Handbooks

6. POLICIES & PROCEDURES

6.01 UNLAWFUL WORKPLACE DISCRIMINATION AND HARASSMENT POLICY AND COMPLAINT PROCEDURE (Rev: 2/00;10/03; 12/09)

Purpose

The purpose of this Policy is to clearly establish the College’s commitment to provide a work environment free from unlawful discrimination and harassment, to define such behaviors, and to set forth the procedures for investigating and resolving internal complaints of discrimination and harassment. Because of the importance of a workplace free from unlawful discrimination and harassment, 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 inappropriate behavior in the workplace. Inappropriate behavior 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) or disability is in violation of State and/or Federal law and will not be tolerated by the College of Southern Idaho.

Employees found to be participating in any form of employment-related unlawful discrimination, harassment, 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 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 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 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 discrimination or unlawful harassment is reported or alleged, it will be followed up. No complaining party will be allowed to retract an allegation of unlawful harassment without proving that it was made erroneously. If a supervisor receives information that discrimination, unlawful harassment or retaliation might be occurring, he/she should follow the 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 and harassment. 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 have been discriminated against or unlawfully harassed have the primary obligation of informing their supervisor, appropriate administrator, or Director of Human Resource of the act of discrimination, unlawful harassment or retaliation, 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 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.

Complaint Procedure

An employee who has a problem should first try to 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 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 complaint procedure by submitting the 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 complaint regarding personnel policies and procedures, practices, working conditions and/or harassment, discrimination or retaliation:

A person who feels unlawfully harassed, discriminated or retaliated against should report it to their supervisor, appropriate administrator, or Director of Human Resources. If a supervisor becomes aware that unlawful harassment or discrimination 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 or retaliation has been made, the complaint cannot be withdrawn by the complainant without a determination that is was made erroneously.
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.
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.
The Director of Human Resource or a designee will investigate the complaint. The investigator will be a neutral party.
The investigator will interview the complainant, the respondent, and any relevant witnesses to determine whether the conduct occurred.
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.
If it is determined that discrimination or unlawful harassment 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.).

If the investigation is inconclusive or it is determined that there has been no unlawful harassment or discrimination in violation of this Policy, but some potentially problematic conduct is revealed, corrective action may be taken.

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.

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.

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 harassment is determined to have occurred, the supervisor will take prompt and effective remedial action against the harasser. 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 harassment charge or initiating a harassment 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 harassment 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 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 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 complaints regarding employment-based discrimination or harassment. However, false complaints adversely impact the workplace and the career of the accused, even when disproved, and will not be tolerated.

Distribution

This Policy will be disseminated to all employees, supervisors and administrators of the College. Any questions, concerns or comments related to this Policy should be directed to the supervisor or Director of Human Resources.

6.02 AMERICANS WITH DISABILITIES ACT (ADA) (Added: 2/00; Rev: 12/02)

ADA Medical Certification Form
ADA Request Form

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. Monty Arrossa, 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

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.
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.
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.
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, Se. 1, 39-608.

6.04 DRUG AND ALCOHOL FREE CAMPUS POLICY AND DRUG AND ALCOHOL TESTING POLICY AND PROCEDURES (Revised and Approved 9/00; 4/02, 1/06)

Informational Brochure
Drug & Alcohol Screening Request Form
Drug-Free & Alcohol-Free Campus Acknowledgement & Agreement Form

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, 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:

If the accident caused injuries resulting in medical treatment being provided by a physician or his/her designee (other than first-aid).
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:

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.
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:

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..
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

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.
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.
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.
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.
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.
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.
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.
If any test is positive for drugs or alcohol, the College of Southern Idaho shall receive a confirmatory test.
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.
Any employee who tests positive for drugs or alcohol may not return to the work force until such employee tests negative.
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.
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.
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.
This policy shall conform in all respects with the provisions of Title 72, Chapter 17, Idaho
Code.
This policy shall not in any way create a physician-patient relationship with the College of Southern Idaho and a prospective or current employee.
If an employee tests positive for drugs or alcohol, such employee shall not be considered disabled by virtue of the test results alone.
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:

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;
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.
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.
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 administrative leave during this period pending a final outcome.

Contents of the Notice of Contemplated Action must include:

Action contemplated; i.e., dismissal, suspension, demotion, or involuntary transfer
Reason for this action
An explanation of the information or evidence pertinent to the contemplated action
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 LOST AND FOUND
A Lost and Found Center is maintained at the Information Desk in the Taylor Administration Building. Any items lost or found after school hours or on weekends should be turned into Security. All items found may be sent to either of these locations. All inquiries for lost articles should be directed to both locations.

6.09 KEYS (Rev: 2/00, 7/04, 1/06, 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.

6.10 SCHEDULING USE OF COLLEGE FACILITIES (Rev: 3/99; 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.

6.11 COLLEGE VEHICLE USE (Added: 2/00, 1/06, 7/08)

Van Driving Test & Familiarization Form
Vehicle Agreement Form

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

1. Only CSI employees designated by the President are authorized to drive CSI vehicles between the campus and their homes and to garage the vehicles at their homes.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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 Idaho State 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 if that vehicle is so equipped with safety restraints.

7. 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.

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 will check the validity.

4. You must sign the vehicle use agreement at the Maintenance Department before you leave on your trip.

5. Students may drive locally (Twin Fall's area) or on site at your destination, provided they have fulfilled the requirements of the policy.

6. The Safety Kits and Cell Phones will be checked out to you prior to leaving on your trip. These items are inventoried and will be the issued person's responsibility. The Cell Phones are for emergency use only. Any calls on these phones that are not emergency oriented will be charged to the responsible person. The phone numbers are not to be given out. Cell Phones are optional for employees' use in cars, but mandatory in vans.

7. 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. (Established 1/21/99)

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

Definition of Travel Areas

Local/Magic Valley Travel

Defined as north to Shoshone, 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

Long Distance Travel

Defined as any travel that is not within a three-hour radius from campus under normal driving conditions (Speed limit examples: 55 mph x 3 hrs = 165 miles; 65 mph x 3 hrs = 195 miles)
CSI Vans shall carry no more than 10 occupants, including the driver
Trips shall not exceed ten hours per day

Regional 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 10 occupants including the driver
A maximum of two vans may be used by a single group for travel with the exception of trips within the Magic Valley

Groups requiring additional space shall be encouraged to travel by bus.

Any department, club, organization, or entity utilizing CSI vans will be charged $50 per van per trip to cover fuel and maintenance costs.

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.

Additional Requirements for Van Drivers

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

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

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

4. 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

6.12 TRAFFIC AND PARKING REGULATIONS (Rev: 2/00; 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.

6.13 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).

6.14 STUDENT INFORMATION RELEASE POLICY (Added: 2/00; 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.

6.15 SMOKE FREE CAMPUS POLICY (Rev: 2/00; 7/06, 7/08)
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, and bidis.

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.

6.16 SOLICITATIONS/DISPLAYS/PRESENTATIONS
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 Information 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.

Solicitation of any kind is not permitted on the CSI campus; i.e., any site or location owned or utilized by the College.

6.17 CSI COMPUTER USE POLICY STATEMENT (Est: 10/95; Rev: 1/00; 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.

6.18 COMPUTING HARDWARE AND SOFTWARE PURCHASES (Rev: 2/00)
All hardware and software purchase requests will be reviewed by the Information Technology Services (ITS) 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, ITS 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 ITS.

6.19 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:

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.
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
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 (established 4/22/92).

6.20 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:

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.
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.
College property must not be used to financially benefit an employee.
College vehicles are to be used for official College business only.
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.
All donated property becomes College property at the time title transfers and must be disposed of in accordance with Idaho Code 33-601.
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.

6.21 INFORMATION SECURITY (Added 1/08)
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.

Employees should make every effort to keep unauthorized users from accessing the College’s network and information systems. Passwords are an important safeguard to these systems and should be kept private as well as be difficult for someone else to ascertain. Please see information about CSI Passwords online at http://myhelpdesk.csi.edu/facultystaff.htm for complete guidelines and procedures.

Data Protection

CSI Information Technology Services (ITS) 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 ITS 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 getting your laptop data encrypted.

General data protection guidelines

Setup a screen saver password. This prevents unauthorized access to your computer when you step away from your desk. We recommend enabling the screen saver to kick in after 10 minutes of inactivity.
Lock the Door. Keep the location of where your computer resides locked when you are away from your desk.
Protect Removable Media such as USB thumb drives or external hard drives. Encrypt the media if it contains any sensitive data.
Shred your printouts. Shred any papers that may contain sensitive data, such as class rosters, class schedules or other information.
Use caution in your Internet browsing. Many web sites look innocent but secretly download spyware, trojans and keyloggers on your system. Internet gaming, pornographic, and peer to peer file sharing sites are notorious for “drive by” downloads. Be cautious with other sites as well: a major nationwide retailer was recently cited for pushing tracking spyware onto customer computers. Programs such as McAfee’s Site Advisor (http://www.siteadvisor.com) assist Internet users by identifying rogue websites.
Do not share your passwords. Don’t post your password(s) where others may see them. Do not allow workstudies to get on the system using your credentials.
Do not allow students or family members (including children) to use your office computer. Too often visitors are given unauthorized access to your office computer. This puts your computer, the files it contains, and the network in jeopardy. We receive many service calls asking us to clean spyware and viruses off computers where unauthorized users have downloaded rogue software.
Power off of your PC at the end of the day. This helps prevent unauthorized intruders from accessing your files and the network using your credentials.
Perform regular backups. Backup your My Documents folder regularly. Because of space limitations, we do not recommend you backup to the network. Use a USB hard drive or USB thumb drive instead. If you use a backup drive, do not keep it near your computer. Instead, store it in a secure location, such as a locked cabinet.

Additional guidelines for securing your laptop

Protect Confidential data: Do not download confidential data to your laptop unless you need to work on it. If the data resides on the network, leave it there – don’t copy it to your local drive.
Encrypt your hard drive: By encrypting your hard drive, you add another layer of data protection. Even if someone gains access to your laptop, they can't decrypt the files to see your information. Please contact the Helpdesk x6311 about getting your hard drive encrypted. This protects you, the College and our students in the event of loss or theft. The cost of encrypting the hard drive is small compared to the value of the data.
Use wireless with caution: Wireless connections are notoriously insecure and easy for bad guys to sniff. This is true for wireless connections anywhere - in airports, hotels, conference rooms, Internet cafés, even at the College of Southern Idaho.

Traveling guidelines with a laptop

Avoid using computer bags: Computer bags can make it obvious that you're carrying a laptop. Instead, try toting your laptop in something more common like a padded briefcase or suitcase.
Never leave access numbers or passwords in your carrying case: Keeping your password with your laptop is like keeping the keys in the car. Without your password or important access numbers it will be more difficult for a thief to access your personal and corporate information.
Carry your laptop with you: Always take your laptop on the plane or train rather then checking it with your luggage. It's easy to lose luggage and it's just as easy to lose your laptop. If you're traveling by car, keep your laptop out of sight. For example, lock it in the trunk when you're not using it.
Keep your eye on your laptop: When you go through airport security don't lose sight of your bag. Hold your bag until the person in front of you has gone through the metal detector. Many bags look alike and yours can easily be lost in the shuffle.
Avoid setting your laptop on the floor: Putting your laptop on the floor is an easy way to forget or lose track of it. If you have to set it down, try to place it between your feet or against your leg (so you're always aware it's there).
Buy a laptop security device: If you need to leave your laptop in a room or at your desk, use a laptop security cable to securely attach it to a heavy chair, table, or desk. The cable makes it more difficult for someone to take your laptop. There are also programs that will report the location of a stolen laptop. They work when the laptop connects to the Internet, and can report the laptop's exact physical location.
Use a screen guard: These guards help prevent people from peeking over your shoulder as you work on sensitive information in a public place. This is especially helpful when you're traveling or need to work in a crowded area. This screen guard from Secure-It is just one example of a screen guard you could use.
Try not to leave your laptop in your hotel room or with the front desk: Too many things have been lost in hotel rooms and may not be completely secure. If you must leave your laptop in your room, put the "do not disturb" sign on the door.

6.22 PAYMENT OF BILLS (Added: 2/00)
Any invoice or receipt is to be immediately forwarded to the Business Office with the supervisor's signature indicating the bill is to be paid and the fund-department-account that is to be charged. The Business Office must be notified of any problems with merchandise or a service to insure a resolution is reached and payment properly processed.

It is a Business Office function to reconcile invoices to monthly statements. Monthly statements are to be sent to the Business Office and not to individual departments. Signed invoices from supervisors will be matched to monthly statements to ensure accuracy prior to the payment of monthly bills.

The Business Office prepares multiple check runs during each month and attempts to pay vendors as quickly as possible. Any bills over 30 days old will be forwarded to the applicable vice president or program supervisor for immediate resolution.

6.23 PURCHASING PROCEDURES (Added: 2/00; revised:5/05 )
The following procedure applies to all purchases, whether for supplies, equipment, or services for which the College will be obligated to pay.

To requisition any of the foregoing, the first step is to complete a Request for Payment or Purchase Requisition. (These forms may be obtained in the Business Office.)
The Purchase Requisition is to be prepared by the person desiring to make the purchase and must be approved by the highest administrative officer in the department or division to which the employee is assigned. The President may approve in all areas. The approved Purchase Requisition is the source documentation for a computer generated purchase order.
Purchases should be planned at least a month in advance; this way several minor purchases to the same vendor can be combined on one request.
Purchase Requisitions should contain a description of what is being purchased and how it is to be used. A technical term or a number is not sufficient.
The complete address of the vendor must be included, even if it is a Twin Falls firm.
Price and freight charges must be noted. Please indicate if it is a "firm" price, "estimated" price, or if you want the Business Office to put on the purchase order a "not to exceed" price.

Instructions for Filling Out Purchase Requisitions:

Fill in department name, number, and account number.
Be sure to indicate complete name and address of the firm from whom you are ordering.
Include a price. Please indicate if it is:
         a. Quoted price (by whom)
         b. Catalog price
         c. Estimated price (please indicate "not to exceed" amount)
The Purchase Requisition is for internal use only. They may be neatly hand written as long as they are readable. A department generated number can be put in the lower right hand corner of the Purchase Requisition. This is for the division use only.

The Business Office will issue a purchase order to the vendor unless you specify otherwise. The pink copy (receiving report) will be sent to you. This will notify you that the order has been placed. When the items ordered are received, the pink copy of the purchase order must be completed promptly by the originator to indicate receipt and returned to the Business Office to initiate payment.

The College will pay for services, supplies and equipment after they have been received and authorized for payment by the appropriate supervisor. Pre-payments and partial payments are only made under special circumstances generally involving written contractual agreements with bonding or a form of assurance with prior approval by the Business Office. Upon deliver of the services, supplies or equipment, vendors can expect to receive payment 10 to 30 days after submission of a valid bill to the Business Office.

6.24 BID PROCEDURES (Added: 9/99, Rev: 1/08)
The College of Southern Idaho is subject to the provisions set forth in Idaho Code Section 33-601 concerning biding. Any purchase of supplies or equipment expected to exceed $25,000 must be publicly bid. Items cannot be separated as to type such as separating chairs from desks to keep from bidding. The bid requirement applies to commodity descriptions such as furniture, classroom equipment, computer equipment and vehicles.

Bid splitting to avoid the bid process is prohibited. Failure to follow the bid process can result in fines up to $5,000.

Please refer to the Business Office for specific instructions for bid procedures.

6.25 PUBLIC RECORDS (Added: 2/00, Rev: 1/03)
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 receives and maintains various documents and information from each of the departments and campus operations under the jurisdiction of the College, including but not limited to budget, proposals for academic and technical programs, agendas for Board of Trustees meetings, and financial aid reports. The College receives student applications for scholarships and student loan programs. The custodian also maintains records pertaining to all employees of the College.

The records of the College are located in the files and computers of the College or are accessible from the Business Office.

The College will comply with the requirements set forth in the Idaho Code in every respect regarding public records.

6.26 MAINTENANCE AND REPAIRS PROCEDURE (Added: 2/00, Rev: 7/04, 1/06, 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.

6.27 STATIONERY & PUBLICATIONS GUILDELINES (Added: 2/00)
Generic CSI watermark letterhead, eagle note cards, a variety of envelopes, and form to order standard CSI business cards are available in the CSI Bookstore. Please contact the Dean of Finance with questions about custom printing and duplication. Custom mailings must also be proofed by the Information Office to insure compliance with mailing regulations.

6.28 INSTITUTIONALIZATION OF FUND-RAISING PROGRAMS (Added: 2/00)
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 CSI Athletic Department including the CSI Rodeo Team, prior approval of the President or the President's designee must be made.

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

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

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

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

6.29 FIREARMS AND FIREWORKS (Added: 2/00,1/06)
Possession of firearms on the College campus at any time will result in immediate action. Law Enforcement Officers are the only ones who may have firearms in their possession while on campus. Employees, students, or visitors arriving on campus with firearms, including paint ball guns, in their possession must check them in at Security and may pick them up when leaving campus. Any exception, including having a concealed weapons permit, must be approved by Security.

Possession and use of fireworks on the campus is prohibited. All individuals are subject to city, county, and state ordinances governing the use of firearms and fireworks.

6.30 CAMPUS DISRUPTIONS AND VIOLENCE (Added: 2/00; 9/11)
Any intimidation, threat of violence, or act of violence, any seizing of any portion of property, or any unauthorized activity which prevents the normal operation of the College in any way by any individual or group will be considered in direct opposition to the necessary operation of the College. Action will be taken immediately, up to and including dismissal. Similar action will be taken against those who advocate such described activities.

6.31 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:

The College strictly prohibits the illegal use, reproduction, distribution, public display, or performance of copyrighted materials in any form.
CSI faculty, staff and students shall adhere to the provisions of copyright and intellectual property laws and regulations.
No employee, student or agent of the College shall knowingly infringe upon the copyrights of another.
Only legal copies of copyrighted materials may be made or used on College equipment.
College employees shall place appropriate copyright notices on or near all equipment capable of duplicating copyrighted materials.
The College does not give permission for any illegal copying of any College owned copyrighted materials.
No CSI student shall be advised that the student may copy protected materials other than allowed by law and this Policy.
Intellectual property created by College employees must not infringe on any existing copyright, patent, or other intellectual property right.
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.
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).
The College shall offer training opportunities in copyright and intellectual property.
The College shall form and maintain the CSI Copyright and Intellectual Property Committee.
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.

6.32 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.

6.33 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:

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.
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

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, email or facsimile; Verify the identity of individuals requesting to change billing addresses by mail or email; 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.
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

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.
Protecting Student Identifying Information: In order to prevent the likelihood of identify 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.

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.
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.

College of Southern Idaho Human Resources Department Website