Roanoke College

6.0 Daily Operational Policies

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6.1 OVERVIEW

Along with the advantages and opportunities offered by the College go certain responsibilities and obligations. Your primary responsibility, of course, is to do a good job on the work assigned to you. Doing a good job also implies certain other obligations on your part, such as maintaining good health and mental alertness, using good judgment, being prompt and regular in attendance, cooperating with your fellow employees, and being loyal to your College. You will want to keep well informed about your College so that you will be able to talk intelligently about it to your friends and neighbors. To them, you represent the College and what you say can do much to shape their final opinion of it. This can also help to shape your own future.

6.2 YOUR SUPERVISOR

Your immediate supervisor is the person on the management staff who is the closest to you and your work. Through day-to-day contact with you, your supervisor has a chance to provide guidance and counsel about your assignments and the progress you make on your job. Get to know your supervisor. You will find him or her to be a helpful person who can show you how your work fits into the overall picture, teach you how to do it, explain the "hows" and "whys" and encourage you when things look a little tough. Work closely with your supervisor - respect his or her experience, listen to instructions carefully and carry them out promptly and cheerfully. Completing every assignment to your supervisor's satisfaction is the best way to make progress. Please discuss any questions you have regarding our personnel policies and programs, as well as the details of your work, with your supervisor.

You may find, occasionally, that it is not easy to satisfy your supervisor. This can work to your advantage, for the best supervisor is not content and will not let you be content with poor work. He or she is able to call forth your best effort and show you that you can do more and better work than you thought you could.

In addition to following instructions, doing a good job requires you to think for yourself, to ask questions and make constructive suggestions. You will find that your supervisor is interested in your ideas and will appreciate your efforts to do an outstanding job. If you think of a better way of doing your job or the job of a fellow employee, discuss it with your supervisor. They will welcome your suggestions and recommendations. Remember, there are many areas in our College's operation that can be improved. Give us the benefit of your thoughts in a constructive manner.

6.3 INTERNAL COMMUNICATIONS

Communication is a two-way process. The College makes a diligent effort to communicate with you via its supervisors, routine announcements through campus mail, special notices, publications and bulletin boards. You are urged to communicate with the College by offering suggestions, asking questions about your working conditions, expressing your concerns or simply letting the College know what you are thinking about.

6.3.1 Meetings - Periodically, employee meetings will be held and you are expected to attend and actively participate. Regular attendance will be interpreted as a measure of an employee's interest in his or her job and the College.

Supervisory meetings are held to establish lines of communications between departments. It is the responsibility of each supervisor to attend these meetings unless excused by the appropriate administrative officer.

6.3.2 Bulletin Boards/Daily Announcements - Both important information/announcements and information of general interest are regularly published in the Daily Announcements email and posted on bulletin boards in Human Resources and at other areas throughout the College. You have the responsibility for checking the bulletin board in Human Resources periodically so that you will be familiar with the information posted there. Such postings shall be deemed to constitute official notices to employees of the information.

6.3.3 Booklets, Letters and Publications - In addition to this Handbook, you will receive other informational materials from the College. You may want to take these home with you so that your family will know more about your employment at Roanoke College. Occasionally, you may receive mail at home from the College. The function of each letter or publication is to provide you and your family with interesting news and helpful information which will keep you up-to-date of the happenings here. If for any reason you would prefer not having this information delivered to your home, please notify your supervisor.

6.3.4 Campus Directory - A directory of College employees and students, including home address and telephone number, is published in the fall of each year. The directory is distributed through campus mail and can be accessed via the College Web page. Should you wish information to be omitted from the directory, in full or in part, please make a written request to Human Resources.

The College directory is intended only for the use of its staff and students, and its unauthorized use or distribution is prohibited.

6.3.5 Personnel Records - Keeping your permanent and confidential personnel record correct and up-to-date is important to you because it enables the College to reach you in an emergency, forward your mail, properly maintain your insurance and other benefits, compute your pay, etc.

Human Resources and your supervisor should be notified promptly of changes in:

1. Address and telephone number
2. Marital status
3. Name
4. Beneficiary or dependents listed in your insurance policies
5. Number of dependents for withholding tax purposes
6. Person to notify in case of emergency.

In addition, you should give notification about the completion of training or other education so that you may receive proper consideration as better job opportunities arise throughout the College.

6.3.6 Rumors - Rumors have the habit of flying around from time to time and some people seen to take delight in passing them on as honest truth. When you hear a rumor, do not let it go any further. If your supervisor does not know the correct facts, he or she can find out for you.

6.4 STAFF OPERATIONAL POLICY RELATIVE TO TECHNOLOGY

Staff members must adhere to the responsibilities and guidelines below as application to their position.

1. Staff members must remain current on all technology.
2. Staff members must attend training and informational meetings provided by the college to maintain and enhance technology skills.
3. Confidentiality statement must be signed annually and staff members must be familiar with the policies stated within.
4. Staff members must utilize the integrated administrative computer system (Datatel). Data maintained on that system is to be used for all mailings, data retrieval, etc. and staff members should not generate alternative data bases.
5. Staff members must adhere to the Policy Statement on Use of Computer Facilities (see section 5.13)
6. Staff members who have supervisory responsibilities must -
1. Coordinate requests for logins for new employees with the Human Resources Department and the Information Technology Department.
2. Take steps to insure that their staff members are performing their duties in accordance with items 1-5 above.
3. Notify the Human Resources Department of an employee's last working day.
7. Staff members supervising student assistants must -
1. Request a personal login from the Information Technology Department for any student assistant who will be entering data on the integrated administrative computer system (Datatel).
2. Have student assistant sign the confidentiality statement annually.
3. Notify the Information Technology Department of a student assistant's last working day.

 

6.5 INTELLECTUAL PROPERTY RIGHTS - NON-FACULTY ADMINISTRATIVE STAFF AND STUDENTS

It is the policy of Roanoke College that works or products generated on their own initiative by non-faculty administrative staff and students which are copyright, patentable, or of commercial value, be and remain the exclusive property of the College.  The College shall have the sole right of ownership and disposition of these materials, unless the College has entered into a written agreement with the non-faculty member who generated the work that it be considered "works made for hire."

Materials written, created, produced or otherwise generated as "works made for hire" are defined as inventions, creations, manuscripts, or other works of commercial value which are written, created, produced or otherwise generated by non-faculty administrative staff or students, who are engaged by the College specifically to write, create, produce or otherwise generate such materials or to conduct the research or other activity which produced anything included in the material(s); or are released from other College responsibilities in order to write, create, produce or otherwise generate materials.

Copyright materials include but are not limited to books, pamphlets, brochures, or other printed materials; films, video or audio tapes; computer programs or computer-based instructional materials; musical compositions; and any and all materials covered by the copyright laws of the United States or any foreign government, as amended. Patentable works include but are not limited to inventions, creations and any and all things patentable under the patent laws of the United States or any foreign government, as amended. Materials of commercial value are any materials which the College, in its sole discretion, determines to have commercial value.

Materials written, created, produced or otherwise generated pursuant to or under the sponsorship of an outside agency or government and under the auspices of a College grant shall be subject to the copyright, patent and exploitation terms and conditions of said subject grant, contract or agreement. If no such terms and conditions are stated, then the materials produced by non-faculty administrative staff or students shall be subject to the terms of this policy.

The College may voluntarily agree, but shall not be obligated, to enter into an agreement to compensate such person in its sole discretion in the event the materials or works made for hire are deemed to be of commercial value to the College on terms and conditions determined by the College, in its sole discretion.

When the College has obtained rights of whatsoever kind or nature in copyright, patentable, or commercially valuable materials which have been written, created, produced or otherwise generated by a non-faculty administrative staff member or student, then the terms and conditions of this policy shall be binding upon all parties in regard to the copyright, patentable or commercially valuable materials until all of the following conditions have been met:

  1. The expiration of a minimum of 2 calendar years from the date of assignment;
  2. The recovery, by the College, of all expenses and costs attributable to the writing, creation, production, generation and/or exploitation of the materials;
  3. With respect to non-faculty administrative staff member, two calendar years from the calendar date of cessation of affiliation of such person with the College;
  4. The expiration of the College's copyright, patent or contract rights. 

6.6 TELEPHONE COURTESY

Telephone courtesy is very important. People judge us and the College by our telephone manners. Please remember these things: answer pleasantly, give your name and department, take a message or offer to call back if you cannot answer a question, and check for voice mail messages so that you can respond appropriately. To make sure a message is recorded correctly, write it down and read it back to the caller. Telephones should be answered promptly. If the party who ordinarily handles calls for a department must leave the vicinity of the telephone, he or she should delegate someone to handle such calls until his or her return. If a person answering the telephone discovers after talking to the party calling that the call was meant for another department or involves several departments, he or she should take the message and offer to call the party back. By no means should the call be transferred to two or more people with a party having to relay the message again. If it is necessary to place the calling party on hold, check with them frequently and say that the party being called is still busy. If you should call someone, identify yourself. Be courteous, always. Remember, when you are on a business call, you are representing the College at that time.

6.7 PERSONAL TELEPHONE CALLS AND VISITS

The use of College telephones for personal business should be restricted to emergencies. Pay telephones are available in various locations for personal calls that must be made by employees, but such calls are restricted to your meal periods. Our main contact with people with whom we are conducting business is by telephone. A busy signal causes frustration and does not promote our image of prompt and efficient service.

It is hoped that visits to employees, if necessary, will be held to a minimum and be of short duration because of the disruptive effect they have on work schedules. Such visits should be confined to off-duty times and meal periods.

6.8 PURCHASING

All purchases are to be made through the Business Office. The Vice President-Business Affairs is the authorized purchasing agent for the College for all supplies, materials, equipment and services. All negotiations with vendors should be cleared with the Vice President-Business Affairs. He will cooperate with the faculty and staff, write specifications and order special equipment. When the requisition involves items in general use throughout the College, however, it shall be a part of his responsibility to standardize and reduce, to a reasonable minimum, the variations in such supplies and equipment. No faculty nor staff member is authorized to make purchases for the College nor to charge a purchase to the College. A detailed set of purchasing policies and procedures is available from the Business Office and should be followed carefully.

Department managers must initiate all purchases by filling out requisition forms. Requisitions are processed by the Vice President-Business Affairs who contacts sources of supply, requests bids where necessary, and places the purchase order with the firm of his choice, subject to the specifications as set forth on the original requisition.

Stationery, printed forms and other office supplies are important cost items to the College's operating expenses. Conserve them at every opportunity. Take care of the equipment and machines you use. Be prompt in notifying your supervisor of your need for supplies or of any malfunctioning machinery or utility (telephone service, electricity, etc.).

6.9 PURCHASE OF ITEMS FROM EMPLOYEES

Generally, the institution does not purchase items from employees. However, there may exist cases where it is beneficial for the College and in such cases the following applies:

1. Divisional Vice President's approval required prior to a commitment being made on purchase.
2. Items with a purchase price of $100.00 must have full Cabinet approval.

6.10 DISPOSAL OF SURPLUS OR OBSOLETE MATERIAL AND EQUIPMENT

When a department determines that specific materials and/or equipment are surplus or obsolete, the department head will notify the Shops for collections. The Shops will communicate receipt of item(s) to the Business Office so that inventory records can be adjusted and an appropriate book value amount determined.

A list of items declared surplus will be submitted to Cabinet for a decision of disposition. The items may be transferred to another department within the institution, transferred to another 501C3 entity or sold. If the Cabinet decision is to sell, then the following guidelines apply:

1. Determine the appropriate minimum value.
2. Offer item(s) for sale at a "salvage sale" conducted at the Shops for employees only. This must be advertised in at least two issues of the RC Express, or
3. Offer item(s) for sale in at least one issue of the RC Express, sealed bids due seven days after last publication date - (employees only)
4. Offer item(s) for sale in at least one issue of the Salem-Times Register, sealed bids due seven days after last publication date - (public).
5. If unable to sell at this point, contact appropriate scrap dealer.
6. If unable to dispose of, then haul to dump.

6.11 SOLICITATION POLICY

Sales of merchandise and services on campus to individuals (students, faculty and staff) by for-profit individuals, for-profit organizations or not-for-profit organizations or individuals representing not-for-profit organizations are prohibited except under the following conditions:

Outside Vendors: For-profit individuals and organizations (outside vendors) are prohibited from on-campus sales except when sponsored by a recognized campus organization or department.

Outside vendors may post a notice on a specified bulletin board in the Campus Center and may advertise in the college newspaper.

A faculty or staff member, or a student who is a representative of a for-profit company or is in business on his/own will be considered an outside vendor and, as such, will not be allowed to post notices or use college facilities/services except as noted above.

All outside vendors must agree to donate at least twenty percent (20%) of gross merchandise or service sales to the College or sponsoring organization for educational materials or educational activities. The outside vendor must also agree to pay all taxes imposed by the Commonwealth of Virginia and the City of Salem in connection with merchandise or service sales.

Outside vendors are responsible for maintaining sales receipts and providing the Student Activities Office with a copy of those receipts, upon request.

Outside vendors must place a certificate of insurance on file with the Student Activities Office. This certificate must remain in force for the duration of the sale or solicitation, have a minimum limit of $500,000.00 and name the college as the additional insured.

Outside vendors are prohibited from using the Roanoke College logo, nameline or seal on any merchandise without written permission from the Vice-President-Business Affairs because of the college's trademark on the logo, nameline or seal.

The College Directory is prepared by Roanoke College for official use only by its faculty, staff and students. It is the property of the College and its unauthorized use is prohibited.

On-campus fund-raising activities:

If the below criteria are met, upon the recommendation of the Bookstore Manager, the Assistant Dean-Student Activities may approve in writing an on-campus sale for a specific location on a specified date at a specific time.

All on-campus sales to individuals (students, faculty and staff) by recognized student organizations must be approved in advance by the Assistant Dean-Student Activities and scheduled through the Student Activities Office. Fund-raising events involving raffles must also be in compliance with all local, state and federal regulations.

The merchandise or service offered for sale by the recognized student organization must benefit the students, faculty and/or staff and not be in conflict with the normal merchandise and services of the college bookstore.

The sale of merchandise or services, including the sales methods, must be consistent with the high standards of the College. Each organization is responsible for any fund-raising activity it sponsors and must put its name on all advertising associated with the solicitation or sale. Door-to-door sales in the College's residence halls is permissible only between the hours of 10:00 a.m. and 10:00 p.m. daily.

Corporate Co-sponsorship:

If the below criteria are met, upon the recommendation of the Director of Auxiliary Services, the Assistant Dean-Student Activities may approve in writing an on-campus sale for a specific location on a specified date at a specific time.

Informational and promotional materials utilizing co-sponsorship and/or the advertising sales must be approved in advance by the Assistant Dean-Student Activities. These materials, including brochures, calendars, booklets, schedules, etc., may utilize corporate advertisement to underwrite the cost of their printing.

Events utilizing co-sponsorship should conform to reasonable standards of good taste as determined by the Assistant Dean-Student Activities (e.g., no beer or liquor promotion or offensive or suggestive wording), and must not conflict with the College's providers or Resource Development programs.

6.12 GOOD HOUSEKEEPING

One sure indication of an efficient worker is the condition and appearance of his or her work area. Orderliness in your work area reduces accidents, improves health conditions, reduces fire hazards, adds to the efficiency of your work and improves the quality of your work. We can all help by placing trash in the containers provided and by applying a few simple rules of tidiness. Everyone must take responsibility for keeping College work areas clean and sanitary.

6.13 PERSONAL VALUABLES

Employees are requested to ensure that their personal belongings are properly secured. Employees are advised not to carry valuables or large sums of money while on duty. The College cannot be held responsible for lost or stolen property.


6.14 LOST AND FOUND

"Lost and Found" is maintained in the Colket Center. Articles found at the College must be turned in immediately to the Information Desk. Employees are not to take any items found on College premises off campus. Unclaimed items in "lost and found" are disposed of at the end of each academic year.

6.15 ANIMALS IN THE WORKPLACE

Roanoke College seeks to provide a safe, non-threatening and healthy working environment for all employees, students and visitors. In order to assure the safety of our campus community, the following guidelines have been established and must be followed by those desiring to bring animals to campus.

* It is the owners responsibility to ensure that they comply with all State and City laws and ordinances governing licensing, vaccinations and that their animal is healthy and poses no health risk to humans as carriers of active infections, parasites, etc
* Animals are not permitted in the Colket Center with the exception of guide and service animals or individual personal office space.
* Animal owners are liable for any and all injuries and/or damages caused by their animals to persons and/or property.
* No pet is allowed to become a nuisance to members of the Roanoke College community. This includes physical harm to humans or other animals or causing fear of harm, causing allergic reactions, excessive noise, and destruction of property.
* Animal owners must clean up after their animals. Animal owners are expected to carry suitable containers for the removal and proper disposal of animal waste.
* Animals must be on a leash at all times in public areas. Under no circumstances are animals to be left unattended and are to be attended by their owners to ensure obedient behavior.
* Animal owners may not use college resources or other college personnel to tend to or monitor their pets. Owners are responsible for their animals and must be with them at all times when on college property.
* Individuals experiencing a problem with an animal on campus should bring the issue to the attention of the animal owner or the animal owner's supervisor. Animal owners must be respectful and responsive to students and colleagues by taking responsibility for correcting any such problems.

It is expected that animals would not be constantly present in buildings and the visits to campus buildings would be infrequent and not for long periods of time. Exceptions include:

* Service animals for individuals with disabilities will be allowed.
* Pets of employees whose job requires them to reside on campus or faculty members in residence in a campus apartment may be allowed with proper authorization.

The above guidelines are subject to the provision that supervisors have the final authority in determining whether it is appropriate for animals to be in specified areas. Requests under these guidelines should be directed to the Vice President of the division of the requestor.