Policies for New Faculty

Key Takeaways

• Delivery & Baseline Expectations
  • First-Day Requirement: You must provide an electronic or hard copy of your course syllabus to students no later than the first day of class.
  • Contractual Function: The syllabus serves as a binding course tool that establishes learning outcomes, assessment methodologies, and course expectations.
• Mandatory Custom Elements: Every syllabus you produce must include the following course-specific information:
  • Course & Instructor Information: Course prefix, number, title, description, credit hours, prerequisites/corequisites, meeting schedule/location, instructor name, assigned office, posted office hours, email, and preferred contact methods.
  • Learning Outcomes & Alignment: Clearly articulated Student Learning Outcomes (SLOs), including General Education SLOs (USHE Policy R470) if applicable, and an explicit explanation connecting how assignments measure these outcomes.
  • Grading Methodology: Detailed grading criteria, major course requirements (exams, papers, projects), assessment weights, and explicit policies on late assignments, makeup work, and attendance/participation.
  • Artificial Intelligence (AI) Policy: An explicit statement defining the permissible scope (or prohibition) of AI tools and generative resources in your course.
  • Course Fees & Activity Statements: Clear disclosure of any course/lab/technology fees, required extra- or co-curricular activities, and safety/risk assumption disclaimers (for labs, physical activities, or field trips).
• Required Institutional Boilerplate Statements: The Office of the Provost provides standardized, pre-approved boilerplate statements that must be included in every syllabus. These cover critical legal, federal, and institutional topics:
  • ADA / Disability Accommodations
  • Title IX & Mandatory Reporting
  • Non-Discrimination & Pregnancy Accommodation
  • Academic Freedom & Academic Misconduct
  • Emergency Management & HEOA Compliance
  • Academic Credit & General Disclaimers
• Legal & Compliance Mandatory Actions
  • Federal & Legal Compliance (Title IX, ADA, FERPA): You must embed the exact, updated institutional statements provided by the Office of the Provost. Altering or omitting required statements regarding disability accommodations, pregnancy accommodations, or Title IX mandatory reporting exposes both you and the university to federal non-compliance liabilities.
  • Objectionable Materials Notice: If your course includes content that may be deemed objectionable by some students but is essential to course objectives or accreditation standards, providing advance written notice and your academic rationale in the syllabus protects your exercise of academic freedom under SUU Policy 6.28.

Key Takeaways

• Mandatory Reasonable Accommodations
  • Equitable Opportunity: Instructors are required to provide students with an equitable opportunity to make up missed assignments, quizzes, labs, or examinations without penalty.
  • No Direct Participation Penalties: You may not directly deduct participation points accrued during an officially excused absence.
  • Make-Up Plans: Students are expected to initiate a make-up plan with you prior to the absence. You may require work to be submitted before the student leaves, but you are encouraged to establish a flexible, documented timeline that allows appropriate time for completion.
• What Qualifies as an Excused Absence
  • Sanctioned University Events: NCAA intercollegiate athletic competitions (including athletes, trainers, managers, and cheerleaders), fine arts performances, academic competitions, course field trips, and high-profile university service (e.g., recruitment, Board of Trustees meetings).
  • Civic & Military Obligations: Mandatory jury duty, military duty, and emergency law enforcement assignments are automatically excused.
  • Official Authorization Required: Academic and service events must be approved by the Department Chair, Dean, and ultimately the Office of the Provost. NCAA events are approved by the Athletic Compliance Director and Faculty Athletics Representative.
• What Does NOT Qualify
  • Practices and Rehearsals: Practices, rehearsals, and prep work for events do not qualify for excused absences (unless SUU is hosting an official NCAA Championship event).
  • Non-Sanctioned Student Activities: Absences for club sports, intramurals, fraternity/sorority events (Greek rush/activities), and career fairs are not university-excused absences.
• Scope Limitations & Exceptions
  • Contact-Hour & Clinical Programs: This policy does not override strict program accreditation or licensure standards requiring a minimum number of contact hours (e.g., nursing clinicals, student teaching, flight training, or internships). Program Directors, Department Chairs, or Deans determine the maximum allowable absences in these specialized courses.
  • Five-Day Cap: In no case may consecutive missed days for an excused absence exceed five (5) regularly scheduled school days.
  • Finals Week Restriction: No athletic competitions (except official NCAA/Conference Championships) may be scheduled during final exam week.
• Legal & Compliance Mandatory Actions
  • Written Schedule Notice: Students must provide you with a written schedule of known absences during the first week of the semester (or as far in advance as possible for unannounced events).
  • Written Documentation of Make-Up Plans: Both you and the student should document any agreed-upon assignment modifications and adjusted due dates in writing (via email) to prevent disputes.
  • Student Due Process: If a student feels you have unfairly denied an excused absence accommodation, they have the right to appeal through SUU Policy 11.4. Falsifying absence notices or sharing exam details constitutes a violation of SUU Policy 11.2 and must be reported.

Key Takeaways

• Legitimate Educational Interest Required: Faculty members may only view or access a student’s education records (e.g., transcripts, grades, advising notes) when necessary to perform their official teaching, advising, or administrative duties. Accessing records out of curiosity or for non-official purposes is a privacy violation.
• Sole Possession Notes Exemption: Personal notes created by faculty (such as memory-joggers or instructional observation notes) are not considered official education records—and thus are not subject to student inspection—only if they remain in your sole possession and are never shared with or disclosed to anyone else (except a temporary substitute).
• Grade Disclosures & Public Posting: Grades, GPAs, test scores, and student numbers can never be posted publicly (even using partial SSNs or student ID numbers) or shared via non-secure email channels without the student's explicit, signed written consent.
• Parental Requests: Parents do not automatically have the right to view their adult child’s grades, attendance, or coursework details. Unless the student has submitted a formal release on file through the Registrar (or provided written consent), faculty cannot discuss student academic performance with parents.
• Handling Directory Information: While items like student names, email addresses, class ranks, and degrees awarded are considered "Directory Information" (unless the student has placed a privacy hold via the mySUU Portal), faculty should refrain from distributing student lists or contact details to external third parties.
• FERPA vs. Grade Appeals: If a student challenges a record under FERPA, it is limited to clerical errors (e.g., transcription errors or typos). Substantive disputes regarding academic evaluation or final grades must be directed through SUU Policy 6.19, not the FERPA amendment process.
• Mandatory Compliance & Risk Mitigation
  • Protect Digital & Physical Records: Ensure physical papers containing student names, grades, or comments are stored securely, and digital files are kept on encrypted, university-approved systems (do not store unencrypted grade books on personal devices or public cloud platforms).
  • Verify Consent Prior to Releasing Records: Always confirm through the Office of the Registrar or the mySUU Portal whether a student has an active directory hold or an official Authorization to Release Educational Information on file before disclosing information to third parties.
  • 45-Day Inspection Window: If a student submits a formal written request to inspect their educational records under your custody, contact the Office of the Registrar immediately. The university has up to 45 days to fulfill the request.

Key Takeaways

• Official Authorization Required: Instructors must only implement accommodations that have been formally authorized and communicated by the Disability Resource Center (DRC) via an official Accommodation Letter. Faculty should never independently evaluate medical documentation or grant informal disability accommodations.
• 5-Day Implementation Window: Once you receive a student's official DRC Accommodation Letter, you must implement the approved accommodations within 5 business days (or as specified).
• Not Retroactive: Accommodations become effective on the date the notification is issued/received. Faculty are not required to alter past grades, re-open completed assignments, or re-administer previous exams given before the formal accommodation request was authorized.
• Required Syllabus Statement: All course syllabi must include the official institutional ADA syllabus statement as prescribed by university syllabus guidelines (refer to Policy 6.36).
• Process for Essential Requirement Conflicts: If you believe a requested accommodation alters an Essential Academic Requirement (e.g., core learning outcomes, professional competency standards, or required clinical practices), you cannot simply refuse it. You must consult immediately with the DRC to initiate a review through the Accommodation Review Committee.
• Mandatory Compliance & Legal Risks
  • Strict Confidentiality (FERPA Alignment): Student disability status and accommodation details are strictly confidential. Discuss accommodations only in private settings with the student or with university personnel who have a direct "legitimate educational interest." Never disclose a student's accommodation status in front of classmates or via group emails.
  • Digital Accessibility Standards: Faculty are legally required to ensure that all online course content, learning management system (Canvas) materials, lecture recordings, and virtual assessments are accessible (e.g., providing closed captioning for video media and screen-reader-accessible document formats).
  • Avoid "Academic Freedom" Misuse: Individual assertions of "academic freedom" cannot be used as a pretext to deny or delay an approved accommodation. Unilateral refusal to provide DRC-approved accommodations exposes both the faculty member and the university to federal civil rights violations.

Key Takeaways

• Handling Student Requests in the Classroom
  • First Line of Action: The student's initial step is to make a direct request to you as their instructor. You are empowered to approve reasonable accommodations directly—such as offering an alternative exam time (before or after) or adjusting assignment due dates—provided the change does not create an "Undue Hardship" or compromise fundamental course requirements.
  • Written Notice Standard: Students are asked to provide written notice at least two (2) weeks in advance of the event or holiday when possible.
  • Course Waivers Excluded: If a student asks to be excused from an entire course required by their degree program, refer them directly to your Department Chair—faculty cannot grant program-level curriculum waivers under this policy.
• When to Escalate to the Provost's Office
  • Uncertainty or Inability to Accommodate: If you are unsure whether a requested accommodation is reasonable, or if you believe the request creates an undue hardship on your course's essential learning outcomes, do not issue a final denial. Instead, refer the request immediately to the Provost's Designee via the university’s Religious Accommodation Request Form.
  • Mandatory Compliance with Administrative Decisions: If the Provost’s Designee evaluates and approves an accommodation, faculty are required by policy and state law (Utah Code § 53H-7-903) to adhere to and implement that determination.
• Faculty Rights & Personal Employee Accommodations
  • Workplace Accommodations for Faculty: If your own sincerely held religious beliefs, practices, or observances conflict with your teaching schedules, service obligations, or employment duties, you have the right to request a workplace accommodation.
  • HR Process: Faculty requests are submitted through the Religious Accommodation Request Form and evaluated by Human Resources through an interactive dialogue with your Department Chair/Dean.
• Legal & Compliance Mandatory Actions
  • No Penalty Protection: Approved religious accommodations must never adversely impact a student's academic standing, grades, or educational opportunities.
  • Strict Privacy & Confidentiality: You must keep all student religious accommodation requests and underlying details confidential, sharing them only on a strict need-to-know basis with academic administrators (e.g., Department Chair, Provost's Office).
  • Non-Discrimination (Policy 5.27 Enforcement): Denying a legitimate religious accommodation without following proper administrative channels exposes the institution and individual to religious discrimination claims under federal law and SUU Policy 5.27.

Key Takeaways

• Defining Academic Misconduct: Policy 6.33 broadly defines academic dishonesty to include:
  • Plagiarism: Presenting the words, ideas, or work of another as one’s own without proper attribution.
  • Cheating: Using unauthorized materials, assistance, or study aids during examinations, quizzes, or assignments.
  • Fabrication & Falsification: Inventing data, altering research records, or falsifying citations and university documents.
  • Unauthorized Collaboration & Multiple Submissions: Submitting the same work for credit in multiple classes without prior instructor permission or collaborating on assignments designated as individual work.
• Instructor Autonomy & Disciplinary Sanctions
  • Academic Freedom in Grading: As the instructor of record, you hold primary authority to determine academic sanctions for misconduct occurring in your course.
  • Allowable Course Sanctions: Depending on the severity of the offense, you may issue a warning, require a re-submission or substitute assignment, assign a zero/reduced score on the specific assignment, or issue a failing grade ("F") for the entire course.
  • Direct Communication: You must notify the student promptly in writing detailing the alleged violation, the supporting evidence, and the specific academic sanction imposed.
• Mandatory Central Reporting Requirement
  • Filing the Report: You are required to submit an official report of any academic dishonesty incident to the Department Chair, College Dean, and the Office of Student Affairs.
  • Tracking Repeat Offenders: Central reporting ensures the university can identify patterns of systemic dishonesty across multiple courses and programs. The Office of Student Affairs maintains these records and may initiate additional administrative sanctions (such as suspension or expulsion) under SUU Policy 11.2 for repeated offenses.
• Legal & Compliance Mandatory Actions
  • Due Process & Evidence Retention: Students accused of academic misconduct have the right to due process and formal appeal under SUU Policy 11.4. You must retain all physical and digital evidence (e.g., exams, turnitin/plagiarism reports, original student submissions, and email correspondence) for a minimum of two (2) years.
  • Fairness & Consistency: Sanctions must be applied consistently according to the grading criteria outlined in your course syllabus. Arbitrary or retaliatory penalization exposes the institution to formal student grievances.

Key Takeaways

• Informal Resolution First: Students are encouraged to attempt resolving concerns directly with the faculty member first; however, if a resolution is not reached (or direct contact is not feasible), the student must escalate the issue to the faculty member’s immediate supervisor (typically the Department Chair).
• Written Complaint Requirement for Action: Supervisors cannot take formal disciplinary or corrective action based on anonymous verbal complaints alone. Any formal administrative action requires a written complaint signed by the student.
• Academic Scoping & Grade Appeals: Complaints regarding course content, teaching practices, or evaluative methods fall under this policy as matters of an "Academic Nature." However, substantive grade disputes are strictly governed by SUU Policy 6.19, and complaints of academic dishonesty are governed by Policy 6.33, not Policy 11.4.
• Investigation Standards & Timelines: If a complaint cannot be resolved at the department level, it is forwarded to the Dean of Students. Investigations involving academic matters are conducted in collaboration with your Academic Dean, must be initiated within 30 days of receipt, and generally conclude within 20 business days.
• Documentation & Written Resolutions: Every resolved formal complaint results in a written letter of resolution issued to both the faculty member and the student, with signed copies retained by the Supervisor and copied to the Dean or Vice President.
• Escalation to Due Process: If an investigation reveals potential violations of professional standards, formal disciplinary processes are deferred to SUU Policy 6.28 under the authority of the Provost.
• Mandatory Compliance & Risk Mitigation
  • Precedence of Title IX & Anti-Discrimination Policies: If a student complaint contains allegations of sexual misconduct, sexual harassment, or discrimination, Policy 11.4 does not apply. You must immediately direct or report these matters under SUU Policy 5.27 and Policy 5.60.
  • Maintain Professional Conduct & Records: Because investigations involve reviewing relevant communications and interviewing individuals with knowledge of the matter, ensure all course policies, grading rubrics, and student communications are documented clearly and retained in university systems.
  • Protection Against Defamation: Policy 11.4 explicitly notes that communications made during complaint proceedings remain subject to state laws regarding defamation and invasion of privacy; keep all discussions objective, professional, and confined to official administrative channels.

Key Takeaways

• Mandatory Grade Submission Deadlines
  • Final Grades: Final semester grades must be submitted to the Registrar’s Office by 5:00 PM MT on the Wednesday following the official end of the term.
  • Mid-Semester Assessments: Instructors must post advisory mid-semester grades in the LMS or Student Information System by Friday of the 8th week during Fall and Spring semesters.
    • Exemption Rule: Experiential or unstructured courses (e.g., capstones, recitals, internships) may be exempted from mid-semester grading only with written approval from the Department Chair and Dean by the end of Week 1.
• Issuing "Incomplete" (I) Grades
  • Strict Thresholds: An "Incomplete" may only be granted if the student has completed at least 75% of the course requirements and is currently passing the class at the time of the request.
  • Extenuating Circumstances Only: Incompletes are reserved for verifiable emergencies (incapacitating illness, death in the family, or major employment changes). They cannot be used to let a failing student re-do past work.
  • Incomplete Contract Required: Faculty must submit an official Incomplete Contract to the Registrar's Office before the end of the term specifying the remaining work and fallback grade. The extension period cannot exceed 12 calendar months.
  • No Unofficial Extensions: Faculty cannot accept student work outside term boundaries without an active Incomplete Contract on file. Instructing students to re-register for a course to clear an Incomplete is strictly prohibited.
• Special Grade Designations & Automated Expirations
  • T Grades (In Progress): Reserved exclusively for multi-term sequences or internships. If not converted to a letter grade by the end of the subsequent term, the Registrar automatically converts a "T" to an "F."
  • UW (Unofficial Withdrawal): Assigned when a student stops attending without formally dropping the course. Calculates into the GPA identically to an "F" (0.0 points).
  • Z Grades (Missing Grade): Recorded automatically when an instructor fails to submit a final grade. Automatically converts to an "F" after one (1) calendar year.
  • Graduate Thesis Grading: All graduate-level thesis courses must be graded on a strict Pass/Fail (P/F) basis.
• Course Add Approvals & Grade Changes
  • Late Registration Signatures: Faculty signature is required to add a student between the 7% and 21% mark of a term. Adds past the 21% mark require approval from both the instructor and College Dean.
  • Grade Changes & Corrections: Final grades may only be altered by the instructor of record (or Department Chair if the instructor is unavailable) to fix clerical/computational errors. The absolute deadline to execute a grade change is two (2) years from the original posting date.
• Legal & Compliance Mandatory Actions
  • Protection of Academic Records (FERPA): Student grades, grade point evaluations, and Incomplete Contracts constitute non-directory educational records under FERPA. Grade rosters or scores must never be posted publicly using student names or full identification numbers.
  • Veterans Affairs & Financial Aid Compliance: Accurate reporting of "UW" grades and last dates of attendance is legally required to maintain university compliance with federal financial aid regulations (Title IV) and VA benefit eligibility.

Key Takeaways

• Narrow Grounds for Appeal: Students cannot appeal a grade simply because they disagree with your grading standard or are unhappy with their final score. An appeal is valid only under three explicit conditions:
  • Clerical or Computational Error: A mathematical mistake was made in calculating the final grade.
  • Lost or Damaged Work: The instructor lost or damaged student work that was submitted as assigned.
  • Inconsistent Evaluation: The instructor evaluated the student using different standards than those applied to other students in the course.
• Multi-Step Resolution Process & Timelines
  • Step 1 (Direct Discussion): The student must first attempt to resolve the issue directly with you.
  • Step 2 (Department & Dean): Unresolved claims escalate to the Department Chair and then to the College/School Dean.
  • Initiation Deadline: The student must initiate an appeal to the Dean within six (6) months following the end of the course.
  • Step 3 (Formal Hearing): If unresolved by the Dean, the appeal goes to a 5-member College/School Grade Committee (a Department Chair, three faculty members, and one student senator). The committee must rule within two (2) months of the appeal reaching the Dean.
• Committee Powers & Binding Decisions: The Grade Committee conducts a formal hearing where both you and the student may present statements and evidence. The committee's ruling is final and binding on all parties and may result in:
  • No action (grade stands).
  • A mandatory grade change (signed and processed directly by the Dean).
  • Allowing the student to submit replacement work evaluated by a department-appointed faculty member.
• Legal & Compliance Mandatory Actions
  • Two-Year Record Retention: To defend against potential appeals, you are required to retain all grading worksheets, gradebooks, and unreturned student work/assignments for two (2) calendar years following course completion. Departing faculty must hand these records over to their Department Chair.
  • Personnel File Impact: If the Grade Committee rules against you and recommends a grade change or replacement work due to error, lost work, or disparate treatment, a written summary of the decision is placed in your permanent personnel file. Accumulating multiple adverse appeal summaries may be used as grounds for institutional action under SUU Policy 6.28.

Key Takeaways

• Distinction Between Personal Files and Public Records
  • Personal Professional Ownership: Lecture notes, syllabi, scholarly manuscripts, and personal copies of class rolls are classified as personal files pertaining to your professional career—they are not regarded as public records.
• Mandatory Two-Year Storage Rule
  • Grade Documents to Keep: You are required to retain all grading worksheets, raw score records, and final grade sheets for two (2) years following the end of the course. This timeline ensures documentation is available in the event of a grade appeal (under SUU Policy 6.19) or official grade change request.
  • Faculty Departure Protocol: If you terminate employment or retire from SUU, you must turn over all course records, grade sheets, and grading documentation to your Department Chair, who will maintain them for the remainder of the two-year window.
• Active Disputes & Post-Resolution Rules
  • Freeze During Challenges: If a student challenges a grade or initiates a dispute, the responsible administrator must ensure that all associated records are frozen and not destroyed while the dispute is pending.
  • Post-Dispute Window: Once a dispute is formally resolved, the relevant records must be retained for an additional 90 days before disposal.
• Mandatory Compliance & Legal Standards: While personal notes are exempt, grading sheets and student evaluation records fall under federal FERPA protections and university records management policies. Secure storage—whether physical or digital—is mandatory to prevent unauthorized disclosure of student educational records.

Key Takeaways

• Absolute Ban on Consensual/Amorous Relationships with Students in Direct Line of Authority: Faculty are strictly prohibited from entering into romantic, amorous, or sexual relationships with any student or subordinate over whom they hold teaching, grading, advising, evaluating, or supervisory authority. The policy establishes that inherent power differentials invalidate genuine consent in these contexts.
• Prohibition of Self-Dealing & Direct Competition: Faculty may not use university facilities, equipment, non-public information, or their institutional position for personal financial gain, nor may they engage in activities that directly compete with the university.
• Property & Resource Stewardship: Institutional equipment, software, and facilities are provided for official academic and research duties. While incidental personal use is permitted, using university resources for private commercial enterprises or personal business is prohibited.
• Protecting Intellectual Property & Corporate Opportunities: Works or inventions generated using "substantial support" from the university require a formal ownership allocation contract under SUU Policy 5.52. Faculty cannot claim sole ownership of intellectual property created with substantial institutional backing without prior agreement.
• Post-Employment Confidentiality: Faculty are obligated to maintain strict confidentiality regarding proprietary, non-public university data, student records, and sensitive institutional business. This duty of confidentiality extends beyond the termination of employment at SUU.
• Mandatory Compliance & Legal Risks
  • Mandatory Reporting of Misconduct: Faculty who become aware of known or suspected ethical violations, financial fraud, or illegal acts are required to report them promptly to their Department Chair/Dean, or anonymously via the Internal Audit EthicsPoint Reporting System.
  • Protection Against Retaliation: Whistleblowers reporting known or suspected violations in good faith are protected from any form of retaliation. Retaliatory action against a reporting employee is strictly prohibited and subject to severe disciplinary sanctions.
  • Mandatory Cooperation in Investigations: Faculty must fully and truthfully cooperate with internal investigations conducted by Internal Audit, Human Resources, or university legal counsel regarding alleged policy non-compliance or ethical breaches.
  • Disciplinary Consequences: Knowingly violating the Code of Ethics—including failing to report a known violation or withholding information during an investigation—subjects faculty to formal sanction under SUU Policy 6.28, up to and including revocation of tenure and termination of employment.

Key Takeaways

• Scope of Protection: Prohibits adverse treatment, disparate impact, or harassment based on protected categories (e.g., race, color, national origin, religion, sex, age, disability, genetic information, or veteran status) in teaching, research, administrative duties, or employment decisions.
• Academic Freedom & Discourse Protection: The policy explicitly distinguishes between unlawful harassment and protected Academic Discourse/Activity. Expression of views, concepts, or course content germane to an academic subject, course goal, or research topic within an educational setting is protected and does not constitute policy-violating harassment.
• Prohibition on Compelled Beliefs ("Prohibited Submissions"): In alignment with Utah state law, faculty cannot be required or compelled to submit written attestations or express adherence to specific ideological concepts or political/social doctrines as a condition of employment, promotion, hiring, or course delivery.
• Mandatory Accommodation Duties: Faculty are required to provide reasonable accommodations for students and colleagues based on disability (in coordination with the DRC/HR) and religion (under Policy 5.68). Failure to accommodate constitutes a form of unlawful discrimination under this policy.
• Due Process in Investigations: Faculty named as respondents in a discrimination complaint have the right to an advisor of their choice, clear notice of allegations, confidentiality during proceedings, and access to due process safeguards as governed by SUU Policy 6.28.
• Mandatory Compliance & Risk Mitigation
  • Duty to Report: Faculty members who observe, receive, or become aware of allegations of unlawful discrimination, harassment, or retaliation must promptly report the incident to the Office of Equal Opportunity (EO) or through the University Reporting webpage.
  • Strict Anti-Retaliation Mandate: Taking any adverse action (e.g., grading penalties, altered work assignments, or social exclusion) against a student, faculty member, or staff member for filing a complaint or participating as a witness in an EO investigation is strictly illegal and subject to immediate disciplinary sanctions up to termination.
  • Maintain Confidentiality: All details regarding complaints, reviews, and investigations must be kept strictly confidential. Discussing ongoing EO matters with unauthorized colleagues or students violates institutional policy and state privacy standards.
  • Immediate Referral for Sexual Misconduct: If an incident involves sexual harassment, sexual assault, or gender-based violence, it is governed primarily by SUU Policy 5.60 and Title IX regulations; faculty must immediately report such disclosures to the Title IX Coordinator.

Key Takeaways

• Prohibition of Employee Abusive Conduct: Faculty are prohibited from engaging in verbal, nonverbal, or physical conduct toward any university employee (faculty or staff) that a reasonable person would determine is intended to intimidate, humiliate, cause unwarranted distress, exploit a known disability, or cause substantial physical or psychological harm.
• Preservation of Academic Freedom & First Amendment Rights: The policy explicitly guarantees that anti-abuse enforcement will not be used to censor academic freedom, legitimate pedagogical debate, or constitutional rights. Expressing differing management styles, communication styles, or controversial professional opinions does not constitute abusive conduct.
• Routine Management & Evaluation Are Protected: Standard administrative and academic oversight actions—such as performance evaluations, constructive feedback, workload or course reassignments, and tenure/promotion decisions—are presumed not to be abusive conduct unless they are extraordinarily severe, egregious, and meet the strict legal definition of intentional harm.
• Exclusion of Single Incidents: Single, isolated interpersonal disputes or petty slights are generally presumed not to constitute abusive conduct unless marked by extreme severity or physical/psychological harm.
• Mandatory Annual Training: All university employees, including full-time and adjunct faculty, are required to complete annual training on abusive conduct prevention coordinated by Human Resources.
• Mandatory Compliance & Reporting Expectations
  • Supervisor Duty to Intervene: Department Chairs, Deans, and faculty in supervisory roles who witness or receive a disclosure of potential abusive conduct must review the concern and, if warranted, take prompt corrective action using the procedures outlined in SUU Policy 6.28, Policy 8.4, or in consultation with Human Resources.
  • Conflict of Interest Escaping Clause: If a faculty member's immediate supervisor (e.g., Department Chair) is the alleged source of the abusive conduct, the reporting faculty member may bypass them entirely and report directly to the next level of leadership (the Dean or Provost) or to the Office of Human Resources.
  • Interplay with Protected Class Harassment: Conduct involving discrimination or harassment based on protected categories (e.g., sex, race, disability, religion) is governed separately by SUU Policy 5.27 and Policy 5.60.
  • Disciplinary Sanctions: Confirmed violations of this policy subject faculty to formal disciplinary action under Policy 6.28, up to and including termination of employment and revocation of tenure.

Key Takeaways

• Definition as "Special Trust Employees": Faculty members are classified as Special Trust Employees because their academic authority enables them to directly impact a student’s educational opportunities (e.g., grading, program admission, assistantships, lab placement, letters of recommendation) or a subordinate employee’s working conditions.
• Prohibition on Amorous Relationships & Sexual Conduct: Faculty are strictly prohibited from initiating or engaging in romantic expressions, flirtation, or sexual conduct with any student or employee over whom they hold current academic, supervisory, or evaluative authority.
• Pedagogical Exception for Course Content: The policy explicitly clarifies that sharing sexually explicit or sensitive academic materials, images, or topics as part of a legitimate pedagogical exercise or class requirement (e.g., health, biology, fine arts, literature, behavioral sciences) does not constitute prohibited sexual conduct.
• Mandatory Disclosure Requirement: Any faculty member currently in, or intending to enter into, an amorous or romantic relationship with a subordinate student or employee must immediately disclose the relationship to their direct supervisor (e.g., Department Chair or Dean).
• Supervisory Duty & Management Plan: Upon receiving a disclosure, supervisors (in consultation with Human Resources) must work to restructure reporting lines, recuse the faculty member from evaluative roles, or otherwise eliminate the conflict of interest. If the power imbalance cannot be effectively mitigated and the romantic relationship continues, the faculty member faces disciplinary action.
• Relationship to Nepotism Rules: If the relationship involves a family or household member, the disclosure and management provisions of SUU Policy 5.18 take precedence and must be followed.
• Mandatory Compliance & Legal Risks
  • Immediate Failure-to-Disclose Sanctions: Concealing or failing to report a romantic or sexual relationship with a subordinate student or employee constitutes a direct policy violation. Offenses carry severe disciplinary sanctions under SUU Policy 6.28, up to and including termination of employment and revocation of tenure.
  • Distinct from Sexual Harassment Policies: Violations of Policy 5.63 occur regardless of whether the relationship is fully consensual. Allegations of non-consensual conduct, quid pro quo arrangements, or harassment remain separate and are prosecuted under SUU Policy 5.27 and SUU Policy 5.60.
  • State & System Compliance: Compliance with this policy is mandated under Utah System of Higher Education (USHE) Policy R842 and the Utah Governmental Immunity Act. Non-compliance exposes both the individual faculty member and the university to significant legal liability.

Key Takeaways

• Sabbatical Leave
  • Eligibility & Timing: Available to tenured faculty (rank of associate professor or higher) and non-tenure-track faculty (rank of assistant professor or higher) who have completed at least six (6) consecutive years of full-time service at SUU. Faculty become eligible for subsequent sabbaticals after every additional six years of service.
  • Compensation Structure:
    • Full Academic Year (9 months): Paid at 80% of regular contract salary.
    • One Semester (4.5 months): Paid at 95% of regular contract salary.
  • Application Deadlines: Sabbatical requests are submitted in the academic year preceding the intended leave:
    • 5th week of Fall semester (Friday): Application due to Department Chair.
    • 7th week of Fall semester (Friday): Chair forwards to College/School Dean.
    • 9th week of Fall semester (Friday): Dean forwards to University Faculty Leaves Committee.
    • December: Final action taken by the SUU Board of Trustees.
  • Mandatory Return & Repayment Obligations: Sabbatical is a formal legal contract between the faculty member and SUU. Recipients are legally obligated to return to the University and serve for a period equal to the duration of the sabbatical taken. Failure to perform satisfactorily or failure to return requires full repayment of all salary and fringe benefits paid during the leave.
• Parental Caregiving with Modified Duties (PCMD)
  • Scope & Duties: PCMD provides a temporary modification of job responsibilities for a qualifying birth or adoption placement (child up to age 6).
    • Primary Caregivers: Full release from teaching/instructional duties for one semester while receiving 95% of regular salary.
    • Equivalent Caregivers: Release from up to 50% of assigned teaching duties for one semester while receiving 95% of regular salary.
    • Note: Faculty are still required to fulfill service and scholarship responsibilities (with schedule flexibility approved by the Chair) and may not teach overload courses during PCMD.
  • Tenure Clock & Review Impact: Taking PCMD automatically entitles tenure-eligible faculty to request a one-year extension of their pre-tenure probationary period (or a one-year postponement of post-tenure review), as governed by Policy 6.1.
  • Interplay with Policy 9.12: PCMD substitutes for unpaid FMLA leave for the portion of duties released. Faculty must choose between PCMD under this policy or paid parental leave under Policy 9.12—they cannot stack both for the same qualifying event.
• Unpaid Leave of Absence
  • Application & Approval: Faculty must apply in writing through their Chair, Dean, Provost, and President, with final approval granted by the Board of Trustees.
  • Return & Resignation Risk: Returning faculty retain their position and courses insofar as staffing adjustments permit (identical course loads are not guaranteed). If a faculty member fails to return to SUU for at least one full year immediately following unpaid leave, the University considers the employee to have resigned effective the date the leave began.
• Critical Compliance & Legal Protections
  • FMLA & SPARC Grant Compliance:
    • FMLA Substitution: Approved PCMD time directly substitutes for FMLA coverage to the extent that duties are released.
    • Grant-Funded Salaries: Any portion of salary paid through sponsored grants/contracts during PCMD or sabbatical must strictly reflect actual effort performed, in full compliance with federal sponsor requirements and OMB Uniform Guidance.
  • Repayment Risks: Both sabbatical and unpaid leave policies carry strict institutional return conditions. Unmet service obligations following sabbaticals trigger immediate debt recovery for salaries and benefits paid.

Key Takeaways

• Scope of Academic Freedom Rights
  • Research and Creative Activity: Faculty enjoy full freedom in scholarly research, artistic creation, and the publication/dissemination of findings within their academic expertise without institutional censorship or governmental interference.
  • Instructional Freedom: Faculty are entitled to introduce, assign, and discuss controversial or unpopular ideas, provided those ideas are relevant to the subject matter of the course and serve a clear educational purpose.
  • Shared Governance & Service: Faculty are protected from discipline, censorship, or retaliation when participating in university governance, expressing professional opinions, or fulfilling duties within elected or appointed university roles.
• Mandatory Boundaries & Professional Standards
  • The Relevance Requirement: Academic freedom does not protect the introduction of controversial materials or personal commentary that has no relation to the course curriculum or intended learning outcomes. Faculty must be prepared to articulate a legitimate pedagogical purpose for their instructional choices.
  • Institutional & Discipline Standards: Questions regarding course relevance or academic competence are evaluated by faculty peers within the respective discipline based on collective academic standards and prevailing professional ethics.
  • Fair Student Evaluation: Faculty must evaluate students impartially based solely on academic performance and mastery of course objectives—never on the basis of a student's personal opinions or political views.
• Legal & Compliance Boundaries
  • No Shield for Unlawful Conduct: Academic freedom is a professional protection, not an exemption from the law. It cannot be used to excuse unlawful speech, civil rights violations, or conduct that violates federal/state non-discrimination laws (e.g., Title IX, Title VII, ADA).
  • Hostile Environment Restrictions: Speech or instructional conduct cannot be used as a pretext to create a hostile learning or working environment as defined by institutional non-discrimination policies (Policy 5.27 & Policy 5.60).
  • Extracurricular Speech vs. Institutional Representation: When speaking or writing as private citizens, faculty are free from institutional censorship. However, faculty must make clear that they are speaking individually and not on behalf of Southern Utah University.

Key Takeaways

• Baseline Workload Obligations
  • Tenured & Tenure-Track Faculty: Expected to complete 24 ICH per academic year (12 ICH per semester), averaging approximately 13 hours per week in classroom instruction.
  • Non-Tenure-Track Faculty (Lecturers): Expected to complete 30 ICH per academic year (15 ICH per semester).
  • Course Preparations Cap: Standard workload expects no more than 15 unique ICH of course preparation per academic year (exceptions must be justified and approved by the Dean).
  • Office Hours & Service: In addition to instruction, full-time faculty are required to post and maintain a minimum of five (5) office hours per week (in-person or virtual, in consultation with the Chair) and participate actively in institutional service (standing/ad hoc committees, workgroups, or external boards).
  • Adjunct / Part-Time Faculty Limit: Teaching load is strictly capped at less than 75% of a full-time lecturer workload (<22.5 ICH annually; typically no more than 9 ICH per semester).
• Reassigned Time & Governance Reductions
  • Academic Administrators: Department Chairs and Associate Deans automatically receive 6 ICH of reassigned time per semester. Associate Chairs and Graduate Program Directors receive 3 ICH per semester.
  • Faculty Senate Leadership: The Faculty Senate President receives 6 ICH of reassigned time per semester; the Vice President (President-Elect) and Past President receive 3 ICH per semester.
  • Special Projects: Reassignments for special projects (accreditation, curriculum development, grant work) require joint approval by the Chair, Dean, and Provost.
• Overload Limits
  • Maximum Semester Overload: Full-time faculty teaching during a regular semester are capped at a maximum of 6 ICH of overload teaching (governed by Policy 6.9).
  • Off-Contract (Summer) Limit: Faculty on 9-month appointments may teach up to 18 ICH maximum across all summer terms combined.
• Critical Compliance & Tenure Protection Risks
  • Promotion & Tenure (P&T) Protections for Reassignments: If a special reassignment alters your workload in a way that impacts your ability to satisfy standard P&T criteria, a formal written record must be executed prior to the reassignment. This agreement—stipulating any waivers or adjustments to P&T expectations—must be signed by the Provost, Dean, Department Chair, and your Faculty Mentoring Team.
  • Faculty Obligation: It is the individual faculty member's responsibility to clarify and secure these P&T adjustments in writing before accepting a special administrative or research reassignment.

Key Takeaways

• Mandatory Training for External Grants
  • Federal Agency Triggers: If you or your project team receive research funding from agencies such as the National Science Foundation (NSF), Public Health Service / National Institutes of Health (NIH), or National Institute of Food and Agriculture (NIFA), completing Responsible Conduct of Research (RCR) training is mandatory.
  • General Encouragement: Even outside of grant-funded work, SUU strongly encourages all faculty involved in research to maintain current RCR certification as a standard of professional practice.
• Certification Process & Core Curriculum
  • How to Complete: Training is completed online through the CITI Program (Collaborative Institutional Training Initiative) accessible via the Sponsored Programs, Agreements, Research, and Contracts (SPARC) website.
  • Core Modules Covered: The curriculum includes Research Misconduct; Data Management, Ownership & Sharing; Authorship & Publication Practices; Peer Review; Mentor/Trainee Roles; Animal Welfare; Conflicts of Interest; Collaborative Research; and Human Subjects.
  • Validity Period: RCR certification is valid for three (3) years. After three years, faculty and researchers must complete an online refresher module to maintain active certification.
• Principal Investigator (PI) Oversight Responsibilities
  • Student Guidance: PIs are directly responsible for identifying which student researchers require training, informing them of the requirement, and providing guidance on RCR ethics topics throughout the project.
  • Documentation Collection: Students must submit their CITI completion certificates to their PI upon finishing the module.
  • Submission to SPARC: PIs must collect and forward all completion certificates for themselves and their research team to the SPARC office prior to project commencement.
• Legal & Financial Compliance Risks
  • Payroll Withholding: Salary authorization and grant fund disbursements for students and faculty funded through applicable federal research programs will be withheld until all required RCR completion certificates are on file with SPARC.
  • Audit Exposure: Federal sponsoring agencies (e.g., NSF, NIH, NIFA) routinely conduct compliance audits. Failure to produce verifiable RCR training documentation for all grant-funded personnel can result in financial disallowances, grant suspension, or mandatory repayment of awarded funds.
• Action Plan for Principal Investigators
  • Before Award Setup: Verify RCR training requirements with SPARC during the proposal submission stage.
  • At Onboarding: Ensure all funded undergraduate students, graduate students, and postdocs complete CITI RCR modules before they begin billable work.
  • Submit Certificates: Forward all completion documentation to SPARC to release payroll authorizations.

Key Takeaways

• Determining If Your Survey Needs OIRA Approval
  • Standard Requirement: Any survey distributed to SUU students, faculty, staff, alumni, or community members requires supervisor/dean endorsement and formal approval from OIRA prior to deployment.
  • Common Faculty Exemptions (No OIRA Approval Needed):
    • Classroom Instruction: Faculty-driven classroom assessments or student work assigned in courses (including small-scale student surveys under 50 participants).
    • Course & Event Feedback: Official course evaluations, immediate post-event/point-of-service feedback forms, or internal surveys sent strictly to members of a faculty/staff organization.
    • Targeted Academic Scholarship: Scholarly research that does not survey an entire SUU population group (e.g., surveying a specific sample rather than all SUU students or employees).
• Required Methodology, Software, & Data Security
  • Approved Software Only: All digital surveys must be built and administered using SUU’s institutional survey tool (Qualtrics). Storing or collecting survey responses on unapproved non-SUU cloud platforms or accepting responses via email attachments is strictly prohibited.
  • Mass Email Restrictions: Mass emailing for surveys (targeting more than 300 students) is restricted to official university-level surveys and requires special authorization.
  • Aggregated Data & Reporting: Raw survey data containing individual response identifiers must never be published or broadly shared. Faculty must submit a copy of their final aggregated survey findings to OIRA to support institutional knowledge-sharing.
• Mandatory Compliance & Legal Standards
  • Informed Consent & Voluntary Participation: All surveys must include explicit Informed Consent framing that outlines the survey's purpose, risks, benefits, and voluntary nature. Respondents must be informed that while data is kept confidential, it is generally not anonymous if system credentials or emails are tracked.
  • Data Privacy Laws (FERPA, HIPAA, Belmont Report): Any survey collecting student or healthcare information must strictly adhere to FERPA, HIPAA, the Belmont Report, and AERA ethical standards.
  • Dual OIRA + IRB Requirement for Scholarly Research: Approval from OIRA does not constitute Institutional Review Board (IRB) approval. If your survey contributes to generalizable academic research, you must submit it to OIRA before seeking IRB clearance.
  • Sanctions for Non-Compliance: Deploying non-exempt surveys without OIRA approval results in written notification to your Department Chair/Dean and the Provost. Policy violations require clearance from the Provost before you can submit future survey requests.
• Practical Steps & Timelines
  • Plan Ahead: If you need OIRA survey assistance, contact them at least 90 days in advance.
  • Submit Pre-Approval: Submit the Survey Submission Form via the OIRA website at least 10 business days before your planned distribution date.
  • Incentives Guidance: Consult the Vice President for Finance and Administration prior to offering monetary or gift-card incentives to survey respondents.

Key Takeaways

• Who Must Disclose
  • Scope of "Investigator": The requirement applies to any faculty member or employee who acts as a Principal Investigator (PI), Co-PI, Project Director (PD), or who is otherwise responsible for the design, conduct, or reporting of research or educational activities funded (or proposed for funding) by external/federal agencies.
  • Family & Associate Coverage: Disclosures must cover Significant Financial Interests (SFIs) held by the faculty member, their spouse/domestic partner, and dependent children.
• Mandatory Reporting Triggers & Timelines ("By When"): You must submit financial interest disclosures to the Office of Sponsored Programs, Agreements, Research, and Contracts (SPARC) at four specific timepoints:
  • Grant Proposal Submission: At the initial time of project/grant submission.
  • Annual Renewals: Annually alongside non-competing continuation funding requests.
  • Personnel Changes: Immediately when new investigators join the research team.
  • Within 30 Days of Changes: Within 30 days of acquiring or discovering a new reportable financial interest.
• What Constitutes a Reportable Financial Interest: Reportable interests generally include external payments (e.g., consulting fees, honoraria, paid authorship), equity/stock ownership in commercial entities related to your research field, or intellectual property rights that generate income outside of your SUU employment.
  • Exclusions: Income from investment vehicles managed by others (e.g., mutual funds), service on government or higher education peer-review panels, or standard academic seminars/lectures sponsored by accredited universities do not require disclosure under this policy.
• Compliance & Legal Risk Controls
  • Hold on Project Spending: If a potential financial conflict of interest is disclosed, it must be reviewed and satisfactorily managed via a formal Conflict Management Plan developed with SPARC and the Office of Legal Affairs before the university will authorize the release or expenditure of award funds.
  • Federal Reporting Obligations: Under federal regulations (including 2 CFR §200 and NSF/NIH grantee standards), SUU is required to report unmanaged or material Financial Conflicts of Interest (FCOIs) to the granting agency.
  • Supplements Policy 5.7: Policy 6.71 works alongside SUU Policy 5.7. Faculty engaged in federally sponsored projects must comply with the disclosure procedures of both policies.

Key Takeaways

• Mandatory Approval to Require Self-Authored Materials
  • Prior Approval Required: You may assign your own self-authored textbook, workbook, or course material for a class, but you must secure written approval from your Department Chair and College Dean before listing or requiring the item on your syllabus.
  • Approval Documentation: Submit the official Faculty-Authored Materials Approval Form through administrative channels prior to course adoption to ensure transparent conflict-of-interest review.
• Mandatory Distribution Channel (No Direct Sales)
  • Campus Bookstore Only: All faculty-authored course materials sold to SUU students must be distributed and sold exclusively through the SUU Campus Store.
  • Direct Sales Expressly Prohibited: Faculty members are strictly prohibited from selling books, workbooks, access codes, or lab manuals directly to students in person, online, or in the classroom.
• Use of University Facilities & Commercial Profit
  • Use of Campus Resources: You are encouraged to develop innovative instructional tools; however, using university facilities, technology, or staff to produce materials requires advance authorization from your Department Chair and Dean.
  • Profit & Royalties: Faculty who publish instructional materials through commercial publishers may receive royalties and profits consistent with standard industry publishing practices, provided the administrative approval process has been satisfied.
  • Work-for-Hire Exceptions: If the university specifically hires or contracts you to create a specific instructional tool, copyright ownership and royalty distribution are governed by individual contract terms under SUU Policy 5.52.
• Mandatory Compliance & Legal Standards
  • Personal Copyright Responsibility: Faculty authors bear full personal legal liability for complying with federal copyright laws. You are personally responsible for securing all necessary copyright clearances and permissions for any third-party images, excerpts, or media included in your self-authored works.
  • Ethics & Conflict of Interest Safeguards: Mandating self-authored texts without institutional approval presents financial conflict-of-interest risks under Utah state ethics laws and SUU Policy 5.7. Adhering to the administrative approval process safeguards both you and the institution from ethics violations.

Policy 10.13: University Travel governs all official university-related domestic and international travel, establishing strict rules for travel authorization, student supervision, expense reimbursement, insurance, and mandatory compliance.

Key Takeaways

• Prior Authorization is Mandatory: Faculty must receive documented Travel Authorization (TA) prior to departure. Travelling without advance written approval violates university policy, forfeits all per diem and reimbursement eligibility, and leaves the traveler personally liable for all costs and risks.
• Prohibition on Shared Sleeping Quarters with Students: Faculty and staff are strictly prohibited from sharing hotel rooms or sleeping quarters with students on official university travel. Limited exceptions require advance written approval from your Dean/Director at the time of the travel request and prior written disclosure to trip participants.
• Faculty Responsibilities as Program Directors: When leading student travel groups (academic trips, field studies, or conferences), faculty are responsible for enforcing the SUU Code of Conduct, ensuring students are properly enrolled/registered, and maintaining trip safety protocols.
• Per Diem and Expense Rules: Meal per diems require documented pre-approval. Any business meal paid for via purchasing card or separate receipt must be deducted from that day’s per diem request. Receipts must be itemized and show method of payment.
• Personal Vehicles & Rental Cars:
  • Personal Vehicles: The owner's personal auto insurance serves as the primary coverage for liability and collision; the university provides no collision coverage for personal vehicles.
  • Rental Cars: Domestic rentals must use state-contracted agencies via SUU Rental Car Procedures to ensure liability/collision coverage. Non-contract rentals carry a $5,000 deductible payable by the traveler if damaged.
• Mandatory Compliance & Legal Risks
  • Mandatory Title IX & Clery Act Reporting: Faculty traveling with students are classified as Campus Security Authorities (CSAs). You are legally required to promptly report any Clery-reportable crimes to the Chief of SUU Police or the Clery Compliance Officer, and any instances of sexual harassment, discrimination, or misconduct to the Title IX Coordinator via the University Reporting portal.
  • Immediate Accident Reporting: Vehicle accidents occurring while on university business must be reported immediately to local law enforcement, the rental company (if applicable), Fleet Operations/Motor Pool, and SUU Risk Management.
  • Substance Prohibitions & Personal Conduct: Non-prescription narcotics, illegal drugs, and controlled substances are strictly banned on university travel. Violations expose faculty to immediate disciplinary proceedings under SUU Policy 6.28 up to and including termination.
  • Travel Status Revocation: The university reserves the right to revoke approved travel status or order an immediate, mandatory return to campus for policy non-compliance, with costs billed back to the offending traveler.

Key Takeaways

• Prior Authorization Required: All international travel—whether traveling individually for research/conferences or leading a student group (as a "Program Director")—must be formally authorized via the university’s travel authorization system and approved by the Office of Learning Abroad prior to departure.
• Strict Restrictions on Travel Advisories:
  • Level 4 (Do Not Travel): Travel is strictly prohibited under any circumstances for both faculty and students.
  • Level 3 (Reconsider Travel): Requires special authorization from the University President in consultation with the Chair of the Board of Trustees, submitted through Learning Abroad at least 5 weeks prior to departure.
• Student Group Lead Responsibilities (Program Directors): Faculty leading students abroad must conduct a mandatory pre-departure orientation, ensure all student paperwork/insurance is filed, maintain active mobile communications, and hold authority to enforce the SUU Student Conduct Code (including sending disruptive students home at their expense).
• Accompanying Minors Discouraged: Program Directors are strongly advised against bringing personal minor children on student trips, as faculty must remain available 24/7 to manage student emergencies. Any approved minor must remain under direct parental supervision.
• Federal Funding & Air Carriers: International travel supported by federal grants or contracts must comply strictly with the Fly America Act, requiring flights to be booked on U.S. flag air carriers.
• Mandatory Compliance & Risk Mitigationn
  • 3-Week Document Deadline: Ensure all student travel authorization forms, passport copies, health forms, signed Codes of Conduct, and proof of SUU-approved international health insurance are submitted to Learning Abroad at least 3 weeks before departure.
  • STEP Registration & Mobile Contact: U.S. citizen faculty and students must register their itinerary with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP) before leaving. Faculty leads must provide their international mobile phone number to Learning Abroad within 24 hours of arrival.
  • Prohibition on Motor Vehicles & Controlled Substances: Operating University vehicles abroad is strictly banned (use public transit or professional local drivers). Non-prescription narcotics or illegal drugs are prohibited without exception.
  • Emergency Reporting & Liability: Any accident, illness, hospitalization, or security incident must be reported immediately to local authorities and the SUU Office of Learning Abroad / University Police. Unapproved international travel voids university liability coverage and exposes the traveler to full personal risk and disciplinary action under Policy 6.28.

Policy 5.37: University Motor Pool governs the reservation, operation, maintenance, and safe usage of state-owned vehicles for official university business and university-sponsored academic or extracurricular activities.

Key Takeaways

• Approved Travel Authorization Required: Faculty cannot be issued a Motor Pool vehicle without an officially approved Travel Authorization (TA) on file prior to departure. Additionally, every non-student passenger traveling in the vehicle must be explicitly listed on the TA.
• Mandatory Driver Certification: Any faculty member operating a Motor Pool vehicle must hold a current, valid driver’s license in their physical possession and complete the State of Utah "Safe Driving Course" every two (2) years.
• Strict Limitations on 15-Passenger Vans: The use of 15-passenger vans is generally prohibited and permitted only under exceptional circumstances with advance written permission from the Motor Pool Manager.
• Faculty Accompaniment for Out-of-State Student Travel: While student-only local driving is discouraged and heavily restricted, faculty/advisor accompaniment is mandatory for any out-of-state travel involving students in Motor Pool vehicles.
• Vehicle Reservation and Maintenance Schedules: Vehicles are reserved on a first-come, first-served basis. Any department-assigned or long-term university vehicles must be brought to Fleet Operations for servicing every 4 months or 5,000 miles, whichever comes first.
• Mandatory Compliance & Risk Mitigation
  • Fueling Protocol & Odometer Fines: Vehicles must be fueled using the state "GasCard" system (never personal funds or cash, unless in an absolute emergency where GasCard options are completely unavailable). Drivers are required to accurately enter the vehicle’s current odometer reading at the pump; failure to do so correctly may result in fines charged to the department.
  • Zero-Tolerance Prohibitions: Smoking, alcohol consumption, and animals are strictly prohibited in all Motor Pool vehicles at all times.
  • Occupancy & Safety Compliance: Every passenger must wear a seatbelt at all times; total occupancy is strictly limited to the number of working seatbelts installed in the vehicle. Drivers must obey posted speed limits and adjust speed for adverse weather conditions.
  • Accident & Maintenance Reporting: Any mechanical defects, damage, or roadside emergencies must be reported immediately to the Motor Pool Manager or authorized State of Utah Motor Pool agents. Unauthorized third-party repairs are not permitted.

Key Takeaways

• Mandatory Use of Official Enterprise Email: Faculty must conduct all official university business exclusively using their assigned @suu.edu email address. Conducting university business via personal email accounts (e.g., Gmail, Yahoo) or third-party platforms is explicitly prohibited.
• Prohibition of Non-University & Personal Business: Enterprise email accounts (@suu.edu) are designated solely for official university operations. Using institutional email to conduct personal business, unapproved commercial enterprises, or outside consulting is prohibited.
• Bulk Email Restrictions ("10-Recipient Rule"): Faculty are strictly prohibited from sending mass emails to more than 10 recipients in a single message or series of messages unless it falls under an authorized exception (e.g., emailing students currently enrolled in your course, or communications sent by Deans, Department Chairs, and Faculty Senate Executive Committee). General announcements must use the mySUU portal messaging system.
• Course Communications & Student Email: Faculty may email groups of students currently enrolled in their courses, provided the content is directly relevant to the course. Note that while students may set a preferred personal email address in university records, they remain responsible for all official university notices sent to their designated preferred address.
• Email Retention & Account Expiration: Enterprise emails are archived throughout employment and retained in accordance with state retention schedules. Archived emails are typically deleted 60 days after an employee's separation or termination date, though the university reserves the right to retain records longer if legally required.
• Mandatory Compliance & Legal Risks
  • Zero Expectation of Privacy: Email accounts on the SUU system are university property. Faculty should have no expectation of privacy when using @suu.edu accounts. The university reserves the right to monitor, review, and access email communications for system integrity, legal holds, or internal investigations with approval from the CIO or General Counsel.
  • Public Records (GRAMA) & Subpoena Exposure: Messages sent or received on the SUU email system are considered official university records. All emails are subject to disclosure under Utah's Government Records Access and Management Act (GRAMA), court subpoenas, litigation discovery requests, and internal investigations without prior notice.
  • FERPA & Private Data Mandate: Transmitting Sensitive/Private Data—such as full Social Security numbers, driver's license numbers, financial account credentials, or protected student health/educational records—via unencrypted standard email violates university data security standards and FERPA regulations under SUU Policy 5.22 and Policy 11.3.
  • Prohibited Conduct & Sanctions: Utilizing university email for harassment, cyberstalking, copyright infringement, unauthorized software distribution, or concealing sender identity violates institutional policy and state law. Violations subject faculty to disciplinary sanctions under SUU Policy 6.28 up to and including termination.

Policy 5.2: Employees with Disabilities establishes Southern Utah University's commitment to providing equal employment opportunities, full workplace access, and reasonable accommodations for university employees with qualifying disabilities under the Americans with Disabilities Act (ADA) and the Rehabilitation Act.

Key Takeaways

• Right to Reasonable Workplace Accommodations: Faculty members with physical or mental impairments that substantially limit major life activities have the right to request reasonable accommodations to perform the essential functions of their teaching, research, and administrative roles.
• Faculty-Initiated Disclosure: The accommodation process is voluntary and interactive. To receive workplace accommodations, faculty must proactively disclose their disability and submit a formal request to the Office of Human Resources (not directly to their Department Chair or Dean).
• Role of Chairs and Supervisors: Department Chairs and Deans must refer any faculty member who discloses a disability or requests workplace adjustments directly to Human Resources. Chairs/Deans do not independently approve, deny, or evaluate medical requests for faculty accommodations.
• Protection Across All Terms of Employment: Non-discrimination guarantees apply to all faculty employment decisions, including hiring, promotion, tenure review, salary, job assignments, sabbaticals, and performance evaluations.
• Right to Appeal: If a faculty member disagrees with an accommodation determination made by the Director of Human Resources, they have the right to file an appeal with the Provost/Vice President for Academic Affairs for a final determination.
• Mandatory Compliance & Risk Mitigation
  • Immediate Referral to HR: If a colleague or supervisee discloses a medical condition or requests a job adjustment due to a health issue, immediately direct them to Human Resources. Supervisors must avoid asking for medical details or diagnosing conditions.
  • Strict Medical Confidentiality: All medical documentation, disability disclosures, and accommodation details are strictly confidential under federal law. Disability records are maintained separately from standard faculty personnel files in Human Resources and are shared only on a strict need-to-know basis.
  • Essential Function Performance: Approved accommodations are designed to help faculty fulfill the core expectations of their appointment. Faculty must still be able to perform the essential functions of their position (e.g., meeting assigned classes, fulfilling grading responsibilities, maintaining required office hours) with or without reasonable accommodations.

Key Takeaways

• Definition of Compensation Types:
  • Supplemental Compensation applies to faculty with less than full-time 12-month appointments for extra work within a fiscal year, capped at a maximum of 12 months and 100% total effort.
  • Overload Compensation is additional pay for teaching or responsibilities exceeding a 100% full-time workload.
• Teaching Overload Limits: Teaching overloads are authorized on a nonpermanent basis and are capped at a maximum of six (6) Instructional Credit Hours (ICHs) per semester during a regular appointment, paid at the prevailing institutional rate per ICH.
• External and Cross-Departmental Work: If you teach a course outside your home department during a regular semester, it is generally treated as part of your normal load unless prior overload or supplemental arrangements are explicitly approved by the Department Chair, Dean, and Provost's Office.
• Federal Grants and SPARC Compliance: Any supplemental or overload compensation involving Sponsored Research, Contracts, or Grants (SPARC) must strictly comply with federal Uniform Guidance regulations and requires prior review by the SPARC Office.
• Mandatory Approval Chain:
  • Within your department: Requires sign-off from your Chair/Program Director, Dean, and the Provost's Office.
  • Outside your department: Requires a multi-step approval chain involving the initiating unit's leadership, your home department Chair and Dean, and the Provost's Office.
• Compliance Warning: Any payments made in violation of this policy constitute personal indebtedness from the recipient back to the University and must be repaid.

Key Takeaways

• Primary Commitment to SUU
  • Primary Obligation: Full-time faculty members owe their primary professional loyalty, time, and intellectual energy to Southern Utah University during contracted semesters.
  • Conflict of Commitment: External consulting or outside work must not interfere with your core primary responsibilities—including instruction, office hours, scholarly expectations, or service obligations.
• External Teaching Restrictions
  • Prior Written Approval Required: Full-time faculty who wish to teach at other higher education institutions (whether online, adjunct, or guest instruction) during their contracted semesters must obtain advance written approval from their Department Chair, Dean, and the Provost’s Office.
  • Direct Competition: Engaging in unapproved external teaching or educational activities that directly compete with SUU academic offerings is strictly prohibited.
• Consulting and External Employment Standards
  • No Conflicts of Interest: Any external professional duties, consulting arrangements, or outside employment must not create a financial or operational conflict of interest with your position at SUU (pursuant to Policy 5.7).
  • Use of University Resources: University facilities, equipment, administrative support, or institutional branding may not be used for external personal consulting or secondary employment unless explicitly authorized under a separate university agreement.
• Compliance & Legal Protections
  • Mandatory Disclosure & Approval Process: External consulting and employment activities must be disclosed in advance through the official University Disclosure and Review Process. Operating without prior written administrative approval exposes faculty to disciplinary action under Policy 6.28.
  • State Ethics Compliance: All external engagements must strictly comply with the Utah Public Officers' and Employees' Ethics Act (Utah Code § 67-16), which prohibits using public position or institutional assets for improper personal or commercial gain.