Office upon leaving and allow Lake Manager to county and weigh all fish that are being removed from the lake.
• Fisherman must carry their gear from the parking area to the boat area. No parking on the grass!
• Boats are issued on a first come, first served basis. There are no boat reservations.
• Littering is not allowed in any form.
• No live bait is allowed except for worms and crickets.
• No marking of fish beds.
• Handicapped parking on grass versus handicap parking spaces is allowed only to severely handicapped persons. Handicapped persons who need to park on the grass must first get permission from the Lake Manager.
• No alcoholic beverages are allowed.
• No profanity allowed.
• No loud or disturbing music is permitted.
• Occasionally the University’s Biology Department requests a boat for aquatic studies which is issued at no charge.

Tennis Courts

The University of West Alabama tennis courts may be used by faculty and staff members, their families, and their guests on a “first‑come” basis. Because of the limited number of tennis courts, however, priority in use is given to scheduled tennis classes.

Gymnasium

Pruitt Gymnasium may be used by faculty and staff members and their families for recreational purposes when available. Persons desiring to use the gymnasium on a weekday during the hours of 8:00 a.m. - noon, while the University is in session, should consult the Chairperson of the Department of Physical Education and Athletic Training. The Athletic Director is responsible for scheduling the gymnasium after noon on weekdays, during weekends, and when the University is not in session.

Volleyball and Racquetball Courts

The University of West Alabama volleyball and racquetball courts may be used by faculty and staff members, their families, and their guests on a “first-come” basis.

NOTE: Facility passes for faculty and staff members may be obtained through the Office of Student Life.

Athletic Training and Sports Medicine Center

The Athletic Training/Sports Medicine Staff and Athletic Training Room are available as a service to the faculty, staff and students. Services included are athletic injury prevention, evaluation, management and referral, treatment, rehabilitation, and education. These services exist primarily for the varsity athletic program but are available upon request by the University community and students. There is generally no charge for the service unless supplies and equipment are used. Faculty, staff and students desiring the use of these services should make arrangements with the Director of Athletic Training and Sports Medicine or one of the staff athletic trainers. The Athletic Training and Sports Medicine Center is located in Homer Fieldhouse, Room 216.

Athletic Tickets

All faculty and staff are issued a complimentary season pass upon request for the year in September. Family passes may be purchased at a low fee for immediate members of an employee’s family at the Athletic Director’s Office. These passes provide admission without further charge to all University athletic events on campus except those sponsored by other organizations and those tournament events which are controlled by the athletic conference or another agency.

In addition, faculty and staff members who have purchased season passes may secure reserved seats in Tiger Stadium for home football games by making payment of a specified minimum amount to the UWA Tiger Club.  Donations made to the UWA Tiger Club above the cost of benefits (i.e. tickets) are considered as a donation to the University of West Alabama and carry the same potential tax saving benefits.

Honors and Awards

William E. Gilbert Award for Outstanding Teaching

The William E. Gilbert Award for Outstanding Teaching, consisting of a cash stipend and a plaque, was established in memory of William E. Gilbert, Associate Professor of History at the University of West Alabama from 1970 until his death in 1977, through a gift from his father, the late William L. Gilbert of Geiger, Alabama, and other members of the family.

Prior to joining the University of West Alabama faculty, Mr. Gilbert taught history at Jacksonville State University for fourteen years. The recipient of the William E. Gilbert Award is chosen from among faculty members who have been nominated by their students.

The final selection is made by a committee appointed by the Student Government Association from those students nominated by the deans. The student committee, under the guidance of a faculty advisory board, bases its selection solely upon the faculty member’s performance as an outstanding teacher, one who has demonstrated excellence in the classroom through diligence, effectiveness, and outstanding conduct of classes. The William E. Gilbert Award is presented at Commencement.

The Loraine McIlwain Bell Trustee Professorship, Professional Staff and Support Staff Excellence Awards

The Loraine McIlwain Bell Trustee Professorship award is established to honor excellence in teaching/advising, scholarly/creative activities, and leadership/service to the University among full-time faculty members. The Professional Staff and Support Staff Excellence Awards are established to honor loyalty, leadership, and service to the University among full-time staff members. A committee comprised of faculty members representing each of the four colleges and the Division of Nursing, staff members representing the various departments of the University, and two members of the UWA Board of Trustees is responsible for screening the nominations and for requesting, at its discretion, certain information from those nominated. The recipients of the awards are announced at a Board meeting and formally introduced, respectively, as the Trustee Professor(s), Professional Staff and Support Staff Excellence award recipients. The award is for one year and consists of a plaque and a cash stipend.

The Nellie Rose McCrory Service Excellence Award

The Nellie Rose McCrory Service Excellence Award is presented each year to a member of the UWA faculty who has demonstrated distinguished service in the UWA region and beyond, including institutional, professional, community, and general public service that enhances the quality of life of the citizens that the University serves and brings honor and distinction to the University.  This award is accompanied by a plaque and a one-time cash stipend.  The recipient is acknowledged at the December meeting of the Board, the August Faculty/Staff Meeting, and Fall Commencement.

The Distinguished Professorship

The Distinguished Professorship is a limited-term title conferring honor upon a tenured faculty member of full professor rank judged worthy of special recognition for having achieved a high level of distinction in teaching, scholarship/creative activity,  and service, with particular excellence in at least two of the three fields. The faculty member so honored holds the honorary title of Distinguished Professor for a three-year period, and the title appears in all University publications in which the faculty member is listed during that period. The title is accompanied by a salary supplement distributed over the three years during which the professor holds the title of Distinguished Professor. A Distinguished Professor is recognized with a medallion and plaque at the first Commencement after he or she has been selected.   Faculty members are nominated for a Distinguished Professorship by their Department Chairperson, although other faculty may initiate a nomination via the Chairperson.

General Personnel and Student Relations

Official Communication with Students

Insofar as possible, announcements of general interest to students should be sent by email or posted on Blackboard. On occasion, professors may be requested to make announcements in class, but they are not expected to do so unless the request comes from the President, the Provost, or one of the deans.

Other communication with students should be accomplished through email, post or by telephone whenever possible. When these methods fail or when it is not feasible to reach a student in these ways, a professor may be requested to deliver a message to a student in class. If a considerable list of students is involved, professors should be given written notes when feasible. Except in an emergency situation, any request (other than one from the President) for a student to be sent from a class or to be excused from a class should be handled through the office of the student’s dean or through the Office of the Provost. In all situations, including emergencies, an effort should be made to avoid embarrassing a student in the presence of the other class members.

Policy on Procedures for Communicating with Students

Although communicating with students can usually be more easily accomplished through the usual mail channels, there are occasions when a faculty or staff member needs to communicate directly with a student. In these instances, the following procedures should be followed:

1. The faculty or staff member should check with the Registrar’s Office for the necessary information-class schedule, telephone number, or whatever is needed.
2. If it appears that the most feasible way to get a message to a student is to ask a professor to deliver the message in class, the faculty member or a staff member from one of the major administrative offices should contact the professor directly, provided the message does not involve the student’s missing a class.
3. Except in an emergency situation, any requests (other than those from the President) for a student to be sent from a class or to be excused from a class should be handled through the office of the student’s
4. dean or through the Office of the Provost.
5. The Office of Student Affairs will assist in locating students when it is not feasible or possible to get in touch with them through their professors or other usual means.
6. Faculty members are reminded that one of the primary responsibilities of the Director of the Student Development Center is to counsel with students regarding academic problems. In some other instances-especially where absences, missed examinations, and other problems relating to class performance are involved-faculty members may find it best to ask the Director of the Center to assist in getting in touch with a student.

Student Right-to-Know and Campus Security Act

The Student Right-to-Know and Campus Security Act of 1990 (20 U.S.C.A. § 1092g) amends the Higher Education Act by imposing student consumer information requirements on all institutions, and additional requirements on institutions that award athletically-related aid.

The Act also stipulates that all post-secondary institutions will prepare records on crimes reported and arrests made on intoxication and alcohol–related matters. It further requires proactive campus policies and programs on alcohol abuse, the reporting of results of student disciplinary proceeding to alleged victims, notification of how to report a crime and who will respond to the student’s report, campus safety policies and preventive security measures. UWA supports the intent of this act and has taken steps to adhere to its guidelines. Information relative to this requirement is available in the University publications Campus Security Information and Student Right-to-Know Act.

Administrative Grievances

From time to time students may have questions and/or concerns regarding administrative policies or operations. These questions may involve areas such as financial aid, housing, or student life. Generally, there are logical explanations for situations, and usually most questions can be resolved in an informal manner through discussion with the individual or office involved. In instances where a student raises a question about a non-academic policy or decision (academic matters fall under the Academic Grievance policy), the affected staff member should respond constructively, explaining the situation as carefully as possible and checking to be sure that no error has been made. If it is not possible to resolve a matter through discussion, a student may appeal for further consideration by voicing the concern to the Office of the Vice President for Student Affairs (VPSA). Again, in most instances, concerns can be resolved through discussion, interaction and possibly intervention on behalf of the VPSA but when this is not possible, the student can formalize his appeal in writing to the VPSA and ask for consideration by the Student Life Committee to resolve the matter officially. This policy is intended to ensure that the student is given fair and equitable consideration in any matter that may arise and complies with state and federal regulations.

Responsibilities Under the “Buckley Amendment”

The Family Educational Rights and Privacy Act of 1974 (20 U.S.C.A. § 1232g), also known as the “Buckley Amendment,” allows college students access to their official University records and also restricts the circumstances under which a faculty member or other University personnel may provide information about individual students to others. The right of access to official records applies not only to the official academic record, but also to the student files in the Registrar’s Office, placement files, and other official University files on individual students. In general, the only items in these files for which a student’s access is restricted are financial information supplied by his/her parents and letters of recommendation for which the student has specifically signed a waiver of his/her right to review. Faculty members should be aware of the provisions of this law, since certain aspects of it are directly relevant to a professor’s relationship with his/her students.

If a faculty member prepares a letter of recommendation for a student (or former student) for purposes of job placement, graduate school admission, or other similar purposes, the student has the right to examine the letter at any time unless he/she has signed a statement waiving this right in regard to the specific letter. The individual faculty member is responsible for verifying whether or not the student has signed such a waiver (usually on the recommendation form or included with the request). The student also has the right to examine any other documents which a faculty member may place in his/her official files.

University personnel cannot, without the written consent of the student, disclose to others outside the University faculty and staff any information about a student except certain so‑called “directory information.” For purposes of this policy, the University’s staff includes any attorneys employed by the University. Since, under the “Buckley Amendment,” all college students, regardless of age, are considered adults and thus responsible for their own official records and files, this restriction applies even to the release of information to a student’s parents in most instances. In general, this means that a professor should not discuss a student’s grades or performance in a class with anyone outside the University unless the student has provided written authorization. The professor may, of course, verify that a student was enrolled in a particular class during a particular quarter, but little information beyond this is allowable under the law. This restriction does not apply, however, to providing information to other University officials, including other faculty members, who have legitimate educational interests. The Registrar’s Office, for example, can send copies of a student’s official record to faculty and other University officials who need it for counseling and similar purposes, but cannot send transcripts to student organizations or to anyone off the campus except upon the written request of the student.

Student Employees

Student assistants are employed in various departments of the University and are assigned to specific supervisors. As University employees, student assistants are expected to give punctual, efficient, and cooperative performance on the job. Student employees and their supervisors should be aware of the following regulations:

1. Students must work during their assigned hours and may not change those hours at their convenience.
2. Students must not use the University telephone system for personal calls.
3. Students should not be assigned to give tests or to grade major tests and examinations. Qualified student assistants may, with the approval of the department chairperson, check objective daily tests and other similar work, marking the incorrect items, but the score or grade on each paper should be entered only by the instructor.
4. Students are expected to exercise discretion in carrying out their responsibilities and not to discuss the business of their assigned areas with others outside the department.
5. Students may not bring children to their work assignments nor socialize with friends during assigned work hours.
6. Student employees are expected to dress appropriately in accordance with the dress standards established in the departments in which they work. Generally, shorts are not considered appropriate dress, and shoes are required.
7. Time cards for student employees must be kept accurately by the supervisor, signed by the student and the supervisor, and submitted on schedule.

Work‑Study Students

Most student employees are hired under the College Work‑Study Program, which is one form of financial assistance from federal funds. Work‑Study students are assigned after being interviewed by the department chairperson or department head. The student and the supervisor together develop a work schedule for the student which is satisfactory to both. Supervisors are expected to explain the job requirements and to provide training, counseling, and supervision for the students. A supervisor may dismiss a Work‑Study student from the department if the student’s performance is not satisfactory, but only the Director of Financial Aid can terminate a student from the Work‑Study Program. Any dismissal must be reported to the Director of Financial Aid in writing. (Additional information may be found in the “College Work‑Study Manual,” copies of which are in department and administrative department offices.)

Graduate Assistants

The University of West Alabama provides a limited number of stipends for graduate assistants. Graduate assistantships are authorized only in specific areas, and each graduate assistant is employed to perform specific duties. Except in unusual circumstances, graduate assistants do not teach classes other than physical education activity courses, although some do work as laboratory assistants or in other paraprofessional capacities. Graduate assistants are expected to devote approximately 20 hours per week to their assigned duties. Decisions on the persons to receive graduate assistantships are made by the Dean of the School of Graduate Studies upon recommendation of the chairperson of the department in which the assistant is to work and with the approval of the Provost. In the case of graduate assistants in the athletic program, the Director of Athletics must also approve the graduate assistants’ applications.

School of Graduate Studies

Policies for Graduate Assistantship Administration

Philosophy

Programs of graduate study are designed to transform the individual from student to professional scholar. When a graduate assistantship is well conceived and executed, it should serve as an ideal instrument to help facilitate the desired transformation. The primary goal of an assistantship, then, is to facilitate progress toward the graduate degree. Rather than interfere or conflict with the student’s educational objective, the assistantship should aid in the prompt and successful completion of the degree program. While the student assistant makes progress toward an advanced degree, he/she also receives work experience in a profession under the supervision of a faculty/staff mentor. The graduate assistant is both a student and employee. As a student, the graduate assistant is expected to perform well academically to retain the assistantship. He/she should be counseled and evaluated regularly by the mentor so as to develop professional skills. As an employee, the graduate assistant is expected to meet teaching, coaching, research, and/or administrative obligations. He/she works under the supervision of experienced faculty and/or staff and receives in-service training. In summary, the graduate assistant receives financial support for graduate study by contributing to the teaching, coaching, and/or research mission of the University. The totality of responsibility may be greater than that required of other students or staff members, but the opportunities for professional development also are greater for the graduate assistant.

The graduate assistantship should be used as a recruiting device to attract highly desired students. It can help build confidence in graduate students from diverse backgrounds as it helps them to become better professionals.

Types of Graduate Assistantships

Depending on the needs of academic units, available funds, and the qualifications of the individual graduate student, the following types of assistantships may be offered:

 Academic Assistantship

Academic graduate assistants work with students in a specific course to provide support for the faculty member in charge, and only in unusual circumstances, to teach the course in the absence of the instructor. Academic graduate students can teach academic developmental classes, which are below the 100 level, and 200-level physical education activity courses. Sometimes, graduate assistants help only in laboratory sections of lecture courses. However, in all teaching assignments, the graduate assistant works under the supervision of the department chairperson or another experienced faculty member. In consultation with the supervisor, the graduate assistant works to gain teaching skills and a better grasp of the essentials of the academic discipline.

Athletic Assistantship

A graduate student serving as an assistant coach works with a particular athletic varsity sport and is supervised by full-time coaches. His/her responsibilities are determined by the head varsity coach in the particular sport and the Athletic Director. Athletic graduate assistants cannot teach physical education activity courses.

Research Assistantship

A research assistant normally is employed by the principal investigator of a funded research project. Ideally, the assistant is assigned a range of duties, such as Library research, field work, laboratory experiences, and preparation of reports, so as to gain professional skills to complement his/her graduate program. The student’s work on a research project may lead toward a thesis and provide long‑range direction for the student’s development as a scholar. He/she should be closely supervised by a mentor.

Administrative Assistantship

An administrative assistant works with the administrative staff of the college, department, or administrative unit. The assigned duties should be relevant to his/her degree program.

Qualifications for Appointment

To be eligible for an assistantship, a student should possess an undergraduate degree with substantial work in the field involved in the appointment. He/she should complete the admission process to the School of Graduate Studies and meet all the criteria for appointment as a graduate assistant prior to the appointment. Applicants should be studying for an advanced degree in the field to which they are appointed or in a closely related field in which they have substantial background.

International students who are eligible under federal regulations may apply for an assistantship after they have completed at least one semester of graduate work at the University of West Alabama. Their knowledge of the specific field in which they may work as a graduate assistant and their command of the English language to a degree appropriate to the demands of the assignment should be evaluated thoroughly before an assistantship is awarded. Under no circumstance should an international student be employed as a teaching assistant until he/she has served a period of special apprenticeship.

Appointment Procedures

Graduate assistants are appointed by the Dean of the School of Graduate Studies on the recommendation of the department chairperson or administrative department head, and with the approval of the Provost. The official appointment letter should provide full information on the terms of the assistantship, including:

1. Title and length of appointment.
2. Amount of stipend and any other compensation where appropriate.
3. Maximum student course load.
4. Description of duties.
5. Name of supervisor.
6. Deadline for acceptance.
    

Appointment Criteria

1. Application for Graduate School received by first Monday of year prior to next academic year.
2. Application for Graduate Assistantship received by first Monday in April of year prior to next academic year.
3. G.P.A. of 2.75 on all work attempted and in the Graduate Assistant’s major academic area.
4. 40 MAT/850 GRE (Verbal and Quantitative) minimum.
    

The Criteria listed in three and four are in accordance with the policy regarding GPA and standardized test scores for unconditional admission to the School of Graduate Studies at the University of West Alabama.

Graduate assistants should meet the GPA and standardized test score minimum for unconditional admission; however, if no applicant meets these requirements, a department may hire a graduate assistant on a temporary basis for one semester, with the understanding that the assistantship may be renewed for an additional semester with the decision being made by the Dean of Graduate Studies and the applicable department chairperson.

After a graduate student has accepted an assistantship, he/she should be notified of orientation meetings and other training opportunities as soon as they are scheduled. Specific departmental policies governing graduate assistants should be given in writing and the assistant should be put in touch with the faculty supervisor prior to assuming the assistantship duties.

Length of Appointment

Graduate assistantship appointments should be made for the academic year so that both the graduate assistant and the department can plan effectively. Occasionally, under special circumstances, an appointment may be made for one semester only. In such cases, an assistant who has performed well in a short‑term appointment should be given priority for reappointment in a subsequent term over an applicant who has not been appointed previously. If a graduate assistant fulfills the conditions for reappointment, he/she should be eligible to continue for a second year while a candidate for the master’s degree.

Conditions of Service

A graduate assistant is expected to progress toward the degree while serving an apprenticeship complementary to that goal. The course load and assistantship responsibilities, thus, should form a totality that facilitates progress rather than hinders it. A graduate assistant should register for a minimum of one three- or four-semester hour course and not more than twelve semester hours of graduate course work during a given term. The specific course load should be determined in consultation with the faculty advisor or major professor. A graduate assistant should maintain a minimum 3.0 grade-point average.

Graduate assistants are not allowed to teach courses carrying graduate credit nor to enroll in the courses in which they are assigned assistantship responsibilities. A fundamental responsibility for a graduate assistant is to work closely with the supervisor in carrying out assigned duties and, at the same time, make progress toward completion of the degree program. If the student’s workload and academic program are properly coordinated, these responsibilities will be compatible. Whether working in a laboratory, classroom, office, or other setting, the graduate assistant is obligated to maintain standards of academic honesty and integrity and to report violations of these to the supervisor. The graduate assistant should keep well informed of departmental, college, and institutional regulations and follow them consistently. The graduate assistant should keep careful records of work assignments so that progress and problems can be fully documented. Since the assistantship is a temporary position, graduate assistants should keep records so that decisions can be traced, results verified, and incomplete work finished after the assistant has left the position.

If problems arise in the work assignment, the graduate assistant should seek help first from the faculty/staff supervisor. Even if the graduate assistant encounters few problems, he/she is responsible for getting the most out of the apprenticeship experience. This means that the graduate assistant, in consultation with the supervisor, should assess the work experience on a continuing basis in order to improve it. The assistant should articulate his/her goals early in the term of appointment and work with the supervisor to achieve them.

Privileges

Graduate assistants should be assigned space and equipment sufficient to carry out their assignments effectively. Graduate assistants should receive priority over other students in University housing, parking, and other privileges. They also should have the benefit of participation in graduate student organizations if they are available. In summary, they should have the privileges of graduate students generally but have additional privileges, as stated above, in recognition of the services they provide as employees of the University.

Rights

The graduate assistant should be notified in writing of all decisions that affect his/her status as an assistant. This includes advance notification of evaluation procedures and a summary of the evaluation. The graduate assistant should be notified of any complaints received by the faculty/staff mentor, department chairperson, or department head concerning his/her performance of duties. The assistant has the right to respond to such complaints and to present evidence in defense if appropriate. The burden of proof should rest with the person making the complaint.

Reappointment

Priority for reappointment should be given to those graduate assistants making progress toward completion of the degree and performing well in their assistantship duties. These criteria should be measured in specific ways announced in advance of re‑application:

1. Minimum overall grade‑point average for the current academic year of at least 3.0.
2. Favorable report of the academic advisor.
3. Formal evaluation by the faculty/staff supervisor overseeing the assistant’s work.
4. Length of time in an assistantship.
5. Length of time in the degree program.
6. Admission to Candidacy.
    

Reappointment is not automatic for graduate assistants. Final decisions are based on departmental needs, financial resources, and previous performance.

Termination of a Graduate Assistantship

A graduate assistantship may be terminated for any of the reasons listed below:

1. Failure to enroll in the School of Graduate Studies.
2. Unsatisfactory performance as determined by the chairperson of the academic unit.
3. Failure to enroll in at least four hours of graduate work.
4. Failure to maintain a G.P.A. of 3.0 on all graduate work attempted.
5. Failure to acquire candidacy.
    

Departure of Graduate Assistants

Any graduate assistant who leaves the University of West Alabama by termination, resignation, graduation or for any other cause has certain responsibilities which must be taken care of before his/her departure. These include, where applicable, the following:

1. Turning in all grades to the Registrar.
2. Turning in to the Department Chairperson all grade books and other records of individual grades and class attendance.
3. Leaving with the Department Chairperson all test papers and other graded materials which have been retained in the file for the last three academic terms that the graduate assistant has taught.
4. Returning to the Department Chairperson any departmental materials or equipment which the graduate assistant may have had in his/her custody.
5. Returning all library materials to the University’s Library and Curriculum Laboratory.
6. Turning in all University keys to the Key Control Clerk at the Physical Plant Department.
7. Clearing any financial obligations to the University.
8. Providing the Supervisor of Payroll, Insurance, and Personnel with an accurate forwarding address.
    

The departing graduate assistant must complete a Departing Graduate Assistant Clearance Form signed by the Director of the Library, the Key Control Clerk, the Comptroller, the Bookstore Manager, the Director of Dining Services, the Director of Information Technology, the Department Chairperson, and the Supervisor of Payroll, Insurance and Personnel. The form is then sent or brought to the School of Graduate Studies, Bibb Graves 122 (Station 31) for the signature of the Dean of Graduate Studies before the graduate assistant’s final salary check is released. (The Departing Graduate Assistant Clearance Form can be obtained in the Office of Graduate Studies, Bibb Graves 122.)

Sponsoring and Chaperoning Student Organizations and Activities

The extracurricular programs of the University are under the general supervision of the Office of Student Life. Each organization on campus must file a copy of its constitution with the Director of Student Life and must select a faculty/staff sponsor subject to the approval of the Director.

The Sponsor

The sponsor of a student organization is responsible for all social functions scheduled by the organization. The sponsor ensures that all social functions are governed by rules of good behavior and that State laws are adhered to, including laws governing the authorized use of State‑owned property and those prohibiting gambling, the use or possession of alcoholic beverages, the use or possession of firearms, and the use or possession of fireworks in any University building or on the University campus. In addition, the sponsor has other responsibilities, including the fiscal management of the organization, the scheduling of faculty or staff members to chaperone all social events, and an overall commitment to directing, guiding, counseling, and advising the organization as to conduct and individual responsibilities during scheduled events on campus and off.

Chaperones

Faculty and staff personnel who agree to chaperone a student activity on campus must be present for the scheduled event thirty minutes before it begins and must remain until all students have departed. The chaperone must assume general responsibility for discipline and must contact security personnel if a physical disturbance arises. If for any reason a chaperone cannot attend an event as planned, he/she should notify the Director of Student Life.

Field Trips

I. Definitions

The term field trip refers to a journey away from the University of West Alabama campus that involves more than one person and is organized and/or sponsored by a University unit, faculty member, or other authorized personnel. The purposes of the journey must be related to the objectives of an approved activity or program of the University. Field trip specifically excludes all sports-related travel by athletic teams and University personnel. Also, occasions when a class convenes at an alternative location, such as is the case with clinicals, internships, and student teaching, are not considered as field trips. The University assumes no liability for travel related to such occasions. The term trip director refers to the faculty member or the University employee who is in charge of the field trip.

II. Policies

University Responsibility

The University acknowledges its obligation to ensure compliance with all applicable federal and state statutes and all applicable University regulations including, but not limited to, the Handbook for Faculty and Professional Staff and the University of West Alabama student handbook, Tiger Paw. The trip director is responsible for enforcing compliance with University policies by those participating in any field trip. A signed release form is required of all field trip participants. Only a duly licensed University employee of majority age who has been recommended by the trip director and approved by the Director of Physical Plant may operate any state-owned vehicle for the purpose of transporting field trip participants. Drivers must operate vehicles in accordance with all policies as stated on the Request and Authorization for Use of State Motor Pool Vehicle form.

Release Form

Prior to the field trip, each participant of majority age must sign a release form. Minors must obtain the signature of a parent or guardian. Prior to departure, the form must be filed in the office of the department sponsoring the trip. Separate release forms are not required for each trip that an individual takes if an accurately completed form is on file. The head of each department or operating unit that sponsors field trips is responsible for maintaining files of completed forms. The filing of such forms may be a stipulated condition of registration for courses in which field trips are frequently taken (See liability release form in the MyUWA portal under Resources).

Departmental Responsibility

The field trip director is responsible for securing approval of both the department chair and the dean and for notifying the dean of the field trip so that names of participating students can be distributed by Information Technology via email at least one week prior to the trip. The director of the field trip is also responsible for making transportation arrangements and securing release forms from all participants. If State vehicles are used and if special permission for drivers is required, arrangements must be approved by the department chair and dean and confirmed well ahead of time by the Motor Pool Clerk in the Physical Plant Department.

University Services

The Julia Tutwiler Library

The Julia Tutwiler Library houses approximately 315,000 volumes and provides access to over 50,000 journal and newspaper titles in print, microform, or electronic formats. The Library also contains the ERIC microfiche collection of approximately 500,000 documents in education and related fields, an extensive collection of bound journals, the University Archives, and a number of special collections, the most notable of which is the Ruby Pickens Tartt Collection of Regional Folklore. In addition to books and microfiche, the Library collection includes government publications, microfilm, microcards, music scores, recordings, and ephemeral materials of various types.

The Library provides electronic access to full text/full image articles in over 50,000 publications, including scholarly journals, magazine and newspapers, as well as access to news transcript, image collections, and primary source documents.  In addition, the Library provides access to over 120 general purpose and subject-specific databases from multiple providers.  These databases allow users in a broad range of academic disciplines to access appropriate information and materials.  Please visit the Library’s website (http://library.uwa.edu) for more information.

The Curriculum Laboratory

The Curriculum Laboratory, housed in the Campus School and the Julia Tutwiler Library, maintains and circulates a collection of K-12 resources. These materials and services are provided primarily to the College of Education students and faculty, and secondarily to other students, faculty and administration of the University.  Professional guidance is available to students who need to use the collection.

Library Hours

When classes are in session, the Julia Tutwiler Library is open during the following hours:

Curriculum Laboratory Hours

When classes are in session, the Curriculum Laboratory is open during the following hours:

Between semesters, except when University offices are closed, the Julia Tutwiler Library and Curriculum Laboratory are open from 8:00 a.m. to 5:00 p.m. on Monday through Friday.

Circulation Policy

Students with valid ID cards may check out non-restricted books for one month. Resources in the Curriculum Laboratory may be checked out for one week.  Faculty and staff members may check out books for one semester, with renewal for two additional semesters. Recordings may be checked out for two weeks.

Reserve Books

A professor may place books and other materials on reserve for the use of students in his/her classes by leaving the materials with the Circulation Librarian, along with the Library Reserve Form, which includes his/her name, course and course number, type of reserve, and instructions on how the material should circulate. Materials are removed from reserve at the end of each semester. If personal copies of books or other materials are placed on reserve, they will be returned to the professor at the end of the semester. Books may be reserved for library use only (may never be taken from the building), overnight use (may be checked out within two hours of closing and returned within one hour of opening the following day), or one day use (may be checked out any time and returned any time during the following day). Higher fines apply for reserve books which are not returned on time than for books in regular circulation.

Alabama Collection

The Alabama Collection includes the rare book collection, books about Alabama, and those written by Alabama authors. Books in the Alabama Collection may be checked out if they are still in print, but out‑of‑print books circulate only by special permission.

Interlibrary Loan

If the UWA Library does not have certain materials needed by a faculty member or student, the Library will attempt to secure the materials through interlibrary loan. Interlibrary loan services for undergraduate students are generally restricted to those materials which can be obtained within the State through the Network of Alabama Academic Libraries (NAAL). Any interlibrary loan request must be made on an Interlibrary Loan Request Form, which must be filled out completely, including information on where the patron found the reference. Interlibrary Loan Request forms can be completed online or in person at the Library.  The person making the request is responsible for all charges that may be incurred, including those for mailing and handling, photocopying, and any other charges, which may be determined by the lending library. The lending library also determines the length of time an item may be kept. Requested articles can be received promptly when lending libraries deliver materials via electronic access including email, ARIEL, and fax.

Research Services

In 1982 the Library affiliated with the Southeastern Library Network, Inc. (SOLINET), an organization which provides, through computerized services, access to information on materials available in a wide variety of libraries throughout the region and in other areas of the country. The holdings of the Julia Tutwiler Library have been entered in the computer data bank with the intent of automating the library services. In 1999, Endeavor’s Voyager Library Automation System was selected to provide electronic, integrated library services to the University. The Voyager System has made it possible for the Library to become a fully automated library, including on-campus access to the Library’s online databases and other services, such as Reserves. With increased automation, the research services available to faculty and students will be even further enhanced.

Library Orientation

Professors are encouraged to bring classes to the Julia Tutwiler Library, when appropriate, for orientation and instruction in the use of library resources. These activities should be scheduled in advance with the Public Services Librarian. The Library staff will conduct the orientation session, emphasizing the library resources relevant to the particular class as requested by the instructor. For practical reasons, it may be necessary to limit the number of students in each group.

Selection of Library Materials

Faculty in each academic department are responsible for recommending library materials to be purchased in support of their subject areas and curriculums. A portion of the funds allotted for library materials is allocated to each department for this purpose. Each department chairperson determines specific procedures to be used in selecting library materials, but the broadest possible input from all faculty is encouraged.

Internet Usage Policy

The Library strives to ensure that students, faculty, and staff at the University of West Alabama have the right and means to free and open access to ideas and information fundamental to and constitutionally protected in our democratic society. The Library will protect intellectual freedom, promote literacy, encourage lifelong learning, and provide library materials and information services supporting open access to information.

Throughout its history, the Library has made information available in a variety of formats, from print to audiovisual materials. In our changing society, libraries can now provide the opportunity to integrate electronic resources from information networks around the world with the more traditionally library-based resources.

The Internet, an information resource, enables the Library to provide information not otherwise available within the limitations of its own collection. It allows access to ideas, information, and commentary from around the globe. The resources available on the Internet are significant, but are designed for a highly diverse user population with highly diverse information needs. The Internet, therefore, is an unregulated medium. As such, while it offers access to a wealth of materials that may be personally, professionally, and culturally enriching to individuals of all ages, it also enables access to some materials that may be erroneous, out-of-date, illegal, offensive, controversial, or sexually explicit.

It is not possible for the Library to review and protect users from all such information. Users must, therefore, exercise their responsibility as discriminating information users by constantly questioning the validity and appropriateness of information available through the Internet, just as they question the appropriateness and validity of printed materials for their research purposes.

Although Internet users should respect the privacy of others and make no attempt to notice what someone else is viewing, it may sometimes be difficult not to see what others are viewing because the computer workstations are located in close proximity to each other, and they are not designed to insure privacy of use. If users want privacy in using the Internet connection, they may make an appointment to use a connection located outside the general public services area.

The Technology, Education and Copyright Harmonization (TEACH) Act

On November 2, 2002, the Technology, Education, and Copyright Harmonization Act (TEACH Act) was signed into law by President George W. Bush. TEACH redefines the terms and conditions on which accredited, nonprofit educational institutions may use copyright protected materials in distance education, including websites and other digital means for delivering distance education, without permission from the copyright owner and without payments of royalties. According to Laura N. Gasaway, Director of the Law Library and Professor of Law at the University of North Carolina, TEACH makes five basic changes in the Copyright Act of 1976:

1. It expands the categories of works that can be performed in distance education beyond non-dramatic literary and musical works to reasonable and limited portions of other works, with the exception of works produced primarily for the educational market;
2. It removes the concept of the physical classroom and recognizes that a student should be able to access the digital content of a course wherever he or she has access to a computer;
3. It allows storage of copyrighted materials on a server to permit asynchronous performances and displays;
4. It permits institutions to digitize works to use in distance education when digital versions do not already exist and when the digital work is not subject to technological protection measures that prevent its use; and
5. It clarifies that participants in authorized distance education courses and programs are not liable for infringement for any transient or temporary reproductions that occur through the automatic technical process of digital transmission.
    

The American Library Association (ALA) has engaged Professor Kenneth D. Crews’s of Indiana University School of Law to prepare a document entitled The New Copyright Law for Distance Education: The Meaning and Importance of the Teach Act to help schools and universities develop distance education programs that meet the legal requirements of the TEACH Act. In order to ensure that the University meets these requirements, Dr. Crews’ document has been used in developing the University’s policy in planning and delivering distance education courses. The policy includes institutional requirements, technological requirements, and faculty responsibilities.

Institutional Requirements

The Teach Act requires universities to:

1. Institute policies regarding copyright in general and policies that specify the standards that faculty must follow when incorporating copyrighted works in distance-learning materials. As published in the Handbook  copyright infringement violates University policy;
2. Provide information to faculty, staff, and students that accurately describes and promotes compliance with copyright law.
3. Designate an individual or individuals to make sure faculty and staff adhere to copyright policies. At the University of West Alabama, it is the department head’s responsibility to ensure that all departmental syllabi and websites reflect the University’s copyright policy and that all faculty and staff within the department adhere to it.
    

Technological Requirements

1. To the extent technologically feasible, the transmission of materials is limited to students enrolled in a course through password-restricted access or other similar measures in order to safeguard against unauthorized use, reproduction and dissemination of information. The TEACH Act specifically requires prevention of misuse through technological means, and not simply through copyright notices and licenses. It is intended to require that access to materials on institutional servers be password protected, but it is not intended to impose general requirements on network security. Similarly, the TEACH Act takes cognizance of the fact that if a student downloads a music or video file to a local computer, that is tantamount to acquiring a copy of the file unless it cannot be accessed in usable form beyond a classroom session. If a student can both access and copy a file, then it can easily be redistributed to others. The TEACH Act requires that this be prevented by technological means;
2. The University must apply technological measures that reasonably prevent works from being retained by students in an accessible form longer than is necessary for class use and prevent unauthorized redistribution of the work to others in an accessible form;
3. The University must provide notification to students that relevant materials are protected by copyright;
4. The material is available to students for a limited period of time. The statute states that information may not be accessible for transmission for longer than the “class session.” The University of West Alabama defines “class session” as the length of time a course is taught.
5. Once the material has been used for a designated period of time, the content may be placed in storage for future use, provided it is outside the reach of students; and,
6. The University must review its technological systems to make sure that systems for the delivery of distance education do not interrupt digital rights management codes or other technological measures used by copyright owners to control their works.
    

Faculty Responsibilities

1. The material must be provided at the direction of or under the supervision of an instructor and must be an integral part of the course curriculum;
2. Faculty may not distribute textbooks, supplementary texts, course packs, published online content, or any other materials that students normally buy for educational or personal use;
3. The amount of material provided must be comparable to that typically displayed in a live classroom session. For certain works, the display of the entire work could be consistent with displays made in a live classroom setting, e.g., short poems or essays or photographic images;
4. Faculty may use performances of non-dramatic literary work, non-dramatic musical works, and performances of all other works, including dramatic and audiovisual works, provided that only “reasonable and limited portions” of such works are performed. In addition, the statute permits the display of any other work, provided that such work is displayed “in an amount comparable to that which is typically displayed in the course of a live classroom session;”
5. Faculty are required to participate in the planning and oversight of the distance education courses for which they are responsible. Specifically, faculty responsible for a distance education course have the obligation to ensure that the performance or display of protected content is made by them, or at their direction, or under their supervision;
6. Faculty must provide notification to students that relevant materials are protected by copyright. An example of a notice that might be included in the syllabus is as follows:  Course Website
7. Because instructional materials on the course website may be copyrighted, students may not download materials on the site to their desktops, laptops or PDAs, or alter or distribute any materials on the course site, unless clearly directed to do so; and,
8. Faculty may be able to provide electronic access to copyrighted materials under the long-standing principle of “fair use.” The TEACH Act explicitly provides: “Nothing in the act is intended to limit or otherwise to alter the scope of the fair use doctrine.”
    

Exclusions

The TEACH Act does not authorize:

1. The use of works specifically created for use as distance education products;
2. The use of works that the instructor knows or has reason to believe are pirated. This could include many copyright-protected films and much music downloaded from the Internet;
3. The conversion of print or other analog versions of works into digital formats unless:
    

No digital version of the work is available; or the digital version employs technological protection measures that prevent its use; and then conversion is only permitted with respect to the portion of the work authorized to be performed or displayed under the TEACH Act’s size restrictions.

Summary/Conclusions

The Technology, Education and Copyright Harmonization (TEACH) Act of 2002 updates the 1976 copyright law to broaden faculty’s legal use of copyrighted materials in online instruction at accredited nonprofit educational institutions. Copyrighted materials affected by this law include, but are not limited to, print, still images, audio recordings, video recordings, diagrams, charts, and graphs.

The law permits the display and performance of virtually all types of works during online instruction without the consent of the copyright owner, provided that:

• the online instruction is mediated by an instructor;
• the transmission of the material is intended only for receipt by students enrolled in the course, regardless of where the students are physically located;
• the institution employs measures to prevent “retention of the work in accessible form by recipients of the transmission…for longer than the class session;” and
• the institution employs measures that limit the transmission of the material to students enrolled in the particular course and precludes unauthorized students’ retention and/or downstream redistribution “to the extent technologically feasible.”
   

These parameters are not broad enough to allow for entire hard copy textbooks to be digitized, nor will the new law apply to materials that are produced by the copyright owner for online instructional sales. But it does give institutions limited rights to retain the information and provide limited student access for review purposes. The TEACH Act also grants a limited right to digitize portions of an analog work for use in an online course if a digital version is not available.

Institutions that want to take advantage of the TEACH Act must have copyright policies in place and must provide faculty, students, and staff members with information that “describes, and promotes compliance with, the laws of the United States relating to copyright.” The institution also must provide students with a notice that materials may be subject to copyright protection.

The law requires faculty to comply with specific and rigorous limitations when displaying or performing copyrighted works during online instruction.

The law does not equate the use of copyrighted materials in online instruction with the use legally permitted for instruction in a physical classroom; therefore, faculty and institutions should not simply apply copyright law prescribed for classroom instruction to online instruction.

The TEACH Act permits faculty to

• digitize portions of copyrighted materials for use during online instruction;
• digitize materials provided they are not already in digital format-otherwise the existing digital version must be used; and
• store digitized copyrighted materials on a secure server for the duration of the instructional activity.
   

The TEACH Act requires faculty to

• inform students that
• the materials are copyrighted;
• they may not download such materials to their computers;
• they may not revise the materials; and
• they may not copy or distribute the materials.
   

Faculty may comply with this requirement by placing a prominent announcement on their syllabus or course website stating that because instructional materials on the site may be copyrighted, students may not download materials on the site to their desktops, laptops or PDAs, or alter or distribute any materials on the course site, unless clearly directed to do so.

• take reasonable actions to ensure that copyrighted materials covered by the TEACH Act are accessed only by enrolled students, and
• insist that students use a login and password to access online instructional materials.
   

Dr. Crews’s The New Copyright Law for Distance Education: The Meaning and Importance of the TEACH Act is on file in the Julia Tutwiler Library or it may be down-loaded from the following web addresses: http://www.ala.org/washoff/teach.html or www.copyright.iupui.edu [.] In addition to Dr. Crews’s document, Robby Robson of Eduworks Corporation has published a paper entitled “The TEACH Act and the MPEG Rights: Expression Language.” In this paper, he gives a number of scenarios that might help faculty and staff know whether or not they are following the requirements of the TEACH Act. A copy of the paper is on file in the Julia Tutwiler Library, or it may be downloaded at http://www.eduworks.com [.]

Copyright

U.S. Copyright Law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principle of “fair use.” Users may not copy or distribute electronic materials (including electronic mail, text, images, programs or data) without the explicit permission of the copyright holder, except as permitted by the principle of “fair use.” Any responsibility for the consequences of copyright infringement lies with the user. The Library expressly disclaims any liability or responsibility resulting from such use.

Legal Use of Library Computers

The computer workstations of the Library may only be used for research purposes, with UWA students, faculty, and staff having priority over other users, except for the computers that are dedicated for use as word processors. The staff in charge of the workstations has the right to terminate an Internet session if its use is not research oriented. Moreover, the staff in charge has the right to ask users outside the University community to terminate a session and relinquish the computer to a UWA student, faculty or staff member.

Examples of unacceptable or illegal use of the computer workstations include, but are not limited to, the following:

• word processing that is done on computers that are not dedicated for this purpose
• libeling or slandering other users
• destruction of, or damage to, equipment software or data belonging to the Library
• disruption or unauthorized monitoring of electronic communications
• unauthorized copying of copyright protected materials
• recreational use, including chat lines, that are not for research purposes
• commercial gain or private profit (other than allowable under University intellectual property policies)
   

Guidelines and Rules for Use of Library Computers

In addition to complying with local rules of use, users are expected to adhere to the policies and procedures established by other networks and facilities not owned by the Library, but which are accessed or traversed while using the Internet. Everyone is a guest of the system and should act with respect and consideration for one another. The following apply:

1. UWA students, faculty, and staff have priority to the computer workstations, and other users must relinquish the computer five minutes after being asked to do so.
2. A parent or responsible adult of non-UWA users under the age of eighteen must assume responsibility for what Internet resources are appropriate for his/her child, and the parent or other responsible adult must supervise his/her child’s Internet sessions.
3. UWA students may reserve time on the Internet computer one day in advance by signing up for thirty-minute blocks. This can be done in person or by phone. If the person who signed up is more than ten minutes late, his or her time is forfeited if someone else is waiting to use the computer. If no one is waiting at the end of the reserved time period, the user may work over, but he or she must relinquish the computer when someone else needs to use it.
4. During times when no one is signed up to use the computers, patrons may use them on a first-come, first-served basis.
5. If users are waiting for an Internet session, the Library staff in charge will impose a thirty-minute time limit with UWA students, faculty, and staff having priority over other users.
6. Users who want privacy in using the Internet may make an appointment to use an Internet connection located outside the public services area.
7. Users may not install software.
8. Users may not make any effort to change system performance.
9. Users may not reboot computers without staff assistance.
10. Users may not attempt to download software.
11. When a research project requires the user to communicate with others on the Internet, he/she should observe NET etiquette. Be polite in all communications. Do not send messages that are abusive or contain swearing or vulgarity. Do not type any message in CAPITAL letters as this is considered as shouting at the reader.
12. The Internet is not a secure environment. Users, therefore, should take precautionary measures before making personal identification data available on the Internet, such as home address, telephone numbers, or credit card numbers.
13. All users of the Library’s Internet connection agree not to hold the Julia Tutwiler Library responsible for any and all claims, losses, damages, obligations, or liabilities directly or indirectly relating to the use of the Internet or caused thereby or arising therefrom.
     

Sanctions

Illegal acts involving computers in the Julia Tutwiler Library will be dealt with in a serious and appropriate manner. Computer privileges may be jeopardized, and illegal acts may also be subject to prosecution by local, state, and federal authorities.

Additional Information

Other information regarding the Library’s policies, news, and resources can be found via the Internet (library.uwa.edu).

Intellectual Property Policy

Preamble

The University of West Alabama believes in creating an intellectual environment whereby creative efforts and innovations are encouraged and rewarded. Based on this assumption, the University of West Alabama supports the development, production, and dissemination of intellectual property by its faculty, staff and students.

What is Intellectual Property?

Intellectual Property is a form of property that includes copyrights and patents.

Copyrights shall be understood to mean “that bundle of rights that protect original works of authorship fixed in any tangible medium of expression, now known or later developed, from which they can be perceived, reproduced, or otherwise communicated, either directly or with the aid of a machine or device.” Works of authorship include, but are not limited to, literary works; musical works including any accompanying words; dramatic works including any accompanying music; pictorial, graphic, and sculptural works (photographs, prints, diagrams, models, and technical drawings); motion pictures and other audiovisual works; sound recordings; and architectural work. Tangible media include, but are not limited to, books, periodicals, manuscripts, phonorecords, films, tapes, and disks.

Patent shall be understood to mean “that bundle of rights that protect inventions or discoveries which constitute any new and useful process, machine, manufacture, or composition of matter, or any new and useful improvement thereof.”

Note: Computer programs fall into a gray area between copyrights and patents. Computer programs that are part of a “new and useful process” may be eligible for patent protection, while programs embodying minimally original expression may be eligible for copyright protection.

Distance learning/technology-based courses are addressed in a separate policy.

Who owns the Intellectual Property?

The faculty, staff or student who creates, makes, or originates the Intellectual Property shall have sole and exclusive ownership of the property unless one of the following three situations occurs:

1. The University expressly directed the faculty, staff or student to create a specific work.
2. The faculty, staff or student voluntarily transfers the copyright, in whole or in part, to the University.
3. The University contributed specialized services or facilities to the faculty, staff or student that go beyond what is normally provided. In these cases, a Joint Work Agreement shall be negotiated in writing before the Intellectual Property is created.
    

Who may use the Intellectual Property?

Any material created by faculty, staff or student for ordinary teaching use in the classroom or in department programs, while the property of the faculty, staff or student who created it, shall be made available to the University for internal instructional, educational, and administrative purposes. Furthermore, if a faculty or staff member or student transfers copyrights of this material to a publisher, he or she shall provide rights in the agreement for University internal instructional, educational, or administrative purposes.

Any other material created and owned jointly between the faculty or staff member or student and the University shall be made available to the University as stipulated in the Joint Work Agreement.

How are any funds to be distributed?

1. Any funds received by faculty, staff or student for the sale of Intellectual Property owned solely by the faculty, staff or student shall be allocated and expended as determined by the faculty, staff or student author or inventor.
2. Any funds received by the University for the sale of Intellectual Property owned solely by the University shall be allocated as follows: a minimum of 30% to be allocated to the faculty, staff or student author or inventor and the remaining 70% to the University.
3. Funds received from the sale of Intellectual Property owned jointly by the faculty, staff or student author or inventor and the University shall be allocated and expended in accordance with the Joint Work Agreement negotiated between the two parties at the beginning of the creation of the Intellectual Property.
    

How are emerging issues and disputes resolved?

The Institutional Review Board shall be responsible for overseeing the Intellectual Property policy and for resolving disputes by:

1. monitoring technological and legislative changes affecting intellectual property policy;
2. providing recommendations for changes to the current Intellectual Property policy;
3. deciding disputes over ownership of intellectual property;
4. resolving competing faculty, staff or student claims to ownership when the parties involved cannot reach an agreement on their own;
5. reviewing merits of inventions and making recommendations for the management of the invention, including development, patenting, and exploitation.
    

Denials from the Institutional Review Board may be appealed through the University’s General Grievance Procedure.

Program Additions to the Catalogue

All program changes must be submitted to the Registrar’s Office after approval from the College Academic Council, University Academic Council, Graduate Academic Council (for Graduate programs), Alabama Commission on Higher Education (ACHE), and the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) by June 1 to be included in the upcoming academic year catalogue. No program additions or changes, including the addition of courses, will be made to the published catalogue in an academic year, unless mandated by an outside agency.

Studio 96 Policy

Goals

Studio 96 will provide educational video services to the University community. It will give the highest priority to programming that will serve the broadest audience and the academic goals of the faculty and administration. Studio 96 will serve as a hub for campus telecommunications to provide access to programming sources and to broadcast local programs and interactions. The studio will provide education and training in the use of video technologies to the students, faculty and staff.

Practices

General

Programs broadcast on channel 12 will be the responsibility of the University and overseen by the studio director. To achieve the goals of Studio 96 and to provide equal access, the following standard practices are adopted:

1. 1. Educational programming will take priority in establishing schedules for broadcast on the closed circuit channels) during normal class schedules and production of local programs.
2. 2. Classes scheduled in the studio facilities will take precedence in scheduling.
3. 3. Studio equipment will be used only under the supervision of the director and those designated by the director.
    

Studio 96 will not be able to guarantee requests for services that are not received two weeks in advance of specific needs.

Studio 96 will make every effort to protect intellectual property rights. It will be the responsibility of those requesting services to secure appropriate rights to programs and content. Appropriate documentation will be required before suing copyrighted materials.

Direct costs of programming will be considered to be costs for material or labor that result from the production or broadcasting of a specific program. These costs might include, but are not limited to, expenses for the construction of sets, consumable resources of the studio, and labor of production personnel.

Programming and content of Channel 12 will maintain obligations or restrictions imposed by statute, contract, and industry standards and practices.

The University reserves the right to restrict or refuse service from or access to Studio 96 facilities to any group or individual.

Channel 23

Channel 23 will neither seek nor accept paid advertisements.

Additional restrictions apply to Bulletin Board announcements on Channel 23 and are listed on the announcement request form.

Channel 12

Studio 96 will provide priority access to the Office of Student Life for announcements of general interest. Studio 96 will forward all requests for announcements to the Office of Student Life to avoid duplication and ensure efficient communication on campus.

Studio 96 will seek to develop and produce programming that promotes the mission of the University to be aired on Channel 12.
Student-produced programming of educational and entertainment value will be sought for Channel 12. The closed circuit channel will accept paid advertisements. The hierarchy for scheduling programs will be:

• Support of classroom instruction
• Supplemental or enrichment programs
• Support of the Office of Student Life
• Campus produced programs
• Training for students and faculty in video production
• Entertainment programming
• Paid programming

Hub Functions

Studio 96 will seek to provide technical support and access to information and programs through the resources and technology located in the studio.

Faculty and staff may request off-air taping from both satellite and cable broadcasts for later use in the classroom. Individuals and organizations not affiliated with the University will pay an additional fee for use of the facilities.

Programs received from sources off the campus can be recorded for later viewing or scheduled on the access channels when appropriate.

The studio director will schedule and coordinate the technical aspects of campus interconnectivity provided by the studio equipment.

Arrangements for off-air recording may be made weekdays during normal business hours by contacting Studio 96 by email to dprine@uwa.edu, by phone to (205) 652-3546, or by submitting the Off-Air Recording Request Form through campus mail to UWA Station 22. 

Production Facilities

Classes scheduled to teach production techniques will take priority in scheduling studio facilities.

Studio 96 will provide technical and production support to faculty members in preparing materials for classroom use.

Color studio and on-location television production facilities are available in Studio 96 and from several remote links on campus. Planning and technical assistance are provided by Studio 96 staff. Please make video production requests a minimum of two (2) weeks in advance.

Studio 96 will provide technical and production support, whenever possible, for non-classroom use of the production facilities that supports the mission of the University.

It is not considered the mission of Studio 96 to assist faculty, staff, or students in recording, editing, or otherwise processing materials that are of a personal nature or limited to small group’s interests.

Studio 96 can provide a variety of educational and entertainment media production facilities. Possible applications include:

Off-Air Recording Policy

These guidelines were prepared by a negotiating committee of 19 educational users and copyright proprietors on the application of “fair use” provisions of the copyright law to the recording, retention, and use of television programs in classrooms. They were published in the October 14, 1981 Congressional Record, pp. E4750-4752.

1. The guidelines were developed to apply only to off-air recording by non-profit educational institutions. (They DO NOT apply to non-broadcast programs available from cable or satellite television services, such as ESPN, HBO, C-Span, etc.)
2. A broadcast program may be recorded off-air simultaneously with broadcast transmission (including simultaneous cable retransmission) and retained by a non-profit educational institution for a period not to exceed the first forty-five consecutive calendar days after date of recording. Upon conclusion of such retention period, all off-air recordings must be erased or destroyed immediately. “Broadcast programs” are television programs transmitted by television stations for receptions by the general public without charge.
3. Off-air recordings may be used once by individual teachers in the course of relevant teaching activities, and repeated once only when instructional reinforcement is necessary, in classrooms and similar places devoted to instruction within a single building, cluster or campus, as well as in the home of students receiving formalized home instruction during the first ten consecutive school days in the forty-five day calendar day retention period. “School days” are school session days - not counting weekends, holidays, vacations, examination periods, or other scheduled interruptions - within the forty-five calendar day retention period.
4. Off-air recordings may be made only at the request of and used by individual teachers, and may not be regularly recorded in anticipation of requests. No broadcast program may be recorded off-air more than once at the request of the same teacher, regardless of the number of times the program may be broadcast.
5. A limited number of copies may be reproduced from each off-air recording to meet legitimate needs of teachers under these guidelines. Each such copy shall be subject to all provisions governing the original recording.
6. After the first ten consecutive school days, off-air recordings may be used up to the end of the forty-five calendar day retention period only for teacher evaluation purposes and may not be used in the recording institution for student exhibition or any other non-evaluation purpose without authorization.
7. Off-air recordings need not be used in their entirety, but the recorded programs may not be altered from their original content. Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations.
8. All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.
9. Educational institutions are expected to establish appropriate control procedures to maintain the integrity of these guidelines.
    

Any and all fees may be waived in whole or in part at the discretion of the Studio Director.
 

Testing Services

A number of standardized tests and other special examinations are available to UWA students. Many of these can be taken on the campus, and arrangements can be made through campus offices for those which are offered only at other locations. Tests include a number which are given on specific scheduled dates and others which may be taken as needed. Tests of a general nature are usually coordinated through the Registrar’s Office or the Student Development Center. Tests specifically related to the programs in professional teacher education, however, are coordinated through the College of Education and the School of Graduate Studies, and those required in the nursing program are administered by the School of Nursing. (The Examination for Registered Nurse Licensure, of course, is administered by the State Board of Nursing in Montgomery after graduation.)  

General Tests Offered on a Regular Basis

The following test of a general nature is offered on regularly scheduled dates (specific information available from the Registrar’s Office):

1. American College Testing Program (ACT)‑‑a college admissions test; offered on campus on four national testing dates and at other times (residual testing dates) as needed by UWA; required of all UWA freshmen before admission, for diagnostic and placement purposes (the Scholastic Aptitude Test may be substituted).

Special Tests for Counseling and Career Decision‑Making

A variety of other tests designed for special purposes are available through the Student Development Center for counseling and career development purposes. Most of these may be taken on demand, but a student will generally need an appointment for interpretation of the results. Such tests include the following types:

1. Academic skills-the Learning and Study Strategies Inventory (LASSI), designed to gather information about learning and study practices and attitudes.
2. Achievement-Tests for Adult Basic Education (TABE), measuring competency levels in basic educational subject areas.
3. Personality and problem‑solving (used in career planning and in analysis of interpersonal conflicts) -the 16 Personality Factors Profile, the Myers-Briggs Type Indicator, and the Mooney Problem Checklist.
4. Career decision-making-the System of Interactive Guidance and Information PLUS (SIGIPLUS) combines computer capabilities with thoroughly researched data bases of occupations, skills, interests, values, and educational programs; updated yearly, using professional information gathering techniques providing critical data about salaries, availability of jobs, and preparation for employment.
    

In addition, students with particular problems or needs may be referred by the Student Development Center to a testing center which provides a more extensive testing program. In such a case, the student is responsible for any charges set by the other institution.

The Student Development Center also provides ongoing instruction for GED test preparation and ACT preparation, as well as information on professional school testing. 

Tests Related to Professional Programs in Teacher Education

Certain tests related to professional programs in teacher education are coordinated through the College of Education and the School of Graduate Studies, and information on testing dates and locations may be obtained from the Office of the Dean of the College of Education. These include the following:

1. The Alabama Basic Skills Test - required of all students in teacher education programs, except for students in the non‑traditional fifth‑year program; offered four times each year on the campus.
2. The University of West Alabama undergraduate comprehensive examinations - cover the content of the teaching field(s) and professional education; given at midterm of fall, spring, and summer semesters.
3. The Graduate Record Examination - an aptitude test and subject area tests, the aptitude test being one of two options in the School of Graduate Studies (see 4); should be taken before beginning graduate study; not offered on campus.
4. The Miller Analogies Test - one of the two options in the School of Graduate Studies (see 3); offered on the campus on specified dates; should be taken before beginning graduate study.
5. The University of West Alabama tests for graduate students - offered on campus on specified dates and required of all graduate students; include the Graduate English Proficiency Examination (to be taken during the first semester of residence) and the Comprehensive Examination (offered in the fall, spring, and summer semesters and required just prior to receipt of a master’s degree).

Tests Related to the Nursing Program

Certain achievement tests in nursing, which are provided by the Educational Resources, Inc., are required of students at various points in the program. The cost of these tests is included in the required fees for the semester. Information on these tests-as well as on the registered nurse licensure examination (NCLEX-RN)-is available from the Division of Nursing.

Campus Mail Service

Each academic department and administrative department is assigned a mail station number, and mail service is usually provided to all stations twice each day. Incoming off‑campus mail is delivered to the stations in the morning and outgoing off‑campus mail is carried to the post office in the afternoon. All mail for other campus mail stations should be in envelopes marked “Campus Mail.” Envelopes for this purpose can be secured from the Bookstore.

Each article of outgoing off‑campus mail must bear the department’s return address so that postage can be charged to the correct account. If items are to be sent by registered mail, certified mail, or special delivery, the campus postman should be so instructed. Postage due notices should also be turned over to the postman, who will pay the postage and charge it against the proper account. The amount of postage used by a department or office is calculated on the postage meter and is charged against the appropriate budget at the end of each month.

The campus postman will handle outgoing personal mail for faculty, staff, and students, provided it has the correct postage, but it is against State law to use official envelopes, stationery, or postage for personal mail.

Standard Mail (Bulk)

In order to ensure that all standard (bulk) mailings (200 or more pieces) are sorted and mailed at the lowest possible rate and to ensure that address databases are current, all bulk mailings must be processed through Printing Services, which is equipped with software tired to the U.S. Postal Service.

Departments should contact Printing Services prior to beginning a bulk mail project to ensure that proper graphic and postal standards are met and that the mailing list is current and meets postal regulations.

Telephone System

The University of West Alabama’s telephone system operates through a central switchboard located in Webb Hall. When the University is in session, the operator is on duty 8:00 a.m. until 5:00 p.m. Monday‑Friday. When the University is not in session, the switchboard is open Monday-Friday 8:00 a.m.-12:00 noon and 1:00-5:00 p.m. The switchboard is closed on official University holidays. When the switchboard is closed, all incoming calls are received by the Campus Police Department, which can transfer them to the appropriate extension.

Local Calls

To place a call on campus, one simply dials the extension desired. In most cases, the extension listed in the campus directory is that of the secretary/receptionist, who will connect the caller with his/her party. For a local call off‑campus (Livingston or York exchange), the caller should dial 9,  then dial the full seven‑digit number

Long Distance Calls

The University of West Alabama is connected with the Alabama Tandem Telecommunications Network (ATTNet), and this system should be used for placing all long distance calls for the University, both in State and out of State. To gain access to an ATTNet line, dial 8. If all ATTNet lines are busy at the time, you will hear a “beep.” If you hang up then, you will be placed in a queue and your phone will ring back when a line is free. Once you have gained access to an ATTNet line, if you are calling another Alabama State office or agency on the Network, you should dial only the ATTNet number for that office, which is different from the regular number and can be found in the State directory or gotten from the switchboard operator. If you are calling an Alabama number which is not in the Network or any Out-of-State number, you must-after you have received access to the line-dial 1 + the area code (even for numbers in Alabama) and the seven‑digit phone number.

Long Distance Calls from Off‑Campus

Faculty members and administrators are given telephone calling cards. These cards enable one to place a long distance call regarding University business when he/she is away from the campus. Any calls made on the calling card are billed to the University by the telephone company, and each employee is asked to verify these calls, which are then charged to the individual offices.

The University of West Alabama telephone system, the ATTNet line, and the calling card should be used only for calls relating to University business.

International Calls and Faxes

All international calls and faxes must be placed through the University switchboard.  To place an international call or fax, please have the phone number (including the country code) and destination name ready to give to the switchboard operator. The operator will take this information, place the call, and then connect you.

If placing an international fax, please use a fax machine that has a handset.  Have your items to fax ready and call the switchboard operator from the fax machine.  The switchboard operator will then give you instructions on how to complete your fax transmission.

NOTE:  International calls cannot be placed over the ATTNet System and are charged on a call by call basis.  Your department will be billed by the Business Office for all international call charges.

Secretarial Services

The University of West Alabama provides secretarial/clerical personnel to assist faculty and staff members in the performance of their duties. Secretaries in the academic departments are available for typing tests and examinations, class schedules, course syllabi, official correspondence, and other items directly related to the academic program and to the official duties of faculty members in the department. The department chairperson, who determines priorities for secretarial assistance, supervises the secretary. In the administrative offices, the secretaries perform similar functions related to the official duties of administrative staff members, under the supervision of the department head.

Secretaries are also authorized to prepare other materials for faculty and staff members which are of a professional, rather than a personal, nature-articles for publication, reports of research studies, materials related to advanced study, correspondence with professional organizations, etc. A secretary, however, should complete all jobs directly related to the academic program or the official administrative functions of the office, as determined by the department chairperson or administrative department head, before undertaking this kind of task.

Secretaries are not allowed to use regular working time to prepare materials for a faculty or staff member which are of a personal nature or to perform clerical services for a student or for a person not connected with the University, either with or without pay.

Statement of Policy on Allocation of Employee Time and Equipment Use

The University of West Alabama provides secretarial/clerical personnel and office equipment primarily for the direct support of the academic program and of the official business activities, student affairs, record‑keeping, developmental activities, physical plant maintenance, and other essential functions of the institution. The direct support of these essential functions must be the priority consideration in all allocations of employee time and equipment use. University personnel and equipment, however, may be appropriately utilized in certain instances for the preparation and/or duplication of materials for faculty members and professional personnel, even when not clearly covered by 1 above, provided the materials have value for the overall mission of the University. In any question concerning such utilization of resources, the following guidelines shall apply:

1. The material must have relevance to the purposes and functions of the University and must be of value to the institution. In any instance when there is a question of the appropriateness of material that a faculty or staff member has requested the secretary to prepare, the department chairperson or department head shall make a determination.
2. The material must be of a professional, not a personal, nature. Such material may include articles intended for publication in professional journals, reports of research studies, speeches on topics related to the professional competencies of the faculty or staff member, correspondence with professional organizations, and similar items.
3. The material must not be intended to provide direct remuneration for the faculty or staff member.
4. The cost of the preparation and/or duplication of the material, in the opinion of the budget administrator, must not be excessive in terms of the funds available in the specific budget category. If necessary, the budget administrator may require the faculty or staff member to defray part of the expenses by providing necessary materials, etc.
5. The use of equipment and personnel for these purposes must in no way delay, or otherwise interfere with, the performance of functions of a higher priority, as stated in 1 above.
6. The budget administrator shall determine if a request meets these guidelines and shall give or deny approval in each instance before any resources are utilized.
    

In general, students and others who are not members of the faculty and staff are not authorized to utilize University office equipment and personnel, except that a student may receive such authorization if he/she is (1) an official representative of the University (Student Government Association and similar activities), or (2) a member of a class assigned to use University equipment as part of the requirements of the course (typewriting, business machines, etc.), or (3) a student employee performing assigned duties. In these instances a student must have the authorization of the appropriate budget administrator.

In addition, University office equipment and personnel are not intended for the use of faculty and staff members in the conduct of their personal business which is unrelated to the official concerns of the University.

In support of these principles, budget administrators shall enforce the following guidelines:

1. Students will not be allowed use of University office equipment except as noted above.
2. An employee shall not use working time, for which he/she is being paid by the University, to prepare materials for a faculty or staff member which are of a personal nature (not authorized in Sections 1 or 2 above) or to perform any service for a student (except as authorized above) or for a person not connected with the University.
3. If an employee chooses to provide such services (as, for example, the typing of papers, etc.), either with or without remuneration, he/she shall do so only outside of working hours. Further, working hours shall not be used for the arranging of such services or for the conduct of other personal business.
4. Any arrangement for providing such services which involves use of University equipment and facilities must have the specific approval of the budget administrator, who shall consider the appropriateness of the services to be performed and shall in no case give approval if to do so might be injurious to the University.
5. Whenever such an arrangement is made by an employee and authorized by the budget administrator, all materials-carbon, paper, typewriter ribbon, etc., -must be provided by the employee (or by the person for whom the work is being done) without cost to the University. In addition, any other expense which the University may incur in this connection may be charged to the employee.
    

It is anticipated that situations may arise in these areas of concern which are not clearly covered by this statement of policy or that special circumstances may apply in particular instances which would make special interpretations of this policy advisable. In such a case, the matter will be submitted to the Personnel Office for final determination.

Printing Services

The Department of Printing Services, located in Webb Hall, Room 116, is the central location for printing, copying, bulk mail, and graphic design services for the University.

Printing Services provides offset and digital color printing, graphic design, copying, bindery, and bulk mail.  Some of the items offered are letterhead, business cards, books, envelopes, flyers, resumes, certificates, posters, brochures, and tickets.  Estimates are available upon request.  For more information, call 652-3868 or visit our website at http://printing.uwa.edu.

Notary Services

A number of persons on campus, including several in the Financial Affairs Office, are licensed notaries public and can notarize travel forms and other documents for faculty and staff members as necessary.

Computer Services

The Office of Information Technology, located in Webb Hall, provides computer support to all areas of the University. The primary purpose of Information Technology is to provide computer support to the University community. The Information Technology Office also provides University-wide access to the Internet and supports the University computer network.

Information Technology has seven distinct functions: 1) Planning-the department provides assistance to user departments requiring initial or additional computer support. Technical staff members are available for cost studies, form design, file design, equipment requirements, and other needs required to complete a project. 2) Equipment Setup-the department is available to assist in the installation of hardware to be attached to personal computer systems. 3) Analyst and Programming Services-users requiring new systems, additional applications or program maintenance coordinate these activities with the Director. 4) Equipment Maintenance-in most instances, computer equipment attached to the mainframe system is covered by a maintenance contract with the vendor. The department is budgeted each year for the cost of these contracts. 5) Operations-regularly scheduled procedures are processed to generate reports to assist administrators in various functions. A work order system is used as a means of requesting reports that are, by their nature, needed “on demand.” 6) Academic Advisement-the department operates a telephone assistance system during the pre-registration and registration processes. Academic advisors may use this service to reserve classes for individual students as they conduct an advisement session with the student. 7) The department maintains Internet servers to provide users with individual accounts necessary to access Internet resources. Dial-in servers provide access for those users not directly connected to the University network.

With specific written approval, faculty and staff members may use the mainframe computer for personal or institutional research requiring large-scale computing capabilities. Anyone who desires to use the mainframe for research must make a request in writing to the Provost or respective Vice President with the endorsement of his/her dean or department head, stating specifically the nature and purpose of the research project, the nature of the computing functions to be performed, and the projected time frame. In some instances-always when human subjects are involved-the Institutional Effectiveness Committee may be requested to make a recommendation on the project. If the proposal is approved, the Provost or respective Vice President will then clear use of the computer with the Director of Information Technology and authorize the faculty member to make specific arrangements with the Director as necessary.

Any faculty or staff members who wish Network access must complete a request form in the Office of Information Technology. This request establishes a Network account that may be accessed from direct connections to the University network. Internet accounts are removed upon termination of employment.

Network Accounts

Standard Departure from the University
Upon a faculty or staff member formally leaving the University of West Alabama, the account deletion process will be initiated. The faculty or staff member will be given the choice to leave the email account open, or have the email forwarded to another account, for a maximum of thirty (30) days. Regardless of choice, the following tasks will be performed by IT staff immediately:

• The removal of all security and email group memberships
• A restriction placed on the email account to allow a maximum of one (1) recipient per message

After the thirty (30) day period, the account will be fully deleted.

* Faculty and staff should back up files, including email, if desired, before formally leaving the University.

Retired Faculty and Staff in Good Standing
Upon retiring from the University in good standing, faculty and staff will be allowed to keep his/her email account if requested.

Death of a Faculty or Staff Member
In the event of the death of a faculty or staff member, the account will be disabled and frozen for a period of thirty (30) days. Access to the information in the account may be authorized, in writing, by the University President. After the thirty (30) days period, the account will be fully deleted.

Termination of a Faculty or Staff Member
In the event a faculty or staff member is terminated, the account will be disabled and frozen for a period of thirty (30) days. Access to the information in the account, for work related purposes, may be authorized, in writing, by the University President. A backup of files and email, for the purpose of giving to the terminated faculty or staff member, may be authorized, in writing, by the University President. After the thirty (30) days period, the account will be fully deleted.

Physical Plant Services

The Director of the Physical Plant is responsible for the University motor pool, the issuance of keys, the receipt of materials shipped to the University, the moving of furniture and other equipment, the cleaning of buildings, the maintenance of the grounds, and all other aspects of the building and maintenance of physical facilities at the University, including those relating to carpentry, painting, air conditioning and other electrical equipment, plumbing, and pest control. Although certain types of maintenance and upkeep services are provided by the Physical Plant on either a scheduled or “as needed” basis without charge to University departments, some kinds of special services performed specifically at the request of an academic department or an administrative office are charged against the division or department at cost. Some examples of the kinds of services for which charges are assessed are minor alterations to buildings assigned to specific departments, the installation of special equipment upon request, and painting that is not routinely scheduled.

In the academic areas the deans serve as liaison persons between the various departments and the Physical Plant Office. They request routine services, approve and forward written requests for services to be charged for, and coordinate with the Physical Plant Office the use of private contractors when necessary.

If possible, requests for services from the Physical Plant should be submitted at least four working days ahead of time, preferably in writing, so that the work can be appropriately scheduled. In the event of an emergency or an urgent situation-for example, a plumbing, heating, or electrical failure-a faculty or staff member should immediately inform the appropriate liaison person (the dean or administrative department head) so that the Physical Plant can be notified and can remedy the problem promptly.

More detailed information can be found in the Physical Plant’s “Service Policies and Procedures Manual,” available in the department and administrative department offices.

Golf Cart Policies and Procedures

The purpose of this policy is to ensure the safe operation of golf carts on the University of West Alabama campus, to make all operators aware of the hazards that exist, and prevent any damage or injuries that may occur while operating such vehicles. Individuals utilizing golf carts on UWA property are expected to operate them in a safe and courteous manner. Golf cart operators found in violation of these policies and procedures may be subject to disciplinary action, including being prohibited from operating a golf cart on UWA property.

Purchase and Transfer:

• The University purchase or transfer of all golf carts, whether new or used, shall be limited to those cases where an actual business need can be established, as determined by the Vice President of Financial Affairs.
• Requests to purchase such golf carts shall be made in writing to the Vice President of Financial Affairs, prior to such purchase, for the Vice President of Financial Affairs to make a determination on the business need of the golf cart. Requests must be completed regardless of the funding source for the golf cart.
• No later than 30 days after the golf cart has been purchased, it should be registered with the Physical Plant, which will apply a registration number to the golf cart. All golf carts operated on the UWA campus must be registered with the Physical Plant.  

Policies for use of Golf Carts on UWA Property:

• Operators must be at least eighteen (18) years old and possess a valid Driver’s License. Operators shall observe all Alabama vehicle traffic laws such as lane travel, stop signs, legal passing of other vehicles, etc.
• Golf carts should be used only to perform official UWA business. Personal use of golf carts is prohibited except when provided as an accommodation to a person with limited mobility. Avoid driving a golf cart if walking is an option. 
• Use common sense and courtesy, especially regarding pedestrians, landscaping, and unpaved access.
• Operators will not exceed 15 mph in golf carts. The maximum speed may be subject to the terrain over which it is being driven, the weather conditions, and other factors.  
• UWA-owned golf carts shall not be operated outside the grounds of UWA.
• Golf carts should be operated on campus roadways. Sidewalks should be used only where roadways and parking lots are not available, and then only to the nearest adjacent street or parking lot. If a golf cart is driven on a sidewalk, it must maintain a speed similar to a quick walking pace.  
• On the UWA campus, the pedestrian always has the right-of-way. Operators of golf carts will yield to pedestrians on sidewalks. If approaching pedestrians reduce speed to ensure no accidents.  
• No golf cart is to be operated with more passengers than seating is provided.
• Never back up without making sure there is no person or object behind the golf cart.
• Avoid operating or parking golf carts on grassy areas when possible. If unpaved surfaces must be crossed, use extreme caution to avoid damage.
• Do not drive across or over curbs; use regular access.
• No golf cart shall be operated on the UWA campus between sunset and sunrise without headlights, taillights, and brake lights.
• Operators shall not use cell phones or other communication devices while driving.
• Do not park golf carts in an area that will result in blocking entrances/exits to buildings, stairways, disability ramps, handicap access buttons, fire lanes or hydrants.
• Never leave the keys in the golf cart when unattended.
• When the golf cart is not in use the operator must place the golf cart control lever in the park or neutral position, remove and secure the key and set the parking pedal brake.
• If an accident occurs in a golf cart, immediately notify University Police at 652-3602.

Responsibilities:

• Departments: UWA Departments are responsible for:
  • Registering the golf cart with the Physical Plant
  • All repairs and maintenance costs.
  • All preventative maintenance and repair records for their golf carts.
  • Keeping all original equipment and safety features in good working order.
• Supervisors: Supervisors are responsible for:
  • Ensuring that drivers are licensed and have been properly advised of this policy.
  • Taking timely corrective action for any employee infractions of this policy.
  • Ensuring their carts are operating properly, and insuring repairs are made immediately if presenting an unsafe condition.
• Employees: Employees are responsible for:
  • Following the provisions of this policy.
  • Inspecting the golf cart before operating and documenting any problems.
  • Reporting any accidents to the University Police and his/her direct supervisor.

Any failure to adhere to this policy, including following all motor vehicle laws and safe driving practices may result in appropriate disciplinary action or suspension/revocation of the drivers’ privileges. This includes common safe practices and courteous operations knowing the carts will be operated where pedestrian, bicycle and vehicle traffic is common.

Animal Control Policy and Assistance Animal Guidelines

Animal Control Policy for The University of West Alabama

UWA has promulgated the following policy regarding animal control, subject to the guidelines set forth below for the accommodation of individuals with disabilities:

1. Animals shall not be brought onto the UWA grounds unless they are under complete control of the owner and present no hazard to people.  The owner must at all times clean up after the animal.
2. Animals are not permitted in any UWA building, even though leashed, except for animals involved in research projects or as otherwise set forth herein.
3. Animals are not permitted at UWA athletic venues on campus, except as otherwise set forth herein.
4. Animals may not be tethered on campus.
5. Animals, including dogs and cats, found running at large or without evidence of current rabies vaccination are subject to being reported to the proper authorities.
6. Complaints concerning animals in UWA buildings or running loose on campus should be reported to the UWA Health and Safety Coordinator at (205) 652-3751.

Additionally, all Livingston Municipal Ordinances and Alabama State Laws regarding animal care, vaccinations, etc. must be followed. Animals used in relation to UWA’s Rodeo program are exempt from this policy.

Assistance Animal Guidelines for the University of West Alabama

A. Policy Statement:

It is the policy of the University of West Alabama to ensure that people with disabilities who require the use of Service or Emotional Support Animals (collectively “Assistance Animals”) as a reasonable accommodation receive the benefit of the work or tasks performed by such animals or the therapeutic support they provide. As such, “Service Animals” assisting individuals with disabilities are generally permitted in all UWA facilities, except as otherwise stated. “Emotional Support Animals” are generally permitted only in UWA-owned housing and only when it is necessary to afford the individual with a disability an equal opportunity to use and enjoy UWA-owned housing, provided certain conditions, as described herein, are met. Emotional Support Animals may be excluded where the presence of the animal fundamentally alters the nature of the program or activity or presents a safety hazard.

The University of West Alabama is committed to reasonably accommodating individuals with documented disabilities who require the use of Assistance Animals. The University is, also, mindful of the health and safety concerns of the campus community. The University must balance the need of the individual with the disability with the potential impact of the animal on other members of the campus community. The successful implementation of these guidelines requires the cooperation of students and staff.  Each request will be reviewed within a reasonable timeframe, but can be delayed by issues outside of the control of the University.

B. Definitions:

Alternate Care Provider:

An alternate care provider is the designated person to care for the ESA when the owner is away from campus for a period of time.  The alternate care provider is held to the same guidelines as the ESA owner and is responsible for proper care of the animal.  The alternate care provider must have an off-campus residence (within 100 miles) and must take the ESA off campus if alternate care is required.  Failure to do so, within a determined timeframe, will result in boarding the animal at the owner’s expense.

Assistance Animal:

Assistance Animal is a term used to collectively describe Service Animals and Emotional Support Animals.

Disability:

Disability is defined as a physical, mental, or medical condition or impairment that limits one or more of a person’s major life activities or is demonstrable by medically accepted clinical or laboratory diagnostic techniques. These limitations may include: caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, working, and learning.

Emotional Support Animal:

An Emotional Support Animal (ESA) is an animal that provides therapeutic benefit to an individual with a mental or psychiatric disability upon the written recommendation of their physician, psychiatrist, social worker, or other licensed mental health professional.  An ESA provides emotional support that alleviates one or more identified symptoms of the owner’s disability.  An ESA is limited to residence halls and designated outdoor areas on campus and is not permitted in academic buildings and other campus facilities.  An ESA must be housebroken and under the control of their handler at all times.

Pet:

A pet is an animal kept for ordinary use and companionship unrelated to a disability. A pet is not considered a Service Animal or an Emotional Support Animal, and therefore is not covered by this policy. Individuals are not allowed to have pets on University property.

Service Animal:

A Service Animal is defined by the Americans with Disabilities Act (ADA) as any dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Other species of animals, whether wild or domestic, trained or untrained, are not Service Animals for the purposes of this policy. Emotional Support Animals, therapy animals and/or companion animals, are not Service Animals under the ADA.

Work or tasks performed by a Service Animal must be directly related to the handler’s disability. Examples of work or tasks include, but are not limited to: (a) assisting individuals who are blind or have low vision with navigation and other tasks; (b) alerting individuals who are deaf or hard of hearing to the presence of people or sounds; (c) pulling a wheelchair; (d) assisting individuals during a seizure; (e) alerting individuals to the presence of allergens; (f) retrieving items such as medicine or the telephone; (g) providing physical support and assistance with balance and stability to individuals with mobility disabilities; and (h) helping persons with psychiatric and neurological disabilities by preventing or interrupting impulsive or destructive behaviors. The crime deterrent effects of an animal’s presence and the provision of emotional support, well-being, comfort, or companionship do not constitute work or tasks for the purposes of this definition.

C. Information Regarding the Use of Service Animals in UWA Non-Residential Facilities:

Students who use a Service Animal in UWA facilities should contact the University’s ADA Coordinator at 205.652.3651, who can assist the student with inquiries. UWA officials may appropriately ask the student to answer: (a) whether the Service Animal is required because of a disability, and (b) what work or tasks the animal is trained to perform. It is helpful for UWA to know the type of Service Animal, a description of the Service Animal (e.g. weight, breed, etc.), and the animal’s name. A student dissatisfied with a decision concerning an animal as a reasonable accommodation in UWA programs or facilities may contact the Director of Human Resources at rupchurch@uwa.edu.

Employees requesting to have a Service Animal at work should present the type of information noted above to the ADA Coordinator at 205.652.3651. Employees dissatisfied with a decision concerning a Service Animal at work may contact the Director of Human Resources at rupchurch@uwa.edu.

Service Animals accompanying visitors with disabilities to campus are welcome in all areas of campus that are open to the public, except as otherwise prohibited in this policy. Specific questions related to the use of Service Animals on the UWA campus by visitors can be directed to the ADA Coordinator at 205.652.3651.

Service Animals may be excluded in areas where the presence of the animal fundamentally alters the nature of a program or activity or presents a safety hazard. Examples may include, but are not limited to, research labs, areas requiring protective clothing, food preparation areas, and areas with sharp objects on the floor or protruding from a surface, extremely hot or cold material on the floor, or a high level of dust. Service Animals are not permitted in any lab area requiring personal protective equipment, unless a documented need is approved.

D. Information Regarding the Use of Assistance Animals in UWA-owned Housing:

Pets are prohibited in UWA-owned housing. Service Animals and approved Emotional Support Animals, however, are not considered pets and are permitted to reside in UWA-owned housing with the student with a disability whom they accompany.

1. Service Animals in UWA-owned Housing

A student with a disability residing with a Service Animal in UWA-owned housing should complete and return to the ADA Coordinator the Service Animal Registration form prior to the Service Animal moving into the UWA-owned housing (preferably at least 60 days prior to move in). Students should submit the Service Animal Registration form in order to provide information to the University about the Service Animal and to coordinate accommodations. For further information on Service Animals in UWA-owned housing, a student may contact the ADA Coordinator at 205.652.3651.

1. Emotional Support Animals in UWA-owned Housing

A student desiring to reside with an Emotional Support Animal in UWA-owned housing shall follow the procedures as described herein.

ESAs may not reside in University housing without express written approval of University officials. Student requests begin in Career Services and Counseling Center (CSCC) (Foust Hall 7) who will process the request for reasonable accommodations. The ADA Compliance Officer will communicate with appropriate staff in University Housing and Residence Life about the request for an ESA and will work with the student on their request.  University Housing and Residence Life will obtain a roommate memorandum of agreement for those living in the same suite as someone utilizing an ESA.  An ESA may not be brought into a residence hall until the Housing Office has issued an “Authorized Animal on Premises” sign, which must be posted on the resident’s door.

a. ESA Request Process:

1. A student requesting an ESA starts the process by registering with Career Services and Counseling Center (CSCC).  This includes completing an application for CSCC, scheduling and completing an intake appointment with the ADA Coordinator, and providing all necessary documentation requirements for the proposed ESA (including but not limited to vaccinations, proof of good health from the veterinarian and signing the ESA Memorandum of Understanding).
2. The student must provide a signed letter, on professional letterhead, from the person’s physician, psychiatrist, social worker, or other mental health professional. The certifying professional MUST be licensed in the State of Alabama or in the home state of the student making the request.  Staff employed at UWA Career Services and Counseling Center will not be able to issue documentation regarding requests for ESAs.
   
   At a minimum, the letter should include the following terms:
   1. The provider’s professional opinion that the individual’s condition qualifies as a disability and the basis for that opinion.
   2. The provider’s opinion and recommendation that the ESA is needed to help alleviate symptoms and impairment associated with the person’s disability in order to allow the person to use and enjoy University Housing services.
   3. A description of the comfort or assistance that the animal will provide.
   4. An “internet” certificate is not needed or accepted as a sole supporting documentation.  The request for an ESA is to be part of an ongoing treatment plan and will be subject to reverification at the beginning of each fall semester.
3. The student must complete the supplemental request forms including:
   1. Mental Health Care Professional Form
   2. Veterinarian Form
   3. Alternate Care Provider Form
   4. Roommate/Apartment Mates Permission Form
   5. High-quality photo of animal
4. The ADA Compliance Officer will review documentation and, if he/she determines a qualifying disability exists, a recommendation will be sent to the office of University Housing and Residence Life.

All documents and supplemental forms must be submitted at the time of request for review.  Incomplete or missing documents will only be reviewed once all are complete and ready for submission. 

Submitting a request for an ESA does not guarantee a specific accommodation.  Students must complete the ESA request process and receive approval from the ADA Compliance Officer before engaging in any behaviors related to the requested ESA. 

1. Standards for Emotional Support Animals:

All approved Emotional Support Animals must comply with applicable laws regarding animals, their treatment and care, and also meet the following standards:

Dogs

· All required immunizations must be up-to-date and a copy of the immunizations must be on file with the Career Services and Counseling Center (CSCC).

· Dogs must be spayed or neutered. A copy of the veterinarian’s report must be on file with the CSCC.

· Collars and tags must be worn at all times. The dog must be kept on a leash at all times when outside the residence hall or apartment and must be crated whenever the student is not in the residence hall. Dogs must never be allowed to run freely.

· Dogs must possess friendly and sociable characteristics. A specific dog may be restricted from the premises by the Director of Housing based on any confirmed threatening or territorial behavior.

· Dog obedience and training programs are highly recommended.

Domestic Cats

· All required immunizations must be up-to-date and a copy of the immunizations must be on file with the CSCC.

· Cats must be licensed and a copy of the license must be on file with the CSCC.

· Cats must be spayed or neutered. A copy of the veterinarian’s report must be on file with the CSCC.

· Collars and tags must be worn at all times. The cat must be kept on a leash at all times when outside the residence hall or apartment and must be crated while the student attends class or whenever the student is not in the residence hall.  Cats must never be allowed to run freely.

Any Other Animal

· To be considered on a case by case basis.

E. Responsibility of Students with Assistance Animals:

1. Care and Supervision:  Each student is responsible for the care, control, and supervision of the Assistance Animal at all times. The student is responsible for ensuring the cleanup of the Assistance Animal’s waste and, when appropriate, must relieve the animal in areas designated by the University. 

• Animal feces, defined as cat litter box contents and any solid animal waste, must be disposed of properly. It is the owner’s responsibility to remove feces from University grounds, dispose of it in a disposal bag (at the owner’s expense), and then place that bag in the garbage dumpsters outside. Cleanup must occur IMMEDIATELY. Animal feces may not be disposed of in any trash receptacle or through the sewer system inside any building at the University. Waste MUST be taken to any apartment or residence hall dumpster for disposal.
• Residents with cats must properly maintain litter boxes. In consideration of the health of the cat and occupants of the apartment or the residence hall room, cat litter box contents must be disposed of properly and regularly. The litter box must be changed with new cat litter regularly as outlined by the manufacturer.
• Animal accidents within the residence hall room or apartment must be promptly cleaned up using appropriate cleaning products.
• Regular and routine cleaning of floors, kennels, cages, and litter boxes must occur. The odor of an animal emanating from the residence hall room or apartment is not acceptable.
• If the student leaves campus for a period of time, he/she must take the ESA with him/her and may not leave the ESA on campus overnight or longer than eight (8) hours.
• Emotional support animals shall not be taken into the residence hall or apartment offices, administrative offices, common space, or student living areas.
• Health and Safety: The student is responsible to ensure that the health and safety of others is not threatened by the Assistance Animal. Assistance Animals authorized to live in University housing must not interfere with others’ enjoyment of the residential space (e.g., by excessive barking, creating unsanitary conditions, etc.). Annual proof of current rabies is required for dogs and cats.  Further, they must wear their rabies tags at all times on campus.  Proof of good health must be provided annually for all Assistance Animals from their veterinarian.

2. ​Other Conditions:  In response to a particular situation, The University of West Alabama may impose reasonable conditions or restrictions if necessary to ensure the health, safety and reasonable enjoyment of others.

F. Removal of Assistance Animal:

The owner of an Assistance Animal may be asked to remove the animal from University facilities if the owner or animal fails to comply with the policy. The following describes behaviors which may result in the removal of the animal.

1. Disruptive Behavior: An animal may be removed if its behavior is unruly or disruptive (e.g., barking, growling, damaging personal belongings of individuals other than the owner, or displaying aggressive behavior). The owner may be prohibited from bringing the animal on campus until the owner takes significant and effective remedial steps to correct the animal’s behavioral problems. Disruptive or destructive behavior of Assistance Animals may be considered a violation of the UWA Student Code of Conduct.
2. Poor Health: Animals with health conditions that pose a threat to others are not permitted.
3. Uncleanliness: The animal must be kept clean and free of pests. Owners who fail to properly clean up and dispose of the animal’s waste may be required to remove the animal from University property. It is the responsibility of the owner to relieve the animal in designated areas and to bag and dispose of solid pet waste in the garbage dumpster outside the apartment or residence hall. An animal that becomes wet from walking in the rain or mud, but is otherwise clean, is considered a clean animal.
4. Responsibility for Damage and/or Uncleanliness:  Owners of Assistance Animals are solely responsible for any damage to persons or property caused by their animal. The owner’s residence area may be inspected for physical damage, fleas, ticks, or other pests. If fleas, ticks, or other pests are detected through inspection, the residence will be treated using approved fumigation methods from a University-approved pest control service. The owner will be billed for the expense of any treatment. The owner’s residence may be inspected to ensure that it is being properly cleaned and that sanitary and safe conditions are maintained. If required, the owner will be billed for the expense of the additional cleaning required.

G. Conflicting Disabilities:

UWA’s Office of Housing and Residence Life will make a reasonable effort to notify individuals in the immediate area where the animal will be located or the existence of an ESA.

Individuals with a medical condition affected by animals (respiratory diseases, asthma, severe allergies) should contact University Housing if they have a health or safety-related concern about exposure to an ESA.  The resident will be asked to provide medical documentation that identifies the condition and will allow determination to be made as to whether there is a need for an accommodation for that individual.

University Housing and Residence Life will resolve any conflict in a timely manner, considering the conflicting needs and/or accommodations of all persons involved.

Adapted from The University of Alabama, The University of Alabama in Huntsville, the University of Texas at Austin, George Mason University, and The University of Vermont’s Emotional Support Animals policy. Consulted with websites from, the University of Texas in Tyler and the University of Montevallo.

July 2019

UWA Today

The Office of Institutional Advancement publishes an annual magazine, UWA Today, that features news about the University’s alumni, faculty, staff, students, and the UWA community. Faculty and staff are encouraged to submit items of interest about their activities, programs and personal development to the Office of Institutional Advancement for publication. Certain editorial rights may be exercised on any material submitted.

Weather Policy

Inclement weather that might cause risk or danger to students, faculty, or staff may occasionally result in changes to normal University operations, including altering class schedules and even cancellation of classes or events.

Different situations prevail for each individual in threatening weather situations; therefore, students, staff, and faculty members must exercise their best judgment about whether they attend class or report to work. While the University will always take the action that is deemed to be in the best interest of the University community, in the end, the decision when the potential for inclement weather exists and about whether to travel during inclement weather has to be an individual one based on each person’s circumstances.

The President or his/her designee(s) will make a decision about any change in normal University routine as inclement weather circumstances threaten or occur. Actions taken to address inclement weather will include consideration of the University’s mission and the well-being of faculty, staff, students, and property. The National Weather Service and local and state law enforcement and emergency agencies will be consulted as the threat of inclement weather ensues.

Should inclement weather result in classes being canceled or the University is being closed or activities curtailed, an announcement to this effect:

1. Will be distributed to area radio and television stations,
2. Will be posted on the University web page (www.uwa.edu) and
3. Will be posted on the UWA Information Hotline (205/652-3888).
    

Students and parents should consult these outlets for announcements. If no announcement regarding cancellation of classes or curtailment of operation is made, then classes and events will be held as scheduled.

Tornadoes

In the event of a tornado watch-advice that weather conditions are such that tornadoes may develop-the switchboard operator and/or the Campus Police Department seek to ensure that persons in all buildings are notified an alert is in effect, including the expected duration of the alert. If word of the tornado watch is received during normal business hours, the University switchboard operator calls the deans’ offices and the other main offices in each building on campus, and those receiving the calls then notify the departments, other offices, persons responsible for the dormitories, and key persons in all other University facilities. When a faculty member receives notice of a tornado watch during a class, he/she should inform the class and explain to them the designated shelter area to which the class will move in the event a tornado should develop. If the tornado watch occurs after normal business hours, the Campus Police Department and/or the University switchboard will ensure that notice reaches appropriate persons in each dormitory and in all other buildings which are open at the time.

A tornado warning is a report that a tornado has been sighted in the area. In the event of a tornado warning, the sirens on the campus and throughout the town are sounded, and everyone must take shelter immediately in one of the areas which offers the best possible protection from a tornado. If a warning comes during class, the professor should immediately dismiss the class and guide the students to an appropriate shelter. Although some buildings, because of their construction, offer better protection than others, it is usually safest for a person to seek the most sheltered area possible in the building in which he/she is located rather than risk the danger of going outside to reach other buildings. Normally a basement or ground floor corridor is the safest location. In moving to a safer location, everyone should use stairs rather than elevators and should avoid window areas.

In the event of a tornado drill, the same procedures shall be followed as for a tornado warning, except that students will not leave the classroom. Instructors will announce to their classes the location to which they would go if the drill were, in fact, a real tornado warning.

A more detailed statement regarding tornado procedures is available in department and administrative department offices.

Solicitations

All direct solicitations or fund-raising events for the support of University programs or activities by a department (faculty or staff member) should have prior clearance from the Vice President for Institutional Advancement by submitting a Fund Raising Request form at least two weeks prior to the drive. University departments that have been granted permission should report all income, citing individual donors with amounts and costs of the drive to the Office of Institutional Advancement for tax purposes.

All direct solicitations or fund-raising events by a student organization should have prior clearance from the Director of Student Life by submitting a memorandum stating the purpose, the projected goal, beginning and ending dates, and the organization’s name and advisor. A new request must be submitted for each new solicitation or fund raising event. The organization should submit a list of individual donors making donations over $100 to the Vice President for Institutional Advancement for tax purposes. After the drive is complete the organization should report the total amount generated to the Director of Student Affairs. Solicitations among only members of an organization are excluded from this policy.

Solicitations on campus by off-campus groups or individuals must have prior approval from the Vice President for Financial Affairs before solicitations may be made.

Donations

All donations, whether cash or gift-in-kind service or product, made to any area of the University, whether deposited into an official University budgeted account or through the UWA Foundation, should be reported to the Office of Institutional Advancement. A separate gift-in-kind form should be prepared with the donor placing the value on the service or product given. This is required by the Internal Revenue Service. Forms can be obtained through the Office of Institutional Advancement. The Office of Institutional Advancement will provide and send the donor a receipt for his/her tax purposes with a letter of acknowledgment and thanks from the University. In the case of memorials or honorariums, an acknowledgment is also sent to the honoree. Reports can be prepared for individual departments on revenue received from private donations made to that area by contacting the Office of Institutional Advancement.

Employees of the University can make a donation to any area of the University by cash or credit card or through payroll deduction. Payroll Deduction forms can be obtained from the Office of Institutional Advancement. Deductions will start on the next pay period following the date of the completed form and must be for a minimum of five dollars a month. At any time the donor wishes to stop such deductions, he/she should contact the Payroll Supervisor in the Financial Affairs Office, who, in turn, will notify the Accounting Specialist and the Operations Manager of such change.

Policy on Free Speech and Facility Use

One of the primary functions of the University of West Alabama is the discovery, improvement, transmission, and dissemination of knowledge by means of research, teaching, discussion, and debate, and to fulfill that function, the University strives to ensure to the fullest extent possible intellectual freedom and free expression. Further, in the spirit of academic inquiry, it is acceptable to dissent to and disagree with generally accepted truth and knowledge.

It is not the proper role of an institution of higher education to shield individuals from speech protected by the First Amendment to the United States Constitution and Article I, Section 4 of the Constituion of Alabama of 1901, including ideas and opinions found unwelcome, disagreeable, or offensive. However, the right to free speech and expression does not include unlawful acts or activity that endangers or threatens to endanger the safety and/or well-being of any member of the University community. In addition, it does not include any activity that materially interferes with the education or well-being of other students or the mission of the University.

Faculty, staff and students are free to take positions on public controversies and engage in protected expressive activity in outdoor areas of the campus, and to spontaneously and contemporaneously assemble, speak, and distribute literature. However, the University will strive to remain neutral, as an institution, on the public policy controversies of the day, except as far as administrative decisions on the issues are essential to the day-to-day functioning of the University, and the University will not require faculty, staff, or students to publicly express a given view of a public controversy.

The University, further, supports free association of its students and will not deny a student organization any benefit or privilege available to any other student organization or otherwise discriminate against an organization based on the expressions or beliefs of that organization.

PROCEDURE

The following procedures have been established to safeguard individuals’ rights while also providing safety and protection for members of the University community.

Reasonable time, place, and manner restrictions will be enforced. However, the enforcement will not depend, in any way, on the subject matter involved in an expressive activity. It is strongly suggested that all activities be registered with the Coordinator of Campus Events, in advance, to make adequate arrangements for safety and security and to insure the desired space is available.

The University provides forums for the expression of ideas and opinions, such as the following:

1. Traditional public forums include the University’s public streets, sidewalks, and similar common areas. These areas are generally available for non-amplified expressive activity, planned or spontaneous, for the individual or small group at any time without the need for reservation or prior approval, unless the use of the space is already scheduled.
2. Designated public forums include other parts of the campus that may become temporarily unavailable for non-amplified expressive activity as designated by the Universtiy.
3. Non-public forums are areas that are not traditional public forums or designated public forums. These locations will be restricted to use for their intended purpose and are typically not available for public expressive activity. Examples include, but are not limited to, classrooms, residence halls, faculty and staff offices, administrative buildings, academic buildings, libraries, research and computer labs, and private residential housing on campus.
4. Additionally, security considerations may affect the availability of spaces that would otherwise be available.

GUIDELINES

1. Literature can be distributed in public forums. However, the party distributing the literature is responsible for cleaning up any discarded paper and restoring the campus to its previous condition. Literature may not be distributed in non-public forums.
2. No amplification equipment may be used.
3. Use of campus land is on a temporary basis.
4. Flyers may be placed on open bulletin boards inside or outside University buildings.
5. Disruptive activities will not be allowed. The University has defined a disruptive activity as an action by an individual, group or organization to impede, interrupt, interfere with or disturb the holding of classes, the conducting of University business, or the authorized scheduled events and activities of any and all segments of the University. Furthermore, any activity that incites imminent lawless action or that triggers an automatic violent response will be considered disruptive. In addition to any potential criminal penalties, students engaging in disruptive activities will be referred to the Student Conduct Committee, and employees will be referred to the Human Resources Department.
6. No activity will be permitted that blocks access to University buildings, streets, sidewalks, or facilities, defaces property, injures individuals, unreasonably interferes with regular or authorized activities or functions, or disrupts the free flow of pedestrian or vehicular traffic.

FACILITIES USE RESERVATIONS

The use of University facilities by a sponsoring organization¹ of the University must have the approval of the Coordinator of Campus Events, be cleared on the official University Calendar, and have completed the necessary reservation forms. A person wishing to schedule an event should first contact the Coordinator of Campus Events to determine if the proposed date and time are available. If so, the reservation must have the approval of the person/department in charge of the specific facility before the request can be approved. A request to reserve a University facility must be made no fewer than ten business days in advance of the event.

Facility reservations may be reserved on a first-come, first-serve basis and are subject to other University rules and regulations. Only the sponsoring organization that reserves a designated space may use the area for expressive activity² during the reserved period. While security for a proposed event may be necessary, the University will not charge security fees based on the content of the expressive activity. If a request for a facility reservation is denied, the University will, where feasible, propose measures to address any defects in the request.

An off-campus group wishing to use University facilities must be sponsored by a sponsoring organization of the University for the purposes of the facility use, and such University sponsoring organization must be the one to complete the necessary steps and reservation as detailed above. Generally, a charge is made for the use of University facilities by groups not connected with the University. Exceptions may be made by the President of the University in the case of off-campus groups which directly support the programs of the University.

To avoid conflicts between events and to encourage attendance at worthwhile activities, no two events open to students generally, or to a major segment of the student population, should be scheduled at the same time in conflict with each other, whether held on-campus or within the local area, whether sponsored by student organizations, academic departments, administrative offices, the athletic department, or any other campus group, and it applies to events on-campus sponsored by non-University groups.

¹ Sponsoring organization is defined as a student organization approved and recognized by Student Life or a faculty/staff organization, department, or office formerly recognized by the University.

² Expressive activity is defined as the verbal or symbolic expression of an idea, thought, or opinion; it does not include speech that is likely to incite or produce imminent lawless action, expression that consists of fighting words or threats of physical harm, or expression that is defamatory, obscene, or commercial in nature.

RESPONSIBILITIES OF INDIVIDUALS, SPONSORING ORGANIZATIONS, AND SPONSORED GUESTS

Sponsoring organizations are responsible for ensuring that sponsored guests read and understand all obligations set out in this and all other applicable University policies. Members of the University community may be held individually responsible and sponsoring organizations may be held collectively accountable for any violations by its sponsored guest(s), the organization, or its members, of University policies including the Code of Student Conduct and personnel policies, as applicable.

Sponsoring organizations and/or sponsored guests who do not comply with this or other applicable University policies automatically forfeit their reservations and must immediately vacate University property. Repeat violations of this policy may result in loss of privilege for the sponsoring organization and/or sponsored guests as determined by the Office of Student Affairs.

Exceptions to this policy can be approved only by the President of the University.

This policy will be interpreted and enforced consistent with the requirements of Ala Code §§ 16-68-1 to -8, effective July 1, 2020. Such laws are incorporated herein and shall be deemed to preempt and superseded any conflicting or inconsistent provision of this or any other University policy.

Guidance on Political Campaign Activities

The University of West Alabama is committed to the free and open discussion of ideas and to the principles of free expression, including the exchange of political viewpoints and ideas, for all members of campus. University employees and students have the right to participate in political activities to the same extent as any other citizen of the state, including endorsing candidates and contributing to campaigns and joining political clubs, organizations, and state/national political parties. University employees and students may also publicly support issues of public welfare. See, Ala. Code § 17-1-4. Nothing in this Policy is intended to limit the rights of employees or students to express personal opinions or engage in political activities in their individual capacities and as private citizens.

However, certain types of politically-related activities by the University or by University employees, in their official capacities, are incompatible with the University’s tax-exempt status. This Policy describes the limitations on the University’s involvement in the use of its resources and in political campaign activities.

This Policy prohibits the use, or appearance of use, of the University’s name or resources in support of a political campaign or organization. Furthermore, no University employee shall lend, or appear to lend, the support of the University in connection with any contribution or solicitation of any contribution to a political campaign or organization. When employees are involved in political activity, it is incumbent upon them to make clear that they are acting in a private and individual capacity, and that their activities have neither University sponsorship nor support. No University employee shall use public funds, property (including stationery, stamps, office equipment, office supplies, or state automobiles), or time for any political activities. See, Ala. Code §§ 17-17-5 and 36-12-60 through 64. It is also unlawful for any University employee to solicit any type of political campaign contributions or coerce, or attempt to coerce, work in a political campaign/cause from other employees who work for that employee in a subordinate capacity. Ala. Code § 17-17-5.

University employees may not seek or hold public office and remain employed at the University if such activities could or would result in a conflict of interest or interfere with the employee carrying out his/her University responsibilities. Employees who intend to seek election to public office must first obtain written consent from the University’s President through appropriate reporting channels.

This Policy shall apply to all University employees and students; however, it does not apply to permissible lobbying and public policy education efforts.

Use of University Resources for Political Events or Activities

A. University Sponsored Events

Inviting Political Candidates to Campus

The University shall not endorse or oppose any political candidate for elected public office. The University may, however, provide opportunities to educate its students, employees, and the community at large on the election process through candidate lectures, forums, debates, and other political discourse. As an institution, or through a University sponsor, the University may hold certain political events, subject to the following terms:

1. Approval. A political event may be sponsored by a college, academic department, or administrative unit of the University only with the approval of the University President, who may consult with other administrative officers.
2. Format. A University sponsored political event must be in the format of a candidate forum or debate, question-and-answer sessions, or similar communications in an academic setting; such events cannot be conducted as a campaign rally or similar event. All legally qualified candidates for a political office must be invited to participate on an equal basis with such limitations as may be appropriate after consulting with the Office of the President.
3. Use of University Resources. University facilities may be made available for such events in accordance with this and all other applicable University policies. Receptions and other social activities associated with this event must include all candidates who are invited to participate in the political event.
4. Publicity. All promotional materials for political events must include appropriate statements indicating that the University, the University sponsor, and University officials do not endorse any political candidate or any position of a political candidate. Subject to this restriction, University officers may otherwise publicize the event in any appropriate manner and encourage or arrange for coverage by media organizations.
5. Cost, Expenses, Fees, and Honoraria. The University sponsor must pay all facility charges and ancillary service costs associated with the event, including but not limited to custodial, parking, equipment set up and operation, and security. No compensation, honorarium, or expenses may be paid to or on behalf of any political candidate.
6. No admission may be charged for such events.
7. No political fundraising activities may be conducted at such events.

Inviting Individuals in their Non-Candidate Capacity

The above-mentioned terms and conditions do not apply when an individual is invited by the University in their official capacity (e.g., as a sitting public official, field expert, public figure/celebrity) and not in their capacity as a political candidate. For such events, a non-partisan atmosphere should be maintained, and the individual must only speak in their non-candidate capacity and make no reference to the election. Communications regarding the event should indicate the capacity in which the individual is appearing and should not mention the individual’s candidacy or the election.

B. Recognized Student Organizations

Inviting Political Candidates and Individuals in their Non-Candidate Capacity to Campus

Recognized student organizations seeking to sponsor a political event, host a political candidate, or invite an individual in his/her non-candidate capacity to campus must do so in accordance with the policies and procedures established by the University and Student Affairs for student organization-sponsored events in general.

1. Approval and Notice. The sponsorship must be approved by the organization’s leadership and advisor (if applicable), and the Office of the President must be notified prior to reserving campus facilities for the event.
2. Use of University Resources. University facilities may be made available for such events in accordance with this and all other applicable University policies.
3. Publicity. Promotional materials for the political event may not state or imply that the University endorses a political candidate or any position of a candidate.
4. Cost and Expenses. The sponsoring student organization is responsible for all facility charges and ancillary service costs associated with the event, including but not limited to custodial, parking, equipment set up and operation, and security.

University Indicia (name, marks, logo, etc.) may be used to identify the location of such an event but not in such a way as to suggest that the event is officially endorsed or sponsored by the University.

Academic Calendar

The Office of the Provost prepares the academic calendar, based on established guidelines. The proposed calendar is then sent to the President for approval, after which it is included in the new General Catalogue and Graduate Catalogue.

University Bulletin Boards

The University provides bulletin boards throughout the campus for the purpose of disseminating information important to members of the University community. Official bulletin boards are located in proximity to various offices and are reserved for official information related to the respective offices. No materials should be posted on these official bulletin boards without the approval of the person in charge.

General bulletin boards-those not assigned to specific offices-are available for posting of important information by faculty, staff, and students, including notices from student organizations and other groups directly related to the University. Since bulletin boards are provided for meaningful communication within the University community, all notices should be relevant to faculty, staff, and/or students and should comply with accepted standards
of good taste.

No announcements from persons or groups not directly related to the University (for example, business establishments or off‑campus organizations) may be posted on any University bulletin boards except those in the Union Building specifically designated for such purposes.

The University of West Alabama regulations prohibit posting anything on the walls, doors, and windows of any building on campus or on any trees, utility poles, traffic signs, or other permanent signs and fixtures. Notices should never be taped, tacked, or stapled anywhere except on appropriate bulletin boards.

Continuing Education Activities

The University of West Alabama provides two general types of continuing education activities for the people of the service area.

Community Service Courses

Continuing education courses in areas of general interest are offered from time to time by the various colleges. These courses, coordinated by the Dean of Educational Outreach, are offered at specified times over a period of one or more weeks and include primarily topics related to hobbies and recreation, self‑improvement, and general skills. Examples of such courses offered in the past are acrylic painting, Asian cooking, aerobic exercises, beginning crocheting, care of house plants, fused glass jewelry, genealogy workshops, protecting your computer, introduction to the microcomputer, and personal income tax.  A specific fee is charged for each course, payable to the University of West Alabama. UWA faculty and staff members or others with special expertise may serve as instructors, with remuneration at a rate agreed upon prior to the beginning of the course.

Sumter County Fine Arts Council

The University of West Alabama supports the Sumter County Fine Arts Council, a local organization which sponsors performances in music, drama, and dance, as well as various types of art exhibits and a special series of programs for the school children of the public and private schools of the county. The University of West Alabama’s contributions to the Council are of three kinds:

1. Limited funds allocated directly to provide whole or partial payment for one or more special events.
2. The use of UWA Auditorium, Webb Hall Art Gallery, and other University facilities for Fine Arts Council events.
3. Clerical support and computer assistance in such matters as correspondence, public relations, logistical arrangements, etc.
    

Other sources of support for the Fine Arts Council are membership fees, funds from county and municipal agencies, revenues from the Hazardous Waste Tax, contributions from business and industry, and grants from the Alabama State Council on the Arts and other agencies.

In return for the support of the University, the Fine Arts Council admits UWA students to all events on an equal basis with Council members-i.e., generally without charge. The University is represented on the Board of Directors of the Fine Arts Council by several regular members. In addition, the Chairperson of the Faculty Senate and the President of the Student Government Association (or their designated representatives) are ex-officio members of the Board, and the Chairperson of the Department of Fine Arts, the Director of Choral Activities, and the Director of UWA Theatre are members of the Advisory Council.

Faculty and staff members may join the Fine Arts Council at a very reasonable rate through individual or family memberships. Those who contribute a somewhat larger amount are listed on the programs for all events as patrons or sponsors. Membership fees and other contributions to the Council are tax deductible, and members are entitled to free admission to events sponsored by the organization.

Sumter County Nature Trust

The Sumter County Nature Trust at the University of West Alabama was established through a gift from two former faculty members, Doctors Ralph and Margaret Lyon, in order to identify and preserve the natural resources of Sumter County, to inform and educate citizens about our natural resources, and to develop sites for the enjoyment and appreciation of these resources. It is administered by a five‑member Board of Directors appointed by the University of West Alabama Board of Trustees, with a faculty member from the College of Natural Sciences and Mathematics as Chairperson.

UWA Tiger Club

The UWA Tiger Club invites membership from all individuals interested in supporting the young men and women who represent the University of West Alabama through the various intercollegiate athletic teams.  The Tiger Club oversees the sale and distribution of season athletic tickets, special athletic fundraising, and private gifts to UWA Athletics.  Although an individual may designate a contribution to a specific program, all unrestricted funds are used to benefit all intercollegiate sports programs at the University.  All payments are deposited through the UWA Foundation.

UWA Rodeo Booster Club

The UWA Rodeo Booster Club invites membership from anyone interested in supporting the UWA Rodeo Team. The Club’s main goals are to supplement the Rodeo Team’s travel budget and to assist with the Collegiate Rodeo, which occurs in the fall each year.

Written Information Security Program

Appendix A

Family Educational Rights and Privacy Act (FERPA)

A federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. FERPA gives parents certain rights with respect to their children’s education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are “eligible students.”

General Data Protection Regulation (GDPR)

Aregulation in the European Union (EU) law for data protection and privacy. This policy sets forth a standard for any organization involved with the transferring or collecting of data and information from the citizens of the European Union. In the UWA setting, schools must follow the privacy guidelines in order to protect the data of international students.

Gramm-Leach-Bliley Act (GLBA)

The Gramm-Leach-Bliley Act requires financial institutions or companies that offer consumers financial products or services like loans, financial or investment advice, or insurance to explain their information sharing practices to their customers and to safeguard sensitive data.

Health Insurance Portability and Accountability Act (HIPAA)

The Health Insurance Portability and Accountability Act requires that any medical institution or UWA protect and maintaining the privacy of a patients or students electronic medical records.

Higher Education Opportunity Act (HEOA)

The Higher Education Opportunity Act of 2008 (HEOA) is federal legislation designed to strengthen the educational resources of colleges and universities and to provide financial assistance for students in post-secondary education.

Payment Card Industry (PCI)

The PCI is a set of technical and operational standards set forth to protect a cardholder’s financial data and information that organizations must follow. These standards ensure that organizations use secure and best practice methods to accept, transmit or store

card data.

Red Flags Rule

The Red Flags Rule requires many businesses and organizations to implement a written Identity Theft Prevention Program designed to detect the warning signs or red flags of identity theft in their day-to-day operations.

Consumer Protection, Alabama Data Breach Notification Act of 2018 SB 318

The Alabama Data Breach Notification Act of 2018 defines sensitive personally identifying information as knowing a specific individual’s first name or first initial and last name in combination with their: Social Security number or tax identification number.