Policies for New Faculty

Policy 6.28: Faculty Professional Responsibility

Key Takeaways

• Faculty have the following responsibilities to students:
  • Ensuring that the course content and rigor is generally consistent with benchmark academic standards;
  • Meeting scheduled courses, including finals, as well as holding regular office hours;
  • Promptly evaluating student performance, without prejudice or favoritism, using the evaluation criteria as stated in the course syllabus;
  • Avoiding the misuse of class time; not presenting their own views on topics unrelated to the course's subject matter; and presenting controversial subject matters with sensitivity, in a respectful atmosphere, and without rewarding either agreement or disagreement;
  • Not using their position/authority/relationships with students to obtain uncompensated labor for their own gain, or participating in conduct/relationships with students that could place the faculty in a conflict of interest or position to be accused of prohibited discrimination or harassment;
  • Not plagiarizing any student work, ensuring that appropriate credit and attribution is given to students in collaborative efforts;
  • Maintaining confidentiality in accordance to all applicable policies and laws.
• Faculty have the following responsibilities to colleagues:
  • Remaining informed and knowledgeable about developments in their area of expertise;
  • Avoiding the appearance that they are authors of work done by others and not exploiting their position for gain when supervising the professional work of others;
  • Exhibiting "reasonable care" in meeting their commitments when engaged in joint professional efforts and reporting the results/conclusions of their professional activities with integrity.
• Faculty have the following responsibilities to SUU:
  • Recognizing that their position at SUU places them in a position to positively or negatively affect SUU's reputation;
  • Exercising their academic freedom within the provisions of SUU policy;
  • Exhibiting ongoing commitment to SUU in the areas of teaching standards, scholarly/creative contributions, service, and collegiality.
• Faculty members who fail to meet any of the above responsibilities may face disciplinary action. Recommendations for any action will be made in writing, including the justification for the action. Various sanctions are approved based on the severity of the action. Faculty are generally required to make restitution or remedy the situation caused by the faculty's actions or lack thereof.

Policy 6.36: Course Syllabus

Key Takeaways

• All instructors must supply students with an electronic or hard copy of the course syllabus at the beginning of a course.
• A copy of each course's syllabus must be submitted to the department chair by the second week of classes. Each syllabus must be kept on file for (1) year in the department office.
• Instructors are recommended to publish their syllabi on their website and/or the department's webpage.
• Each syllabus must contain the following information at a minimum:
  • Course information;
  • Meeting time and location;
  • Instructor information;
  • Required and recommended texts;
  • References;
  • Student learning outcomes;
  • Assessment/evaluation/grading methods;
  • Policies on late assignments/makeup work and attendance;
  • Required extra-/co-curricular activities (if applicable);
  • Statement of safety or risk assumption in courses requiring labs, physical activity, travel, and/or field trips (if applicable);
  • Course fees;
  • Statements: Academic integrity, ADA, Emergency Management, HEOA compliance, and disclaimer.

Policy 6.30: Excused Absences

Key Takeaways

• Students must be granted excused absences for the following types of activities: athletic competitions, academic competitions, fine arts performances, course-related field trips, and professional/academic conferences.
  • Practices or rehearsals are not eligible for an excused absence, with very limited exceptions. Other activities that are not eligible are sports clubs, intramural events, Greek life activities, and career fairs.
  • Programs/courses that require a predetermined number of contact hours (e.g., labs, clinicals, studio experiences, internships, field placements) are excluded from this policy. For these cases, a maximum number of absences will be determined by the department or dean.
• Students must inform faculty of the date(s) of their excused absence(s) prior to the anticipated absence(s). If the activities are known prior to the beginning of the semester, students must provide faculty with a written schedule during the first week of class showing the days they expect to miss. All other notices should be given at the earliest opportunity.
• It's the student's responsibility to arrange to make up the work they missed. They are also responsible for all material that were covered during their absence(s).
• Faculty are responsible for providing students with an equitable opportunity to complete work prior to an excused absence. They may require that work be completed prior to the absence but are encouraged to work with the student to develop a schedule that gives the student an appropriate amount of time.
• The number of consecutive days missed for an excused absence may not exceed five (5) regularly scheduled school days.
• Students with jury duty and/or military/law enforcement obligations are excused from class, but students are still expected to work with faculty to make up their work.

Policy 11.3: Family Educational Rights and Privacy Act

Key Takeaways

• Students' personally identifiable educational records or information may not be released to any third party entity without the written consent of the student, except in specific circumstances.
  • SUU has designated specific "Directory Information" that may be disclosed without additional notice to the student. Students may elect to have their directory information blocked and must relay this block to the Registrar's Office.
• Faculty who have a legitimate educational interest may consult students' files after receiving approval from the appropriate custodian of those records.
• Students have the right to inspect their educational files by submitting a written request to the custodian of those records. If the educational files pertain to more than one student (such as group work), the student may only review the portion of that file that pertains directly to that student.

Policy 11.9: Accommodations for Students with Disabilities

Key Takeaways

• To be eligible to receive accommodations, students must voluntarily disclose their disability to the Disability Resource Center (DRC) and provide adequate documentation within the appropriate timeframe.
• Instructors who feel that a requested accommodation would create a fundamental alteration of an academic requirement may appeal the request to the Accommodation Review Committee. Instructors will be offered the opportunity to present directly to the Committee.
• All instructors must include the ADA statement in their course syllabi. (See Policy 6.36.)
• Instructors will promptly cooperate if the DRC requests additional information in making an accommodation determination. Instructors will also implement approved/authorized accommodations.
• Instructors must maintain confidentiality regarding students' accommodations and will only speak of those accommodations to the students directly and the DRC.
• Instructors may submit grievances to the Disability Grievance Committee to resolve any concerns or problems with the implementation of student accommodations. (See Policy 11.11.)

Policy 5.68: Religious Accommodations

Key Takeaways

• Students may request an excused absence or change to an academic requirement to accommodate a religious observance and/or sincerely held belief.
• Students must first ask for accommodations from the faculty at least two (2) weeks prior to the event. If this first ask is unsuccessful, students will submit an accommodation request form.
• Faculty who receive a written request may provide the accommodation if it does not create an undue hardship. Such requests shall be kept confidential as much as possible.
• Faculty who are unsure how to respond or accommodate such requests may refer the request to the designated Associate Provost, and adhere to the accommodations approved by that Associate Provost, if any.
• Students may appeal the Associate Provost's decision by emailing the Provost within (3) business days of receiving notice that their accommodation has been denied.
• University employees may also request a reasonable accommodation for a religious or sincerely held belief. These accommodations are handled through submitting the appropriate form to Human Resources.

Policy 6.33: Academic Integrity

Key Takeaways

• All work submitted by a student must represent their own ideas and effort or properly cited.
• Types of academic dishonesty (not necessarily all-inclusive):
  • Cheating;
  • Plagiarism;
  • Fabrication or forgery;
  • Obstruction of learning;
  • Multiple submission of assignments;
  • Copyright infringement;
  • Misconduct in research and creative endeavors;
  • Complicity; and
  • Unauthorized use of translation devices.
• Initial Conference:
  • Instructors who suspect a student of academic dishonesty must contact the student within a reasonable period of time (typically 5 business days) to notify the student of their suspicion and to schedule a meeting with the student. If the student is not willing to meet, fails to attend, or does not make themselves available within 10 days of the notification, the instructor shall make a determination whether or not the academic integrity policy was violated. This determination is generally not appealable by the student.
  • After discussion the alleged violation with the student, if the instructor believes that it is more likely than not that academic dishonesty took place, they will issue appropriate remedies.
  • Students cannot withdraw from the course until the violation has been resolved and any remedies imposed. Notification of the decision must be forwarded to the Registrar's Office.
  • Written notification of the decision and imposed remedies must be provided to the student, Vice President for Student Affairs, and academic dean.
• Student Appeal
  • A student who has been found responsible for an academic integrity violation may appeal the decision based on a due process violation or new information that was not available at the time of the Initial Conference. The appeal must be submitted in writing to the Vice President for Student Affairs.
  • A panel may be convened to discuss the appeal. Any academic remedy issued by the instructor will be held pending the panel's review and decision. Students will be issued an Incomplete if the alleged violation occurs at the end of the course.
  • Both the faculty member and the student will be allowed to present relevant information to the panel. If neither is able to attend, the proceedings will continue using the available information.
  • Students will be notified of the panel's decision within five (5) business days of the date of the hearing.
• Students who have multiple academic integrity violations will undergo the judicial process to determine whether the student should be permitted to stay at SUU. (See Policy 11.2.) The judicial process will not be used to relitigate previous violations.
• If an academic integrity violation is discovered after a final course grade has been recorded, the instructor or department chair should report the incident to the academic dean, who will then review the allegations and meet with the instructor and student to discuss, if possible.

Policy 11.4: Student Complaints

Key Takeaways

• Students with concerns regarding faculty should first attempt to discuss those concerns with the faculty themselves. If that does not resolve the issue or is not possible, the student must then bring those concerns to faculty's department chair. If working with the chair is unsuccessful or not possible, the student must bring the concerns to the faculty's dean.
• If the complaint is not resolved with the first discussion, the department chair will ask the student to submit a formal letter of complain within 30 calendar days. No formal action will be taken without written documentation.
• If a resolution is reached, the department chair will provide a letter outline the resolution to both parties and will retain a copy signed by both parties. A copy of the signed letter will be provided to the faculty's dean.
• If a resolution is not reached, the written complaint and accompanying materials will be forwarded to the next appropriate level for further investigation and potential formal hearing, adhering to all applicable University policies.
• Students who need assistance filing a complaint against a faculty member should be referred to the Vice President for Student Affairs.

Policy 6.22: Due Process

Key Takeaways

• This policy is too complex and specific to summarize. Please read in its entirety.

Policy 6.13: Grading

Key Takeaways

• SUU uses an "A" to "F" grading scale at the undergraduate level.
• SUU uses an "A" to "C," then "F" grading scale at the graduate level. ("D" through "D-" are not used.)
• Incompletes may only be granted if the student has completed at least 75% of the course and is passing at the time of the request. Incompletes may be granted for a maximum of 12 months. Students will not re-register for the course to complete the work of the Incomplete contract.
• "Z" grades are recorded when instructors do not submit a grade for a student/course. If the grade is not replaced within one (1) calendar year, the "Z" will be replaced by an "F."
• Students must register to audit a course and the course is counted toward their term credit load. 
• Faculty are required to submit mid-semester grades for Fall and Spring semesters, but they are considered advisory and not binding/recorded on students' transcripts.
• Grades are due to the Registrar's Office by 5:00 PM on the Wednesday following the official end of the course's term.
• Changing a student's grade must be for legitimate reasons and may only be done by the original instructor or that instructor's department chair. Grades may not be changed after two (2) years after the initial posting.

Policy 6.19: Grade Appeal

Key Takeaways

• Students have the right to request a change of grade for the following reasons:
  • Clerical or computational error by the instructor;
  • Lost or damaged work by the instructor; and/or
  • Different basis for evaluation than other students' work.
• Students must first discuss the grade change with the original instructor. If not resolved, students may appeal to the department chair. If still not resolved, students may finally appeal to the dean within six (6) months of the end of the course. The dean may refer the matter to the College/School Grade Committee if they are unable to resolve it. The Grade Committee must rule on the matter within two (2) months of the appeal to the Dean.
• The student and the instructor may each make a statement of the case to the Grade Committee during a formal hearing. The Committee's decision is binding.
• In the case of an Incomplete and the original instructor is no longer at SUU, the department chair will appoint another faculty member to evaluate the student's work and recommend a final grade. The department chair will then file a change of grade form.
• Multiple recommendations of changes of grade or replacement work in an instructor's file may be used as evidence by the dean in bringing action against the instructor under Policy 6.28.

Policy 6.29: Retention of Student Records by Faculty

Key Takeaways

• Personal files that pertain to faculty's professional careers (e.g., lecture notes, syllabi, manuscripts, copies of class rolls, etc.) are not considered public records.
• Grading worksheets and copies of grade sheets must be retained for two (2) years in case of a grade appeal or change. (See Policy 6.19.) In the case of departing instructors, department chairs must retain these records for two (2) years following the completion of the course(s).
• Records used in part of a dispute may not be destroyed prior to the resolution of that dispute. After a dispute is resolved, records will be kept for an additional 90 days.

Policy 5.62: Code of Ethics

Key Takeaways

• No one may use SUU property, information, or position for improper personal gain. No employee may directly or indirectly compete with SUU.
• Whenever acting on behalf of SUU, employees are required to act honestly, in good faith, and with professionalism.
• Employees must maintain the confidentiality of confidential information entrusted to them, except when disclosure is authorized or required by law.
• Employees have the obligation to protect SUU assets, including both physical assets and proprietary information (e.g., patents, trademarks, copyrights, business plans, databases, records, etc.). Unauthorized use or distribution of proprietary information may be illegal and can result in criminal and/or civil liability.
• Employees in a position of authority/power over subordinates (such as in teaching, evaluating, supervising, or advising roles, and with all minors) shall not engage in amorous or sexual relationships with those subordinates.
• Employees shall report any known or suspected ethics code violations to their supervisor(s) or anonymously and confidentially through the EthicsPoint software. No retaliatory action may be taken against a report made in good faith.
• All employees are required to cooperate in internal investigations of possible misconduct.

Policy 5.27: Non-Discrimination / Anti-Harassment

Key Takeaways

• SUU prohibits discrimination on the basis of protected status.
• SUU prohibits retaliation for engaging in protected activities.
• All University employees are required to participate in any related processes.
• Complaints are reviewed by the Equal Opportunity and Clery Compliance Office. "Reasonable, available, supportive changes" may be made during the initial review process if they can be provided to the person without placing further restrictions on other persons (such as allowing the requesting person to change class sections).

Policy 5.60: Sexual Misconduct

Key Takeaways

• This policy is too complex and specific to summarize. Please read in its entirety.

Policy 5.61: Abusive Conduct

Key Takeaways

• Abusive conduct by employees is prohibited. Abusive conduct may include verbal, nonverbal, or physical conduct that, based on the severity, nature, or frequency of the conduct, is determined to knowingly cause intimidation, humiliation, or unwarranted distress; exploit a known physical or psychological disability; or results in substantial physical or psychological harm.
• Performance management, work assignment and evaluation, and disciplinary measures for any valid reason do not constitute abusive conduct.
• This policy will not be used to infringe on academic freedom or to censor or punish employees who exercise their First Amendment rights.
• Faculty accused of abusive conduct are subject to Policy 6.28 and may grieve an outcome subject to the rights and procedures outlined in Policy 6.22.

Policy 5.63: Restrictions on Faculty/Staff Relationships with Subordinate Employees and Students

Key Takeaways

• Employees shall not engage in sexual conduct with subordinate students or employees over whom they can exercise undue influence or authority.
• Employees who are engaging or intend to engage with sexual conduct with subordinate students or employees must immediately disclose the relationship to their department chair. (If the faculty is a relative or household member of the subordinate student/employee, Policy 5.18 applies.)
• Violations of this policy are subject to disciplinary action, up to and including termination.

Policy 6.1: Faculty Evaluation, Promotion, and Tenure

Key Takeaways

• This policy is too complex and specific to summarize. Please read in its entirety.

Policy 6.15: Faculty Leaves

Key Takeaways

• Sabbaticals:
  • Tenured faculty with at least six (6) years of full-time employment and who have a minimum rank of Associate Professor are eligible to apply for a sabbatical.
  • Non-tenure-track faculty with a least (6) years of full-time employment and who have a minimum rank of Assistant Professor are eligible to apply for a sabbatical.
  • Sabbaticals may be granted for up to one (1) year or a fraction thereof.
  • Faculty who have previously received sabbaticals are eligible to re-apply after a full six (6) years of additional service have been completed.
  • Sabbatical applications are due to the faculty's department chair by the Friday of the 5th week after faculty contracts begin.
  • Sabbaticals are contingent upon funding and must be approved by the SUU President and the Board of Trustees.
• Parental Caregiving with Modified Duties (PCMD)
  • Faculty designated as a Primary Caregiver will receive a release from all instructional duties for one (1) semester.
  • Faculty designated as an Equivalent Caregiver will receive a release for up to half of their instructional duties for one (1) semester.
  • Faculty may select either PCMD or Parental Leave as outlined in Policy 9.12. When both parents are faculty members, they may elect a variety of combinations between PCMD and/or Parental Leave.
  • PCMD is granted for a full semester and shall begin the first day of that semester and end the day following the last day of that semester.
  • Tenure-eligible faculty may request a one-year extension to their Promotion and Tenure or post-tenure review period if PCMD is used.
• Leave of Absence Without Pay
  • There is no specific deadline to submit a leave without pay application, but sufficient time must be given for the department to make suitable arrangements.
  • Extensions to leave must be negotiated with the faculty's department chair. If the faculty does not return for at least one (1) year after the leave, the faculty member will be considered as having resigned on the date the leave began. 
  • Leaves of absence must be approved by the SUU Board of Trustees.

Policy 6.6: Academic Freedom

Key Takeaways

• Faculty have the right to full freedom in the classroom in teaching/discussing their subjects, including presenting controversial material as long as it is relevant to the subject being taught.
• Faculty have the right to full freedom in their research and publication of results. However, research for monetary gain is conditional upon the consent of SUU officials.
• Faculty members who speak/write as a citizen should be aware of their special position as a representative of their profession/discipline and SUU. When exercising their right to free speech, faculty "should at all times strive to be accurate, exercise appropriate restraint, show respect for others, and make every effort to indicate they are not speaking for the institution."

Policy 6.27: Faculty Workload

Key Takeaways

• Full-time Tenured or Tenure-Track faculty's workload is an average of 24 ICH (Instructional Credit Hour) per year. Full-time Non-Tenure-Track faculty's workload is an average of 30 ICH per year.
• Faculty members should expect no more than 15 unique ICH of course preparation per year, but exceptions can be made with permission of the affected faculty member, department chair, and dean.
• Faculty are expected to maintain a minimum of 5 publicly posted office hours per week (for full-time faculty). Office hours may be face-to-face or virtual based on consultation with the department chair. Annual service on campus and/or off-campus committees is also a workload expectation.
• The primary responsibility for faculty is teaching, but faculty may be reassigned from a portion of their teaching expectation to complete special duties/studies, after approval from the department chair, dean, and Provost.
• For semesters in which the faculty is not under contract, they are limited to no more than 18 ICH of workload.

Policy 6.70: Requirements to Complete Training in Responsible Conduct of Research

Key Takeaways

• All faculty, staff, and students engaged in research are encouraged to participate and maintain a current certification in Responsible Conduct of Research (RCR). Proof of certification will be required when mandated by the sponsoring agency of an award/grant.
• Principle Investigators (PIs) must inform any students of this requirement and assist with any questions that may arise. It is the students' responsibility to complete the online course and forward proof of completion to the PI or Project Director (PD). The PI/PD must then forward all required documentation to SPARC.
• RCR course completion is required before any salary can be authorized.

Policy 6.20: Institutional Review Board for Research on Human Participants

Key Takeaways

• This policy is too complex and specific to summarize. Please read in its entirety.

Policy 5.34: Survey Policy and Procedures

Key Takeaways

• The Office of Institutional Research and Assessment (OIRA) is SUU's survey clearinghouse. All surveys with participation from students, faculty, staff, alumni, and/or the community require OIRA approval. Exceptions to this approval are:
  • Student evaluations of course instruction;
  • Faculty-driven classroom surveys meant to assess teaching and learning;
  • Simple feedback surveys immediately following an event/service;
  • Small-scale surveys part of faculty-assigned work for SUU students;
  • Faculty/staff organizations surveying their membership;
  • Employee evaluations;
  • Faculty/staff scholarship research that doesn't involve surveying an entire SUU population (a total of all the individuals who have certain characteristics that the researcher is interested in studying, such as all students taking ENGL 1010 in Fall 2021).
• Surveys must use informed consent, and results of the survey must be shared in a way consistent with that informed consent.
• Surveys must comply with FERPA, HIPAA, Belmont Report's Ethical Principles and Guidelines for the Protection of Human Subjects or Research, and the American Association of Educational Research Code of Ethics.
• Surveys must ensure adequate data security and that released data will not contain any identifiable respondent information. Survey responses may not be stored, hosted, or collected on any technology platform that SUU does not maintain as part of its network.
• Surveys that require IRB approval must be submitted to OIRA prior to IRB submission, but OIRA approval does not denote or guarantee IRB approval.
• Surveys may not be administered via an email attachment, but must be created in the SUU-approved survey tool.
• Surveys submitted to OIRA should be sent more than 90 days prior to the anticipated administration date. Survey assistance is available on a first-come, first-serve basis. OIRA hosts a survey submission form on their website.

Policy 6.71: Disclosure of Financial Interests Related to Sponsored Research

Key Takeaways

• All SUU employees who are responsible for the design, conduct, and reporting of a project/grant funded by federal agencies are required to disclose significant financial interests (SFIs) related to that project/grant at the time the proposal is submitted. SFIs must be disclosed for themselves, their spouses, and dependent children, as well as those involving their SUU subordinates and students.
• SPARC manages the annual disclosure intake and recordkeeping. In addition to any initial disclosures, further disclosures must be made annually with non-competing continuation funding, as new investigators are added to the project, and within 30 days as any investigator's financial interests change.

Policy 5.52: Intellectual Property

Key Takeaways

• This policy is too complex and specific to summarize. Please read in its entirety.

Policy 6.17: Faculty-Authored Materials

Key Takeaways

• Faculty members are encouraged to develop and use their own course materials.
• All textbooks and workbooks must be sold through the campus bookstore and may not be sold directly to students.
• Faculty may use their own textbooks for a course with the approval of their department chair and dean using the appropriate form.
• Faculty who are hired by SUU to produce a particular item will have that item's copyright and royalties negotiated on an individual basis as determined by Policy 5.52.

Policy 6.14: Responding to Allegations of Research Misconduct

Key Takeaways

• This policy is too complex and specific to summarize. Please read in its entirety.

Policy 10.13: University Travel

Key Takeaways

• Travelers must comply with all applicable University policies, codes of conduct, and local laws. SUU will not intercede on a traveler's behalf or attempt to protect violators from the legal consequences of their actions.
• Any activity, excursion, etc., organized by an SUU program/faculty shall be considered an extension of the classroom and is therefore governed by the same policies and codes of conduct. Faculty who are designated as Program Directors are responsible for enforcing said policies and codes.
• Faculty/staff shall not share sleeping quarters with students when traveling for official SUU business/activities, except under limited circumstances with prior written approval.
• Faculty traveling with students are required to promptly report any Clery-reportable crimes to the SUU Chief of Police and Title IX Coordinator.
• Vehicle accidents must be reported immediately to local law enforcement, car rental company or University Motor Pool (if applicable), and Enterprise Risk Management.
• Faculty are covered by SUU's insurance policies when traveling except for the following:
  • Personal guests;
  • Damage/loss to personal property;
  • Personal vehicles; and
  • Rental vehicles contracted outside of a state-contracted car rental agency.
• A travel advance may be requested. Any advance will be deducted from the final reimbursement amount.
• Local travel does not qualify for a per diem allowance.
• Reimbursement requests must be submitted within 30 days of return from travel. Reports submitted after the 30 days will not be honored.

Policy 5.30: University-Authorized International Travel

Key Takeaways

• Student international travel that is arranged, facilitated, and/or led by SUU faculty must be authorized by the Office of Learning Abroad (OLA) prior to departure. OLA will not authorize faculty-led student travel to regions under a Level 3 or 4 travel advisory.
• Faculty international travel must be authorized by the faculty's department chair prior to departure, using SUU's travel authorization request system. Travel to a Level 4 region will not be permitted under any circumstances. Travel to a Level 3 region may be permitted by authorization from the SUU President and Chair of the Board of Trustees.
  • Faculty must make requests for authorization at least five (5) weeks prior to their planned departure.
  • Faculty with a passport from a Level 3 or 4 country are exempt from this restriction.
• Faculty traveling abroad must read/sign the International Travel Code of Conduct, provide proof of insurance, adhere to all SUU policies and procedures at all times, adhere to all local laws in the places in which they travel, respect local customs, and complete their travel reimbursement forms in a timely manner upon return.
• Faculty who are US citizens must register their travel with the US Department of State's Smart Traveler Enrollment Program prior to departure. Faculty who are non-US citizens are encouraged to register their travel with their home country's embassy in the country of their travel destination.
• In the event of an emergency while abroad faculty should follow the instructions of local authorities and contact the OLA, their department chair/dean, and/or University Policy as soon as possible.
• Faculty who lead student travel must secure cell phone service in the country to which they are traveling, and the contact number shared with OLA within one (1) day of arrival.
• Using University vehicles on international travel is prohibited.
• Foreign air travel paid from federal funds is subject to the Fly America Act and must be completed through US flag air carriers.
• Faculty may withdraw or limit a student's privileges or arrange to return the student to campus if the student repeatedly violates the provisions of this policy or Policy 11.2 during the travel.

Policy 5.37: University Motor Pool

Key Takeaways

• All drivers must complete the Safe Driving Course prior to taking a vehicle. The course must completed every two (2) years.
• All vehicle occupants must wear a seatbelt at all times, and the number of occupants per vehicle is limited to the number of seatbelts.
• No smoking, alcohol, or animals are allowed in University vehicles.
• A completed travel authorization is required before a vehicle will be released. Every non-student traveler must be individually listed on the travel authorization.
• University vehicles must be fueled using the state GasCard system, except in certain emergency situations. GasCards may only be used to purchase gas and the vehicle's odometer must be correctly recorded at each fueling.
• An advisor is required to accompany students if the trip is out of state.

Policy 5.58: University Email Policy

Key Takeaways

• Employees must use their official @suu.edu account to conduct SUU business. They are expressly prohibited from using any non-SUU email service for institutional business.
• Employees may not use their official @suu.edu for non-SUU business, including personal use.
• Emeriti faculty are provided @emeriti.suu.edu email addresses and arrangements should be made as part of the retirement process.
• Employees should not consider email to be secure or private and should not send sensitive/private data.
• Email sent using the SUU system may constitute a public and/or student record and may be subject to subpoenas, litigation requests, FERPA, GRAMA, and other court orders, with or without prior notice.
• Faculty are permitted to send bulk email messages to groups of students currently enrolled in their course, but the email must be relevant to that course.

Policy 5.2: Employees with Disabilities

Key Takeaways

• Employees must be able to perform the essential job functions with or without accommodations.
• Employees who need assistance with establishing reasonable accommodations should work with Human Resources.
• Employees are responsible for requesting reasonable accommodations for themselves. If faculty disagree with Human Resources' decision regarding an accommodation, they have the right to file a complaint with the Provost, who will then review the request and consult with others as needed.

Policy 6.9: Supplemental and Overload Compensation to Faculty and Academic Administrators

Key Takeaways

• Teaching outside of one's department during a regular semester will be considered part of the faculty's normal load unless prior arrangements have been made.
• Up to 6 ICH (Instructional Credit Hours) may be taken as an overload during the faculty's regular appointment.
• Overload compensation can't exceed the faculty's 12-month equivalent salary unless the faculty is performing additional responsibilities outside of their department or working outside of their primary job expectations.

Policy 6.9.1: Faculty and Academic Administrator Consultation and External Employment

Key Takeaways

• Any externally compensated duties may not present a conflict of interest to faculty's position at SUU.
• Full-time faculty who teach at other institutions during their contracted semesters must obtain written approval from their department chair, dean, and the Provost.
• Full-time faculty may maintain off-campus businesses after informing their department chair and dean in writing.
• Faculty may consult or perform other services outside SUU as long as (1) those duties do not interfere with their obligations to SUU and (2) they do not use University staff and/or student employees as support personnel.

Policy 6.32: Faculty Resignation

Key Takeaways

• Resignations submitted before the end of the faculty's current employment period will only be accepted upon recommendation of the President and approval of the Board of Trustees.
• Resignations must be submitted in writing to the faculty's dean.
• Resignation results in termination of benefits, including rank.