Division of Student Affairs Staff Manual

university of louisville student affairs
Updated: July 2019

Table of Contents

INTRODUCTION
DIVISION OF STUDENT AFFAIRS
STUDENT AFFAIRS STAFF RESOURCES
POLICY LIBRARY

MISSION

VISION STATEMENT

CORE VALUES

CALENDAR

DEPARTMENTS
STUDENT AFFAIRS STAFF DIRECTORY
VPSA OFFICE STAFF DIRECTORY

PROFESSIONAL CONDUCT
OFFICE HOURS
ACCESS TO INFORMATION
CONFLICT OF INTEREST
DRESS CODE
SEXUAL HARASSMENT
SOCIAL MEDIA
NAMETAGS
KEYS ISSUED
UNIVERSITY ID
TAKING CLASSES DURING WORK HOURS
REPRESENTING THE UNIVERSITY
OPEN RECORDS REQUEST
FERPA

ASSESSMENT
OUTCOME ASSESSMENT REPORTS (OARS)
ANNUAL REPORT
ACCOMPLISHMENT AND GOALS REPORT
PERFORMANCE METRICS
STRATEGIC PLAN

BUDGET AND FINANCE
BUDGETS
CASH HANDLING
YEAR END SPENDING
LAPSE SALARY

PURCHASING
PROCUREMENT CARD
AGREEMENT AND CONTRACTS
TRAVEL
PURCHASE OF ALCOHOL
CELL PHONES
ENTERTAINMENT AND MEAL POLICY
BUSINESS MEALS
CATERING
TECHNOLOGY PURCHASES
LARGE PURCHASES

HUMAN RESOURCES
LEAVE - OTHER
Voting
Military
Bereavement
Parental
Jury Duty
LEAVE REQUEST FORM

PERSONNEL
NEW STAFF, SELECTION, AND RECRUITMENT
GENERAL GUIDELINES FOR STAFF SELECTION
PROVISIONAL EMPLOYMENT PERIOD
PERFORMANCE APPRAISALS
SEPARATION FROM THE UNIVERSITY
WORK SCHEDULE
LUNCH BREAKS
FLEX TIME
OVERTIME
TIME SHEET/DOCUMENTATION OF WORK TIME
TUITION REMISSION
NEW POSITIONS, RECLASSIFICATIONS, AND SALARY ADJUSTMENTS
GRADUATE ASSISTANTSHIPS
STUDENT EMPLOYMENT

PROFESSIONAL DEVELOPMENT
REGULAR MEETINGS WITH SUPERVISOR
DIVISIONAL COMMITTEES
Assessment Committee
Professional Development Committee
Diversity Committee
DIVISIONAL MEETINGS
STAFF RECOGNITION
Years of Service
High Five Award
Awards
STRENGTHS
PROFESSIONAL ASSOCIATIONS
CONFERENCES
GRADUATE FUND FOR CONFERENCES

DEVELOPMENT
FUND RAISING
SPONSORSHIP

TITLE IX REPORTING

TECHNOLOGY ASSISTANCE

USE OF UNIVERSITY RESOURCES

COMMUNICATION
WEB PAGES
SOCIAL MEDIA
EMAIL
VOICE MAIL
MEDIA REQUEST
VIBRATIONS

RISK MANAGEMENT
EMERGENCY
RAVE ALERTS
ACTIVE SHOOTER
FIRE
SEVERE WEATHER
INCLEMENT WEATHER
CLOSURE OF THE UNIVERSITY
APPROVED DRIVER
REPORTING AN INCIDENT
DEMONSTRATIONS/PROTESTS

STUDENT BEHAVIOR
STUDENT RIGHTS AND RESPONSIBILITIES
CODE OF STUDENT CONDUCT

Introduction

The purpose of the Staff Manual is to aid staff members within the Division of Student Affairs in successfully in executing their responsibilities.

The Staff Manual contains:

  • Supplemental information to clarify how University of Louisville policies and procedures are operationalized within the Division of Student Affairs;
  • Divisional expectations;
  • Protocols; and
  • Resources.

Each department may provide additional information specific to that department. Staff members are encouraged to seek clarification with the director of their department or the Vice Provost for Student Affairs Office.

NOTE: This manual is not meant to be inclusive of all information and expectations pertinent to staff. It serves as one of a variety of resources for information that staff should utilize to be well-informed and knowledgeable.

Division of Student Affairs

Student Affairs Staff Resources

Policy Library

Mission

Promote student growth and leadership by providing opportunities that enrich and support students’ academic experiences, improve retention and graduation, and enhance the quality of students’ lives, while equipping them to lead in a diverse, multicultural world.

Vision Statement

To provide outstanding service to students and to be regarded as one of the premier metropolitan Student Affairs programs.

Core Values

We value students. We value their ideals, their aspirations, their differences, and their challenges as they seek to find meaning and their unique voice.

We value learning and individual potential. We value the process of acquiring knowledge and developing skills to reach individual potential; and we support opportunities for understanding unique talents and passions while becoming part of an educated citizenry.

We value the spirit of community. We value open dialogue; mutual respect and trust; commitment to long-term relationships; tradition; and a sense of belonging that inspires Cardinal pride.

We value service to students and society. We assist students to define, refine, and achieve their goals through programs and services designed to help them become successful, contributing members of society.

We value professionalism. We encourage the professional growth, development, and ethical conduct of our staff and strive for collaboration to create an environment supportive of student learning.

We value diversity. We foster an inclusive, welcoming environment by bringing together students with varied backgrounds, multiple perspectives, and wide-ranging interests, and encourage individuals and groups to respectfully learn and work within and across diverse communities.

Calendar

2019

May 17 May Day Program (PDC)
May 20 – June 29 New Student Orientation
May 22 SA Divisional Leadership Planning (all day)
June 19 SA Assessment Action Plans Due
June 26 Summer Field Day (SRC at 10 am)
July 1 Annual Report due
July 4 Holiday - Independence Day*
July 5 Holiday - Additional President/Provost Approved*
August 9 OAR templates available
August 14 Housing Early Move In
August 15-18 Welcome Week
August 15 University Move-In
August 15 Welcome Week – Cardinal Kickoff
August 15 Playfair
August 15 Spirit and Tradition with Class Photo
August 16 Coffee and Juice with the Dean
August 16 Fraternity and Sorority Life event
August 17 SGA Cares Lunch
August 17 ELSB SOUL
August 17 SAB Cardnival
August 18 NPHC Icebreaker & All Campus Cookout
August 19 Classes begin
August 19 Faith Fair (Red Barn, 11am-1pm)
August 19 Welcome Tents
August 20 Welcome Tents
August 21 Involvement and RSO Fair
August 22 Student Employment Fair (11am-2pm)
August 22 President’s Ice Cream Social
August 23-25 Panhellenic Recruitment
August 24 Accolade (Admissions)
August 26-29 IFC Recruitment
August 30 Performance Reviews due to Tim
August 31-Sept 2 Panhellenic Recruitment
September 2 Holiday - Labor Day*
September 4 Study Abroad Fair (Red Barn, 10am-2pm)
September 13 Coffee and Conversation followed by New Staff Orientation (9am)
September 14 Battle of Hall Stars (10am-5pm)
September 21 Heart Walk
September 27 Fall Divisional All Staff meeting
September 28-29 MakerFaire at UofL
September 30 Go to Class celebration (3-5pm)
October 2 UofL Pride Week Keynote (SAC at 7pm)
October Snack and Chat PDC
October 7 & 8 Fall Break
October 10 SAB Homecoming Lip Sync (announce top 10 Homecoming Candidates)
October 12 Campus Preview Day
October 17 Fall Career and Graduate School Fair (SAC Ballroom, 11am-2pm)
October 17 SAB Homecoming Lou Legend (announce top 5 for Homecoming Court)
October 20 JC Penney Suit Up (Jefferson Mall, JC Penney, 5-8 pm)
October 22- 26 Cards Come Together UofL Days of Service
October 25-27 Family Weekend/Homecoming
October 25 NPHC Step Show
October 25 Red Barn 50th Anniversary Reception
October 26 Family Weekend Lunch
October 27 Parent of Year Program
October 31 Halloween Pot Luck (11:30am)
November 1 OAR due to IE
November Fall Divisional Social (evening)
November 2-4 SACSA Conference in Raleigh NC
November 7 Wellness Fairs by Counseling Center (Red Barn, 11am-2pm)
November 21 International Lunch (12-1 pm)
November 27 Holiday - Early Release Day (1/2 day of supervisor approved leave)*
November 28 & 29 Holiday - Thanksgiving*
December 3 PDC Winter Leadership Institute
December 3 December Graduate Recognition
December Tactical Goal mid-year update
December SA Leadership Planning Meeting (all day)
December 13 Commencement
December Holiday Party (afternoon)
December 24 Holiday - Early Release Day (1/2 day of supervisor approved leave)*
December 25 – 31 Holiday - Winter Break*

2020

January 1 Holiday - New Year’s Day*
January 6 Classes Begin
January New Staff Orientation reception (spring)
January 20 ELSB MLK Jr. Day of Service
January 20 Holiday - Martin Luther King Day*
January 24 CPAK @ NKU
January 31 Spring Divisional All Staff meeting
January 31 SAB International Fashion Show
February 16 Fryberger Sing
February 28 – March 1 ACC Leadership Symposium (hosted by UofL)
Card STARS events
March1 Division nominations for Outstanding Performance awards
March 1 NPI and MMI nominations
March 2-5 ACPA @ Nashville
UofL Reception
March 28 – April 1 NASPA @ Austin
UofL Reception
April 9 Student Awards (7pm)
April 17 Crawfish Boil
April 21 Graduation Recognition (SAC at 3pm)
April 23 Derby Potluck (Red Barn, 11:30am-1am)
May Accomplishment list; Tactical Goal (year-end update)
May Performance Review Training
May Year End Divisional Social
May 7 Graduate Day at the Downs
May 9 Commencement
May SA Divisional Leadership Planning (9am-5pm)
May 25 Holiday - Memorial Day*
June Summer Field Day (SRC, 10am-2pm)
June 30 Annual Report due
July 3 Holiday - Independence Day*
August 30 Performance Reviews due to Tim
TO BE ANNOUNCED PDC events
Diversity Committee events

BOLD - Expected attendance/engagement by departments
Italics – report deadlines
* - Holiday observed by the University

Departments

Departments within Student Affairs:

  • Campus Housing
  • University of Louisville Counseling Center
  • Dean of Students Office
  • Disability Resource Center
  • International Student and Scholar Services
  • International Service Learning Program
  • Intramural Sports and Recreation
  • Student Government Association
  • Office of Student Involvement
  • Office of Study Abroad and International Travel
  • Title IX and ADA Coordinator’s Office
  • TRIO Student Support Services
  • University Career Center
  • Vice Provost for Student Affairs Office

Contact information for all departments

Student Affairs Staff Directory

VPSA Office Staff Directory

Professional Conduct

Office Hours

Offices within the Division of Student Affairs will be open for service Monday through Friday between the hours of 8:00 am and 5:00 pm. Additional evening or weekend hours may be established as needed. Any on-going change in the standard hours needs to be communicated to the Office of the Vice Provost.

Access to Information

Staff may be granted access to student or financial records, confidential University information, and/or passwords that grant access to University systems and information. Individuals who require access to University systems in order to perform their job requirements will be asked to complete training modules and/or sign additional documentation before access is granted.

The following relates to the confidentiality of student and University information:

  • University-issued passwords and access are not to be shared with other individuals. Passwords and other access information should be secured and not available for observation by others.
  • Information contained within the University of Louisville information systems shall NOT be shared with anyone not currently authorized to receive such information.
  • Information should not be accessed, copied, or disseminated except to the extent necessary to fulfill assigned duties and responsibilities and then only to the extent that access is authorized.
  • Appropriate action should be taken to ensure the protection and security of the University and any information contained within the information system.
  • Improper access to and/or unauthorized disclosure of University information could be a violation of state and federal laws and may be subject to civil or criminal liability.
  • Improper access to or unauthorized disclosure of University information could be subject to disciplinary action up to and including termination of the relationship with the University.
  • The obligation to maintain security of this information continues beyond the termination of one’s relationship with the University.

Conflict of Interest

A conflict of interest (COI) is any situation that may compromise or appear to compromise the professional judgment of a covered individual (employee or researcher) in carrying out their University of Louisville activities because of an external relationship/interest of the employee or their immediate family.

External interests and activities must be reported on the Attestation and Disclosure Form (ADF). This includes off-campus, non-university commitments, such as lectures, speaker bureaus, or consulting activities for external entities, as well as, equity holding, board positions, and other activities or ownerships. The questions on the ADF specify what external interests to disclose and other potential COIs that are required to be disclosed. If you are unsure if you should disclose an activity/interest, it is best to disclose and provide additional information in the open text box(es).

The Attestation and Disclosure Form is the means to disclose external activities related to an individual's institutional role(s). The ADF is available at Integrated Research Information System (iRIS). Instructions for completing the form. The ADF must be completed at least annually, or within 30 days of any change to your disclosure(s).

Dress Code

Employees are expected to dress appropriately for a professional office setting at the University. Business casual is appropriate in most situations. Sportswear, blue jeans, or t-shirts are not considered appropriate for work in most locations. Department directors will set specific office expectations based on departmental duties and responsibilities as well as programmatic needs and function.

Sexual Harassment

Any student or University of Louisville employee who feels that he or she has been the victim of sexual harassment or who believes he or she has witnessed sexual harassment is encouraged to report the incident(s) of sexual harassment and/or pursue recourse through established University procedures.

It is the responsibility of each member of the University community to know the University's Policy on Sexual Harassment and the Complaint Resolution Procedures, and to become familiar with their provisions. Failure to follow or utilize the procedures set forth in this policy may inhibit or prevent the University from taking appropriate remedial action or from properly investigating an incident of alleged sexual harassment.

Social Media

A variety of social media accounts are maintained by departments within the division. Staff members may maintain individual social media accounts. When posting to an individual account, staff should be clear that views expressed do not represent the views of the University. Staff should be aware that they represent the University of Louisville and the Division of Student Affairs to the general public when posting to an individual account.

Nametags

A nametag will be ordered by the department for each staff member. Nametags should be displayed when at work, especially when interacting with other members of the University community and non-university community members.

Keys issued

The department will determine which keys should be issued for each staff member. If keys are missing for any reason, staff should notify their supervisor immediately so that security of areas can be maintained. Keys are to be returned to the department upon separation from the University.

University ID

Staff members should keep their University ID in their possession and have it in their possession when working. The University ID should be returned to the supervisor upon separation with the University.

Taking Classes During Work Hours

The Division of Student Affairs encourages staff development opportunities offered by the University, including the use of tuition remission. Requests to adjust work hours to take classes during normal work hours need to be approved in advance by the director of the department. Requests will be evaluated based on the impact on the department, including coverage and the delivery of services. The director will work with employees to identify options that will minimize the adverse impact on the department and/or the disruption of services.

Representing the University

If staff are contacted by elected officials (city council, state representative, congress, etc.) or the Board of Trustees requesting information, please contact the Vice Provost’s office.

The University Office of Government Relations is responsible for reinforcing the University's legislative priorities in local, state, and federal governments. The unit seeks to expand the University's presence in the offices of Kentucky's congressional representatives and to help continue the unprecedented success of the University.

Open Records Request

The Kentucky Open Records Act (KRS 61.870-61.884) allows for the request of records of the University. Any open records request should be directed to University Archives and they will provide direction to comply with the request.

Kentucky law defines public records as "all books, papers, maps, photographs, cards, tapes, disks, diskettes, recordings, and other documentary materials, regardless of physical form or characteristics, which are prepared, owned, used, in the possession of or retained by a public agency" (KRS 171.410, Section 1).

FERPA

The Family Educational Rights and Privacy Act of 1974 (often referred to as FERPA or the Buckley Amendment) requires that students have the right to inspect and review most education records maintained about them by the University of Louisville, and, in many cases, decide whether or not a third party may obtain information from them. No one will have access to a student's education records, nor will their contents be disclosed, without the written consent of the student, except as provided by the Act.

To avoid violations of FERPA rules:

  • DO NOT post students' grades in any form or listing in public. Use Blackboard to post student grades.
  • DO NOT ever link the name of a student with their social security number or identification number in any public manner.
  • DO NOT leave graded tests in public for students to pick up.
  • DO NOT circulate a printed class list with the student’s name and social security number or student’s identification number as an attendance roster.
  • DO NOT discuss the progress of any student with anyone other than the student (including parents).
  • DO NOT provide anyone with lists of students enrolled in your classes for any commercial purpose.
  • DO NOT provide anyone with student schedules or assist anyone in finding a student on campus. Inquiries should be directed to the Registrar's Office (502) 852-6522 or after business hours to Public Safety (502) 852-6111.

Assessment

Outcome Assessment Reports (OARs)

The Outcome Assessment Reports (OARs) are part of a University-mandated process of assessing divisional/departmental progress towards achieving their stated outcomes. This process is meant to be in compliance with SACSCOC standards (Comprehensive Standard 3.3.1). The physical report consists of mapping three outcomes to departmental goals; detailing how the outcomes will be assessed; establishing a standard of success; providing the results of the assessment; and detailing what action will be taken based on the results. Reports are submitted annually to the Office of Institutional Effectiveness through the Coordinator of Strategic Planning and Assessment.

Annual Report

Each department will submit a departmental annual report on or about July 1 of each year. Directors of departments will determine how individual staff will contribute to the departmental annual report.

A divisional annual report will be published on the divisional website.

Accomplishment and Goals Report

Annually, the division provides a list of accomplishments and the status of goals to the Provost. Directors will determine how staff may contribute to providing the requested information.

Performance Metrics

The division maintains annual reporting data from departments across the division. Directors of departments may assign staff members to compile and submit the data as part of the annual report process. There may be times throughout the year when a status report on data to date may be requested. Offices are expected to be able to honor these requests.

Strategic Plan

The division works to align with the University Strategic Plan. The divisional plan sets out goals and actions to be accomplished by departments and the division overall.

Budget and Finance

Budgets

The budgets assigned to each department are the responsibility of the director of the department. The Director of Finance/Lead Fiscal Officer with the Student Affairs Business Service Center provides oversight and support in the management of each budget. All budget expenses and revenues must comply with University, state, and federal policies and regulations.

Cash Handling

The University of Louisville has established policies and procedures for the use of funds, including cash funds, petty cash and cash advances.

All staff in the departments are responsible for the safekeeping of cash. Physical security is mandatory for every staff member involved in cash handling. The following general guidelines should be followed to help maintain the integrity of handling cash:

  • Unauthorized persons are not allowed in areas where cash is handled.
  • Doors should be locked at all times in areas where cash is handled. Safe doors should be kept closed during working hours and locked at times when it is not necessary to be in and out of the safe.
  • Large sums of cash should be counted and handled out of sight of the general public.
  • Individuals should keep working funds to a minimum at all times. Excess funds should be in a locked device or deposited using the department’s regular deposit procedure.
  • Cash should NEVER be left unattended. This applies to cash registers, desktops, and cash drawers.
  • If an employee leaves his or her workstation for any reason, regardless of how briefly, cash must be appropriately secured in a locked location.
  • For overnight storage and during other periods when cash is not being used, it should be kept in a safekeeping device, either a safe or locked container.
  • Under no circumstances should an individual keep University cash with their own personal funds, deposit University funds in a personal bank account, or take University funds to one's home for safekeeping.

Safekeeping of Funds
All cash funds are to be kept in a safe. When change banks are issued, they must remain under the supervision of the staff member to whom the change bank was issued. The change bank is to be kept in a lock bag and/or cash box.

Loss of Funds
If any funds in any amount are lost, the University Police are to be contacted immediately upon determining that a loss has occurred. A full report is to be filed with the University Police. A written report is to be submitted to the unit business manager and director explaining how the loss occurred. Staff members may be held responsible for the loss of funds, if it is determined that the policy and procedure have not been followed. Depending on the circumstances, the staff member may be disciplined according to University policy.

Deposits
Cash receipts must be deposited, when possible, within three working days of being received. When an extended ticket sale is occurring, cash receipts must be deposited weekly. Deposits will typically be made on Wednesday of each week. Under no circumstances are cash receipts to remain for over one week.

Departments may implement additional policies and procedures to ensure proper cash handling.

Year End Spending

Information from the Student Affairs Business Service Center will be provided to directors regrading year-end spending of funds. The division makes every effort to spend funds according to University policies and procedures as the funds were intended.

Lapse Salary

Lapse Salary accumulated due to vacant positions will revert to the Office of the Vice Provost for Student Affairs. If applicable, requests for exceptions to cover duties related to the vacant position may be made to the Vice Provost.

Purchasing

Procurement Card

Procurement Cards are used by the University to make purchases for business supplies as well as University programs, and activities. The University has specific policies and procedures in place that address which items can be purchased with these credit cards and how.

The Student Affairs Business Service Center supervises the use of procurement cards maintaining a system to monitor storage, maintenance of usage log, approval for purchases, and reconciliation of associated accounts. Staff using procurement cards must attend annual procurement card training and are expected to know and adhere to University/divisional policies and procedures.

Agreement and Contracts

Any agreement/contract committing the University to any terms must be signed by University Purchasing. The UBM for each department can provide direction and assistance to following proper procedures. Individual staff members are not authorized to sign any contract/agreement.

Travel

All travel must be approved in advance by the Director of the department and should follow established University Travel Policy and procedures. All travel arrangements must be made through approved University vendors. Consult with your department UBM or the Student Affairs Business Service Center BEFORE making any travel plans.

Purchase of Alcohol

The purchase of alcohol for use at University programs must be approved in advance by the Vice Provost for Student Affairs.

The purchase of alcohol for an activity must be made from a gift account and cannot use a University general fund account. Appropriate state and University policies and procedures apply.

Cell Phones

Directors will determine which staff, if any, need cell phones to conduct their daily business. Those staff may be reimbursed up to a limit of $50 per month for business use. The exact amount is subject to the unit head’s discretion. Select employees who must be regularly accessible outside of normal working hours and who have high data usage may be paid up to $75 per month. This extra funding must be approved by the dean or vice president. All monthly reimbursement will be paid through the payroll system through a tax exempt stipend.

Employees who do not use a cell phone but instead use other computing devices, such as an iPad or notebook computer, for business purposes may receive up to $20 per month. Employees may not receive stipends for both phones and other devices.

The University does not provide cell phone devices to staff.

Entertainment and Meal Policy

University entertainment is the arrangement of activities, events, or meals for the promotion and advancement of the University’s mission. While the breadth of the University’s mission may occasionally require entertainment needs, such expenditures must be reasonable and must be managed in a fiscally responsible manner.

Meals or events that are primarily social in nature (i.e. public relations, development, etc.) and have a UofL-related business purpose may be permitted. Examples of acceptable entertainment expenses include:

  • Alumni events and receptions;
  • Faculty, staff, and student awards and appreciation events;
  • Receptions for visiting scholars, dignitaries, award winners, etc.;
  • Meals including University guests and other non-employees;
  • Donor and donor prospect meals and receptions;
  • Commencement-related events;
  • Recruitment of prospective faculty, staff, or students; and
  • Catered events in celebration of University milestones.

Business Meals

For a meeting to be considered "business related,” the meeting must be planned with a defined strategic business objective. A pre-meeting agenda is encouraged to establish expectations of the meeting. Whenever possible, meetings should be conducted outside of normal meal periods.

Meals or refreshments that are incidental to and a continuation of the business purpose of the meeting are considered business related.

Official departmental parties open to all employees are permitted. Non-allowable expenses include parties or meals for social functions such as employee birthdays, weddings, births, and other personal events.

Catering

University Dining Services managed by Aramark provides catering (including alcohol for catered events) services on the University’s premises. Dining Services is the preferred caterer on both the Belknap and HSC campuses.

For the Student Activities Center, Dining Services has the right of first refusal to provide catering services for events in the Student Activities Center. Third-party caterers or catering groups are not permitted to provide catering services in the Student Activities Center. In the event that Dining Services declines to exercise its right of first refusal for events in the Student Activities Center, Dining Services will notify the relevant group as soon as possible and no later than 5 business days after the request was submitted.

Student groups purchasing food valued at less than $500 will not be required to use Dining Services catering for events in the Student Activities Center. Student groups that have activities where the value is greater than $500 are required to use Dining Services in the Student Activities Center. This excludes donated food for student functions.

Technology Purchases

Staff are requested to have all technology purchases (desktop computers, laptop computers, tablet computers, smart phones, scanners, televisions, printers, cameras, data projectors, network devices, software, computer accessories, etc.) reviewed by the division Tier 1 staff, currently David Horrar.

These reviews are designed to ensure the equipment you are purchasing functions appropriately with the University network environment, is consistent with University policies and procedures, and avoids duplication of equipment already in inventory.

The review can be requested by completing the technology form. Responses will be provided within three business days. If you need a faster turnaround please contact the Tier 1 staff by phone.

Large Purchases

To make a purchase that costs between $20,000 and $39,999, three (3) quotes must be obtained. The quote documentation should accompany the requisition as an attachment. Please review with the UBM for your department.

Any purchase over $40,000 will need to be publicly bid. Please contact your UBM for your department. A bidding process can take up to a minimum of six weeks to complete.

Human Resources

Leave - Annual/Vacation

Vacation leave may be authorized at times convenient to the efficient operation of the department as determined by the department head, but shall not be authorized for use during the provisional employment period.

Staff members must submit a request electronically. The request should indicate the times and dates when the leave begins and the return from leave. The director of the department will provide information on how far in advance the request for leave must be submitted. All leave requests must be approved by supervisors.

Leave - Personal

During the calendar year, a non-exempt staff with regular status may take up to two days of personal leave with pay. Personal leave may be authorized by the supervisor at times convenient to the department. Notice should be given three workdays in advance. In emergencies, however, shorter notice may be given.

Personal leave days are not accrued beyond the calendar year. Personal leave will not be paid at termination nor in the event an employee transfers into a professional/administrative position.

A staff member must submit a request to use personal leave electronically. The request should indicate the time(s) and date(s) when the leave begins and the return from leave. The request must be submitted in advance of the leave time requested and must be approved by their supervisor.

Leave - Sick

Sick leave may be granted:

  • For the employee's personal illness, injury, or exposure to a contagious disease which would endanger others;
  • For appointments with a licensed medical practitioner; or
  • When the employee's absence is necessary due to the illness of a member of the immediate family (i.e., biological, foster or adoptive parent; stepparent; spouse; biological, adoptive or foster child; step child; legal ward or person whom the employee has daily responsibility and financial support; mother; father; brother; sister; son; daughter; husband; wife; mother-in-law; father-in-law; brother-in-law; sister-in-law; son-in-law; daughter-in-law; grandparents; and grandchildren of both the employee and the spouse).

Staff members must submit a request to use sick time for regular appointments with a licensed medical practitioner electronically. The request should indicate the times and dates when the leave begins and the return from leave.

Staff are expected to contact their supervisor in advance of their scheduled arrival time whenever an illness keeps them from coming to work. Requests to leave work early due to illness may be approved by the supervisor.

The department may require documentation for any use of sick leave. After the use of five workdays of sick leave in the preceding 12 months, the department head may require a medical certification of illness before authorizing additional sick leave.

Leave - Other

Other Leave Policy

Voting
In accordance with state statutes, any person who is entitled to vote on Election Day may be absent up to four hours if the voter applies for the time off prior to Election Day. Supervisors may grant up to two consecutive hours off from regular duties with pay to vote and may determine when such time is to be taken during the day. The employee may use annual leave or personal days for the remaining two hours.

Military
The University has leave policies in place related to military service as well as leave available for families of service men and women.

Bereavement
The University recognizes the need for employees to be away from work upon the death of an immediate family member. An employee, upon request, shall be granted three days of administrative leave with pay upon the death of any member of the employee's immediate family. If more than three days' absence is necessary other arrangements may be made by using personal days, annual leave, and/or leave without pay.

Parental
Eligible employees will receive six weeks of paid parental leave in connection with the birth or adoption of a child of the employee or of the qualifying adult. The parental leave shall begin no sooner than two weeks before the anticipated delivery date or adoption, and must end no later than six weeks after the birth or adoption of the child. Parental leave must be taken during the terms of the employee's appointment. Eligible employees who work for the University only during part of the year will receive no parental leave pay for any part of the leave that falls outside the appointment period. Parental leave pay will be at the same rate as the employee is then paid.

Jury Duty
Any staff member who submits to the staff member's department head a copy of his or her subpoena to serve as a juror or as a witness shall be granted time off for actual time for such duty and reasonable travel time when such absence occurs during his or her regularly scheduled hours of work. A copy of the subpoena must be retained at the departmental/unit level. Staff members shall be required to return to their jobs at the end of the daily court duty if there are more than four hours remaining in the work schedule. Employees normally scheduled to work on the second or third shift who are selected for court/jury duty will be expected to report for work in accordance with their assigned schedules if they are excused from such service before having served four hours or more. Appearance in court for traffic or other violations or as a party in a lawsuit must be charged to an appropriate leave balance or leave without pay.

Leave Request Form

Exempt staff paid monthly should submit leave requests through the business ops portal.

Non-exempt staff paid biweekly should use the form located online in the Student Affairs Staff Resources area.

Family Medical Leave

Family Medical Leave should be requested for any medical condition that requires the employee to be out of the office for more than two weeks (ten working days).

Family and medical leave is provided to eligible employees for the birth of a child and the care of the newborn; the placement of a child with an employee in connection with the adoption or state-approved foster care of the child; and the serious health condition of the employee or a child, parent, or spouse of the employee.

A request for Family Medical Leave must be supported by the Certification of Health Care provider. If it is determined that the leave qualifies as family and medical leave, the procedures for reporting family and medical leave must be initiated. Requests must be approved by Human Resources in advance.

Personnel

New Staff, Selection, and Recruitment

Directors are charged with recruiting, hiring, and managing the staff within their department within guidelines provided by the UofL Department of Human Resources and the Division of Student Affairs. The appropriate Unit Business Manager within the Student Affairs Business Service Center will serve as the point person for all departments’ searches.

  • The UofL Department of Human Resources policies and procedures will dictate the recruitment and selection process.
  • Search committees are required for underutilized positions and positions at or above grade EF but some type of committee is recommended for all searches.
  • Directors are expected to maintain a diverse staff.
  • If the Student Affairs Business Service Center did not process the search (i.e. auxiliary operations, GA’s, temps, etc.) the department needs to complete the online staff update form. A delay in completing this form could result in a delay of the new staff’s first paycheck.

General Guidelines for Staff Selection

The following is a general description of the staff selection processes once a position has been created or become vacant.

  1. The department director will secure approval from the Vice Provost for Student Affairs to proceed with the recruitment process.
  2. The appropriate Student Affairs UBM will work with the department director, or their designee, to create a job opening in the PeopleSoft system. The Student Affairs HR representative should be notified by email once the position has been posted in the PeopleSoft system so HR can process their approval.
  3. Positions posted by Wednesday at noon will generally be posted online by Friday and in the local paper on Sunday. Online postings will run for 11 days – unless a longer posting is requested in the PeopleSoft system.
  4. Once the position is closed in the PeopleSoft system, the UBM will provide the department director, or their designee, the materials for all applicants.
  5. The committee will review all materials and make a determination, based on qualifications and experience, of which candidates to interview. Depending on the size of the final pool of applicants, a phone interview can be used to reduce the pool for those to invite to campus for an on-site interview.
  6. The committee will provide the department Director with feedback from all campus interviews.
  7. The department Director will determine the preferred candidate based on the committee feedback.
  8. The Director will review the salary amount to be offered with Student Affairs HR.
  9. Once the preferred candidate is identified, the department Director, or their designee, will contact the candidate to seek permission to submit their name to HR. The purpose of this call is to avoid submitting the name of a candidate who may not be willing to accept an offer.
  10. Once the preferred candidate agrees to have their name submitted, the UBM submits the candidate’s name in the PeopleSoft system.
  11. HR will approve the candidate and notify the UBM that they have permission to make an offer to the candidate.
  12. Once the UBM receives permission to make an offer, the department Director, or their designee, will make a verbal offer to the candidate, pending successful completion of a criminal background check.
  13. When the offer has been verbally accepted, the UBM will enter the acceptance and start date into the PeopleSoft system and send information to the applicant to begin the criminal background check.
  14. The UBM will work with the department director, or their designee, to draft a formal offer letter, pending successful completion of a criminal background check, to the applicant, which includes position title, salary, start date, and new staff orientation information. The applicant will be asked to sign an acceptance of the offer.
  15. The UBM will process required paperwork to ensure the new staff member is placed on payroll.

Provisional Employment Period

Newly hired employees serve in a provisional employment period of six months. The provisional employment period is designed to give the University an opportunity to determine whether the employee is suitable for and competent to perform the work for which he or she is hired. The decision as to the employee's suitability and competency is the sole responsibility of the University.

Each provisional status employee will receive a progress report every two months during the provisional employment period. Each employee will receive a written performance evaluation prior to the completion of his or her provisional employment period, based upon the job performance factors established for that position. A copy of the 6-month review will be provided to the Vice Provost’s office.

An employee may be terminated at any time during the provisional employment period. Employees serving in provisional status are covered by the grievance procedures involving only the application or interpretation of the University's personnel policies and procedures. Termination of employment during the provisional employment period is not subject to the appeals procedure, except in instances of alleged unlawful discrimination.

Performance Appraisals

Staff should be provided with a copy of their individual job factors. These job factors are used as the basis for the annual evaluation that should occur at the end of the fiscal year. Performance appraisals should accurately reflect staff performance and provide feedback for improvement. The performance review process reviews the execution of job responsibilities and professional conduct and goals for the previous review period (typically the last 12 months) and establishes performance goals and professional conduct expectations for the upcoming review period (typically the next 12 months).

Staff will complete a self-assessment (DOCX) and provide it to their supervisor by a designated date. The supervisor will then complete the performance review form with ratings. PRIOR to reviewing the performance appraisals with individual staff, the appraisal form must be reviewed and signed by the second line supervisor.

Training will be provided to assist supervisors with the performance appraisal process. Supervisors are encouraged to have regular discussions with staff about their performance throughout the year and not to save up issues for the actual performance appraisal.

A staff member receiving an overall “needs improvement” rating for their annual review will be placed on a performance improvement plan. The Vice Provost’s office should be contacted and Human Resources consulted before the review takes place.

Separation from the University

Directors must notify the Vice Provost’s office of any resignations or terminations of staff from within their area prior to beginning the recruitment of new staff. This information should be submitted on the Student Affairs Staff Update form. The following general expectations apply:

  • Staff resignations should be requested in writing and accepted in writing by the director.
  • Staff terminations should be approved in advance by the Vice Provost for Student Affairs and Human Resources.

The Separation Checklist should be completed.

Work Schedule

Individual work schedules will be provided to each employee by their supervisor. Employees may not adjust work schedules without prior approval from their direct supervisor. Approved schedules will be designed to benefit the department and the campus community and should be consistent with divisional goals and objectives. Most staff within the division are set up as 37.5 hours per week employees.

Lunch Breaks

Most employees receive a daily one-hour lunch. Changes in lunch scheduling should be discussed with the direct supervisor.

Flex Time

Decisions regarding flex time for staff are made by the Director of each department. Changes in approved schedules will be designed to benefit the department and/or the campus community and should be consistent with divisional goals and objectives as well as established policies and procedures. Requests for flex time should be made to the Director in writing. Copies of written approvals should be forwarded to the Office of the Vice Provost.

Overtime

There may be occasions, when staff must work beyond their regularly scheduled hours, becoming eligible for overtime pay. Overtime must be approved in advance by the Director of the department. Unapproved overtime may result in disciplinary action.

Non-exempt staff are eligible for overtime for hours worked beyond 40 hours in the particular pay week and will be paid at rates set by payroll. All overtime hours must be recorded accurately. Exempt staff are not eligible for overtime and are expected to work the necessary hours to execute position responsibilities.

Time Sheet/Documentation of Work Time

Staff should document and submit all absences or leave that depart from their regular work schedule.

Non-exempt staff are expected to submit bi-weekly timesheets through the business ops portal that accurately reflect the actual hours worked. Absences should be reported with the approved leave type noted.

Exempt staff are expected to submit monthly time reports through the business ops portal that include full or partial days off. Accurate records must be maintained which will show all significant absences, indicating whether chargeable or non-chargeable. The decision on what is chargeable and reportable to payroll as leave is at the discretion of the Director of the department via a notation on the monthly record of chargeable absences form.

Each department will notify staff to whom and when timesheets should be submitted. Time reporting forms must be approved by supervisors.

The University does not use comp time for staff to accumulate.

Tuition Remission

The University of Louisville offers a generous tuition remission package for eligible employees and their dependents. Visit the Human Resources Educational Benefits page for more detailed information.

The University’s tuition remission policy covers the cost of standard tuition for up to six hours per semester. Any other fees or charges, including distance education fees, will be the responsibility of the employee.

While it is not UofL’s role to act as a tax advisor, we feel it is important that you understand how current tax law impacts your tuition remission benefits.

Graduate and professional tuition remission is a limited taxable benefit. Section 127 of the Internal Revenue Code presently exempts only $5,250 per calendar year. For those employees who exceed this allocation during the spring semester, the respective social security, Medicare, state, and Louisville Metro taxes will be collected through the January, February, March, and April payrolls. Taxes applicable to the summer term will be collected through the May, June, July, and August payrolls. Fall semester taxes will be collected through the September, October, November, and December payrolls. In all instances, the taxable value will be added to federal taxable income; however, no federal taxes will be withheld throughout the calendar tax year.

In practical terms, this means that staff who are taking master’s or professional level classes will be taxed on the value of their tuition remission over $5,250 per calendar year. This can be misleading because a staff member who starts in August will not reach this threshold until roughly two or three semesters of tuition benefits have been paid. Staff members should plan accordingly to avoid paycheck shock. Please contact the Student Affairs Business Service Center for assistance if needed.

New Positions, Reclassifications, and Salary Adjustments

The creation of new positions and requests for staff reclassification reviews or salary adjustments must be approved in advance by the Vice Provost for Student Affairs. Paperwork associated with new positions, reclassification requests, or salary adjustments should be submitted to the Office of the Vice Provost for review and submission to Human Resources.

Graduate Assistantships

Departments within the Division of Student Affairs will be allocated Graduate Assistantship positions each fiscal year based on available funds as well as the goals and priorities of Division.

Compensation will include a standard stipend, tuition remission, and graduate health insurance. Any fees or charges over the standard tuition remission coverage, including distance education fees, will be the responsibility of the student. Directors may choose to cover additional educationally-related expenses from departmental budgets, after receiving a written request from the student in advance of the charges being due. Directors will need to work with the Student Affairs Business Service Center before processing additional payments.

The School of Interdisciplinary and Graduate Studies is the University department responsible for developing campus-wide policies and procedures related to the graduate assistantships.

Student Employment

Departments hire students to fulfill a variety of responsibilities. Each department should provide clear expectations for student employees. Student employees may be hired and terminated at will by the department.

Departments should post student positions in Cards Career Connection powered by Handshake through the University Career Center.

Professional Development

Regular Meetings with Supervisor

Employees and supervisors are encouraged to schedule ongoing meetings in order to touch base and debrief current projects, tasks, students, or other job duties.

Divisional Committees

Staff members are encouraged to participate in divisional and University-wide committees as a form of professional development and community service. The director of the department will approve all participation in advance to ensure that all staff have opportunities to get involved and that departmental services and programs are not negatively impacted. Staff representing the department on divisional committees should regularly report back to their department. Staff who represent the division on University committees should meet with their director periodically to provide updates and ensure divisional priorities are being addressed. Staff participation on divisional and campus-wide committees is contingent on staff remaining in good standing within their department.

Assessment Committee
The responsibilities of the Student Affairs Assessment Committee are:

  • Developing assessment plans specific to each department.
  • Monitoring progress and adjusting assessment plans as warranted.
  • Communicating with the assessment chair, as well as other members of Student Affairs, regarding any difficulties encountered in the course of implementing an assessment plan.
  • Coordinating and submitting Student Affairs Annual Reports as well as Outcome Assessment Reports (OARs).
  • Serving as points of contact for assessment-related matters, including but not limited to: collaborations, data collection, report submission, report revision, and general inquiries.

The committee is chaired by the Coordinator of Strategic Planning and Assessment and consists of one representative from each department in Student Affairs. The committee meets monthly to monitor progress and discuss assessment-related materials.

Professional Development Committee
The Professional Development Committee (PDC) works to empower and inspire Student Affairs professionals to know themselves, their positions, their field, and their community. To this end, the PDC:

  • Introduces new staff to the philosophical orientation of Student Affairs and the theoretical basis for student personnel work.
  • Advocates for resources to ensure uninterrupted development offerings.
  • Builds a sense of team.
  • Recognizes the exemplary accomplishments of staff members.
  • Provides information and programming to enhance the operation/management of Student Affairs offices.

Past Professional Development Committee programs have included day-long institutes, lunch-and-learns, supervisor trainings, retreats for classified staff, new staff orientations, social gatherings, and staff recognition.

Diversity Committee
The Student Affairs Diversity Committee strives to support the Division of Student Affairs in its efforts to promote inclusiveness, embrace diversity, and foster an environment for student success. The Diversity Committee:

  • Collaborates with our institutional partners in planning and implementing programs and activities related to diversity and inclusion.
  • Identifies strategies to enhance the diversity of the divisional staff.
  • Provides and supports opportunities to enhance cultural awareness for the division.

Marketing and Social Media/Web Committee
The Marketing and Social Media/Web Committee works to strengthen the marketing, social media, and web presence for the Division of Student Affairs. The committee:

  • Shares marketing ideas and research data.
  • Updates and expands on Student Affairs marketing plan.
  • Upholds brand standards for Student Affairs and the University.
  • Maximizes usage of social media and websites.
  • Leverages what is learned from each other.

Divisional Meetings

Each semester a divisional all-staff meeting will be held. All Student Affairs staff are strongly encouraged to attend, if possible. The meeting is typically a combination of divisional updates by the Vice Provost, updates about the University by guests from outside Student Affairs, and professional development programming.

Staff Recognition

Years of Service
The University recognizes the years of service to the University at 10, 15, 20, 25, 30, 35, 40, and 45 years of services.

High Five Award
The High Five program recognizes staff members in Student Affairs departments for their personal, academic, and professional accomplishments. A High Five may be given by anyone to any staff member who works in a Student Affairs department. Recipients will be recognized at Student Affairs meetings and events and in the Vibrations newsletter.

Awards
The division seeks to recognize Student Affairs staff who exemplify the values of the division, serve as examples of outstanding performance, and contribute to the enhancement of the profession. A call for nominations and presentation of awards will be sent out to members of the division in the fall semester.

Strengths

The division uses StrengthsFinder as a tool to provide a common language to aid in the development of staff members. Each staff member is encouraged to take the strengths assessment and discuss the results with their supervisor. Codes for the assessment can be obtained from the Vice Provost’s office.

The Clifton StrengthsFinder is a powerful online assessment that helps individuals identify, understand, and maximize their strengths. The accompanying book, StrengthsFinder 2.0, is a Wall Street Journal, BusinessWeek, and USA Today bestseller. Since debuting in 2007, the book was named Amazon's bestselling book of 2013.

All people have a unique combination of talents, knowledge and skills – strengths – that they use in their daily lives to do their work, achieve their goals, and interact with others. Gallup has found that when people understand and apply their strengths, the effect on their lives and work is transformational. People who use their strengths every day are six times more likely to be engaged in their work and three times more likely to say they have an excellent quality of life.

Professional Associations

The Division of Student Affairs holds an institutional membership in the National Association of Student Personnel Administrators (NASPA). Departments in the division maintain institutional membership for professional associations connected to the purpose of the department.

Staff members are welcome to be a part of professional associations, including holding leadership roles. Staff members should consult with the Director of their department and seek their approval before committing to take on a leadership role in a professional association.

Conferences

Attendance at professional meetings and conferences must be approved in advance by the director of the department and should follow established University policy and procedures. Consult with your department UBM or the Student Affairs Business Services Center BEFORE making any travel plans.

Graduate Fund for Conferences

The Dr. Michael J. Cuyjet fund provides support for current UofL graduate students with a career goal in Student Affairs to attend professional organization conferences.

To apply for funding:

  1. Students may request funds to cover the cost of conference registration. If the student has already covered registration costs, other conference-related expenses up to the amount of the conference registration may be requested.
  2. Submit all requests through this form.
  3. All students receiving funds are strongly encouraged to submit a program proposal, participate in case study competitions during the conference, and/or volunteer for a committee affiliated with the professional organization hosting the conference.
  4. A brief report detailing the activity and benefits of the professional development experience is to be submitted to the Vice Provost of Student Affairs Office to the attention of Allison Commings, Director of Development, VPSA. The report is required for future access to PD funds and may be shared with the Cuyjet family.
  5. These funds can only be received once during a calendar year.

These funds may affect loan amounts. You can check with Financial Aid before receiving the funds to determine if there will be any impact on your school loans. Contact Katie Wells in the Vice Provost’s Office to request registration payment and/or with additional questions.

The Graduate Student Council has funding to support conference travel. Contact the Graduate Student Council early because funds are limited.

Development

Fund Raising

All fund raising efforts should be coordinated with Director of Development for Student Affairs. The Director of Development ensures that efforts are aligned with University and divisional priorities.

Sponsorship

If a department identifies a potential sponsor, the department director will contact Brandy Warren at OCM prior to any discussions with the potential sponsor. The potential sponsorship will then be reviewed by OCM. This review will include the avoidance of conflicts with other sponsorship requests and with existing sponsorship agreements, ensuring that the University’s assets are properly valued for the sponsorship. (A list of potential conflicting sponsorships will be made available.)

OCM will determine if an exception to standard protocols will be granted and will notify the department if an exception can be made. The department will then proceed with finalizing a sponsorship agreement in writing (e.g., amount of sponsorship, University assets to be utilized, expectations of sponsor and University, etc.).

The department will notify their business manager in the Student Affairs Business Office. The financial contribution will be made to the department before the activity takes place, and the funds will be delivered to the Student Affairs Business Office for proper accounting.

In situations where Learfield and OCM are not involved in obtaining the sponsorship, full revenue for the sponsorship will be given to the department. (No commission will be given to Learfield or OCM.) On agreements that are negotiated by Learfield, the percentage allocation will be the same as it has been in the past, with a percentage going to OCM and Learfield.

Title IX Reporting

As a staff member in the Division of Student Affairs, you are considered a Title IX Mandatory Reporter. As to Title IX, when you become aware of an alleged act of sexual harassment, sexual assault, or gender discrimination you must:

  1. Provide the student with the following Sexual Misconduct resource brochure:
  2. Immediately contact a Title IX Coordinator or Deputy Title IX Coordinator and share the name of the student(s) as well as any information they shared with you regarding the situation;

If a student shares Title IX information with you, you can say:

Here at UofL we take sexual misconduct, violence, harassment, and sex discrimination seriously and are very concerned if this happens to someone in our community. As a staff member, I have an obligation to inform others (a Title IX Coordinator or Deputy Coordinator) about an incident like this; however, there are campus resources that can provide confidential support and discuss options with you. Those resources include PEACC, the Counseling Center, and Campus Health Services.

Technology Assistance

Student Affairs staff can request assistance with technology issues by completing a tech ticket.

IT Help Desk 852-7997

Use of University Resources

Staff members may use University resources (facilities, supplies, equipment, computing, etc.) in the execution of their job responsibilities. It is not appropriate to use University resources for external activities unless approved by the director of the department. Each staff member is expected to exercise good stewardship in the use of University resources.

An inventory of equipment and furnishings is maintained by the University. Equipment and furnishings should not be removed from the University. Proper procedures must be followed when transferring or moving equipment from one area to another and when disposing of items.

Communication

Web pages

Web pages provide important information to the University community and beyond. Departments should make every effort to keep web pages up-to-date with the most current information. All web pages must be ADA compliant.

Social Media

The division maintains a number of social media sites. Each department is responsible for posting and monitoring their sites.

Email

Email is a primary communications tool used at UofL. Staff should consistently check and reply to email requests in a timely manner. When staff will be out of the office or will be unable to respond in a timely manner, it is appropriate to post an automatic response to inform others of when they can expect a response and how to receive immediate assistance.

Voice Mail

Each direct phone line is equipped with a voice message application. Staff should create a personalized voice message. Voice messages should be checked and calls returned in a timely manner. When staff are out of the office for extended periods of time, they may wish to change the voice message to indicate when they will be able to return calls.

Media Request

From time to time, staff may receive requests for information from the media. All media inquiries should be directed to the Office of Communications and Marketing. OCM will determine the appropriate person to respond to the inquiry.

Vibrations

Vibrations is a quarterly newsletter focused on the Division of Student Affairs. This newsletter provides an update on happenings in the division, including events, new hires, farewells, and other general information.

Risk Management

Emergency

The safety of the campus community is one of the highest priorities at UofL. It takes a collective effort and collective action to maintain safety and security on campus. All threats to the safety and security of campus are taken seriously. The University has an emergency plan to respond to a variety of situations should they arise. Depending on the situation, you may be asked to assist in helping members of the community take action.

University Police - 852-6111 or 911

Rave Alerts

All UofL students, faculty, and staff should sign up for UofL Alerts, which sends a text message in case of an emergency on campus. This is also the fastest way to hear about snow days and other weather cancellations. (All members of the UofL family receive UofL Alerts emails, but you must sign up for the text service.)

Active Shooter

Reports of active shooter incidents, violent attacks on the public, and workplace violence have become more prominent in the news and in the minds of most people throughout the world. The chances of any of these incidents occurring at the University of Louisville are remote but remain a possibility. We strive to lessen the possibility of the occurrence of any incidents through the efforts of the ULPD and other members of the UofL Community.

Critical incident and active shooter training is available through the ULPD for any group upon request. In addition to the live training/presentation, the University of Louisville has produced a video that will provide our community with the necessary information and tools to ensure survival if an incident were to occur.

Fire

If a fire alarm is activated in a building you are in, you should evacuate the building. Any alarm should be treated as a real fire.

Severe Weather

Flash flooding, tornadoes, severe thunderstorms, and other types of severe weather can happen at UofL. If a severe weather alert is issued, please be prepared to respond in an appropriate manner.

Inclement Weather

The University may call off, delay, or cancel classes due to inclement weather. If classes are cancelled, either for certain hours or for an entire day, staff are still expected to come to the University and meet all their usual obligations. On some occasions the University may also decide to close, or delay the opening of, offices.

It is the staff member’s responsibility to check for closing information prior to coming to work. The official source for information on class cancellations will be the UofL website. The University will also announce closures and delays through the RAVE Alert System, local television, and radio stations. Whenever possible, decisions on closings or delays will be announced no later than 6 a.m. Decisions to call off evening classes will be made no later than 4 p.m.

When weather conditions are such that certain roads are impassable or extremely dangerous, staff are expected to use their judgment on reporting for work. Staff who are unable to get to work should notify their director as soon as feasible. All absences should be noted on bi-weekly or monthly timesheets. Staff members who have approved leave when the University closes will be charged for the approved leave. In other words, a staff member cannot cancel their leave because of University closure due to weather.

If the University announces that Operation Snow is in effect (a city-wide policy that encourages gradual release of employees to avoid road congestion), the director of each department will decide on how to release employees.

All employees who are scheduled to work shall be granted administrative leave with pay during those hours when the University has been officially closed. Decisions related to how leave should be charged when employees make a decision not to come in due to inclement weather are made by the director in consultation with the staff member.

Closure of the University

Situations/circumstances may arise that necessitate the University to close. An announcement will be sent out through the alert system and posted on the University website.

If the University closes, there may be a need for some staff to be present and available on campus. Department directors will communicate with staff if they need to be on campus when the University is closed.

Approved Driver

A University employee, student, or volunteer who drives a University owned, leased, or rented vehicle, or drives their own vehicle on University business as part of their normal job duties, should have a copy of the Motor Vehicle Record Check Release Form (MVR) on file with Risk Management. The form is sent to the University's insurance carrier, where a Motor Vehicle Record (MVR) check for the last three (3) years is conducted. The MVR is used with the following Driver's Guidelines to help determine a driver's eligibility under the University's auto insurance policy. Anyone driving a University owned, leased, or rented vehicle MUST have a valid driver’s license. A learners’ permit will not suffice.

Reporting an Incident

Any person injured/hurt at a University activity or on University grounds should notify the University of Louisville Police Department. The ULPD will complete an incident form and file it with the department of Risk Management.

Demonstrations/Protests

Students may engage in expressive activity at the University of Louisville. We welcome diversity in many forms, including the diversity of opinion. Along with free speech comes responsibility. Students, faculty, staff, and administrators are free to express their point of view as long as it does not disrupt the proper functioning of the University.

Section 7 of the Code of Student Rights and Responsibilities outlines campus expression.

Section 7.

Campus Expression

  1. Students have the right of freedom of expression to the extent allowed by law.
  2. Students may picket or demonstrate for a cause, subject to the following conditions:
    1. The students must act in an orderly and peaceful manner.
    2. The students must not in any way interfere with the proper functioning of the University.
    3. Where students demonstrate in an area not traditionally used as an open public forum, the University reserves the right to make reasonable restrictions as to time, place, and manner of the student demonstrations.
  3. Students may distribute written material on campus without prior approval, providing such distribution does not disrupt the operations of the University or violate University rules.
  4. Students may invite to campus and hear on campus speakers of their choice on subjects of their choice; approval will not be withheld by any University official for the purpose of censorship.

University of Louisville policies allow “restrictions that are reasonable, justified without reference to speech content.” The University of Louisville’s interest is to allow for a university education and business functions that are not disrupted. Within our Code of Student Conduct, students are prohibited from interfering with the freedom of expression of others and are prohibited from disrupting normal University functions.

The Code of Student Conduct:

10. Prohibited Conduct
d. Disruption. Intentionally or recklessly disrupting normal University functions and processes, University-sponsored activities, or any function, process, or activity on University premises including, but not limited to, following: studying; learning; teaching; public speaking; meetings; research; approved demonstrations; University business operations; processes or administration; or fire, police, or other emergency services.
m. Expression Interference. Intentionally and substantially interfering with the freedom of expression of others.
cc. Demonstration. Participating in, leading, or inciting a demonstration, riot, or activity that disrupts the normal operations of the University and/or infringes on the rights of other members of the University community.

University of Louisville Recognized Student Organizations are able to invite speakers to campus and reserve space for those events to take place.

For individuals unaffiliated with the University, the Speech and Distribution of Literature Policy is in full compliance within the guidelines of the U.S. Supreme Court rulings as we do not restrict speech content. For individuals who are not students (or not invited by recognized student organizations, faculty, staff, students and/or departments to campus), we only have time, place, and manner restrictions.

The Division of Student Affairs works to maintain an awareness of any activity on campus or across the nation that may result in student protests or demonstrations.

If a staff member becomes aware of a possible demonstration/protest, they should contact the Vice Provost’s office. Please provide as much information as possible so follow-up can occur.

Student Behavior

Student Rights and Responsibilities

The Code of Student Rights and Responsibilities is set forth in writing to provide students with general notice of their rights and responsibilities at the University of Louisville. Further rights and responsibilities are set forth in other University rules and policies, including the Code of Student Conduct, Student Handbook, Residence Hall contracts, graduate and undergraduate catalogs, and academic unit websites. It is the students' responsibility to be aware of all University rules and policies; students should check with the Dean of Students Office and with their academic units if they have any questions about the purposes or intent of these policies.

Code of Student Conduct

The Code of Student Conduct ("The Code") is the University's policy regarding non-academic misconduct of students and student organizations. Academic dishonesty is not covered by this Code, but rather falls within the authority of the individual academic units of the University. Students have the responsibility to follow all regulations outlined in this policy.

The University reserves the right to take necessary and appropriate action to protect the safety and well-being of the campus community. The Code applies to incidents that take place on University premises or at University-sponsored activities.

Any member of the University of Louisville community, or a campus visitor, may report an alleged violation of non-academic misconduct against a student or student organization. The Dean of Students Office may also independently investigate information concerning alleged student misconduct from any source, such as police and/or press reports, even where no formal complaint has been filed.