CSI Employee Policies and Procedures Manual
 
 

6. OPERATING POLICIES & PROCEDURES

6.01 UNLAWFUL WORKPLACE DISCRIMINATION, HARASSMENT, AND HUMAN TRAFFICKING POLICY AND COMPLAINT PROCEDURE (Rev: 12/09, 1/13)

Complaint Procedure Form

Purpose
The purpose of this Policy is to clearly establish the College’s commitment to provide a work environment free from unlawful discrimination, harassment, and human trafficking (sexual exploitation and abuse), to define and set forth the procedures for investigating and resolving internal complaints of such conduct. Because of the importance of a workplace free from unlawful discrimination, harassment, and sexual exploitation and abuse, this Policy should be reviewed with each employee on a regular basis.

It is important that all employees treat all other employees and members of the public with decency and respect. It is the responsibility of each and every employee, supervisor and administrator to prevent unlawful conduct in the workplace. Unlawful conduct which adversely impacts the workplace, or has the potential to adversely impact the workplace, will not be tolerated.

This Policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, job retention, promotion, disciplinary action, layoff, reinstatement, transfer, leave of absence, compensation and training.

Policy

Discrimination or harassment of an applicant for employment, a student, a member of the public, or an employee by any employee of the College on the basis of race, color, religion, national origin, sex, age (40 and over), pregnancy or disability is in violation of State and/or Federal law and will not be tolerated by the College of Southern Idaho.

To strengthen the US Government’s existing zero-tolerance policy on human trafficking in government contracting, the President has issued an Executive Order that outlines prohibitions on trafficking-related activities that will apply to all federal contractors and subcontractors, and which will be prohibited by this policy at the College of Southern Idaho. Sexual activity with children (persons under the age of 18) is prohibited regardless of the age of majority locally.  Exchange of money, employment, goods, or services of sex, including sexual favors or other forms of humiliating, degrading or exploitive behavior is prohibited.  This includes exchange of assistance that is due to beneficiaries.

Employees found to be participating in any form of employment-related unlawful discrimination, harassment, sexual exploitation and abuse, or retaliation against another employee for filing a complaint or cooperating with an investigation shall be subject to disciplinary action up to and including termination of employment.

Responsibilities

The College: It is the responsibility of the College to develop this Policy, provide training on this Policy, keep it up to date, and to ensure that any violation of this Policy brought to its attention is dealt with as required by law and according to this Policy.

The College has designated the Director of Human Resources, as the Coordinator for Title VII of Education Amendments of 1964, Title IX of the Education Amendments of 1972, and Sections 503 & 504 of the Rehabilitation Act of 1973, who will be responsible for following the reporting or complaint procedures as set out in this Policy.

Supervisors: It is the responsibility of supervisors to enforce the Policy, to see that new employees receive training on the Policy, to make a regular review with all employees to ensure they know the Policy and to regularly check the workplace to make sure the Policy is being followed.

If a supervisor observes that unlawful discrimination, harassment, sexual exploitation and abuse, or retaliation is occurring, he/she should take immediate action to address the problem. Such action should include, but is not limited to, speaking directly with the affected person, developing a specific account of the actions, omissions or occurrences that are deemed discriminatory, consult with the supervisor, or administrator and take corrective or disciplinary action as appropriate. If the alleged discrimination, harassment, sexual exploitation and abuse, or retaliation is not within the supervisors’ area of responsibility or oversight, he/she should notify their administrator or Director of Human Resources, who will then take prompt steps to address the allegation.

If unlawful discrimination, harassment, or sexual exploitation and abuse is reported or alleged, it will be investigated. No complaining party will be allowed to retract an allegation without proving that it was made erroneously. If a supervisor receives information that unlawful discrimination, harassment, sexual exploitation and abuse, or retaliation might be occurring, he/she should follow the Reporting or Complaint Procedure as set out in this Policy below.

Employees: It is the responsibility of each and every employee to know this Policy and to follow it. All College employees share the responsibility of understanding and preventing unlawful discrimination, harassment, and sexual exploitation and abuse. But, ultimately, no satisfactory investigation or resolution of complaints can occur without the initiative and continued cooperation of the affected person. Individuals who believe they or another person have been unlawfully discriminated against, harassed, or sexually exploited and abused, have the primary obligation of informing their supervisor, appropriate administrator, or Director of Human Resource of the conduct, recounting specific actions or occurrences whenever possible.

Definitions

For purposes of clarification, unlawful harassment includes but is not limited to the following behaviors:

1. Verbal Harassment – Includes, but is not limited to epithets, derogatory comments, slurs, propositioning, or otherwise offensive words or comments on the basis of race, color, religion, national origin, sex, age (40 and over) and disability whether made in general, directed to an individual, or to a group of people regardless of whether the behavior was intended to harass. This includes but is not limited to inappropriate sexually-oriented comments, including dress or physical features, sexual rumors, code words, and race-oriented stories, as well as jokes of a sexual or discriminatory nature or “kidding” which is oriented towards a prohibited form of harassment.
2. Physical Harassment – Includes, but is not limited to assault, impeding or blocking movement, leering, or the physical interference with normal work, privacy or movement when directed at an individual on the basis of race, color, religion, national origin, sex, age (40 and over) and disability. This includes pinching, patting, grabbing, inappropriate behavior, or making explicit or implied threats or promises in return for submission to physical acts.
3. Visual Forms of Harassment – Includes, but is not limited to derogatory, prejudicial, stereotypical or otherwise offensive posters, photographs, cartoons, e-mails, notes, bulletins, drawings or pictures on the basis of race, color, religion, national origin, sex, age (40 and over) and disability. This applies to both posted material and material maintained in or on College equipment or personal property in the workplace.
4. Sexual Harassment – Includes, but is not limited to any act which is sexual in nature and is made explicitly or implicitly a term or condition of employment, is used as the basis of an employment decision, unreasonably interferes with an individual’s work performance or creates an intimidating, hostile or offensive work environment.

There are basically two types of unlawful sexual harassment:

A. "Quid pro quo" harassment exists where submission to unlawful harassment is used as the basis for employment decisions.

Employee benefits such as raises, promotions, better working hours, job retention, etc., are directly linked to compliance with sexual advances. Therefore, only someone in a supervisory capacity (with the authority to grant such benefits) can engage in quid pro quo harassment. Example: A supervisor promising an employee a raise if she goes on a date with him; a manager telling an employee she will fire him if he does not have sex with her.

B. A "hostile work environment," exists where the unlawful harassment creates an offensive and unpleasant working environment.

Hostile work environment can be created by anyone in the work environment, whether it is supervisors, other employees, or the public. Hostile environment harassment includes, but is not limited to, verbiage of a sexual nature, unwelcome sexual materials, or even unwelcome physical contact as a regular part of the work environment. Cartoons or posters of a sexual nature, vulgar or lewd comments or jokes, or unwanted touching or fondling all fall into this category.

Human trafficking, or sexual exploitation and abuse, as defined in Executive Order section 103 of the TVPA, 22 U.S.C. 7102(8), includes sex trafficking in which a commercial sex act is induced by force, fraud, or coercion, or in which the person induced to perform such act has not attained 18 years of age, or the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services through the use of force, fraud, or coercion, for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery.

Reporting and Complaint Procedure

An employee who has witnessed an incident or experienced a problem should first try to report or resolve the issue in a timely manner through an informal discussion with their immediate supervisor. If the employee is not in agreement with the decisions reached through these discussions, or if no decision is reached, or if, because of the nature of the report or complaint, the employee cannot discuss it with their supervisor, the employee should see the Director of Human Resources. If the problem cannot be resolved on an informal basis through discussions with these parties, then the employee may begin a formal reporting or complaint procedure by submitting the report or complaint in writing. The supervisor should inform the Director of Human Resources of the inability to resolve the issue at the informal level.

CSI follows the practice of due process; i.e., the right to be heard in his or her own defense to provide an equitable method for the administrative resolution of complaints without coercion, restraint, or reprisal against any employee for filing or for involvement in a complaint, and to establish a uniform method of filing a complaint.

The following complaint procedure should be followed in order to address a report or complaint regarding personnel policies and procedures, practices, working conditions and/or unlawful harassment, discrimination, sexual exploitation and abuse, or retaliation:

  1. A person who feels unlawfully harassed, discriminated, sexually exploited and abused, or retaliated against should report it to their supervisor, appropriate administrator, or Director of Human Resources. If a supervisor becomes aware that unlawful conduct is occurring in any College department as a result of an employee coming forward, the supervisor will immediately report it to the appropriate administrator pursuant to this Policy. Once a complaint of unlawful harassment, discrimination, sexual exploitation and abuse, or retaliation has been made, the complaint cannot be withdrawn by the complainant without a determination that is was made erroneously.
  2. Promptly upon receiving the complaint, the Director of Human Resources will initiate the investigation to determine whether there is a reasonable basis for believing that an alleged violation of this Policy occurred.
  3. Upon receiving the complaint, or being advised by a supervisor that violation of this Policy may be occurring, the Director of Human Resources will review the complaint.
  4. The Director of Human Resource or a designee will investigate the complaint. The investigator will be a neutral party.
  5. The investigator will interview the complainant, the respondent, and any relevant witnesses to determine whether the unlawful conduct occurred.
  6. As soon as practical, the investigator will conclude the investigation and submit a report of his or her findings to the Director of Human Resources, who then will route it as appropriate.
  7. If it is determined that conduct in violation of the College’s policy has occurred, the appropriate administrator will recommend the appropriate course of action to be taken by the College.

    The appropriate action will depend on the following factors:
    • The severity, frequency and pervasiveness of the conduct;
    • Prior complaints made by the complainant;
    • Prior complaints made against the respondent; and
    • The quality of the evidence (first-hand knowledge, credible corroboration, etc.).

  8. If the investigation is inconclusive or it is determined that there has been no conduct in violation of this Policy, but some potentially problematic conduct is revealed, corrective action may be taken.
  9. Promptly after the investigation is concluded, the supervisor(s) will meet with the complainant and the respondent separately in order to notify them in person of the findings of the investigation.
  10. The complainant and the respondent may submit Statements to the supervisor(s) challenging the factual basis of the findings. Any such Statement must be submitted no later than five (5) working days after the meeting with the supervisor(s) in which the findings of the investigation is discussed.
  11. Promptly after the supervisor(s) has met with both parties and reviewed the documentation, he or she will decide, after consultation with legal counsel if needed, what action, if any, should be taken.

Disciplinary Action

If unlawful conduct is determined to have occurred, the supervisor will take prompt and effective remedial action against the employee. The action will be commensurate with the severity of the offense, up to and including termination of employment.

Retaliation

CSI recognizes the right of the employee to use the complaint procedure without fear of or concern for retaliation. Retaliation in any manner against a person for filing a charge or initiating a report or complaint, testifying in an investigation, providing information or assisting in an investigation, is expressly prohibited and subject to disciplinary action. The supervisor will take reasonable steps to protect the victim and other potential victims from further unlawful conduct or related consequences.

Confidentiality

Confidentiality will be maintained to the fullest extent possible in accordance with applicable Federal, State and local law. However, a complete and thorough investigation of the allegations will require the investigator to inform witnesses of certain aspects of the report or complaint in order to obtain an accurate account of the actions of the parties involved.

False Complaints

Any complaint made by an employee of the College regarding employment-based discrimination or harassment, or sexual exploitation and abuse, which is conclusively proven to be false, will result in discipline. This discipline may include termination of employment. This section is not intended to discourage employees from making reports or complaints regarding employment-based unlawful conduct. However, false complaints adversely impact the workplace and the career of the accused, even when disproved, and will not be tolerated.

6.02 AMERICANS WITH DISABILITIES ACT (ADA) (Rev: 12/02)

The College of Southern Idaho complies with the Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1973. The Americans with Disabilities Act (ADA) prohibits discrimination against qualified individuals with disabilities in any aspect of employment. The Americans With Disabilities Act (ADA) requires that employers provide opportunities for selection, testing and hiring of qualified applicants with disabilities. Eric Nielson, Director of Human Resources, serves as the Title II ADA Coordinator. He is located at TAB 123 or may be reached at 208-732-6267.

The ADA requires reasonable accommodation for a disabled person, unless the accommodation would cause an undue hardship. Reasonable accommodations allow an otherwise qualified person with a disability to perform essential job functions. Any qualified individual employed at the College of Southern Idaho with a disability who needs to have the disability reasonably accommodated must complete the procedure as outlined below.

ADA Definitions

Individual with a disability: any person who: (1) has a physical or mental impairment that substantially limits one, or more, major life activity, (2) has a record of such an impairment or (3) is regarded as having such an impairment. To be protected by the ADA, the individual must be a qualified individual with a disability.

Qualified individual with a disability: with respect to employment, a person with disability who, with or without reasonable accommodation, can perform the essential functions of the job in question.

Essential function: the ADA covers only qualified individuals with disabilities. Determining the "essential functions" of a position is critical in evaluating whether or not a person with a disability is qualified for the position he or she holds. If an individual with a disability can perform the essential job functions, with or without reasonable accommodation, he or she may be considered qualified for the position held. EEOC regulations define essential function as "the fundamental job duties of the employment position the individual with a disability holds." Marginal duties are not included.

Procedure for Requesting Reasonable Accommodation by a Qualified Individual with a Disability (Added: 2/2000)

The employee may request the accommodation by obtaining a copy of the request form from the Human Resource Department (HR), completing and signing it, and returning it to HR along with appropriate medical documentation.

If an employee makes a verbal request for accommodation to a supervisor, or other administrator, that individual should refer the employee to the Human Resource Department and notify HR of that referral.

When HR receives a signed request form, the Director will convene a meeting of a representative from HR, the supervisor/unit head and other administrative personnel as appropriate to discuss the request and reasonable accommodation.

The supervisor will provide this committee with a current job description for the position held by the qualified employee.

If the individual meets the definition of a qualified individual with a disability, a reasonable accommodation plan will be developed. Once it is agreed upon by the requesting employee, the supervisor, and HR, the plan will be signed and implemented. All accommodation plans will be reviewed after six months unless a shorter period of review is agreed to in the plan.

If the employee does not believe that they have been treated fairly during this process or that the accommodation plan is not reasonable or does not reasonably accommodate their disability, they may file a grievance with the College through the formal grievance procedure (see 2.06 below).

6.03 INFORMATION & POLICY ON AIDS (Rev: 2/00)

Introduction

AIDS stands for Acquired Immune Deficiency Syndrome. This disease is caused by the human immunodeficiency virus (HIV), which primarily attacks the body's immune system, but may also affect other parts of the body. The College of Southern Idaho does not condone or support discrimination of students or employees infected with HIV or suspected of being infected with HIV. The College will respond to each case as required by its particular facts, and in accordance with the American with Disabilities Act. Any person who feels they are being discriminated against, should immediately contact the Director of Human Resources.

A healthy immune system normally defends the body against disease, but once HIV gains a foothold, the immune system begins to weaken. As a result, the body becomes more vulnerable to infections and cancers. As AIDS progresses, a person becomes overwhelmed by diseases and eventually dies.

People with HIV infection may be healthy, but have evidence of the infection because of the presence of an antibody to the virus in their blood. Others have a condition meeting the criteria of the surveillance definition of AIDS itself, or one of the lesser symptomatic manifestations of infection, such as AIDS-related Complex or Progressive Generalized Lymphadenopathy, as it is commonly referred to now.

HIV is transmitted by intimate sexual conduct and by exposure to contaminated blood. Although HIV may be found in many body fluids and secretions of people who are infected, its presence is correlated with transmission only through blood, semen, and female genital secretions. Current knowledge indicates that students or employees with any form of HIV infection do not pose a health risk to other students or employees in an academic setting. There has been no confirmed case of transmission of HIV by any household, school, or other casual contact. In fact, the public Health Service states that there is no risk created by living in the same place as an infected person, caring for an AIDS patient, eating food handled by an infected person, being coughed or sneezed upon by an infected person, casual kissing, or swimming in a pool with an infected person. These facts are the basis for this policy, which is derived from the best currently available medical facts about HIV infection and AIDS and applies to all students or employees.

Procedures

  1. General Committee. The College of Southern Idaho will designate a General Committee to organize and oversee the educational programs, and to provide a mechanism for making such policy decisions as become necessary.
  2. Confidentiality of Information. Without the expressed written consent of the patient, the College will not release specific or detailed information concerning complaints or diagnosis of HIV status to faculty, administrators, or parents. The College will strictly observe public health reporting requirements.
  3. Safety Precautions. The College of Southern Idaho will follow the standard precautions recommended by the Center for Disease Control. The Rules and Regulations enacted in the Idaho Session Laws will be followed in the handling of blood and body fluids of all persons, not just those previously known to have HIV infection.
  4. Please contact the Human Resource Department with any questions you may have. For additional information, please refer to Idaho Code Ch. 45, Sec. 1, 39-601 and Sec. 4, 39-609; and Ch. 151, Sec. 1, 39-608.

6.04 DRUG AND ALCOHOL FREE CAMPUS POLICY AND DRUG AND ALCOHOL TESTING POLICY AND PROCEDURES (Rev: 1/06; 12/12)

Purpose

The College of Southern Idaho recognizes the health risks and costs associated with the use of illicit drugs and the abuse of alcohol and is committed to providing a drug-free and alcohol-free educational environment which supports the mission of the College.

Statement of Policy

It is the policy of the College of Southern Idaho that the unlawful manufacture, distribution, dispensation, possession, use of a controlled substance as listed in Idaho Code Section 37-2705, intoxicants as defined by Twin Falls City Ordinance 3027, or the use of alcohol by students and employees is prohibited in the workplace, on College time, or on College property. This prohibition covers any individual's actions that are part of College activities occurring on College property or in the conduct of College business away from campus. At any time when an employee of the College, on College business, accompanies students away from campus, or is in a position to supervise students away from campus, the possession, use or dispensation of a controlled substance or the use of alcohol by such employee is strictly prohibited. The employee-student policy applies even when the President, or his designee, deems it appropriate to permit the presence of alcohol at an off-campus College sponsored event.

It is a condition of employment with the College that employees abide by this policy. All employees must sign a CSI Drug and Alcohol Free Workplace Acknowledgement and Agreement . Employees who have previously signed the Drug Free Workplace Agreement are subject to this policy. New employees will be required to sign the Agreement. A copy of this policy and these procedures are available on the CSI web site. Employees may request a hard copy from the Human Resource Department. All employees, prospective employees, and contract employees are subject to the terms and conditions of these revised policies and procedures. If the College of Southern Idaho functions as the fiscal agent and grantee for a specific program, that program may have greater, but not lesser, requirements.

Testing Policy

The State of Idaho has codified the procedure under which a political subdivision of the State of Idaho may test its employees for drugs and/or alcohol at Title 72, Chapter 17 of the Idaho Code.

The Board of Trustees of the College of Southern Idaho has determined that it is in the best interest of the College, its administration, faculty and staff to have a drug and alcohol testing policy. The College may require any employee or prospective employee to submit to appropriate testing for the presence of drugs or alcohol under circumstances which may include, but not be limited to the following: post-accident, reasonable suspicion and return to duty/follow-up.

Employees will not be permitted to work with a detectable level of prohibited drugs in their system. The basis for determining "under the influence" and/or "detectable level" is, for the purposes of this policy, a positive test result for drugs and/or alcohol. A positive result for alcohol shall be .02 alcohol concentration or more. Prohibited drugs include both illegal and legal substances, including alcohol or prescription drugs that have not been specifically prescribed, or used as prescribed, by a licensed physician for specific treatment purposes of the employee at that time.

The policy of the College of Southern Idaho, which may be amended at any time, is as follows:

Post-accident:

Any employee whose performance either contributed to any accident or injury or cannot be completely discounted as a contributing factor to an accident will be tested based upon the following conditions:

  1. If the accident caused injuries resulting in medical treatment being provided by a physician or his/her designee (other than first-aid).
  2. If the accident resulted in significant property damage.

Reasonable suspicion:

When trained supervisory personnel determine there is reasonable suspicion to believe an employee is under the influence, or in possession, of any substance prohibited by these standards or is otherwise in violation of this policy, the College may:

  1. Require the employee to submit to a drug and/or alcohol test when at least one designated/trained employee and the President of the College, or his designee, have reasonable suspicion to believe that an employee is under the influence of drugs and/or alcohol. These beliefs will be based upon specific physical behavioral or performance indicators.
  2. Turn over to appropriate law enforcement agencies any illegal substance found on the premises. This may result in criminal prosecution.

Return to duty/follow-up:

An employee who tests positive for drugs or alcohol may not return to work until such employee tests negative. The College of Southern Idaho has the option of disciplinary action up to and including termination for a confirmed positive test. When disciplinary action has been chosen as an option, the employee may return to duty when the following conditions, which may be at the employee's expense, are met:

  1. The employee must have a negative return-to-duty test for drugs and/or alcohol as specified in this policy. The sample collection and analysis of the specimen must be conducted at the company's designated site. The sample must have been collected no more than 24 hours prior to the employee's return to work..
  2. The employee must submit to an evaluation (a copy of which is sent to the employer) by the College's designated Substance Abuse Professional/Employee Assistance Program identifying:

    • Recommendations for treatment, if any.
    • A signed agreement from the employee stipulating to his/her commitment to the outlined plan/recommendations.
    • A plan for follow-up drug/alcohol testing to be completed for a period of time to be determined by the substance abuse professional.

Testing Procedures

  1. Any testing for drugs or alcohol on current employees will be considered work time for compensation purposes. Prospective employees shall not be paid for any time spent for drug/alcohol testing. The College shall pay all initial costs of drug or alcohol testing pursuant to this policy.
  2. An employee does have the right to refuse to be tested. However, refusal to submit to the test may be grounds for disciplinary action up to and including termination.
  3. Sample collection, testing and analysis for drugs or alcohol shall be performed by the third party administrator and within the guidelines as set forth within a Substance Abuse and Mental
    Health Services Administration (SAMHSA) approved lab and Department of Health and Human
    Services (DHHS). The third party administrator will assure validity, confidentiality and security of samples and test results. Sample selection and testing will conform to the above guidelines, including scientifically accepted analytical methods and procedures.
  4. The third party administrator will designate a Medical Review Officer (MRO), or his designee, to interpret, evaluate and monitor the drug testing program and results. The MRO will be a licensed physician with knowledge of drugs, testing methods and drug abuse disorders.
  5. The College of Southern Idaho and/or physician shall determine the drug testing technique
    (e.g., urine sample, breath sample, blood sample, physical examination, sobriety examination) to be administered.
  6. All individuals who are required to be tested under the conditions of this policy will report to the third party's administrator/College of Southern Idaho's designated collection site and at the requested time.
  7. If the test or retest is negative, the chain of custody form is reviewed for completeness and accuracy and the results are reported to the College of Southern Idaho.
  8. If any test is positive for drugs or alcohol, the College of Southern Idaho shall receive a confirmatory test.
  9. If an employee or prospective employee tests positive for drugs or alcohol:

    • The employee shall be contacted by the MRO, prior to notification of the College of Southern Idaho, so that the MRO may determine whether a legally prescribed medication resulted in the positive drug test. It is the employee's obligation to be available to the physician so the situation can be discussed.
    • Any employee or prospective employee who tests positive for drugs or alcohol must be given written notice of that test result, including the type of substance involved.

  10. Any employee who tests positive for drugs or alcohol may not return to the work force until such employee tests negative.
  11. Any employee or prospective employee who has a positive test result may request that the same sample be re-tested by a mutually agreed upon laboratory. A request for retest must be made in writing to the Director of Human Resources within seven (7) working days from the date of the first confirmed positive test notification and be paid for by the employee or prospective employee requesting the test. If the retest results in a negative test outcome for an employee, the
    College will reimburse the cost of the retest and/or compensate the employee for his time if suspended without pay.
  12. Upon receipt of a confirmed positive drug or alcohol test result or other proof which indicates a violation of this policy, or upon the refusal of an employee to provide a test sample or upon an employee's alteration or attempt to alter a test sample, the College may use that test result or the employee's conduct as the basis for disciplinary or refusal-to-hire action. The College may require that the current employee utilize the return-to-work procedure as a condition of continued employment or reinstatement. Actions by the College may include, but are not limited to, the following:

    • Per the evaluation of a substance abuse counselor, the employee will enroll in a private employer-approved rehabilitation, treatment or counseling program, which may include additional drug or alcohol testing, as a condition of continued employment;
    • Suspension of the employee with or without pay for a period of time;
    • Termination of the employee;
    • Other disciplinary measures as deemed appropriate by the College.

  13. All tests results will be maintained by the College of Southern Idaho in a manner which assures their confidentiality and will be available to other parties only upon specific written consent of the individual tested.
  14. This policy shall conform in all respects with the provisions of Title 72, Chapter 17, Idaho
    Code.
  15. This policy shall not in any way create a physician-patient relationship with the College of Southern Idaho and a prospective or current employee.
  16. If an employee tests positive for drugs or alcohol, such employee shall not be considered disabled by virtue of the test results alone.
  17. All prospective and current employees will be fully informed of the Drug and Alcohol Free Workplace Policy and procedures prior to any testing being administered. All employees will be provided with a copy of this policy. No current or prospective employee will be tested until this information is made available to him/her.

Appeals Process

In the event that any employee is found to have violated this policy and is not satisfied with any action taken by the College under the provisions of 12 (a), (b), (c) or (d), such employee may appeal as follows:

  1. Within ten (10) days following notice of the action taken by the College concerning a violation of the policy, notify in writing the Director of Human Resources that the employee desires to appeal the decision, the basis for the appeal and the grounds upon which the employee believes that the action taken by the College was inappropriate;
  2. The "Appeals Committee" shall be composed of 5 members . The committee will include two members each from faculty and staff, and one member from the administration. Members from faculty and support staff will be selected by the faculty senate and by the staff organization.
    Administration, professional and the President's Council members will be appointed by the President.
  3. Any appealing employee will be provided a full hearing on his or her appeal within thirty (30) days of the written notice of appeal and will be provided with a written decision by the Appeals Committee within ten (10) days following the hearing. If the Appeals Committee finds for the employee, the written decision will include a recommendation to the President for action to be taken regarding the employee's employment status.
  4. Failure to file any such appeal, in writing, within the (10) days following notice of the action by the College will constitute a waiver of the employee's right to appeal.

Education and Prevention

The College of Southern Idaho recognizes drug and alcohol dependency as a serious problem and as a health, safety and security threat to the business of education. Employees who need help in overcoming such dependency should contact their supervisor, the Employee Assistance Program or the Director of Human Resources. A voluntary, conscious effort to seek such assistance is encouraged.

Employees are encouraged to learn more about the dangers of drug and alcohol abuse and may obtain more detailed information about available treatment and counseling options. For additional information contact the Director of Human Resources or the Employee Assistance Program.

Citations, Violations, and Convictions of Criminal Drug and Alcohol Statutes

The College serves as a public trust and it is in the public interest that all employees report any citations for violations of this policy to their supervisor or to the President. Employees must notify the President's Office of any criminal drug or alcohol statute conviction not later than five (5) calendar days after the employee is convicted.

Enforcement

Convictions or violations of CSI's Drug-free and Alcohol-free policy will result in disciplinary action up to and including dismissal.

This policy complies with the requirements of PL 100-690, Title V, Section 5153. This alcohol policy does not apply to the College of Southern Idaho Foundation.

6.05 DUE PROCESS PROCEDURE (Added: 7/08)

All full time professional and classified employees (faculty see faculty handbook) are entitled to due process before the College makes any decision to impose any disciplinary sanction or involuntary transfer, dismissal, suspension, or demotion as set forth in Section 67-5315(2) Idaho Code. Due Process requires the College to provide the employee with a notice of the contemplated action, the basis or reason for contemplated action, and explanation of the evidence supporting the contemplated action, and an opportunity to be heard before a decision is made. Any College department considering disciplinary action must contact Human Resources to review the recommended action and documentation and to assist with implementing appropriate action.

Step One: Notice

Notice of the Contemplated Action: The Dean, Department Director or Vice President will provide an explanation and a recommendation for action to Human Resource for review based on information from the immediate supervisor, if applicable. A notice of contemplated action will be prepared by Human Resource with the assistance of the appropriate supervisor. The employee will be placed on leave during this period pending a final outcome.

Contents of the Notice of Contemplated Action must include:

  1. Action contemplated; i.e., dismissal, suspension, demotion, or involuntary transfer
  2. Reason for this action
  3. An explanation of the information or evidence pertinent to the contemplated action
  4. The time frame for the response

Step Two: Opportunity to Respond

A professional or classified employee who receives a notice of contemplated action is entitled to an opportunity to respond in writing. This step provides the employee an opportunity to respond to the notice and present his or her reason(s) why the contemplated action(s) should not be taken. The employee must act upon the opportunity to respond within the time period indicated in the notice, otherwise the opportunity is deemed waived by the employee. The response, if any, shall be provided by the employee to the Director of Human Resources.

Time Period to Respond: The notice of contemplated action provides a set time period of up to ten (10) working days within which an employee may respond after the receipt of notice. The College may not extend the time period for a response, unless both the College and employee agree to file an extension in writing.

Right to Representation: The law provides an employee with the right to be represented by a person of his or her choosing during the opportunity to respond.

Step Three: College's Decision

The College Administration, or their designee shall make and implement the final decision and the Director of Human Resources shall notify the employee of the final decision no later than ten (10) working days after the employee has responded in writing, failed to respond, or otherwise waived his or her right to respond in writing. The College's final decision will be sent or delivered to the employee and a copy will be concurrently placed in the employees personnel file.

The Due Process Procedure is completed when the Director of Human Resources or designee notifies the employee of the College's decision. If a disciplinary sanction or involuntary transfer is imposed, it may be implemented immediately.

The employee has the right to appeal the College's disciplinary decision to the President of the College within thirty-five (35) days.

Optional Mediation Step

The Dean, Department Director or Supervisor and employee may mutually agree to engage in mediation after notice of contemplated action has been sent during the Due Process Procedure. If both sides agree, the time limitations for the opportunity to respond and the department's decision will be suspended pending mediation. Mediation is not possible unless the Dean, Department Director or Supervisor and employee agree. Human Resources can assist in identifying a mediator.

6.06 EMERGENCY FIRST AID

If extreme personal injury or danger exists, call 9-911

Call Security at Extension 6605. (The CSI Security Department is available 24 hours a day to respond to any emergency.)

Take action to provide or find aid as required. Each building has a First Aid kit; locate it quickly. Use safety coverings for yourself (gloves and/or mask) if you touch a person or substance or provide CPR. Evacuate the area if necessary.

What may seem at the time to be a minor accident with an employee or student may have far-reaching implications. Many of these seemingly minor accidents later result in lawsuits, disability or insurance claims for workmen's compensation. It is important for both the employee/student and the College to have factual information concerning the incident. For this reason, before processing the injury claim, the Business Office must have an accident report signed by the employee's dean or division supervisor. In the case of a student, the instructor must sign the accident form. If the accident happens outside of class or is not instructionally related, the CSI Security Office will fill out the accident report.

Anyone witnessing an accident or involved in an accident, including visitors, employees, and students, should report the accident to Security. Accident reports are not required for illness, unless injuries result from a seizure (falling, striking an object, etc.)

If the injury is received by an employee or student worker during their working hours, they are covered by Workers' Compensation. Any injured employee who requires the care of a physician or hospital must advise the physician or hospital and an industrial insurance form will be initiated immediately. The Student Health Center is also available to treat minor on-the-job injuries.

6.07 CSI EMERGENCY PROCEDURES MANUAL (Rev: 2/00)

A CSI Emergency Procedures Manual exists to acquaint employees with the proper procedure should an emergency occur in their work place. All employees should become familiar with this manual and keep it where it will be immediately available should one of the identified emergencies occur. All regular full-time employees are issued an emergency manual upon hiring. Additional hard copies are available by contacting the Human Resource Department.

See also CSI Emergency Manual

6.08 KEYS (Rev: 7/08)

It is the policy of the College to allow the faculty and staff all freedom of movement about the campus consistent with reasonable security of public and personal property. Faculty and staff may check out keys for their offices and other areas to which they need access. Keys may be checked out from the Maintenance Office after your supervisor has filled out the required work order form requesting the keys. The work order must include the employee's name and the list of room numbers and building doors to which that person needs access. Please allow a minimum of 24 hours between the time keys are requested and the time they are issued. Only the person receiving the key may sign for it. Please be prepared to show your CSI Employee ID card.

Instructional buildings will be opened at 7 a.m. on regular school days. Upon request of authorized personnel, the buildings may be opened at nonscheduled school days--weekends and holidays, for example. General-purpose classrooms and other rooms, except those containing special equipment and supplies, will be left unlocked. Therefore, there will be access to these rooms any time the buildings are open.

All keys no longer required by faculty and staff shall be returned immediately to the Maintenance Office. Each person who signs for and receives keys assumes the responsibility for the equipment and supplies in areas made accessible by the keys.

Upon termination of employment, keys must be returned to the Maintenance or HR Departments. Keys need to be returned and checked in to Maintenance in order for them to be reissued to a new employee. Your final paycheck may be held until keys are returned to CSI.

6.09 SCHEDULING USE OF COLLEGE FACILITIES (Rev: 11/09)

When special activities or events not listed in the class schedule are to be held on campus, a facilities request form must be filled out. Completed forms are forwarded to the Office of Instructional Administration. These requests are considered at the Monday morning administrative meeting.

All athletic events, gymnasium, Expo, and Fine Arts Auditorium scheduling requests are to be requested through the Office of Instructional Administration. The requests are then forwarded to appropriate facilities managers for their consideration and review. After their initial approval, these requests are considered at the Monday morning administrative meeting.

6.10 COLLEGE VEHICLE USE (Rev: 7/12; 12/12)

For college-related purposes, employees may request the use of a College vehicle by contacting the Maintenance Department.

1. With prior approval and on irregular isolated instances, CSI vehicles may be taken to an employee's home when it is to be used for official travel that begins or ends outside regular working hours and under other circumstances when the President or the President's designee judges it to be in CSI's interest.

2. When not in use, a CSI vehicle is to be kept in the CSI motor pool located at the Physical Plant Building, or it is to be kept near the headquarters of the department or employee to whom it is assigned.

3. Though a vehicle may be designated primarily for the use of one unit or employee, such assignment is not exclusive. When it is not needed for its primary assigned use, it may be used by others, subject to suitable arrangements between the parties concerned and the Maintenance Department.

4.CSI Vans are to be used only for activities directly involved with the College. Any exceptions must be approved by the President. Accommodation use of CSI vans, which may include the transportation of official visitors to the campus, will only take place upon the direct approval of the administrator or faculty person responsible for that activity.

5. The person to which a CSI vehicle is assigned (including vehicles furnished for coaches by car dealers) or the person who has checked out a vehicle from the CSI Motor Pool is responsible for making sure that the regulations governing vehicle use, including the following, are observed:

a. State and local traffic laws must be obeyed at all times. Any person operating a CSI vehicle must have a valid United States issued Driver’s License.

b. In case of an accident involving a CSI vehicle, reports as required by law must be filed. Report all accidents to CSI Security.

c. No persons four years of age or younger and/or forty pounds or less are to be transported in CSI vans. For such persons, it is incumbent on the driver of the group to inform the administrator approving the transportation that a bus or other vehicle equipped with appropriate infant safety restraint devices be arranged.

d. Employees and their passengers shall wear seat belts in all seating positions while driving or riding in college-owned vehicles. It is the driver's responsibility to ensure seat belts are worn.

6. All persons using motor pool vehicles must return the vehicle to the Physical Plant Department the day of their return unless special arrangements are made.

7. There are a number of campus programs that have their own vehicles or vehicles assigned to them on a permanent basis. Vehicles used by programs such as the Fish Hatchery, Welding, Diesel, Environmental Technology, CSI Bookstore, Trans IV, Head Start, Refugee Center, STAR program, Student Services, Athletics, Maintenance, etc. are controlled by the applicable department head/director.  The department head/director of each of these programs is responsible for setting up procedures to insure that college polices are followed and documented.

Anyone who drives a CSI owned/leased vehicle must fulfill the requirements of this Vehicle Use Agreement.

1. The Travel Itinerary, Roster of Occupants and Vehicle Request Forms are all combined on one form and are available on the CSI website and in the Maintenance/Security Offices. Out of state travel requires approval of the President or his designee. This is the first step in reserving your vehicle.

2. Those that use our vehicles on a scheduled, reoccurring, consistent basis, need only to fill out the form once with the scheduled, reoccurring, consistent layout of their proposed use of the vehicle, approved by the appropriate person.

3. Maintenance personnel will take a copy of your driver’s license and may check the validity.

4. Any person that will be driving a van must take a Van Familiarization and Driving Test with a CDL approved driver. Please call at least a day before to set up your time. This should take no longer than one hour. (Est 1/99)

5. No alcoholic beverage or tobacco use is allowed in any CSI vehicle at any time.

Student Drivers

  • Students must have the signature of the instructor or club advisor and the department chair before driving any CSI owned vehicle.
  • Students may only drive locally (Magic Valley Area) provided they have fulfilled all of the requirements of the policy.

Definition of Travel Areas

Local/Magic Valley Travel

  • Defined as north to Hailey, south to Jackpot, NV, east to Rupert and west to Glenn’s Ferry
  • CSI Vans shall carry no more than 12 occupants including the driver

Regional or Long Distance Travel

  • Defined as an area that is within a three-hour radius from campus under normal driving conditions excluding the Magic Valley area
  • CSI Vans shall carry no more than 12 occupants including the driver
  • Trips shall not exceed twelve hours per day
  • All van drivers are limited to four (4) hours behind the wheel at one time. Drivers may drive a total of six (6) hours per day.
  • A maximum of two vans may be used by a single group for travel with the exception of trips within the Magic Valley. Groups requring additional space are encouraged to travel by bus.

Any department, club, organization, or entity utilizing CSI vehicles will be charged usage costs based on mileage and a daily rate as set by the administration.

Requirements for all Drivers of CSI Vehicles

1.All drivers must view the required defensive driving video.

2.All drivers must submit a current copy of their driver’s license to the Maintenance Department at least 3 days in advance of the scheduled trip. Driving records may be reviewed.

3.All drivers will ensure that all occupants are utilizing seat belts at all times.

4.All drivers will obey all traffic rules and regulations and exercise prudent judgment at all times.

5.All van drivers must satisfactorily complete the CSI van-driving test administered by an authorized CDL driver and/or have a current CDL endorsement.

6.All van drivers are required to use a “spotter,” if one is available, for assistance in backing up.

7.All van drivers are limited to four hours behind the wheel at one time. Drivers may drive a total of six hours per day.

8.All vans are not to exceed the posted speed limit or 65mph whichever is less.

Any exceptions to this vehicle use policy must be approved by the President or his designee

6.11 TRAFFIC AND PARKING REGULATIONS (Rev: 10/05)

The maximum speed on campus is 20 MPH. Stop signs at main entrances to the campus upon exit must be obeyed. Each vehicle is required to come to a complete stop. In no case will exiting vehicles straddle two lanes. Pedestrians always have the right-of-way.

CSI employees and their passengers shall wear seat belts in all seating positions while driving or riding in college-owned vehicles if that vehicle is so equipped with safety restraints. Employees are encouraged to use seat belts while operating their personal vehicles, whether for College or personal use, to enhance the safety of themselves and their families.

Automobiles may be driven on the sidewalks only when they are being used to load or unload equipment too heavy or bulky to be carried by hand. After loading/unloading is completed, cars must be removed from the sidewalk immediately. Permission from Security is necessary prior to driving on sidewalks.

There are adequate lots available for parking. Vehicles parked in the street will be ticketed. There are no faculty or staff reserved parking spaces on campus. Please extend courtesy to other drivers by occupying only one parking space.

Security is on duty 24 hours a day, 7 days a week and is available to assist with accidentally locked vehicles, jump-starting vehicles, inflating flat tires, etc. Call Security for this kind of assistance.

For your convenience, regulations are posted in the CSI Student Handbook under Driving and Parking Regulations. For more information please contact the Security Office at 208-732-6605 or e-mail security@csi.edu.

6.12 MANDATORY USE OF SEAT BELTS BY ALL CSI EMPLOYEES (Added: 2/00)

To promote a safer workplace and community, and to reduce the possibility of injury or death while driving or riding in College of Southern Idaho owned vehicles, personnel and their passengers shall wear seat belts in all seating positions while driving or riding in college-owned vehicles if that vehicle is so equipped with safety restraints.

College personnel are encouraged to use seat belts while operating their personal vehicles, whether for College or personal use, to enhance the safety of themselves and their families (established January 1995).

6.13 STUDENT INFORMATION RELEASE POLICY (Rev 11/09)

The Family Education Rights & Privacy Act of 1974 (FERPA) is a Federal law that protects the privacy of a student’s educational records. Student education records are considered confidential and may not be released without written consent of the student, except by provisions outlined in FERPA. Requests for access to or copies of student records, verification of enrollment or degree, or situations that require releasing student information (including directory information) should be forwarded to the Admissions & Records Office. Any questions or concerns should be addressed to the Registrar.

All employees must complete the FERPA tutorial prior to receiving access to student records. The tutorial is intended to ensure that anyone granted access to student records understands the obligations under FERPA to protect those student records. The tutorial is designed to provide a basic understanding of FERPA and help all employees maintain compliance. The tutorial includes an online quiz which must be passed with a score of 70% or greater.

The College of Southern Idaho’s FERPA web site includes the most current information available as it pertains to the rights and responsibilities of students, parents, faculty, and staff.

For additional information, please see http://www.csi.edu/ferpa/index.asp.

6.14 SMOKE FREE CAMPUS POLICY(Rev: 1/14)

Smoking is prohibited on all college properties, including off- campus centers and any properties owned or leased by the College. For the purposes of this policy, smoking is defined as burning any type of tobacco product including, but not limited to, cigarettes, cigars, cigarillos, pipes, bidis and e-cigarettes.

Organizers and attendees at public events, such as conferences, meetings, public lectures, athletic events, social events and cultural events, using College facilities will be required to abide by the CSI Smoke Free Policy. Organizers of such events are responsible for communicating this policy to attendees and for enforcing this policy.

The following smoking prohibitions have been established on the CSI campus:

  • Smoking is prohibited in all CSI-owned residences, including Eagle Hall.
  • Smoking is prohibited in all CSI-owned or leased vehicles.
  • The sale of tobacco products on campus is prohibited.
  • The free distribution of tobacco products on campus is prohibited.
  • Campus organizations are prohibited from accepting money or gifts from tobacco companies.
  • Tobacco advertisements are prohibited in college-sponsored publications.

The College will provide free, accessible tobacco treatment on campus and will publicize its availability. These programs will be designed to meet the special needs of those they serve. These tobacco treatment programs shall be publicized regularly in student and employee publications, posted in residence halls and academic buildings, through Student Services, and through other appropriate means.

Effective implementation of this Smoke Free Policy depends upon the courtesy, respect, and cooperation of all members of the CSI community. Complaints or disputes should be brought to the attention of the College employee who has immediate responsibility for the workplace, event, or residence, or to her/his supervisor. If satisfactory resolution is not reached, the Dean of Students or the Director of Human Resources should be consulted.

6.15 SOLICITATIONS/DISPLAYS/PRESENTATIONS (Rev: 12/12)

Requests by non-college personnel to distribute letters or circulars to CSI staff members on campus are to be made to the Business Office for approval. Materials designed for the general campus audience or individuals or groups wishing to have direct communication with the students are to be approved and arrangements made through the Student Activities Office.

Staff and faculty who request individuals to make presentations have the responsibility to show all significant sides of a topic. For example, if a political candidate desires to make a presentation, or is invited to do so, other candidates running for the same office are to be afforded the same opportunity.

Private business or commercial solicitation is generally not permitted on the CSI campus; i.e., any site or location owned or utilized by the College.

6.16 CSI COMPUTER USE POLICY STATEMENT (Rev: 11/09)

This policy is designed to guide students, faculty, and staff in the acceptable use of computer and information systems and networks provided by the College of Southern Idaho (CSI).

Guiding Principles

The CSI community is encouraged to make innovative and creative use of information technologies in support of education and research. Access to computer systems and networks owned or operated by College of Southern Idaho imposes certain responsibilities and obligations and is granted subject to college policies, and local, state, and federal laws. Acceptable use always is ethical, non-offensive, reflects academic honesty, and shows restraint in the consumption of shared resources. It demonstrates respect for intellectual property, ownership of information, system security mechanisms, and individuals’ rights to privacy and to freedom from intimidation and harassment.

Acceptable Use Guidelines

In making acceptable use of resources the College expects that you will:

  • Use resources only for authorized purposes.
  • Use resources for educational-related course work, research projects, or department activity.
  • Protect your user id and system from unauthorized use. You are responsible for all activities on your user id or that originate from your system.
  • Access only information that is your own, that is publicly available, or to which you have been given authorized access.
  • Use only legal versions of copyrighted software in compliance with vendor license requirements.
  • Be considerate in your use of shared resources. Refrain from monopolizing systems, overloading networks, degrading services, or wasting computer time, connect time, disk space, printer paper, manuals, or other resources.

In making acceptable use of resources the College expects that you will not:

  • Use another person’s system, user id, password, files, or data without permission.
  • Use computer programs to decode passwords or access control of information.
  • Attempt to circumvent or subvert security measures.
  • Engage in any activity that might be harmful to systems or to any information stored thereon, such as creating or propagating viruses, disrupting services, or damaging files.
  • Use CSI systems to access or distribute what could be considered offensive, abusive, pornographic, threatening or libelous material.
  • Use CSI systems for commercial or partisan political purposes, such as using electronic mail to circulate advertising for products or for political candidates.
  • Make or use illegal copies of copyrighted software, store such copies on CSI systems, or transmit them over CSI networks.
  • Use mail or messaging services to harass or intimidate another person, for example, by broadcasting unsolicited messages, by sending unwanted mail, or by using someone else’s name or user id.
  • Waste computing resources, for example, by intentionally placing a program in an endless loop, printing excessive amounts of paper, or sending chain letters.
  • Use the College’s systems or networks for personal gain, for example, by selling access to your user id or to CSI systems or networks, or by performing work for profit with CSI resources in a manner not authorized by the college.
  • Play games using any of the College’s computers or networks, unless for instructional purposes as specifically assigned by a professor.
  • Engage in any other activity that does not comply with the Guiding Principles presented above.

Procedures and Sanctions

Individuals using computer systems owned by the College of Southern Idaho do so subject to applicable laws and CSI policies. College of Southern Idaho disclaims any responsibility and/or warranties for information and materials residing on non-CSI systems or available over publicly accessible networks. Such materials do not necessarily reflect the attitudes, opinion, or values of College of Southern Idaho, its faculty, staff or students.

Notice is hereby given that there are no facilities provided by the College for guarantee of confidential files. CSI staff may have the ability to view all messages and files of any user. However, it is not the routine policy of the staff to view others’ files, and the intention is to keep files private, even though such privacy cannot be guaranteed.

Violations, or apparent violations, of this policy will be referred to the Office of Instruction and Computer Center as appropriate. Persons found to be in violation of this policy are subject to the full range of sanctions, including the loss of computer or network access privileges, disciplinary action, dismissal from the College, and legal action.

The College of Southern Idaho considers any violation of acceptable use principles or guidelines to be a serious offense and reserves the right to copy and examine any files or information resident on CSI systems allegedly related to unacceptable use, and to protect its network from systems and events that threaten or degrade operations. Violators are subject to disciplinary action as prescribed in the student’s College Code of Conduct and the student and employee handbooks. Offenders also may be prosecuted under laws including (but not limited to) the Communications Act of 1934 (amended), the Privacy Protection Act of 1974, the Computer Fraud and Abuse Act of 1986, the Computer Virus Eradication Act of 1989, Interstate Transportation of Stolen Property, the Electronic Communications Privacy Act, and Idaho computer crime laws as specified in Idaho Code, Section 2201. Access to the text of these laws is available in the reference section of the College of Southern Idaho library.

Appeals

Appeals should be directed through the existing appeals and problem solving procedures.

6.17 COMPUTING HARDWARE AND SOFTWARE PURCHASES (Rev: 2/00; 12/12)

All hardware and software purchase requests will be reviewed by the Institutional Research & Support (IR&S) staff to insure consistency with campus computing. Non-instructional requisitions will be formally reviewed at the point a purchase requisition is submitted to the Business Office; however, IR&S encourages discussion early in the process. Requisitions for instructional use will be reviewed by the Vice President of Instruction.

All administrative computer repair and software upgrades involving the expenditure of funds must be approved by IR&S.

6.18 COMPUTER/OFFICE EQUIPMENT MOVES, SURPLUS, & ASSIGNED OFF-CAMPUS USE (Added: 2/00)

The following procedures have been established for your benefit as well as the College's protection from possible misunderstandings concerning use of College equipment and the inventory tracking system:

  1. Office equipment, computers, and peripherals that become surplus must be tracked. Each department will then have access to any surplus items that are available. Inventory adjustments, authorization forms, and reassignment will be beneficial to all concerned.
  2. Office equipment, computers, and peripherals which move from one location to another on a permanent or temporary basis of more than one month need a movement record filled out and sent to the Business Office
  3. Office equipment, computers, and peripherals which are authorized by the supervisor for off-campus use must have a movement record filled out, signed, and a copy sent to the Business Office. (Est. 4/92)

6.19 COLLEGE EQUIPMENT USE POLICY (Added: 1/05)

Both state law and College policy are very clear concerning the personal use of the disposition of College-owned property. Guidelines concerning College property are as follows:

  1. No College property or equipment may be taken home without written permission of the applicable vice president. This property must be listed on our inventory as located at the person's home.
  2. College property taken home must be for the purpose of benefiting the College. Property cannot be taken home for the primary benefit of the employee. The only authorized College property at the employee homes at this time are faculty computers.
  3. College property must not be used to financially benefit an employee.
  4. College vehicles are to be used for official College business only.
  5. College property that has been determined surplus must be disposed of in accordance with Idaho Code 33-601. This involves approval of the Board of Trustees, advertisements and appraisals. No individual is authorized to trade or dispose of College property.
  6. All donated property becomes College property at the time title transfers and must be disposed of in accordance with Idaho Code 33-601.
  7. In accordance with the Ethics in Government Act, an employee or his family may not financially benefit from a property exchange or financial transaction with the College.

6.20 INFORMATION SECURITY (Added: 1/08; 12/12)

Employees of the College need to be aware and knowledgeable about their role and responsibilities in maintaining and securing the confidential information that are collected in various databases for institution business. All employees are expected to help keep these systems secure (e.g. by keeping passwords private) and to take adequate precautions when accessing, printing, copying and/or distributing information from the institution’s databases.

Data Protection

CSI Institutional Research & Support (IR&S) strongly encourages its computer users to protect the data they store and access. Particular attention should be afforded to sensitive data. Sensitive data may include any of the following:

  • Personal info on individuals, including donors, volunteers, alumni, friends, faculty, students, attendees, and staff. FERPA applicable information qualifies as sensitive data.
  • Confidential data that contains demographic, biographic, gift, membership, employment, academic, admissions, or financial information associated with a specific individual.

For users who must store sensitive data on their laptop IR&S strongly recommends disk encryption software for any laptop that will be used for storing restricted or sensitive personal information.

Please contact the Helpdesk x6311 to learn more about best practices for keeping your data protected including how to encrypt your laptop..

6.21 PUBLIC RECORDS (Rev: 3/14)

The President shall establish procedures to accommodate requests for information from the public. Financial information shall be released only through proper channels after a formal request has been received and reviewed. The procedures shall ensure that no information of a private nature about faculty, staff, or students is disclosed. The College may charge a reasonable fee for locating and copying the records.

The Vice President of Administration is the designated custodian of records for the purposes of the Open Records Law, Sections 9-337-348, of the Idaho Code. In the event the Vice President of Administration is absent from the office for more than three regular work days, the Dean of Finance will be temporary custodian of records. The College will comply with the requirements set forth in the Idaho Code in every respect regarding public records

Requesting Public Records
Requests for public records shall be submitted in writing to the Vice President of Administration (VPA), who is the College of Southern Idaho custodian of public records. Requests should be made in writing to the VPA.

Requests to examine or copy public records shall be granted or denied, as required by Idaho Statute, within three working days of their receipt. However, the custodian of public records may take an additional 10 working days to respond to such requests if necessary.

Examination of public records must be conducted during regular office or working hours.

The custodian shall make no inquiry of any person who applies for a public record, except to verify the identity of a person requesting a record in accordance with section 9-342, Idaho Code, to ensure that the requested record or information will not be used for purposes of a mailing or telephone list prohibited by section 9-348, Idaho Code, or as otherwise provided by law, and except as required for purposes of protecting personal information from disclosure under chapter 2, title 49, Idaho Code, and federal law. The person may be required to make a written request and provide their name, a mailing address and telephone number.

CostsIndividuals requesting public records have the right to make his/her own copies of the documents using College of Southern Idaho copying equipment. The custodian of public records or a designated staff member shall use whatever diligence is required to prevent alteration of any public record while it is being examined or copied. For copies totaling in excess of 100 pages, the college will establish a cost per page to be paid by the requester.

Requests that require greater than two hours of staff time will be charged at a reimbursement rate according to the following table:

6.22 MAINTENANCE AND REPAIRS PROCEDURE (Rev: 7/08)

All requests for maintenance to buildings, furniture moves, and repairs to equipment should be made through the Maintenance Office with the online work order form. These requests will be handled in the order they are received, or at the discretion of the director. Any emergency should be identified as such when reported.

All requests for substantial alterations to buildings, classrooms, and offices must be submitted through the supervisor to the Executive Vice President with rough drawings and estimates of cost. Prior to reaching the President for final approval, the method of payment for the project must be determined through the VP of Administration, along with consultation with maintenance personnel as to the viability of the project.

6.23 INSTITUTIONALIZATION OF FUND-RAISING PROGRAMS (Rev: 12/10)

All fund-raising activities of the College of Southern Idaho and its units are coordinated by the Foundation Office as designated by the President. Solicitation of gifts, funds, or property shall not be made by anyone in the name of or for the benefit of the College of Southern Idaho without communication with the Foundation Office.

In the case of fund-raising activities sponsored by the Associated Students or by other student groups, prior approval of the Dean of Students is required as well as coordination with the Foundation Office.

The purpose of coordinating all private fund-raising activities through one office is threefold:

  1. To provide continuity for understanding of and support for funding needs throughout the district.
  2. To avoid conflict in and duplication of effort in the fund-raising contact program.
  3. To maximize the contribution from each potential donor.

Please see the Foundation Office for specific guidelines relating to college-initiated gifts or donor-initiated gifts.

6.24 WEAPONS ON CAMPUS (Rev: 1/06; 12/12; 07/14; 7/1/14)

Weapons Policy - Q&A

PURPOSE

An environment of safety and security is critical for educational institutions to cultivate a climate conducive to knowledge and learning. Therefore, this policy prohibits the possession and use of dangerous weapons on CSI property or at CSI sponsored events by students, faculty, staff and visitors except for those persons authorized by state law or campus administration to carry concealed firearms and ammunition. In order to provide a safe and positive campus environment for teaching, learning and working, this policy strongly discourages bringing a firearm onto the CSI campus or events even when permitted by law to do so.

DEFINITIONS

Dangerous Weapon: An object, device, instrument, material or substance that is used for or is readily capable of causing death or serious bodily injury. This term does not include a pocket knife with a blade of less than 2½ inches in length. Firearms are included in this category as are incendiary devices and explosives.

Firearm: A dangerous weapon (including a starter gun) which will or is designed to or may readily be converted to expel a projectile by the action of an explosive.

Concealed Firearm: A firearm which is carried upon one’s person so as not to be readily discernible by ordinary observation.

Upon One’s Person: The physical carrying of a firearm in clothing or handbag as well as having the weapon in close proximity, readily available for prompt use.

Open Carry: Carrying a firearm upon your person or in your vehicle when it is clearly visible.

POLICY

Open carrying of firearms (including in vehicles) is prohibited at all times anywhere on CSI property or CSI sponsored events except for sworn peace officers or others who have been approved by campus administration.

The possession, wearing, carrying, transporting or use of a dangerous weapon is strictly prohibited on college owned or controlled premises, including vehicles parked upon these premises. The only exceptions to this policy are the following categories of individuals who have been authorized by state law or college administration to carry a concealed firearm on CSI property/events.

    • Full-time sworn peace officers
    • Qualified retired law enforcement officers
    • Persons who hold an “Enhanced” Idaho Concealed Weapons License
    • Those individuals who have been granted specific permission from CSI administration

It is unlawful and a violation of this policy to carry a concealed firearm while under the influence of alcohol.

Concealed weapons shall not be carried into or possessed within the following CSI facilities:

    • Eagle Hall dormitory
    • Gymnasium
    • Fine Arts Building
    • Expo Center
    • CSI Off-Campus Centers (Blaine County, Mini-Cassia and Northside)

An individual who discharges or purposely exhibits any firearm in a rude, angry or threatening manner is in violation of this policy.

Students, staff, faculty and visitors shall produce their credentials to carry a concealed firearm (under one of the categories above in Item #2) when requested to do so by a representative of the CSI Security Department or law enforcement personnel.

Violations of this policy may result in disciplinary action up to and including: expulsion for student offenses, termination for employee offenses, and a trespass from campus for offending community members. Criminal violations will be referred to local law enforcement.

Unless an employee of the college is required by the CSI President or Vice President of Administration to carry a firearm as a part of that employee’s job duties, any possession or use of a firearm is not within the course and scope of employment with the college. Therefore, any civil or criminal litigation stemming from such possession or use will not be covered or defended by the college.

REFERENCES
Idaho Code Title 18, Chapter 33
Title 18 U.S. Code, Sections 921, 926 and 930
Idaho State Board of Education Policy

6.25 EXPLOSIVES & FIREWORKS POLICY (Rev: 1/06; 12/12; 07/14)

Possession of explosives, and/or fireworks is strictly prohibited on College premises and at College sponsored activities and events. Violation of this policy constitutes grounds for suspension, expulsion or termination from the College of Southern Idaho.

6.26 COPYRIGHT POLICY (Added: 12/04; Rev: 7/06; 11/09)

College of Southern Idaho is committed to providing an environment that supports the academic activities of its faculty, staff, and students. The College encourages the creation of original works of authorship and the free expression and exchange of ideas. It is the intent of the College to maintain a favorable atmosphere for scholarly development. The College also encourages innovation, discovery of new knowledge and its dissemination to students, to the profession, and to the public.

The U.S. Constitution gave Congress the power “To promote the Progress of Science and useful Arts by securing, for limited Time, to Authors and Inventors the exclusive Right to their respective Writings and Discoveries.” The copyright owner has the exclusive right to produce copies of the work, prepare derivative works, distribute copies by sale or otherwise, and display or perform the work publicly (U.S.C. Title 17, section 106).

The following statements and procedures represent a sincere effort by the College to adhere to the provisions of copyright and intellectual property laws and regulations:

  1. The College strictly prohibits the illegal use, reproduction, distribution, public display, or performance of copyrighted materials in any form.
  2. CSI faculty, staff and students shall adhere to the provisions of copyright and intellectual property laws and regulations.
  3. No employee, student or agent of the College shall knowingly infringe upon the copyrights of another.
  4. Only legal copies of copyrighted materials may be made or used on College equipment.
  5. College employees shall place appropriate copyright notices on or near all equipment capable of duplicating copyrighted materials.
  6. The College does not give permission for any illegal copying of any College owned copyrighted materials.
  7. No CSI student shall be advised that the student may copy protected materials other than allowed by law and this Policy.
  8. Intellectual property created by College employees must not infringe on any existing copyright, patent, or other intellectual property right.
  9. The creator(s) shall be responsible for making sure that any work produced with College resources is in compliance with all applicable copyright and intellectual property laws and regulations.
  10. The College shall make this Policy widely accessible and shall provide to faculty, staff, and students access to current and reliable information on copyright and intellectual property laws and regulations, and specific compliance strategies through its copyright Web site (http://copyright.csi.edu).
  11. The College shall offer training opportunities in copyright and intellectual property.
  12. The College shall form and maintain the CSI Copyright and Intellectual Property Committee.
  13. College personnel shall be responsible to learn about copyright laws and regulations, statutory exemptions (such as the Fair Use Doctrine), and about when and how to request necessary clearances and written permissions.

Each member of the College community must take individual responsibility for copyright compliance.
Members of the College community who willfully disregard this Policy and/or copyright and intellectual property laws and regulations, do so at their own risk and assume all liability for their actions.

6.27 INCLEMENT WEATHER CLOSURE (Added: 7/08)

While every attempt is made to maintain normal operations and services for the benefit of our students, faculty, and staff, it may occasionally be necessary to close the College when extreme weather conditions occur. The decision to close campus and cancel classes is made by administration based on careful consideration of a variety of factors and conditions.

If the College decides to close the campus and cancel classes, the information will be posted on the CSI Website and communicated to the media (local TV and radio stations). The information on the Website will be periodically updated.

Notification of a decision to close will be communicated as quickly as possible. Every effort will be made to ensure that decisions on morning closures are communicated by 7 a.m. the latest; and decisions to close at night are communicated by 4 p.m.

When the decision to close the campus is made, it applies to the main campus as well as to all off-campus centers. As a general rule, when the College is closed, activities such as music and theatre performances, club meetings, etc. are also cancelled.

CSI serves an eight-county area and we recognize that every employee has his or her unique circumstances (weather conditions at their home, condition of roads between their homes and the campus, cars they drive, etc.). While traveling to or from campus, if inclement weather conditions are encountered, the travel/not travel decision is the ultimate responsibility of the employee. Employees must assume responsibility for their own safety and must use their own judgment on whether they should drive to CSI under varying weather conditions.

6.28 IDENTITY THEFT PREVENTION PROGRAM(Est: 5/09)

Policy Statement

In accordance with the Fair and Accurate Credit Transactions Act (FACTA) of 2003, the College has established an Identify Theft Prevention Program to identify relevant red flags (a pattern, practice, or specific activity that indicates the possible existence of identity theft) for new and existing covered accounts, detect new red flags, and respond appropriately to any red flags that are detected. This policy applies to all University employees, students, contractors, and affiliates who have access to personally identifying information and/or covered accounts and will be implemented by the Dean of Finance.

Identification of Red Flags

In order to identify relevant red flags, the College must consider the types of accounts it maintains, methods it provides to open and access these accounts and its previous experiences with identity theft. Accordingly, the following red flags have been identified for each of the categories listed:

  1. Notifications and Warnings from Credit Reporting Agencies

    • Report of fraud accompanying a credit report; Notice or report from a credit agency of a credit freeze on an applicant; Notice or report from a credit agency of an active duty alert for an applicant; Receipt of a notice of address discrepancy in response to a credit report request; and
    • Indication from a credit report of activity that is inconsistent with an applicant’s usual behavior or activity.

    Suspicious Documents

    • Identification document or card that appears to be forged, altered, or unauthentic; Identification document or card on which a person’s photograph or physical description is not consistent with the person presenting the document; Other document with information that is not consistent with existing student information; and
    • Application for services that appears to have been forged or altered.

    Suspicious Personal Identifying Information

    • Identifying information that is inconsistent with other information the student provides, for example two documents with different birth dates; Identifying information that is inconsistent with other sources of information, for example supplemental documentation for a student loan with a different address than that on file with the College; Identifying information that is the same as information shown on other applications that were found to be fraudulent; Identifying information presented that is consistent with fraudulent activity, for example an invalid phone number or fictitious address; Social Security Number that is the same as another student or employee; Address or phone number that is the same as another student or employee; and
    • An individual who fails to provide complete personal identifying information on an application when prompted to do so.

    Suspicious Covered Activity Account or Unusual Use of Account

    • Change of address for an account followed by a request to change the student’s name; Payments stop on an otherwise consistently up-to-date account; Account is used in a way that is not consistent with prior use; Mail sent to a student is consistently returned as “undeliverable;” A student notifies the College that s/he is not receiving mail sent by the College; A student notifies the College that an account has unauthorized activity; Breach in the College’s computer system security; and
    • Other unauthorized access to or use of student account information.

  2. Alerts from Other Sources

    • Notice to the College from a student, identity theft victim, law enforcement or other individual that the College has opened or is maintaining a fraudulent account for a person engaged in identity theft.

Detecting Red Flags

  1. Student Enrollment: In order to detect any of the red flags identified above that are associated with the enrollment of a student, College personnel must take the following steps to obtain and verify the identity of the individual opening the account:

    • Require certain identifying information such as name, date of birth, academic records, home address or other identifying information; and
    • Verify the student’s identity at the time of issuance of CSI student identification card by checking student’s driver’s license or other government issued identification.

    Existing Accounts: In order to detect any of the red flags identified above for an existing covered account, College personnel must take the following steps to monitor transactions on an account:

    • Verify the identification of students requesting information in person, by mail, e-mail or facsimile; Verify the identity of individuals requesting to change billing addresses by mail or em ail; Provide the student a reasonable means of promptly reporting incorrect billing address changes; and
    • Verify changes in banking information given for billing and payment purposes.

  2. Consumer Credit Reports: In order to detect any red flags identified above for any covered account for which a credit report is required, the College will take the following steps to assist in identifying address discrepancies:

    • Require written verification from any applicant that the address provided by the applicant is accurate at the time the request for the credit report is made to the consumer reporting agency; and
    • In the event that notice of an address discrepancy is received, verify that the credit report pertains to the applicant for whom the report was requested and report to the consumer reporting agency an address for the applicant that the College has taken reasonable steps to confirm is accurate.

Preventing and Mitigating Identity Theft

  1. Reporting Requirement: In the event that university personnel detect any red flags, the Dean of Finance must be contacted within one (1) business day. Thereafter, one or more of the following steps must be taken, depending on the degree of risk posed by the red flag:

    • Monitor the effected covered account for evidence of identity theft;
    • Contact the student or applicant for which a credit report was run;
    • Change any passwords or other security devices that permit access to covered accounts; Provide the student with a new student identification number;
    • Notify law enforcement; or
    • Other action as recommended by the Dean of Finance.

  2. Protecting Student Identifying Information: In order to prevent the likelihood of identity theft occurring, the College will take the following steps with respect to its internal operating procedures to protect student identifying information:

    • Ensure that institutional web pages are secure or provide clear notice where web pages are not or cannot be secured; Ensure complete and secure destruction of paper documents and computer files containing student account information when a decision had been made to discard that information; Avoid using social security numbers except when required for tax or other governmental reporting purposes; Ensure computer virus protections are up to date; and
    • Require and maintain the minimum amount of student information that is necessary for institutional purposes.

Program Administration

Oversight: Responsibility for implementing and updating the identity theft prevention program lies with the Dean of Finance. The Dean of Finance will be responsible for training College staff about the program and for reviewing SARs on the detection of and response to red flags. The Dean of Finance is also responsible for determining which steps of prevention and mitigation are most appropriate in light of particular circumstances.

  1. Staff Training and SARs: The Dean of Finance is responsible for training College employees to detect red flags and respond appropriately. The Dean of Finance will work with the appropriate personnel to effectively implement the program and to regularly monitor compliance with the program requirements. The Dean of Finance will develop a reporting procedure for employees to report red flag incidents and will summarize his/her findings for the Vice President of Administration on a biannual basis.
    Service Provider Arrangements: In the event the College engages a service provider to perform an activity in connection with one or more covered accounts, the university will take the following steps to ensure the service provider performs its duties in accordance with all institutional policies and procedures designed to detect, prevent and mitigate the risk of identity theft:

    • Require, by contract, that service providers understand and agree to abide by College policies and procedures regarding identity theft: and
    • Require, by contract, that service providers report any red flags to the Dean of Finance or the College employee with primary oversight of the service provider.

    Non-Disclosure of Specific Practices: In order to optimize the effectiveness of the Identity Theft Prevention Program, information regarding specific red flag identification, detection, mitigation and prevention practices may need to be limited to the Dean of Finance, his/her supervisor(s), and employees charged with identifying and reporting those red flags.

  2. Program Updates: The Dean of Finance will periodically review and update the Identity Theft Prevention Program to reflect changes in risks. In so doing, the Dean of Finance will consider the institution’s experiences with identity theft, changes in the means by which identity theft occurs, changes in identity theft prevention and detection methods, and changes in the way business relationships are structured with other entities. After considering these changes, the Dean of Finance will determine whether changes to the program, including the type of red flags, are warranted.

For additional information, please refer to the Fair and Accurate Credit Transactions Act (FACTA) of 2003.

6.29 EMERGENCY DISASTER NOTIFICATION PLAN (Est: 1/10)

In the event of a disaster or dangerous situation, the person witnessing the event should immediately call 911 to notify first responder entities. The second call should be to CSI Security at 732-6605. The caller should notify CSI Security that a 911 call has or has not been made.

The CSI emergency notification system is comprised of three systems:

  1. The campus outside horn system.
  2. The campus emergency intercom phone system.
  3. The notification emergency phone, e-mail and text notification system.

Upon receiving notification of a campus emergency/threat that warrants a campus wide alert, the CSI Security Office will ensure that 911 authorities have been notified and then activate the campus horn if this action is deemed appropriate. The horn can be heard at all areas outside of buildings on campus and all campus parking lots. Upon hearing the horn, anyone on campus should proceed with caution. Upon hearing the horn, people in parking lots should leave the campus area.

At the same time or immediately after activation of the horn, CSI security or one of the 40 key staff located in buildings throughout campus will activate the campus emergency phone system. This system allows communication between all forty stations to allow for the passage of critical information. These key staff members are also provided with bull horns in order to quickly communicate with building occupants.

As soon as possible, CSI Security or the business office will activate the notification system. This system will send information via text message, voice and e-mail to staff and students who have signed up for this free service.

In meetings with the local law enforcement officials concerning emergencies, the Twin Falls City Police indicated that they will have three officers on campus in less than five minutes. Additional assistance from the Twin Falls County Sheriff’s Office and Idaho State Police will be provided in less than 10 minutes.

CSI Security and administration will cede all command and control functions over to law enforcement authorities as soon as they are established on campus.

Emergency situations/disasters require CSI staff to remain flexible and react based upon the best information available at the time. Written procedures provide the framework for responses but the need for adaptability to address the issues must be maintained regardless of policies.

The Emergency Disaster Notification Plan will be tested once each semester and the test results documented by the CSI Security Supervisor.

Questions regarding this policy should be directed to the Vice President of Administration.

6.30 STUDENT HOUSING FIRE POLICY (Est: 4/10)

The College of Southern Idaho has one dormitory, one apartment complex and several houses that constitute student housing. These entities are operated by the college in conjunction with the College of Southern Idaho Dormitory Housing Commission.

Dormitory housing is provided in Eagle Hall which is located on the main campus. This facility houses approximately 242 students in double and single rooms. The building is staffed by one full time dormitory counselor, ten student resident advisors, two full time custodians and one part time security officer. Student resident advisors receive training each fall in first aid, CPR, emergency disaster procedures and building fire procedures.

As per fire code, the dormitory is not equipped with sprinklers due to it being constructed of non-combustible materials. The dormitory is equipped with an addressable smoke alarm system which consists of individual room sensors and area smoke and heat detectors in each mechanical and electrical room. Fire pull stations are located at each of the buildings seven exits. Fire extinguishers are located in each hallway.

The alarm system consists of both light strobes and horns. The activation of the system automatically triggers an alarm to the local fire station.

Fire extinguishers are inspected each month with the inspection date noted on a tag attached to the extinguisher. The smoke/heat detector system is checked for mechanical defects on an annual basis by a certified alarm testing company.

Emergency fire drills are conducted at least once per semester for the dormitory. All occupants are required to evacuate the building upon the activation of the fire alarm system and to remain outside of the building until authorized to return by the proper authorities. Fire drills are coordinated through the Dean of Students, Dormitory Counselor, Physical Plant Director and Security Supervisor. The Security Supervisor is responsible for documenting these drills.

The apartment complex consists of the North View Apartments which are located on the north west edge of the main campus. There are 42 units made up of single, double and three bedroom apartments located in 3 buildings in close proximity. The operations of the complex are supervised by one full time apartment manager. Like most commercial apartments, the buildings are constructed of wood and do not have fire sprinkler systems.

The apartments have one exit which exists out to an outside hallway with two possible directions of evacuation. Windows may also be utilized for egress in an emergency. Fire extinguishers are located in each building as follows:

A Building – One at each end and one in the middle of each floor
B Building – One fire extinguisher between every two apartments – 2 upstairs and 2 downstairs
C Building – One fire extinguisher upstairs in the middle and two downstairs – one at each end
D Building - One fire extinguisher upstairs in the middle and two downstairs – one at each end

There is also one fire extinguisher in the laundry room and one in the maintenance shop. These are inspected monthly by maintenance staff to ensure they are charged. Additionally, a commercial fire extinguisher company services all fire extinguishers every three years.

When the individual apartments are leased, the renter is provided with a smoke alarm with new batteries. The renter is responsible for keeping charged batteries in the smoke alarm and periodically testing the smoke alarm. There is no central fire alarm system and fire alarm drills are not held for the North View Apartments.

The College also leases several individual houses to students. These houses are of wood construction, have smoke alarms that the resident is responsible for and do not have sprinkler systems.

The CSI Security Director is responsible for collecting data and filing an annual report by each housing group detailing the following:

  1. Number of fires
  2. Number of deaths
  3. Number of injuries
  4. Documentation of Fire Drills
  5. Fire related property damage
  6. A listing of the type of fire detection system in each building

Questions concerning fire safety, testing and procedures should be directed to the Physical Plant Director. Questions concerning this policy should be directed to the Vice President of Administration.

6.31 EMERGENCY EVACUATIONS (Est: 12/10)

Because of bomb threats, fire alarms, or other emergency conditions, all faculty, staff, and students may be evacuated from College buildings or facilities. During these times no one is authorized to be in the facilities without consent of the Public Safety official in charge.

6.32 MISSING STUDENT NOTIFICATION POLICY (Est: 12/10)

The College of Southern Idaho takes student safety very seriously. To this end, the following policy and procedures have been established concerning students who live in CSI-owned on-campus housing who, based on the facts and circumstances known at the time to CSI officials, are presumed and/or determined to be missing.

Most missing person reports in the college environment result from students changing their regular routines without informing roommates and/or friends or family members of the change. For purposes of this policy, a student will be presumed missing, if a roommate, classmate, faculty member, friend, family member or other campus person has not seen or heard from the student in a reasonable amount of time. In general a reasonable amount of time is 24 hours or more but may vary with the time of day and information available regarding the missing student's daily schedule, habits, and reliability. Students will also be considered missing immediately, if their absence has occurred under circumstances that are suspicious or cause concerns for their safety.

Anyone who believes that a student who lives in on-campus housing is missing should report his/her concern immediately to Campus Security. Missing student reports can be made to the Security Supervisor or any Security Officer.

At the beginning of each semester, Residence Hall staff will inform students residing in on-campus housing that an official from CSI will notify the appropriate law enforcement agency in addition to the individual(s) identified by the student on the Missing Student Emergency Notification form and the parent/guardian (if the student is under 18 years of age and not emancipated) within 24 hours of the determination that the student is missing.

At the beginning of each academic year, students living in on-campus housing will be asked to provide, on a voluntary basis, confidential emergency contact information in the event they are reported missing while enrolled at CSI. The contact information will be registered confidentially, and the information will be accessible only to authorized campus officials, and it may not be disclosed, except to law enforcement personnel in furtherance of a missing person investigation. This emergency information will be gathered and/or updated each semester by the Housing Coordinator.

CSI will follow the following general notification procedures for a missing student that resides in on-campus housing:

  1. Any and all official missing person report(s) relating to students residing in on-campus housing shall be referred immediately to Campus Security.
    The official receiving the report will try to collect and document the following information:
    • The name and relationship of the person making the report.
    • The date, time and location the missing student was last seen.
    • Description, clothes last worn, where student might be, who the student might be with, vehicle description, information about the physical and mental well being of the student, an up-to-date photograph, class schedule.
    • The general routine or habits of the suspected missing student (e.g. friends who live off-campus, working off-campus) including any recent changes in behavior or demeanor.
    • The missing student's cell phone number (if known by the reporter).
  1. Every missing student report will be followed up with an investigation to determine the validity of the missing person report.
  2. Once CSI receives a missing student report, the following officials/offices may have a need to know and be informed:

    • President's Office
    • Executive Vice President and Chief Academic Officer
    • Vice President of Student Services
    • Vice President of Administration
    • Dean of Students
    • Housing Coordinator

  3. If Campus Security, after investigating the official report, makes the initial determination that the student subject of a missing person report is missing:

    • Campus Security will notify the appropriate law enforcement agency within 24 hours of the determination by Campus Security that the student is missing.
    • The Dean of Students or his designee will notify the individual(s) identified by the student within 24 hours of the determination by Campus Security that the student is missing.
    • If the student is under 18 years of age and not an emancipated individual, the Dean of Students or his designee will also notify a custodial parent or guardian in addition to the individual(s) identified by the student within 24 hours of the determination by Campus Security that the student is missing.

    Upon notification from any entity that a student who resides in on-campus housing may be missing, CSI may use any or all of the following resources to assist in locating the student:

    • Contact the student via e-mail or phone.
    • The Housing Coordinator and staff may be asked to assist in physically locating the student by keying into the student's assigned room and talking with known associates.
    • Security may search campus locations to find the student and utilize the student's ID picture for assistance in obtaining pertinent information.
    • Contact roommates, floor mates, known friends, family, faculty members or advisors to seek information on last sighting or additional contact information.
    • Check the student's social networking sites (e.g. Facebook, MySpace, Twitter, etc.).
    • Security may access security camera and video recordings to determine last sightings of the missing student.
    • Security may access vehicle registration or license information for vehicle location and distribution to authorities.
    • Information Technology staff may be asked to look up logs for last login and use of CSI's systems (e.g. e-mail, network, Blackboard, etc.).
    • If there is any indication of foul play or an immediate safety/security concern, the appropriate law enforcement agency will be notified immediately.

    Student notification of this policy:

    • Included on the CSI Website
    • Discussed during beginning of term mandatory Residence Hall meetings
    • Included in the annual Campus Security Report

6.33 CRIME STATISTICS - JEANNE CLERY ACT (Added: 12/10)

College of Southern Idaho campus crime statistics are published and reported in compliance with federal regulations. Any questions about parking, traffic, or other related items may be directed to the CSI Security Department at the numbers listed above.

College of Southern Idaho campus crime statistics are published online through U.S. Department of Education Office of Postsecondary Education website (OPE ID: 00161900).

6.34 CELLULAR COMMUNICATION DEVICES (Rev: 1/12)

Cellular Communication Agreement Form

Purpose: To establish a cellular communications device policy for the College of Southern Idaho.

Policy Statement

In general, the College of Southern Idaho (CSI) will not own cellular communications devices or carry cellular communications device contracts for permanent assignment to individual employees. Employees whose job duties require the frequent use of cellular communication devices will be given a taxable monthly allowance to compensate for business use of their personal cellular communication device.

Allowance

  1. The College will determine if positions require cellular communications, and if so, to what extent. Job Descriptions must reflect the identified requirements.

    • The College of Southern Idaho reserves the right to change or withdraw the allowance at any time.
    • Allowances will be calculated for a one year term and will be paid monthly. A three tier reimbursement system will apply and the following services can be included based on job description requirements: phone, broadband, home internet, etc. The rates will be as follows:

    Tier I-$70
    Tier II-$40
    Tier III-$20

  1. Employees whose duties do not necessitate frequent use of a cellular communications device may submit copies of their pertinent bills through their supervisor to CSI Accounts Payable detailing use for reimbursement of infrequent business use of their personal device.

Employee Procedures

  1. Employees should meet with their supervisors to determine if the job description provides for a cellular communications device and what Tier would be most appropriate. Employees should then complete a Mobile Communications Agreement, obtain their supervisor's signature, Vice President's signature and submit the Agreement to Human Resources.

Supervisor Procedures

  1. Supervisors should work with employees to determine that an appropriate Tier allowance has been established for the position. Thereafter, supervisors are responsible for ensuring that business use is commensurate with the monthly allowance.
  2. In the event an employee is terminated or is otherwise ineligible for the allowance, the supervisor must inform Human Resources within three (3) business days.

6.35 CAMPUS MEMORIAL POLICY (Added 12/12)

The College receives requests from various organizations and individuals concerning establishing a memorial for a deceased individual or special organization. These individuals are encouraged to establish a scholarship endowment with the College of Southern Idaho Foundation.

For groups or individuals who wish to establish a physical memorial on campus, the following guidelines apply:

  1. The only approved memorial will be a single tree.
  2. The tree will be purchased by the College and planted by the College maintenance department.
  3. The applicant shall request a variety of tree but the ultimate selection of the variety of tree will be by the College. The tree will have to be consistent with the overall landscaping plan of the College.
  4. The applicant may request a location but the ultimate location on the campus will be decided by the College maintenance department. The site will take existing trees, the campus master plan and the overall landscaping plan into effect.
  5. If the tree does not survive or is destroyed by wind, insects or other occurrences, the tree may be replaced at the applicant's expense.
  6. The College reserves the right to move the tree and plaque to a new location if deemed necessary by the maintenance department.
  7. A brass plaque not to exceed 9 inches by four inches with minimal wording will be ordered by the College. The brass plaque will be mounted in a flat, ground level concrete slab cast and located by the College maintenance department.
  8. All costs associated with the purchasing of the tree, the planting, pouring of the concrete slap and brass plaque will be paid for by the applicant.
  9. Prior to the start of the project, the applicant will pay a deposit of $300. Upon completion of the project, a final billing for total costs in excess of the $300 will be sent to the applicant. Any excess funds deposited will be refunded to the applicant.
  10. In the event that the applicant wishes to establish a tree as a memorial without a plaque, the applicant will pay a deposit of $100. Upon completion of the project, a final billing for total costs in excess of the $100 will be sent to the applicant. Any excess funds deposited will be refunded to the applicant.
  11. Applicants may contact the College of Southern Idaho Physical Plant Director concerning tree varieties, possible locations and the ordering of brass plaques.

Applicants requesting variances concerning this policy may apply to the College of Southern Idaho Administrative Council in writing with their specific request.