1. The current version of the OU Staff Handbook can be found online at http: //hr.ou.edu/Policies-Handbooks. It is the employee's responsibility to comply with the information in the Staff Handbook including all its revisions. Information in the current published handbook replaces all prior information, superseding any prior versions. Employees who are unable to access the Staff Handbook can contact Human Resources for a printed copy.

2. The Staff Handbook is available to OU employees for informational purposes concerning policies, practices, and benefits at the University of Oklahoma. The information contained in the Staff Handbook is subject to change at the sole discretion of the University of Oklahoma.

3. The Staff Handbook is only a summary of OU policies, practices, and benefits. Contact Human Resources for details or clarification about any of the information contained in the handbook.

4. The Staff Handbook is not a contract for employment and does not change an employee's at-will employment status. This means the University or the employee can terminate the relationship with or without cause, with or without notice.

The University of Oklahoma provides this Staff Handbook in an effort to educate current and prospective employees as to the relevant laws, policies, and procedures that govern interactions between the institution and the employee. The University values its relationship with its employees and strives to create and maintain a positive working environment.

The Staff Handbook summarizes University of Oklahoma policies and procedures for current and prospective staff employees. In some sections of the Staff Handbook you will find summaries with references to the University of Oklahoma Regents’ Policy Manual or applicable state or federal statutes. Every effort has been made to present the key elements of these summaries accurately, but the actual policies, procedures, or laws are to be consulted as the authoritative source of information, as they may provide more detail and are themselves subject to independent review and revision. Policies and procedures summarized in this handbook have been approved by the president and/or the Board of Regents of the University of Oklahoma. Given the breadth and variety of different staff positions at the University, additional policies and operating procedures not detailed in the Staff Handbook may be implemented at the departmental level. Those procedures should be communicated and consistent with the Staff Handbook.

This Staff Handbook shall apply to all covered situations from the time of its adoption. The University reserves the right to change this Staff Handbook at any time, and any alterations, eliminations, or additions shall apply from the time of their adoption. New and revised policies approved by the President and/or the Board of Regents may be added, substituted, summarized, and/or cross-referenced without separate requirement for amendment of the Staff Handbook. The official copy of the Staff Handbook is available in Human Resources and on its website at WWW.HR.OU.EDU. Should any provision of the Staff Handbook require interpretation, the department responsible for implementing that particular procedure or provision will issue the interpretation. The Chief Human Resources Officer (CHRO) is responsible for interpreting personnel policy sections of this handbook. All references to the CHRO or responsible administrator shall include that person’s designee.

This handbook is not a contract and is not intended to create any contractual rights in favor of either the university or the employee. The State of Oklahoma and the University of Oklahoma are at-will employers. An employment relationship, therefore, may be terminated at the will of the employee as well as by the employer. Although policies and procedures have been established to provide guidance for university administrators and employees, the policies herein shall not be construed to limit or abrogate the rights of the University of Oklahoma.

Created by the Oklahoma Territorial Legislature in 1890, the University of Oklahoma is a doctoral degree-granting research university serving the educational, cultural, economic, and healthcare needs of the state, region, and nation. Over time, the University has experienced tremendous growth. The Norman campus serves as home to the majority of the University’s academic programs except health-related fields. The OU Health Sciences Center, which is located in Oklahoma City, is one of the nation’s few comprehensive academic health centers. Both the Norman and Health Sciences Center colleges offer programs at the Schusterman Center, the site of OU-Tulsa. Other research and study facilities are found in multiple locations in Oklahoma, other states, and internationally.

The University of Oklahoma is part of a state-wide educational program called the Oklahoma State System of Higher Education. Having been established by constitutional authority in 1941, the state system is younger than the University of Oklahoma and is made up of all institutions of higher education supported wholly or partially by legislative appropriations. The coordinating body, called the Oklahoma State Regents for Higher Education, is composed of nine members. Following appointment by the Governor and confirmation by the State Senate, members serve nine-year terms. One member of the board is replaced each year. Responsibilities of the Oklahoma State Regents for Higher Education include setting standards of higher education (including requirements for the admission of students), determining the functions and courses of study at each institution, granting degrees and other forms of academic recognition, recommending higher education's funding needs to the legislature, allocating state appropriations to individual institutions, and determining the fees of all institutions of the system.

By constitutional authority, the governance of the University is vested in the Board of Regents of the University of Oklahoma. The Board is composed of seven members appointed by the Governor with the advice and consent of the Oklahoma Senate. Each member serves a seven-year term unless appointed to fill an unexpired term. One member is replaced each year. The powers and duties of the board are set out in Oklahoma’s constitution and statutes (Article XIII, Section 8, Constitution of Oklahoma; Title 70, Section 3301, et seq, Oklahoma Statutes).

The administrative organization exists to provide leadership and to facilitate University of Oklahoma goals, objectives, and services. As an operating philosophy, the University's purposes can best be achieved in an atmosphere of shared governance, mutual planning and implementation of decisions, and the recognition and encouragement of contributions by members of the University community.

As the chief executive and academic officer of the University, the President is responsible to the Board of Regents of the University for the administration of the institution. All authority delegated by the Regents is administered through the President, who may in turn delegate responsibility and authority to other University administrative officials.

Consistent with the University’s desire to foster and provide a positive working environment, there are established governance organizations for staff employees on the Norman, Oklahoma City, and Tulsa campuses. The purpose of these organizations is to provide staff employees a means to participate in decisions regarding policy matters of the University affecting working conditions of employees. Governance groups function as advisory and policy-referral bodies to the University administration and to the staff employees represented. Additional information on Staff Senate and governance groups can be found on the Staff Senate websites for the Norman, Health Sciences Center and Tulsa campuses.

A system of councils and committees is essential to the University’s operation. They are basic to a collegial environment and assure participation by all segments of the University community in the interest of achieving institutional goals and objectives. They also serve to keep the faculty and staff advised of current issues, utilize the unique talents and expertise available on the campuses, and provide interaction among faculty, students, staff, and administrators.

Councils and committees are given clearly stated assignments in writing, and they are asked to give periodic reports to their constituencies. The committee structure of the institution is kept flexible and is subject to periodic review and revision. A current listing of councils and committees, their assignments, and their membership is available in the Office of the President. Councils make recommendations to the President on policy and programs in areas of vital significance to the functioning of the University as an educational institution as well as in special extracurricular areas that require the attention of the full representation of the University community. Certain councils are created by the Board of Regents, some are created by the President, and others are established upon recommendation of the Faculty and Staff Senates and approval by the President.

Standing committees provide the President and other members of the administration with advice and assistance regarding areas of University activity that are important to the fulfillment of an educational mission but are of less fundamental significance than the areas of council concern. Administrative advisory committees are established by officers of the University for subjects not covered by the council or standing committee structure. These committees are composed of members selected by the establishing official. The number and purposes of these committees are regularly reviewed by the President.

Task forces are established from time to time as ad hoc committees designed to accomplish a specific purpose. Members of a task force are selected by the appointing body or officer. Dissolution occurs when the assigned task is completed or at the discretion of the appointing body or officer. Administrative search committees are formed to assist in the selection of the President, Senior Vice President and Provosts, vice presidents, provosts, vice provosts, and academic deans. Search committees may also be used in the search for any other unique positions.

The information in this section gives employment policies for executive officers, administrative officers, administrative staff, managerial staff, professional staff, supervisory staff, and service and operations staff. These groups combined are known as staff employees.

University employment benefits are linked to the primary position for which an employee is hired. If an employee is hired through the staff hiring process but by virtue of his or her skills or expertise is assigned an additional academic title, benefits accrue to the primary staff title only, even though the employee's total title would reflect an additional academic appointment unless the provost, after consultation with the Chief Human Resources Officer, specifically determines that an exception is in the best interests of the University.

This policy, approved by the Board of Regents, was developed to provide a means for assuring (1) that available Human Resources will receive full use and (2) that all appointments, promotions, and transfers will be made on the basis of individual qualifications and merit without regard to race, creed, color, national origin, sex, sexual orientation, age, religion, disability, status as a veteran, or genetic information. The University of Oklahoma is committed to equal employment opportunity and to employment of only U. S. citizens and individuals who are lawfully authorized to work in the United States.

Any vacancy for a position expected to last for 90 calendar days or more must be listed with Human Resources. Recommendations for appointments, reappointments, promotions, and transfers will not be approved until required information on candidates for these positions has been reviewed by Human Resources. Employment of persons for less than 90 calendar days should be coordinated with Human Resources for determining an appropriate compensation level. FLSA-nonexempt (hourly) positions must be listed for at least five working days or until three candidates have been referred. FLSA-exempt (salaried) positions must be listed for at least seven working days regardless of the number of applicants. Hiring officials should notify current employees within the department simultaneously with, if not prior to, listing the job to give those staff first knowledge of promotional opportunities within the department. Upon making a hiring decision, the department should advise Human Resources of the acceptance of the candidate selected and notify all other applicants that the position has been filled. Departments are encouraged to establish procedures for the effective orientation of new, transferred, reclassified, or promoted employees. These procedures should cover rules concerning scheduled and unscheduled leave, timelines for demonstrating attainment of needed job skills, and other personnel-related issues.

It is University policy to list open positions unless there are compelling circumstances to justify an appointment without listing. Requests to exempt positions from this listing requirement should be submitted in writing to the CHRO and describe the circumstances that justify a selection without posting. The University will require all new employees to provide information needed to comply with the requirements of the Immigration Reform and Control Act. All new employees must have an Employment Eligibility Verification Form (INS I-9) on file in Human Resources. The University participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee’s Form I-9 (and in those instances where existing employees are assigned to state or federal contracts requiring E-Verify authorization) to confirm work authorization.

Appointments - (1) Initial appointment refers to placing an individual on the payroll for the first time. (2) Reappointment refers to placing a former employee on the payroll when prior service was compensated by other than special payments. (3) A continuous appointment is one that is expected to continue for 1,040 hours or more. (4) A full-time appointment is expected to continue for 6 months or more and require 40 hours or more of work per week. (5) A part-time appointment is expected to continue for 6 months or more and require less than 40 hours of work per week. (6) A temporary appointment is expected to continue less than 6 months and may work variable hours per week. (7) Temporary employment beyond 90 days will require Department Head and Human Resources approval. A temporary employee who work 30 hours or more per week on average during an applicable Measurement Period must be offered medical insurance. (8) A seasonal employee is an individual who is hired into a position for which the customary annual employment is 6 months or less (e. g., an employee hired to work in the summer or winter, but not both). (9) An independent contractor is an individual or business that provides services to the University of Oklahoma. An independent contractor is a separate business entity and is not considered an employee. The University does not provide a paycheck or withhold income taxes or Social Security/Medicare taxes for independent contractors. The IRS has established tests to determine whether a worker is an independent contractor or an employee.

Promotion - An employee is promoted when he or she is advanced to a classification with a higher pay range. The term does not apply to pay increases for work at the same level.

Transfer - A transfer occurs when an employee moves from one department to another or to a different position within the same department. A transfer may be made with or without a promotion.

Student Employee Status - Student Employees are those employees currently enrolled full time and regularly attending University of Oklahoma courses for credit and whose primary purpose for being at the University is to obtain an education. Student employees must be enrolled at least half time to be considered eligible for exemption from paying FICA (social security and Medicare taxes). Additionally, to be eligible for the FICA exemption, student employment must be predominantly incident to and for the purpose of pursuing a course of study. Student employees are encouraged to limit their work hours to less than 30 hours per week in order to focus on their studies. Student employees who work 30 hours or more per week must be offered employee medical insurance. By law, international students are not subject to FICA taxes; however, due to F-1 visa requirements, they cannot work more than 20 hours per week when classes are in session. The department head is responsible for determining the applicability of student status to the appointment and the work schedule to be met.

The University encourages the upward mobility of staff employees to positions for which they are qualified and which meet their career interests and objectives. Internal promotions are encouraged and may be effected without posting the vacancy externally on the Human Resources website. Human Resources must be notified of the vacant position the department wishes to fill by internal promotion. Departments will notify their current employees of the vacancy prior to effecting an internal promotion. Vacancies, along with all minimum qualifications required and the rate or range of pay, will be made known by one or more of the following: (1) notices posted on department bulletin boards; (2) memos and/or emails circulated to staff; or (3) internal posting on the HR website. To be considered for an internal promotion, employees must meet all minimum qualifications of the vacant position. After the qualifications of all interested departmental employees have been evaluated and a selection has been made, the hiring department will provide documentation of compliance with this policy to Human Resources with the personnel action form for the employee selected.

Positions that are to be filled by promotion or lateral transfer interdepartmentally should be listed in accordance with the University’s hiring policy. Positions that result in lateral transfer, no change in pay grade, or demotion for employees within a department may be filled without listing. Employees interested in promotional or lateral transfer opportunities must provide Human Resources with updated employment application material. Employees seeking promotion or lateral transfer are encouraged to discuss these possibilities with their supervisor. Employees with less than six months of service in their current position are normally not eligible for consideration for promotion or transfer.

Departments, except those funded by grants or contracts, accepting employees by transfer will be responsible for the employees' accumulated paid leave and extended sick leave benefits. A grant or contract may accept all or any portion of accrued leave of a transferred employee. Any remaining balance of accrued leave will be transferred to the employee’s extended sick leave account.

Salary increases normally will not be approved for employees moving from one position to another at the same or lower level. A decrease in salary may be appropriate when employees accept transfers to lower level positions and the employee’s salary will be over the maximum salary range for the new position. Decreases in salary should be discussed with the Chief Human Resources Officer before action is taken.

All employment tests must be reviewed and approved by Human Resources and/or the Equal Opportunity Officer/Title IX Coordinator before use to ensure the tests are valid, job related, reliable, uniformly administered, and do not have an adverse impact on the employment opportunities of members of protected classes. The Equal Opportunity Commission’s Uniform Guidelines on Employee Selection requires that employee testing be validated to show a direct relationship between test results and job performance.

The University requires successful completion of a post offer pre-employment physical assessment for certain job classifications before the employment relationship can be finalized. The post offer employment test (POET) is designed to determine whether a prospective employee possesses the physical capabilities necessary to safely perform the essential functions of the job for which he or she has received a contingent offer of employment. The assessment will be administered only after a contingent offer of employment is made. If the prospective employee does not demonstrate the ability to safely perform the essential functions of the position during the POET, with or without reasonable accommodation, the offer of employment will be rescinded.

A list of classifications covered by this policy is maintained by Human Resources. Postings for positions subject to POET will inform applicants of this requirement. Current University employees seeking a transfer into a classification subject to this requirement and with a higher level of physical demands than their current job are subject to the policy. The post offer employment test is considered part of the selection process. Time away from work will not be compensated. Travel expense incurred will not be reimbursed. The office responsible for Workers Compensation administration on each campus will develop guidelines for implementation of this policy and distribute such guidelines to the affected departments.

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The University reserves the right to establish and change work schedules as may be necessary for orderly and efficient operation.

The University encourages department heads to utilize flexible scheduling where it can be implemented efficiently and without negatively affecting the operation of the particular area. A family-friendly workplace is encouraged and supported by the University.

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Each academic year, the University recognizes 14 holidays, including New Year's Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day, plus six other holidays as listed in the annual holiday schedule. Employees eligible for benefits will be excused from work with pay on those days recognized by the University as holidays. A holiday falling on a Saturday will be recognized by the University on the preceding Friday. A holiday falling on a Sunday will be recognized by the University on the following Monday. When operations of the University require that employees be regularly scheduled to work on days otherwise recognized as holidays, such employees will be granted an equal amount of time off with pay on a date mutually agreed upon by the employee and the budget unit head.

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The Shared Leave Program is a means for a University employee to donate paid leave to a fellow University employee who is eligible for and requires leave while experiencing a serious health condition, as defined, which has caused, or is likely to cause, the employee to take leave without pay.

Employee Recipient - Twelve-month employees who hold benefits-eligible appointments that accrue paid leave and who have had continuous employment for at least 12 months preceding the serious health condition are eligible to be employee recipients. The recipient employee must have used all his or her paid time off (PTO), extended sick leave (ESL), and compensatory time hours (if applicable) prior to being eligible to receive shared leave. Shared Leave is not available for employees in off-work status due to workers compensation.

Employee Donor - Twelve-month employees who hold benefits-eligible appointments that accrue paid leave and have a paid leave balance greater than 50 % of annual accrual are eligible to be employee donors. A donating employee can donate paid leave at any time during the budget year.

Serious Health Condition - A serious, extreme, catastrophic, or life-threatening medical condition is a period of incapacity requiring the employee to be medically unable to work for a period of five days or more. The medical condition includes, but is not limited to, continuing treatment or supervision by a healthcare provider, or continuing treatment of a chronic or long-term health condition. The employee must be suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition that has caused, or is likely to cause, the employee to take leave without pay.

Shared Leave Committee - The Shared Leave Committee will monitor the Shared Leave Program, make policy recommendations to administration and employee governance groups, and approve the distribution of shared leave to the recipient. The Shared Leave Committee will consist of seven University employees, with a term of three years, and shall be recommended by the Faculty and Staff Senates and appointed by the Vice President, Administration and Finance. The Shared Leave Committee will report the overall utilization and evaluation of the Shared Leave Program annually to the Faculty and Staff Senates, the President, Provost, and the Vice President, Administration and Finance.

Shared Leave Pool - The Shared Leave Pool will include both: (1) paid leave hours donated by eligible employees for distribution to a specific employee who has applied for and been approved for receipt of shared leave, and (2) paid leave hours which have previously been donated but not distributed. Hours donated that were not distributed to a specific employee will be maintained in the pool, along with any hours donated for general distribution to eligible employees.

An employee of the University may be granted leave to donate bone marrow or organs. An employee who is granted a leave of absence pursuant to this Section shall receive his or her base pay without interruption during the leave of absence. An employee of the University who serves as a donor shall be granted a paid leave of absence of:

An employee’s request for leave pursuant to this Section must be submitted through the departmental budget head to the Chief Human Resources Officer (CHRO) and accompanied by written verification from the health care provider that the employee will serve as a donor.

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The University’s Intellectual Property Policy, which applies to faculty, staff, and applicable students, is listed in its entirety for Norman campus employees in the Norman Campus Faculty Handbook located on the Office of The Senior Vice President and Provost website. Policy subsections describe the policy specifics for patents, trademarks, and copyrights, respectively. Health Sciences Center employees can find this information in the Health Sciences Center Faculty Handbook on Office of The Senior Vice President and Provost website.

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The employee must be in a continuous appointment of at least a .5 FTE to be eligible for OU employee benefits. Benefits begin on the first of the month after date of hire. All benefits eligible employees have 31 days from the date of hire to enroll in insurance benefits. If they do not enroll in insurance during this time: they will automatically waive medical and dental insurance and will not receive that coverage; and they will automatically enroll in the basic employee-only plans for life and AD& D insurance. Once the first 31 days have passed, changes to insurance coverage can only be made in one of two ways: during annual benefits enrollment or if the employee experiences a qualified life event during the plan year.

The University pays in full for employee basic life and basic accidental death insurance. The University and employee share in the cost of employee and dependent medical insurance, depending on the employee’s salary. The university also provides a subsidy for dental insurance. The employee pays in full for all other insurance benefits. Most employee payments can be made on a pretax basis through the 125 Cafeteria Plan. The University of Oklahoma provides each benefits-eligible employee monthly benefits credits, also called Sooner Credits. The amount received is based on the employee's FTE (Full Time Equivalent) and salary. Full-time employees who hold a .75 FTE (Full Time Equivalent) or higher appointment receive 100 % of the Sooner Credits provided by the University. Part-time, benefits-eligible employees who hold less than a .75 FTE appointment will receive partial payment credits for core benefits. The employee will pay the difference between the total cost of the employee's benefits and the amount contributed by the University according to a benefits payment table. University of Oklahoma Staff Handbook, as detailed above, in order to comply with the federal Patient Protection and Affordable Care Act.

Workers compensation insurance is provided for all employees irrespective of employment status. Unemployment compensation is provided for all employees except students. Additional information on all of these benefits can be found the Human Resource website at WWW.HR.OU.EDU.

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4.2.1 PHASED RETIREMENT

Individuals who are at least 55 years of age and have ten or more years of service may request permission to reduce their workloads and phase into another career or full retirement. The phased retirement program offers an attractive level of benefits during the phasing (The University of Oklahoma Retirement Plan of May 18, 1998).

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Each employee, upon being hired, must complete an Employee's Withholding Certificate, Form W-4. The form, which the employee uses to identify for tax purposes the number of eligible exemptions, is also the means by which eligible employees can claim tax exemptions or withhold specified amounts.

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5.0 GENERAL POLICIES

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(1) Current University Parties who are Agents (as defined by the Oklahoma Revised Uniform Athlete Agents Act, 70 §820.1) or affiliated in any way with an Agent (including field agents, i. e., runners) must immediately notify, in writing, the Athletics Compliance Department of his/her status as an Agent.

(2) Future University Parties must notify the Athletics Compliance Department of his/her status as an Agent (as defined by the Oklahoma Revised Uniform Athlete Agents Act, 70 §820.1) or affiliated in any way with an Agent (including field agents, i. e., runners) at the time of acceptance of an offer of employment, or initial full or part-time employment.

(3) If a University Party decides to become an Agent, he/she must notify the Athletics Compliance Department within twenty-four (24) hours of certification, licensure, or registration as an Agent by the state, professional sports organization, or other entity.

(4) If a University Party is involved in forming a business or company (whatever its legal form) for the purpose of marketing an athlete’s athletic skill or reputation, he/she must provide notification to the Athletics Compliance Department within twenty-four (24) hours of formation or filing paperwork with the state (or other governmental body) concerning such business entity.

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https: //universityok.navexone.com/content/dotNet/documents/? docid=100& public=true

On occasion, reporters for print, broadcast, and emerging or social media contact University staff members directly instead of working through the University's Public Affairs Office. There is no objection to this procedure. However, any staff member who is contacted and either gives a statement to the press or arranges for a subsequent interview is requested to inform the Vice President for Public Affairs. This is an informational procedure only, and the cooperation of the staff is requested.

This Board of Regents Policy is located in the Norman Campus Faculty Handbook located on the Office of The Senior Vice President and Provost website and in the Health Sciences Center Faculty Handbook on Office of The Senior Vice President and Provost website.

Responsibility for management of the University’s name, logos, other identifying marks, and seal (collectively “marks”) shall rest with a Trademark Administrative Committee (TAC). The Vice President for Public Affairs, the General Counsel, and the Athletic Director shall each appoint a representative to the three-member TAC.

The TAC shall adopt, publish, and implement policies and procedures to ensure that the marks are utilized in a manner that best serves the interests of the University of Oklahoma. In no event should such use be disparaging, misleading as to sponsorship/affiliation, contradict public morals or decency, or reflect unfavorably upon the University. Such policies and procedures should address mechanisms for noncommercial and commercial uses of the marks, both internal and external to the University. Additionally, the TAC should implement a style guide or other instrument for implementation University wide that establishes uniform and consistent usage of the University’s marks.

The TAC shall establish and oversee a University Trademark Office, which shall be responsible for implementation of policies and procedures regarding the University’s marks, including but not limited to the protection, licensing, management, and enforcement of the University’s marks. If desired and consistent with other applicable policies, the Trademark Office may contract with an official licensing agent to assist in one or more of these responsibilities.

Employees should make themselves aware of the University’s Computer Use and other related communications policies located on the University’s Information Technology website. To safeguard the University’s network and all of its computer resources (the System), appropriate University discipline and or criminal and civil penalties may be sought and imposed for illegal or unauthorized use. To protect the integrity, reliability, and security of the System for lawful and authorized use, monitoring and auditing are necessary. By accessing the System, an employee expressly consents to these measures.

This policy has been uploaded to the university's Office of Policy Management Policy and Procedure Manual. You can now find the policy here:

https: //universityok.navexone.com/content/dotNet/documents/? docid=148& public=true

The Parking Office maintains and controls parking facilities on the University of Oklahoma Norman campus. The Parking Office is located on the first level of the Jenkins Avenue Parking Facility, 1332 Jenkins Ave. The University of Oklahoma Parking regulations are published annually and approved by the president for the Board of Regents for each academic year. The president of the university may revise, alter, or amend these regulations when conditions warrant. The regulations are required to be reviewed by each individual upon purchase of their parking permit and copies are available on the Parking Services website at WWW.OU.EDU/PARKING. An online Norman campus parking map and is available at on the Parking Services website at WWW.OU.EDU/PARKING.

Any employee or student who wishes to park a motor vehicle in any of the parking lots operated by the Health Sciences Center must have a parking permit and decal, which may be obtained by making application at the Health Sciences Center Parking Office. Any faculty, staff, or student who parks a personal motor vehicle in any of the lots on the Health Sciences Center, Tulsa campus, must complete a short form of vehicle identification and attach a small identification sticker to the vehicle(s). Additional information may be found in Parking: Policies and Procedures, which is available at the Parking Office.

Oklahoma statutes prohibit the use of state-owned vehicles for private purposes. It is the policy of the University that passengers shall not be transported in state vehicles unless they are on state business. According to Oklahoma law, the use of state-owned vehicles to ride to and from an employee's place of residence, except in the performance of an official duty, is expressly prohibited. Employees of the University cannot be assigned a University-owned vehicle for use on a permanent 24 -hour basis unless an exception under the statute has been granted. Requests for an exception must be submitted in writing to the President. Further information is available from the Office of Risk Management and Fleet Services.

Under Executive Order 2010 -06, University employees are prohibited from text messaging or texting when driving University vehicles, driving private vehicles on University business, or using electronic equipment supplied by the University. The directive defines “texting” or “text messaging” as reading from or entering data into any handheld or other electronic device, including SMS texting, e-mailing, instant messaging, obtaining navigational information, or engaging in any other form of electronic data retrieval or electronic data communication.

The State of Oklahoma provides professional and automobile liability insurance under the State Tort Claims Act for all employees who are acting within the scope of their duties. The liability coverage also extends to authorized volunteers for their operation of University-owned vehicles while acting within the scope of their authority if the authorized volunteer has completed and filed the Volunteer Acknowledgment and Release Form with the authorizing department. Copies of the State of Oklahoma Certificate of Self-Insurance are located in the glove compartment of all University vehicles. Further information is available from the Office of Risk Management. Employees are prohibited by state law from texting or utilizing electronic devices while driving University vehicles or while driving private vehicles on University business. Failure to abide by this policy results in the loss of insurance coverage for any accident, and the employee will be held personally liable for any and all damages and injuries caused as a result of such accidents, regardless of actual fault. Further, smoking in University-owned, rented, or leased vehicles is prohibited by state law.

If a university employee or authorized volunteer is requested or permitted to use his or her personal vehicle for university business, the liability coverage outlined above extends to that employee while operating their personal vehicle just as if it were a university-owned vehicle, except as otherwise specified herein. The State of Oklahoma also requires such persons to have personal automobile liability insurance in force at the time of use. No physical damage (comprehensive and collision) insurance is provided by the university or the state for an employee's or volunteer's personal vehicle while that vehicle is being used on university business. Circumstances may require an employee to use his or her personal vehicle in emergent situations and/or when it has been confirmed that no University fleet vehicles are available. When private vehicles are used for state business purposes and reimbursement is expected pursuant to applicable state law, the transporting of private passengers should be held to a minimum. For additional information on this policy or questions, please contact the Office of Risk Management on your campus..

The University’s liability coverage extends to vehicles leased or rented by individuals or departments of the University while the vehicles are being used on University business. No physical damage insurance is provided by the University or state; physical damage coverage for the leased/rental vehicle must be purchased by the individual or department. For example, if using a rented vehicle while traveling on University business, employees/departments must purchase the Collision Damage Waiver unless a personal automobile insurance policy will extend physical damage insurance to the rented vehicle, or the University contract with the auto rental company exempts liability for collision damage. Further information is available from the Office of Risk Management.

All commercial air travel must be purchased from the travel agencies designated by the state's central purchasing division or by a University contract. This can be done at HSC and Tulsa by using the University purchasing system or by purchasing directly and requesting reimbursement along with other travel expenses on the State of Oklahoma Travel Voucher after completion of the trip. For the Norman campus, travel may be purchased using the ghost card account established for the University at each travel agency or by purchasing directly and requesting reimbursement along with other travel expenses on the State of Oklahoma Travel Voucher after completion of the trip. Advance payments for other travel expenses are prohibited by state law. Upon completion of a trip, the State of Oklahoma Travel Voucher should be completed and submitted to Financial Services (Norman) or Financial Services, Accounts Payable-Travel Section (HSC and Tulsa). All receipts of $25.00 or more, including those for lodging, registration, and public transportation must be attached. Regulations concerning travel reimbursement are published for the Norman campus in the University Guide to Services and in the procedures manual for the Health Sciences Center campus.

This policy has been uploaded to the university's Office of Policy Management Policy and Procedure Manual. You can now find the policy here:

https: //universityok.navexone.com/content/dotNet/documents/? docid=142& public=true

Keys for buildings, offices, classrooms, storerooms, and laboratories are issued by Facilities Management at the Norman campus, by Site Support at the Health Sciences Center, and by Operations at the Tulsa campus. Employees entrusted with keys are responsible for reporting any loss of keys immediately and for turning in all keys issued to them upon termination of employment.

This policy has been uploaded to the university's Office of Policy Management Policy and Procedure Manual. You can now find the policy here:

https: //universityok.navexone.com/content/dotNet/documents/? docid=149& public=true

This policy has been uploaded to the university's Office of Policy Management Policy and Procedure Manual. You can now find the policy here:

https: //universityok.navexone.com/content/dotNet/documents/? docid=118& public=true

The Board of Regents has established a Tobacco Free Policy consistent with Governor Fallin’s Executive Orders 2012 -01 and 2013 -43. All properties and facilities of the University of Oklahoma, regardless of campus or location, are tobacco, electronic cigarette and vaping device-free.

The purpose of this policy is to foster a healthier environment for students, faculty, staff, patients and visitors on the University of Oklahoma campuses by minimizing tobacco use, which is the leading cause of death in Oklahoma and the United States. The policy is designed to prevent or reduce exposure of individuals to secondhand smoke, and to help reduce tobacco use among OU students and employees. The policy is not intended to be judgmental of individual lifestyle choice or to be punitive towards any individual or group.

This policy is subject to all applicable laws, regulations and recognized exceptions contained therein, including without restriction, an exception allowing tobacco use for religious or ceremonial purposes.

The use of all tobacco products including but not limited to cigarettes, cigars, pipes, and smokeless tobacco, electronic cigarettes and vaping devices is strictly prohibited anywhere on University grounds or campuses.

1. The use of tobacco products, electronic cigarettes and vaping devices is prohibited in any buildings or portion thereof owned, leased, or operated by the University, including, without restriction, University housing/apartments, athletic facilities, within any University parking structure, in any vehicle owned or leased by the University, or on University grounds or campuses, including but not limited to public and non-public areas, offices, restrooms, stairwells, driveways, sidewalks, etc.

2. This policy applies to all persons on University grounds or campuses, including but not limited to students, faculty, staff, contracted personnel, vendors, patients and all visitors to a University campus. The policy applies to all University events, including without restriction, football games at the Gaylord Family Oklahoma Memorial Stadium.

3. The sale of tobacco products, electronic cigarettes and vaping devices on University property is prohibited.

1. Appropriate signage shall be posted strategically throughout the campus and in University facilities and vehicles as a reminder of the policy.

2. The respective Office of the Senior Vice President and Provost will ensure that University faculty employment announcements and information provided to new faculty recruits and employees contain information about the tobacco, electronic cigarette and vaping device-free environment.

3. Human Resources will ensure that University staff employment applications, both hard copy and online versions, contain information about the tobacco, electronic cigarette and vaping device-free environment, and that new employees receive information about the tobacco, electronic cigarette and vaping device-free policy during the new employee orientation.

4. The Office of the Vice President for Student Affairs will ensure that University communications and information provided to prospective students and to new students includes information about the tobacco, electronic cigarette and vaping device-free environment.

The full text of this policy shall be available in the Norman, Health Sciences Center and Tulsa campuses’ faculty and staff handbooks, and on their respective campus websites.

Compliance with this policy by all students, employees and visitors to the campuses is expected based upon our commitment to a healthy environment on the campuses and our responsibility to protect individuals from the adverse health effects of exposure to second-hand smoke. This depends on the consideration and cooperation of both users and non-users of tobacco, electronic cigarettes and/or vaping devices. All members of the University community share the responsibility of adhering to and enforcing the policy and have the responsibility for communicating the policy to visitors in a courteous and considerate manner. Any complaints should be brought to the attention of the appropriate University administrative personnel.

Non-compliance with this policy will be handled in the same manner as any other policy violation and is subject to the disciplinary process.

After receiving an initial warning and reminder of the policy, repeated violations of the policy will be subject to fines of Ten Dollars ($10.00) for the second violation of the policy, and Fifty Dollars ($50.00) for the third and subsequent violations. An appeals process will be used similar to that used for appeals of parking fines.

The proper channel through which recommendations concerning the policies and/or administration of the University, its governed entities as a whole, or any of its parts should be communicated to the legislature or other state officials is the President or the Board of Regents. Further, any official statement made on behalf of the Board to the public through the press or otherwise shall be made only by the chair of the Board, provided the President may publicly explain prior Board action as deemed necessary and proper. Nothing in the preceding subsection is intended to or should be construed to abridge the rights and privileges of regents to publicly express their personal opinions on any matter or to abridge constitutional rights of employees to comment on matters of public concern or to prohibit any other rights of communication established by law.

Refer to the appropriate Vice President or Provost for applicable conflict of interest policies.

The University of Oklahoma recognizes its responsibility as an educational and public service institution to promote a healthy and productive environment. This responsibility demands implementation of programs and services facilitating that effort. The University is committed to a program to prevent the abuse of alcohol and the illegal use of drugs and alcohol by its employees who may also as students be subject to applicable disciplinary policies and procedures for their respective campuses. This policy is based on the Oklahoma Standards for Workplace Drug and Alcohol Testing Act, 40, Okla. Statutes §§551 et seq., the Drug Free Workplace Act of 1988 (P. L .100 -690, Title V, Subtitle D), the Drug Free Schools and Communities Act Amendments of 1989 (P. L .101 -226), Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations 49 CFR Part 655, the Federal Omnibus Transportation Employee Testing Act of 1991, and Department of Transportation rules (49 CFR part 40). The University program includes this policy, which prohibits illegal use of drugs and alcohol in the workplace, on University property, or as part of any University-sponsored activities. In order to meet these responsibilities, University policy requires all employees to abide by the terms of this policy as a condition of initial and continued employment. The University:

(1) Recognizes that the illegal use of drugs and alcohol is in direct violation of local, state, and federal laws as well as University policies included in this policy, the staff and faculty handbooks, and applicable disciplinary policies and procedures for each respective campus. University policy strictly prohibits the illegal use, possession, manufacture, dispensing, or distribution of alcohol, drugs, or controlled substances in the workplace, on its premises, or as a part of any University-sponsored activities.

(2) Considers a violation of this policy to be a major offense, which can result in a requirement for satisfactory participation in a drug or alcohol rehabilitation program, referral for criminal prosecution, and/or immediate disciplinary action up to and including termination of employment and suspension or expulsion from the University. A criminal conviction is not required for sanctions to be imposed upon an employee for violations of this policy.

(3) Recognizes that violations of applicable local, state, and federal laws may subject an employee to a variety of legal sanctions including but not limited to fines, incarceration, imprisonment, and/or community service requirements. Convictions become a part of an individual's criminal record and may prohibit certain career and professional opportunities. A current listing of applicable local, state, and federal sanctions can be obtained through Human Resources.

(4) Requires an employee to notify his or her supervisor in writing of a criminal conviction for drug- or alcohol-related offenses occurring in the workplace no later than five calendar days following the conviction.

(5) Provides access to the University's Employee Assistance Programs for counseling and training programs that inform employees about the dangers of drug and alcohol abuse. Voluntary participation in or referral to these services is strictly confidential. More information is available on the Human Resources Website at WWW.HR.OU.EDU.

(6) Forbids an employee from performing safety-sensitive (as defined by applicable federal and/or state laws, including the Code of Federal Regulations Title 49 Vol .6, Part 655) functions while a prohibited drug is in his or her system.

(7) Mandates pre-employment drug testing of employees who will be performing safety-sensitive functions, and drug testing of such employees when there is reasonable cause, after an accident, on a random basis and before returning to duty after refusing to take a drug test or after not passing a drug test. (Safety-sensitive functions are defined pursuant to applicable federal and state law. Further information regarding safety-sensitive functions and related positions is available for review in Human Resources.) Specific policies and procedures are available from departments with safety-sensitive positions.

(8) Provides for annual distribution of this policy to all staff and faculty.

Health risks generally associated with alcohol and drug abuse can result in but are not limited to a lowered immune system, damage to critical nerve cells, physical dependency, lung damage, heart problems, liver disease, physical and mental depression, increased infection, irreversible memory loss, personality changes, and thought disorders.

The University's Employee Assistance Programs are responsible for informing employees about the dangers of drug and alcohol abuse and the availability of counseling and rehabilitation programs. The appropriate provost or executive officer is responsible for notifying federal funding agencies within ten calendar days when an employee is convicted of a drug-related crime that occurred in the workplace. This policy is subject to the dispute resolution procedure as stated in the staff and faculty handbooks and applicable disciplinary policies and procedures for each campus.

The University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices or procedures. This includes but is not limited to admission, financial aid, and educational services. Please refer to the Institutional Equity Office Website for relevant policies WWW.OU.EDU/EOO.

The University Institutional Equity and Title IX Coordinator (IEO) is charged with the responsibility for administering the Sexual Assault, Discrimination and Harassment policy. The Equal Opportunity Officer (EOO) is charged with the responsibility for administering the Nondiscrimination Policy and the Affirmative Action Plan. The Institutional Equity Office will serve as a repository for all records of complaints, investigative reports, and remedies/corrective actions in connection with this policy. Complainants should contact the University Equal Opportunity Officer/Title IX Coordinator: Norman campus and Norman-based Tulsa campus programs, Room 102, Evans Hall, Ph: (405) 325 -3546; Health Sciences Center campus and HSC-based Tulsa campus programs, Room 113, Service Center, Ph: (405) 271 -2110. Hard copies of the policies may be requested from these offices as well.

Definitions - As used in this policy, the terms "faculty" or "faculty member" mean all those who teach at the University and include graduate students with teaching responsibilities and other instructional personnel. The terms "staff" or "staff members" mean all employees who are not faculty and include academic and nonacademic administrators as well as supervisory personnel. The term "consensual sexual relationship" may include amorous or romantic relationships and is intended to indicate conduct that goes beyond what a person of ordinary sensibilities would believe to be a collegial or professional relationship.

Consensual amorous, dating, or sexual relationships have inherent risks when they occur between a faculty member, supervisor, or other member of the University community and any person over whom he or she has a professional responsibility. As noted in the sex discrimination and sexual harassment policy, the risks include a student or subordinate’s feeling coerced into an unwanted relationship to ensure they receive a proper educational or employment experience; potential conflicts of interest in which the person is in a position to evaluate the work or make personnel or academic decisions with respect to the individual with whom he or she is romantically involved; a perception by students or employees that a fellow student or coworker who is involved in a romantic relationship with his or her supervisor or professor will receive an unfair advantage; either or both of the parties engaging in behavior destructive to the other or their academic or working environments if the relationship ends; and the potential that University/state resources are used inappropriately to further the romantic relationship.

Those with professional responsibility over others and with whom they have a romantic relationship should be aware that their involvement may subject them and the University to legal liability; consequently, such relationships are strongly discouraged. “Professional responsibility” is defined as performing functions including but not limited to teaching, counseling, grading, advising, evaluating, hiring, supervising, and making decisions or recommendations that confer benefits such as promotions, financial aid awards, or other remuneration, or that may impact upon other academic or employment opportunities.

Refer to the Norman or HSC Faculty Handbook.

Consensual sexual relationships between staff and students are prohibited in cases in which the staff member has authority or control over the student. A staff member who fails to withdraw from participation in activities or decisions that may reward or penalize a student with whom the staff member has or has had an amorous relationship will be deemed to have violated his or her ethical obligation to the student, to other students, to colleagues, and to the University. Failure to abide by this policy may result in disciplinary action, up to and including termination.

Supervisors, or those with professional responsibility, over someone with whom they have or have had an amorous, consensual, romantic, or sexual relationship must notify their direct supervisor that a management-control plan needs to be implemented, or that the supervisor wishes a transfer so that he or she is no longer in a position of professional responsibility over the affected individual. To avoid the severe risks noted, supervisors in such relationships may not manage, supervise, evaluate, or make other employment decisions concerning the individual with whom they are engaged in a romantic relationship. If the relationship ends, the management-control plan must remain in effect. Failure to notify a supervisor to ensure a plan is in place may result in disciplinary action, including termination, for that supervisor.

Complaints alleging a violation of the Consensual Sexual Relationships Policy shall be handled in accordance with the Grievance Procedure for Complaints Based upon Discrimination, Sexual Harassment, Sexual Assault, Consensual Sexual Relationships, Retaliation or Racial and Ethnic Harassment. Complainants should contact the University Equal Opportunity Officer/Title IX Coordinator: Norman campus and Norman-based Tulsa programs, Room 102, Evans Hall, Ph: (405) 325 -3546, Health Sciences Center campus and HSC-based Tulsa programs, Room 113, Service Center, Ph: (405) 271 -2110.

The University of Oklahoma will reasonably accommodate otherwise qualified individuals with a disability unless such accommodation would pose an undue hardship, would result in a fundamental alteration in the nature of the service, program, or activity, or would result in undue financial or administrative burdens. The term "reasonable accommodation" is used in its general sense in this policy to apply to employees, students, and visitors.

Reasonable accommodation may include, but is not limited to (1) making existing facilities readily accessible and usable by individuals with disabilities, (2) job restructuring, (3) part-time or modified work schedules, (4) reassignment to a vacant position if qualified, (5) acquisition or modification of equipment or devices, (6) adjustment or modification of examinations, training materials, or policies, (7) providing qualified readers or interpreters, (8) modifying policies, practices, and procedures.

The Disability Resource Center (WWW.OU.EDU/drc/home. html) unless otherwise provided, is the central point of contact to receive all requests for reasonable accommodation and all documentation required to determine disability status under law. This center will then make a recommendation concerning accommodation to the appropriate administrative unit. Reasonable accommodation with respect to employment matters should be coordinated with Human Resources. Reasonable accommodation with respect to academic matters, including but not limited to faculty employment, should be coordinated with the Office of the Provost while all other issues of reasonable accommodation should be coordinated with the Vice President for Administration and Finance. Individuals who have complaints alleging discrimination based upon a disability may file them with the University's Equal Opportunity Officer/Title IX Coordinator in accordance with prevailing University discrimination grievance procedures.

Please refer to the Equal Opportunity Office website (WWW.OUHSC.EDU/EOAA) or the respective offices noted in Section 5.22 above.

The University Ombudsperson serves employees on the Norman campus in the areas of dispute resolution and mediation of campus-related issues. The Ombudsperson also provides information about employee dispute resolution procedures and the administrative appeals process.

The purpose of this policy is to inform employees and students about how the University of Oklahoma will respond to employees with a communicable disease. The University wishes to provide an environment free of hazards and will take reasonable precaution to protect employees and students from individuals who are known to have communicable diseases. Information on the communicable disease policy can be obtained from Human Resources on the Norman campus and in the OUHSC/OU-Tulsa Infectious Diseases Policy, located on the Environmental Health and Safety Office Policy and Programs website.

Employees, including student employees of the University, shall be required to pay all outstanding financial obligations due the University in accordance with the due dates established for such obligations. Those who do not pay their past due financial obligations as indicated on the billing statement will be subject to the University's collection processes, including paying any collections costs. The administration is directed to establish procedures at the Norman, Tulsa, and Health Sciences Center campuses to provide the means for the University to gain access to funds to which it is entitled.

Employees should be informed of this policy at the time of their appointment and at the time they purchase goods and services from University departments.

University departments selling goods or services to University employees are responsible for determining the ability of the employee to pay. Prior to the provision of goods or services to an employee, the selling department should access the University's accounts receivable system to determine if the employee is past due on any University charges. Based upon the status of the employee's account, the selling department shall make a managerial decision as to whether or not to sell goods and services to the employee.

For purposes of implementing this policy, the following account-aging guidelines shall apply: Charges appearing on a Bursar statement for the first time are considered to be Current charges. Charges are considered to be 30 Days Past Due if they are outstanding on the second Bursar statement. Charges are considered to be 60 Days Past Due if they are outstanding on the third Bursar statement. Charges are considered to be 90 Day Past Due if they are outstanding on the fourth Bursar statement. Monthly, after the mailing of the Bursar statements, the Bursar’s Office will identify University employees with outstanding charges that are 90 or more days past due. Excluded from this process are student employees (including graduate assistants) who are paying their accounts in accordance with the University's tuition and fee payment plan, or who have made alternative payment arrangements. The accounts will be referred to University Collections, a division of Legal Counsel.

Any University employee who receives an overpayment through his or her payroll for whatever reason (e. g., termination of employment, overestimate of hours, or clerical error) will be responsible for repaying all amounts owed, including any collection costs and/or tax consequences that result from the overpayment. However, if it is determined that the department is responsible for the error that resulted in an overpayment, the department shall bear the associated collection costs.

Employees should be informed of this policy at the time of their appointment.

For purposes of implementing this policy, the following account-aging guidelines will apply to accounts turned over to the HSC Bursar’s Office for collection. Charges appearing on a billing statement for the first time are considered to be Current charges. Charges are considered to be 30 Days Past Due if they are outstanding on the second billing statement. Charges are considered to be 60 Days Past Due if they are outstanding on the third billing statement. Charges are considered to be 90 Days Past Due if they are outstanding on the fourth billing statement.

Each month after the billing statements are mailed, the Bursar’s Office will identify University employee accounts with outstanding charges that are 90 or more days past due. Excluded from this process are student employees (including graduate assistants) who are paying their accounts in accordance with the University’s tuition and fee payment plan, or who have made alternative payment arrangements with the Bursar’s Office.

The Bursar’s Office will send a letter to each employee identified above requiring immediate payment in full. If the employee does not pay the outstanding debt in full, the Bursar’s Office will follow its normal procedure for collection accounts, including, but not limited to, referral to University Collections, a division of Legal Counsel.

Any University employee who receives an overpayment through his or her payroll for whatever reason (e. g., termination of employment, overestimate of hours, or clerical error) will be responsible for repaying all amounts owed, including any collection costs and/or tax consequences that result from the overpayment. However, if it is determined that the department is responsible for the error that resulted in an overpayment, the department shall bear the associated collection costs.

This policy has been uploaded to the university's Office of Policy Management Policy and Procedure Manual. You can now find the policy here:

https: //universityok.navexone.com/content/dotNet/documents/? docid=150& public=true

Any bicycle operated on the University campus shall be registered with the University Police Department (OUPD or Campus Police) through the University and City of Norman joint bicycle registration program. This requirement applies regardless of whether the owner is a student, faculty, or staff member. Registration is at no cost. Bicycle operators may contact Campus Police or the Safe Walk Office for information about how to register. Bicycles shall be parked only in designated racks placed on campus. Bicycles secured to campus fixtures other than designated racks shall be subject to removal without prior notice.

The responsibility for the security of parked bicycles rests with the owner; the University shall not be responsible or liable in any way for lost, stolen, or damaged bicycles. Bicycles shall also be kept in good working order and shall not be allowed to deteriorate or become otherwise derelict. The University may remove any bicycle that appears to be abandoned. A bicycle that is observed to be apparently parked in the same location longer than two weeks, or that is apparently broken, inoperable, or derelict shall be considered abandoned. If a removed bicycle is registered under this policy, the University will try to contact the registered owner to arrange for removal. If an abandoned bicycle is not registered, the University may remove it immediately.

The University is not responsible for the cost of locks, chains, other security devices, or any other item that may be damaged or destroyed as a result of removing any bicycle. The University may dispose of any bicycle that has been in storage longer than three months. The University may destroy or otherwise dispose of any removed bicycle. Any owner wishing to reclaim a removed bicycle from the University shall produce evidence of ownership. The University may charge fines for reclaiming removed bicycles and payment of fines shall be the responsibility of the bicycle’s owner and cannot be subject to appeal.

When declaring electronic devices or media (computers, copy machines which store data, hard drives, floppy diskettes, CDs, DVDs, flash drives, tapes, cell phones, mobile devices, etc.) as excess, departments must ensure that all electronic data contained on these items is disposed properly and not vulnerable to theft or electronic compromise. This is called media sanitization or electronic data disposal.

According to the Information Technology policy definitions document, sensitive data include but are not limited to social security numbers; driver's license or state ID card numbers; any financial account numbers; any credit or debit card numbers; any security code, access code, or password; any health-related data; and any critical infrastructure details. Media sanitization/electronic data disposal comprises all actions necessary to protect data on surplus or end-of-life University-owned media from unauthorized access.

Prior to electronic data disposal, a department should ensure compliance with any known Legal Hold Notices and records-retention requirements for data contained on the media by consulting with designated OU officials (e. g., Open Records Act Officer, Legal Counsel, records retention officers, or departmental or University privacy officers). Following disposal, departments must maintain a disposal record for each item. The record should detail the type of device or media, date, disposal method, and the final disposition of the media (sold, recycled, returned, etc.). The full Media Sanitization and Electronic Data Disposal Policy and other policy documents; as well as, more information about data classification, can be found on the Information Technology Website for each campus:

This policy has been uploaded to the university's Office of Policy Management Policy and Procedure Manual. You can now find the policy here:

https: //universityok.navexone.com/content/dotNet/documents/? docid=145& public=true

This policy has been uploaded to the university's Office of Policy Management Policy and Procedure Manual. You can now find the policy here:

https: //universityok.navexone.com/content/dotNet/documents/? docid=144& public=true

The University prohibits fraudulent and dishonest behavior in the conduct of University business. It is the policy of the University to prevent, deter, and detect dishonest and fraudulent activities and consistently investigate suspected fraud. For the purposes of this policy, fraud is defined as the intentional, false representation or concealment of a material fact for the purpose of inducing another to act upon it. Fraudulent activities may include, but are not limited to:

• Misappropriation of University property or other fiscal irregularities;

• Intentional misrepresentation in, or forgery or inappropriate alteration of, any document used for University business, including, but not limited to: checks, promissory notes, or securities; purchasing and procurement materials; employee benefit or salary-related items such as time sheets, billings, claims, assignments, or changes in beneficiary; records relating to health; student-related items, such as grades, transcripts, loans, or fee/tuition documents; and

• Willful and unauthorized destruction of records, property, or equipment with the intent to conceal evidence of fraud, dishonest behavior, or irregularities in the conduct of University business.

Fraud detected or suspected by a University employee must be reported immediately to the University’s Internal Audit or the University Fraud Reporting Hotline. University employees are prohibited from taking any retaliatory action against an individual for good faith reporting, or causing to be reported, suspected fraud. Any person who has been subjected to retaliation in violation of this policy should notify any of the following responsible offices: Internal Audit, Legal Counsel, the University President, or the Board of Regents. If confirmed, retaliation in violation of this policy shall result in appropriate disciplinary action, up to and including termination.

The Chief Audit Executive shall be responsible for managing investigations in response to reports of fraud, except when a real or reasonably perceived conflict of interest could compromise the validity of an investigation, as determined by the President of the University or the Board of Regents, in consultation with the General Counsel. In cases where a report of fraud implicates specialized subject matter or an area in which the University has established investigatory or review procedures (e. g., Academic Integrity, Compliance, Ethics in Research, Institutional Equity), the matter should be referred accordingly unless, as determined by the Chief Audit Executive in consultation with the General Counsel, such a referral is not in the best interest of the University.

Investigations of suspected fraud shall, to the extent reasonably practicable and to the extent permitted by law, be conducted in a manner that protects both the participants in an investigation and the reputation of the person(s) who are the subject of an investigation. If an investigation reveals evidence that supports a finding of fraud, the investigative report shall be referred to the executive officer over the area, the President, and/or the Board of Regents for corrective action. Corrective action may include, but is not limited to, disciplinary action against the perpetrator and/or adjustments to policies, procedures, or controls, or referral to law enforcement.

The Chief Audit Executive is empowered to 1) make recommendations to academic and administrative units to promote fraud prevention and deterrence, 2) adopt procedures consistent with generally accepted standards of fraud investigation to govern its conduct of fraud investigations, 3) manage the appropriate referral of reports.