College Policies

HARASSMENT POLICY

Ursinus College is committed to maintaining an environment that is free of discrimination. In keeping with this commitment, Ursinus will not tolerate harassment of any Ursinus personnel, student or fellow faculty member by any Ursinus faculty member or employee. Ursinus strictly prohibits sexual harassment and harassment of any kind in the workplace. Ursinus will not tolerate unlawful discrimination, including harassment based on sex, sexual orientation, race, religion, national origin, disability, and other forms of legally impermissible harassment. Ursinus also will not tolerate offensive or otherwise unprofessional behavior that it determines is inappropriate in the workplace, even if it does not amount to unlawful harassment. If you feel that you have experienced or witnessed harassment, you are to notify immediately any of the individuals identified in the “Complaint and Investigation Procedure” section of this policy.

Prohibited Conduct

Harassment, which violates this policy, includes unwelcome conduct, whether verbal, physical or visual, that is based upon a person’s protected status, such as sex, color, race, religion, national origin, age, disability, veteran status, sexual orientation, citizenship status or other protected group status. Harassment prohibited by this policy also includes display or transmission (by computer or otherwise) of messages, images, cartoons, or jokes that are sexually explicit or demeaning on the basis of race, color, gender, religion, national origin, age, disability, veteran status, sexual orientation or citizenship status. Ursinus will not tolerate harassing conduct that affects tangible job benefits, that affects evaluation of academic performance (e.g. grades), that interferes unreasonably with an individual’s work or academic performance, or that creates an intimidating, hostile or offensive working or academic environment. Harassing conduct is prohibited regardless of where it occurs.

Sexual Harassment

Unwelcome sexual advances, requests for sexual favors and other physical, verbal or visual conduct based on sex constitute sexual harassment when (1) submission to the conduct is an explicit or implicit term or condition of employment or academic achievement, (2) submission to or rejection of the conduct is used as the basis for an employment decision or academic decision, or (3) the conduct has the purpose or effect of unreasonably interfering with an individual’s work or academic performance or creating an intimidating, hostile or offensive working or academic environment. Sexual harassment may include, among other things, explicit sexual propositions; sexual innuendo; suggestive comments; sexually oriented “kidding” or “teasing”; “practical jokes”; jokes about gender-specific traits; foul or obscene language or gestures; display of foul or obscene printed or visual material; physical contact such as patting, pinching or brushing against another’s body; suggestive looks or leering; and e-mail transmission of sexual jokes or sexually explicit images.

Complaint and Investigation Procedure

1) Any Ursinus employee or faculty member, who feels he/she is a victim of any form of harassment or has knowledge of any form of harassment, should immediately bring the matter to the attention of the Vice President for Academic Affairs (610-409-3720) (or to an identified designee of the Vice President for Academic Affairs), or to the Vice President for Finance and Administration (610-409-3797) (or to an identified designee of the Vice President for Finance and Administration), or to the Personnel Officer (610-409-3589). Attempts to resolve the complaint informally, including discussions with the concerned parties, will be made. The complaint and the complainant’s identity will be kept confidential, as much as is reasonably possible, consistent with Ursinus’ obligation to investigate and respond to the complaint. Complaints involving students are to be handled as per the policies outlined in the student handbook and/or faculty handbook.

2) The complaint will be investigated promptly, and remedies will be put into effect if appropriate. If warranted by the investigation and based on the totality of the circumstances, Ursinus will take appropriate disciplinary and/or remedial measures, up to and including discharge of the person(s) who have violated this policy.

Prohibition Against Retaliation

Ursinus College will not in any way retaliate or tolerate retaliation in any form against any individual who files a harassment complaint or who cooperates in the investigation of such a complaint. Appropriate disciplinary action, up to and including termination, will be taken against any person found to have retaliated against another individual for these or any other impermissible reasons. Any individual who believes he/she has been impermissibly retaliated against should immediately report such conduct to any of the individuals identified in the “Complaint and Investigation Procedure” section of this Policy.

DRUG-FREE WORKPLACE

In accordance with the Drug-Free Workplace Act of 1988 (Pub. L. No. 100-690, 5151-5160), all Ursinus College employees are on notice that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace.

Employees in violation of this probation will be subject to disciplinary action, including discharge under college work rules.

In addition to this notice, employees must notify the President of Ursinus College of any criminal drug statute conviction for any violation occurring in the workplace no later than five days after the conviction.

All employees are further advised that the College, upon being advised by an employee that the employee has been convicted of a criminal drug statute violation occurring in the workplace, will so notify any appropriate federal funding agency within ten days, and will, within thirty days:

• take appropriate personnel action against such an employee, up to and including termination, or

• require the employee to participate satisfactorily in a drug abuse assistance rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency.

The College offers drug-free awareness programs to inform employees about the dangers of drug abuse and information about available drug counseling and rehabilitation.

SAFETY POLICY

The college will comply with or exceed applicable OSHA, EPA, state and local rules and regulations and will cooperate in a reasonable manner with procedures to assure safety, health and well-being of employees, students and campus visitors. We work together to reduce accidents, injuries and hazards.

All employees take part in a general orientation program provided by the Personnel Office. In addition, applicable safety training will be provided to employees dependent upon the job requirements. The supervisor and/or the Environmental Health & Safety Coordinator will provide training.

The College is dedicated to providing safe and healthful working conditions for all employees. We strive to discover, correct and prevent safety and environmental health hazards that could affect our colleagues, our students, or our visitors.

The key to success of the safety and health program is the individual employee. All employees are:
• Required to immediately report any unsafe or hazardous campus conditions to their supervisor, the Facilities Services Department or the Environmental Health & Safety Coordinator;
• Required to inform their supervisor or the Personnel Office of any injury, accident or property damage as soon as possible;
• Responsible for the safe and proper care of College buildings, campus areas, equipment and vehicles, including the use of chemicals and material.

All employees are reminded that they should use extreme caution in all situations where the risk of fire is possible and to become familiar with procedures for fire safety.

College buildings are equipped with fire alarm systems. If a fire is discovered, please activate the nearest pull alarm. Employees should cooperate with Fire Company personnel in the event of fire emergencies.

Review the college’s Academic Building Evacuation Plan

 

RESOLUTION OF EMPLOYEE CONCERNS

To assure ourselves that employee concerns, problems or suggestions will be heard and satisfactorily discussed and resolved, an Open Door Policy is observed and encouraged by the College. Our policy allows all employees the opportunity to communicate openly with the college staff, managers and officers.

If any employee of the College has a complaint, a concern or a suggestion, please present it to your immediate supervisor. If the situation involves your supervisor, please direct the matter to the Vice President that your supervisor reports to or the personnel officer of the College.

An employee may request confidentiality for the conversation. The supervisor may find that confidentiality is inappropriate for compliance with laws or for concerns about health and safety of others. The College expects employees to report concerns about violation of laws and about health and safety matters.

In all cases, the supervisor or personnel officer is expected to reply within a reasonable time after the discussion. Situations that relate to health, safety or security should be referred immediately to the appropriate person or department in a manner that respects the confidentiality of the employee as requested.

If satisfaction is not received at the supervisor level, the employee should discuss the concern with the department head or the designated personnel officer.

The College encourages employees to follow the internal lines of discussion before referring concerns to outside agencies.

 

EMPLOYEES AS REPRESENTATIVES OF URSINUS COLLEGE

The appearance and reputation of the College are not separate from the appearance and conduct of employees in their activities on or off campus. All employees are responsible for following academic, business, professional and moral practices and regulations that conform to those principles which reflect the highest level of personal conduct.

To insure the college speaks with one voice, any employee receiving a query from any news media shall refer it to the Office of College Communications.

Employees may not accept personal gifts or other favors from persons, organizations or students with whom the College has academic or business relations unless they have a nominal value and do not affect the relationship between the College and a third party.

All property of the College, whether assigned or under an employee’s responsibility should be protected from misuse, theft and unsafe activity. All items, such as credit cards, keys, I.D. cards, laptops, manuals, books and materials are to be returned at the end of your College employment.

The success of the College depends on the skills, knowledge and interaction of all employees and their effectiveness in dealing with student concerns. All students must be treated with dignity and respect with regard to conflicts, current issues, academic and business practices. This may entail advice, direction and good judgment in one’s areas of special interest or responsibility.

 

BACKGROUND CHECK POLICY

The purpose of this policy is to describe the terms and conditions under which background checks are conducted.

Ursinus College conducts background checks, at the College’s expense, for all newly hired employees. All full-time and part-time appointments are contingent upon satisfactory completions of a criminal records check immediately upon hire.

Ursinus College uses a third party administrator to conduct all background checks. The type of information collected by this agency includes, but is not limited to: a criminal background check, education, employment history, credit and reference checks, motor vehicle report and sex offender registry check. The College uses the background check to verify the accuracy of information provided by the employee to determine suitability for employment.

Ursinus College obtains information from the third party administrator in compliance with applicable federal and state statutes, such as the Fair Credit Reporting Act and Consumer Credit Reform Act of 1996.

General Guidelines: Background checks are conducted after a candidate has been given a contingent offer by the College. At the time of the contingent offer (written or verbal), the prospective employee will complete a consent form. Once the consent form is returned to the Personnel Office, the College requests a background check. Background checks are completed and the results verified before any employee begins work.

The Personnel Office receives and keeps the reports in confidential files that are separate from the employee’s personnel files. Reports are shared only on a strict need-to-know basis. If a report includes information about a relevant felony or misdemeanor conviction, this information may be shared, as necessary, with the immediate supervisor of the position, and/or the Vice President of the department.

The College uses the background check report in considering the appropriateness of continued employment as it relates to the position in which he/she has been hired. Convictions that are relevant to the position for which an employee has been hired shall be cause for immediate discharge. In determining the relevance, the College will consider: the degree of the conviction and whether it is directly related to the position for which the employee was hired; amount or pattern of convictions; length of time since conviction; age of employee at time of conviction; and credible reference provided by
past employers since the conviction.

Adverse Action Notifications: If a background check reveals convictions which the individual disclosed in the application, the Personnel Office will review the report with the hiring department to be evaluated before the offer is confirmed or withdrawn.

If undisclosed convictions are revealed, the offer of employment will be withdrawn, and if employed, the individual will be separated from employment, unless the individual shows that the report is in error. The employee will be given a reasonable opportunity to submit information to the Personnel Office disputing the accuracy or completeness of the report before a final decision is made regarding continued employment.

If an individual did not disclose any omissions or falsification of the employment application, including conviction of a criminal offense, employment will be terminated immediately on the basis of falsification of employment record.

When a final determination of adverse action is made, the College will advise the employee, in writing, of the adverse action and provide the name, address, and telephone number of the Consumer Reporting Agency. The College will also provide a copy of the report from the Consumer Reporting Agency to the employee and he/she will be notified of his/her right to dispute its contents with the Consumer Reporting Agency. 

CONFIDENTIALITY OF INFORMATION

Confidentiality of Student Records
In compliance with the Family Educational Rights and Privacy Act of 1974 (known as the Buckley Amendment) the following constitutes Ursinus College's policy, which informs students in the procedures available to provide appropriate access to personal records while protecting their confidentiality. The complete Act is available for inspection in the office of the Registrar.

Definitions

I. Certain definitions and principles contained in the law are explained below:

A. "Student" is defined as one who has attended or is attending Ursinus College and whose records are in the files of   the college.

B. "Educational Records" are those records, files and documents relating to students and maintained by the college or an agent of the college. All such records and a log of the request for these records are maintained by college administrative personnel in the course of performance of assigned duties. Only college officials who have a legitimate educational interest shall have right of access to a student's "educational record." 

1. "Educational Records" include Admissions applications and transcripts maintained by the Office of the Registrar.  

  • Ursinus College academic record maintained by the Office of the Registrar;
  • Student file maintained by Dean of Students regarding judicial and disciplinary decisions;
  • Student file maintained by financial aid offices;
  • Record maintained by Career Services Office;
  • Student records maintained by the Pre-Medical Committee;
  • Student records maintained by the Pre-Law committee;
  • Student records maintained by the Business Office;
  • Student records maintained by the library.

2. The term "Educational Records" does not include:

  • personal files of faculty and administrators, which are not accessible to any other person;
  • records of parents' financial status;
  • medical, psychiatric or psychological records created and used for the treatment of a student and available only to those providing the treatment. These records can be reviewed by a physician or appropriate professional of the student-patient's choice.
  • employment records, which relate exclusively to students as employees and are not used for other purposes; confidential statements and letters placed in the files prior to January 1, 1975;
  • confidential letters and statements to which students have waived a right of access;
  • records and documents maintained by campus security;
  • information or data collected by the Alumni and Development Offices about graduates;
  • directory information confirming the following information about individual students: full name, address, phone, major field of study dates of attendance, admissions or enrollment status, class year, degrees and awards, most recent previous institution attended, roster of member of athletic teams, participation in officially recognized activities.

C. "Record" means any information or data recorded in any medium including but not limited to handwriting, print, tapes, file, microfilm, microfiche, and computer file.

 

II. Privacy and Disclosure of Student's Educational Record


A. Normally, educational records can be released, or access given to third parties (i.e. anyone not a member of the faculty or staff with legitimate access to the student's record) only at the written request of the student. Grades are sent to the student at their college address at midterm if they are freshmen or on probation and at home at the end of the semester.

B. However, releases to third parties, without student permission may be given only as follows:

1. To parents and guardians of dependent students: Release of student grades and official college correspondence is permitted under the IRS code of 1954; notification of alcohol and drug violations of students under the age of 21. This is
permitted under the 1998 Warner Amendment.

Note: Students who are financially independent and who do not wish to have grades or official college correspondence released to parents and guardians must provide evidence of their status within the first week of the fall semester, within
the first week of the spring semester if the student is a transfer, and within the first two days of a summer session. The test of dependency is determined by the Internal Revenue Code current at the time of the request.
1. To Federal officers as prescribed by law;

2. As required by state law;

3. To research projects on behalf of educational agencies for test norms, improving instruction, etc. (provided that the agencies guarantee no personal identification of students);

4. To accrediting agencies carrying out their function;

5. To respond to a judicial order or lawfully issued; subpoena (provided that the student is notified prior to compliance or provided that a reasonable attempt to notify the student has been made);

6. At the time of emergency if the information is necessary to protect the health or safety of the student or other persons;

7. As required by state law requiring disclosure before January 1, 1976.

III. Release of Directory Information

Directory information about a student may be released at the discretion of the appropriate official. Students who object to the release of any or all "Directory Information" must express their objection in writing within the first week of the fall
semester, within the first week of the spring semester if the student is a transfer, or within the first two days of a summer session. The Office of the Registrar administers he procedure annually and monitors the information. These students will be marked in the system with a last name of “NO INFO RELEASE”.

IV. Record of Access and Maintenance of File

A notification of releases made to third parties (i.e. anyone not a member of faculty or staff with legitimate access to the student's record) must be kept in the student's record.

(Sources: Handbooks of University of Indiana, Hood College, Dickinson College, Franklin and Marshall College.)

 

lactation accommodation policy

Ursinus College supports breastfeeding mothers by accommodating mothers who wish to express breast milk during the workday when separated from her newborn child.

For up to one year following the birth of the child, any full time employee who is breastfeeding her own child or an adopted child will be provided reasonable break periods to express breast milk for her newborn. The employee and her immediate supervisor will agree on the times for these breaks. Employees may also utilize any paid break or meal time each day for purposes of expressing milk.

Human Resources will work with each nursing mother to determine a private area in which they may express milk.

Retaliation, harassment and discrimination in any way against an employee who chooses to express breast milk in the workplace are strictly prohibited.

The College may require medical certification to support the stated intent of this policy. Employees wishing to express milk in the workplace are encourage to provide the Human Resources Office or their supervisor as much notice as possible to allow the opportunity to establish a location and schedule.

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