University Employee Policy Manual & Handbook

This handbook includes policies, procedures, processes, programs, and general information/statements that apply to all employees, including both faculty and staff.

POLICY MANUAL EMPLOYEE & HANDBOOK

PUBLICATION DATE: JULY 15, 2025

UNIVERSITY of NORTH ALABAMA Employee Policy Manual & Handbook TABLE OF CONTENTS

POLICIES Administrative Privileges Policy Background Checks Benefits Programs and Information Centers and Institutes: Policies and Guidelines Computer Network and Computer Monitoring Policy Computer Usage Policies Consensual Relationships Policy Creation of Copyrighted Materials Policy Use of Copyrighted Materials Use of Copyrighted Materials Resources Dangerous Weapons and Firearms Policy Drug and Alcohol Abuse Policy Equal Employment Opportunity and Harassment Policy Emergency Closing Policy Employment of Foreign Nationals Policy University Entertainment Policy Family and Medical Leave Act (FMLA) Free Speech and Assembly Policy Grievance Policy Military Leave

Nepotism (Employment of Relatives) Paid Birth Recovery Program Policy Paid Parental Leave Program Policy Patent Policy Protocol for External Faculty/Staff Searches Public Complaints Purchasing Policy (General)

Solicitation Policy No Smoking Policy University Travel Policy

Video Monitoring and Surveillance Activities Policy Policy Regarding Workplace Threats and Violence

PROCEDURES, PROCESSES, AND PROGRAMS Administrative Leave Emergency Procedures The Isbell Scholar Program: A Service Opportunity for Retired UNA Employees Jury Duty Ombudsman Presentation of Diplomas at Commencement

Recruiting and Selection Procedures Service Awards Sick Leave Tuition Remission (Remission of Tuition & Fees) Verification of Employment University Volunteer

GENERAL INFORMATION AND STATEMENTS ADA Compliance Statement Accidents Involving Visitors and Students Admission to Athletic Events Board of Trustees Cafeteria Benefits Plan (Tax-Exempt Premium Deductions) Confidential Information Conservation Housekeeping Identification Cards Indebtedness and Collections Safeguarding of Keys Licensure and Registration Lost and Found Maintenance and Environmental Services Notification of Change of Status Off-Duty Conduct Payroll Information Personal Attire and Appearance Personal Behavior Personal Mail Pets in the Workplace Public Relations Religious/Personal Convictions Safeguarding University Equipment Service Date Shared Governance Standing Committees State Ethics Law Statement on Personal Visitors/Children in the Workplace Suggestions Telephone Use University Mission and Vision, Goals, and Values

University Organizational Structure Whistleblowing/Airing of Grievances

Appendix A Appendix B

POLICIES ADMINISTRATIVE PRIVILEGES POLICY The following document applies to all university employees and computers, including Information Technology Services (ITS) employees and computers. Running a computer system with administrative privileges represents a significant risk to the confidentiality, integrity, security, and availability of the University's information assets. However, without elevated administrative privileges, a user cannot immediately install or update some software and/or hardware and must wait for ITS support, which causes an inconvenience for the user and increases the expense of maintaining the University’s computer assets. Therefore, under the direction of the university administration, ITS enables automated temporary access to elevated administrative privileges for each employee on their assigned computer to perform job-related duties. All university-owned computers must: • Be joined to the University’s active directory domain; • Have management software installed that facilitates hardware or software inventory for asset tracking, license compliance, software installation/upgrading, remote assistance, or troubleshooting; • Have active, properly configured security (anti-virus, malware, etc.) software; • Have service packs and/or patches deemed necessary by ITS.

NOTE: Exceptions to the above can be made by the Chief Information Officer.

Administrative Privileges Agreement Every university employee has automated temporary access to elevated administrative privileges for job- related duties on their university-assigned computer and is required to abide by the following: • Users will not alter the computer’s firewall, antivirus, or any other security software; • Users will not create any new user accounts or modify any existing accounts; • The ITS department will continue to provide operating system patches, application software patches, antivirus/malware updates through the system wide client management platform to all University owned computers. Users will not block or in any manner disable or revise any services on the computer that may prevent these or other routine maintenance procedures including scheduled antivirus/malware scans; • Users will maintain software licensing information for any software personally installed on their assigned computer; • User will not share their username or password with others (ITS can provide assistance in establishing options for securely sharing items between users); • Users will not install or use software that is considered insecure. If there are questions concerning the validity of any software, the user should contact ITS prior to installing; • Users agree that ITS has the right to temporarily block the computer from the university network at any time if the computer is suspected to be a security or support risk; • Users will be responsible for backing up their data. ITS will not be able to restore a configuration customized by the user. In the event of a computer failure, ITS will restore the original base image on the computer. The base image includes an operating system, and any software maintained by the ITS department;

• Users agree that, in the event their elevated administrative privileges result in a security compromise, they may be held responsible for any damages that may result to the full extent allowed by university policy, local, State, and/or Federal law. Privileges Revocation A user’s elevated administrative privileges may be revoked for any of the following reasons: • User is involved in a data breach that is related directly to their having administrative privileges; • User is downloading or installing software that is illegal or malicious to the University’s IT Resources; • User is downloading or distributing copyrighted material without permission and can’t demonstrate “fair use” ( http://www.copyright.gov) • User requires excessive support from ITS staff. Excessive support is defined as frequent incidents requiring ITS staff to spend time returning a computer’s operating system or software to a properly functioning state. Decisions to revoke a user’s elevated administrative privileges will be made collaboratively by the Executive Director of ITS and the immediate supervisor of the assigned user based on documentation of any of the above conditions. Revocation of privileges will be communicated in writing to the user upon execution. If the Executive Director and the user’s immediate supervisor are unable to reach a mutually acceptable agreement, either may appeal to the Technologies Advisory Committee (TAC) for a decision. The committee may be reached by sending a written request to the TAC Chair. The Chair will respond to appeal requests in writing to the requester within 15 business days. In the meantime, prior to the TAC’s official decision, revocation of elevated administrative privileges is at the discretion of the Executive Director. A user's previously revoked administrative privileges will not be restored without a written request from the user. After a period of 90 days, a user may request the reinstatement of their previously granted elevated administrative privileges by sending a written request to the Executive Director and their immediate supervisor. The decision process will consider the documentation and/or decision that led to the revocation and the user's computer use record during the prior 90 days. If the decision is made to continue without elevated administrative privileges, the user may continue to request reinstatement every 90 days. Any reinstatement request that is less than 90 days from the initial revocation or from a previous reinstatement request will not be accepted. A user whose administrative privileges are revoked and not restored may appeal the decision with the TAC. The committee may be reached by sending a written request to the Executive Director and the TAC Chair. The committee will respond to appeal requests in writing to the requester within 15 business days.

Approved by the Shared Governance Executive Committee and the President, 02/06/2014. Approved as modified by the SGEC and the President, 03/15/2021.

BACKGROUND CHECKS In order to verify the pertinent backgrounds of individuals before being hired into positions at The University of North Alabama, the University conducts a pre-employment background check as part of its employment procedures. The University contracts with an outside agency to perform the background checks. The cost for the checks is to be borne by the University. At minimum, a criminal records search and verification of social security number is required for all recommended candidates for faculty and staff positions. * As such, the background checks are conducted by the Office of Human Resources (HR) only upon receipt of a recommendation to hire a candidate for a position. A pre-employment credit history check will be conducted for selected candidates for, but not limited to, the following positions:

• Senior and executive level management positions; • Positions with access to university financial and/or sensitive information, records/databases; • Positions handling cash and checks on a regular basis.

Job postings for positions subject to background investigations will contain notification to applicants that, prior to hiring, the final candidate must successfully pass a pre-employment background investigation. As a general rule, the results of the investigation must be received before an offer of employment can be made. However, under extreme circumstances, an offer of employment may be made prior to the completion of the background check provided the employment letter states that employment is contingent upon a satisfactory report. For this particular situation, the employment letter must contain the following statement: “This offer is contingent upon the completion of a background investigation which reveals satisfactory results.” Background Investigation Procedure During completion of a staff/service employment application or a faculty profile application, candidates will be notified of the proper disclosures and asked to authorize the release of information for a background check.

*Background investigations for Teachers at Kilby School and for University Police Officers will continue to be conducted by their respective departments according to state requirements in addition to checks performed by HR.

Although a background check will include, at minimum, a criminal history and social security number trace, and, for some positions, a credit history, it is the responsibility of the recommending official to check employment and/personal references and to verify required professional licenses and certifications prior to a formal background investigation request being submitted. Academic degrees will continue to be verified through official transcripts for faculty positions, which will be maintained in each s elected candidate’s personnel file. Academic degrees required for staff positions will be verified through our background check provider as part of the initial background check. If required for a particular position, a Motor Vehicle Report (MVR) may be requested by the recommending official. If a background check shows possible disqualifying information, the Office of HR, in consultation with the recommending official and his/her respective Vice President, will determine whether to exclude the candidate. In making this determination, the following factors should be taken into consideration: the nature and details of the conviction, the length of time that has passed since the offense occurred, how the crime relates to the responsibilities of the position, and any evidence of rehabilitation. However,

the President reserves the right to make the ultimate decision concerning the disposition of each candidate.

If the possibility of adverse action exists, the Office of HR will provide a Pre-Adverse Action Notice along with a copy of the consumer report and a notice of rights to the candidate. The candidate has a minimum of five business days to refute information with the provider. If the candidate fails to respond in a timely manner to remove or to clarify the disqualifying information, the recommending manager will be notified by the Office of HR, and he/she may proceed with the selection process and recommend another candidate. If the decision is made not to hire the candidate, a Final Adverse Action Notice is mailed or emailed to the candidate by the Office of HR explaining the reason for not hiring. Background checks revealing misrepresentations may be grounds for immediate rejection of the application. All information received in the background investigation process will be maintained in the employee’s personnel file or in a confidential file (for those individuals who are not hired).

Approved by Board of Trustees June 11, 2007

BENEFITS PROGRAMS AND INFORMATION Overview

The University of North Alabama offers a comprehensive benefits program that provides protection and services to meet the needs of its employees throughout various stages of life. To get detailed information about each benefit offered, please refer to the benefits section of the HR website or to contact the Office of Human Resources at extension 4291. Benefits Eligibility The eligibility of staff and service employees for University of North Alabama benefits/privileges is determined by the employee’s employment status classification. Each eligible employee must have health insurance under the University's group plan or show proof of being insured under another plan. In addition to the narrative below, a chart also details benefit eligibility by classification.

Full Time, Regular Faculty (9/12 month) members are eligible for the following benefits: ▪ Medical/vision and dental insurance (individual and family) ▪

▪ Tuition remission (employee, spouse, and a dependent child) ▪ Teachers’ Retirement System participation ▪ TIAA CREF (403b plan) ▪ RSA 1 (457 plan) ▪ Optional life insurance ▪ Cafeteria plan participation ▪ Discount athletic tickets ▪ Supplemental benefits ▪ Tuition remission (employee, spouse, and a dependent child) ▪ Teachers’ Retirement System participation ▪ TIAA CREF (403b plan) ▪ RSA 1 (457 plan) ▪ Optional life insurance ▪ Cafeteria plan participation ▪ Discount athletic tickets ▪ Supplemental benefits

Basic life and AD&D insurance (after 90 days of employment) Long-term disability insurance (after 90 days of employment) Sick leave (including personal leave)

▪

Paid holidays

Full Time, Regular Staff employees and 12-month non-teaching Faculty members are eligible for the following benefits: ▪ Medical/vision and dental insurance (individual and family) ▪

Basic life and AD&D insurance (after 90 days of employment) Long-term disability insurance (after 90 days of employment) Annual and sick leave (including personal leave)*

▪

Paid holidays

*for non-exempt employees, eligibility begins after 90-day new hire probationary period has been completed

Three- Quarters’ -Time Faculty (9/12 month) members are eligible for the following benefits: ▪ Medical/vision and dental insurance (individual and family) ▪

Basic life and AD&D insurance (after 90 days of employment) Long-term disability insurance (after 90 days of employment) Sick leave (including personal leave)

▪

Paid holidays

Three- Quarters’ -Time Staff employees are eligible for the following benefits: ▪ Medical/vision and dental insurance (individual and family) ▪ ▪ Paid holidays

Basic life and AD&D insurance (after 90 days of employment) Long-term disability insurance (after 90 days of employment)

▪

▪ Annual and sick leave* (including personal leave): Accrues at an hourly rate based on hours worked.

*for non-exempt employees, eligibility begins after 90-day new hire probationary period has been completed

Half-Time Faculty members are eligible for the following benefits: ▪ ▪

Medical/vision and dental insurance: If elected, the University pays half of the individual premium.

Paid holidays

▪ Tuition remission (employee only) ▪ Teachers’ Retirement System participation ▪ Cafeteria plan participation (for medical and dental only)

▪

Sick leave (including personal leave): Accrues at half the regular rate.

Half-Time, Regular Staff employees are eligible for the following benefits: ▪

▪ Paid holidays (if scheduled to work) ▪ Tuition remission (employee only) ▪ Teachers’ Retirement System participation ▪ Cafeteria plan participation (for medical and dental only)

Medical/vision and dental insurance: If elected, the University pays half of the individual premium.

▪ Annual and sick leave* (including personal leave): Accrues at an hourly rate based on hours worked.

*for non-exempt employees, eligibility begins after 90-day new hire probationary period has been completed

Part-Time, Regular Staff employees are eligible for the following benefits: Tuition remission (employee only)

Full-Time, Temporary Staff employees are eligible for the following benefits: ▪ Medical/vision insurance ▪

Paid holidays (those that fall during employee’s regular work period)

(individual only): Available to those employees with a contract over 60 days in duration. ▪ Dental insurance (individual only): Available to those employees with a contract over 9 months in duration.

▪ Tuition remission (employee only) ▪ Teachers’ Retirement System (mandatory participation after one year of employment)

Part-Time, Temporary Staff employees are eligible for the following benefits: Tuition remission (employee only)

Adjunct Faculty members are eligible for the following benefits: Tuition remission (employee only)

Continuation of Benefits Upon Leave or Separation An employee is entitled to the continuation of certain benefits during absences due to vacation, sickness, on-the-job injuries, long-term disability, leave without pay or leave of absence, termination, and retirement. Leave Without Pay, Leave of Absence, and Long-Term Disability : An employee's benefits will remain in effect as long as he/she remains active (defined as being on the payroll). When an employee exhausts his/her leave, is placed in a "leave-without-pay" (LWOP) or "leave-of- absence" (LOA) status, or is placed on long-term disability (LTD), his/her benefit entitlements change. When an employee moves into the LWOP, LOA (without pay for reason of illness), or LTD status, the following outlines how his/her various benefits are handled: • Accrual of annual and/or sick leave ceases. • The University continues to pay the employee's individual health/vision and dental benefit premiums for six months from the employee’s last day worked or from the last day of paid leave. The employee may continue the family coverage by paying the family premium. After the employee has exhausted his/her six-month entitlement during which the University paid the individual premiums, he/she is no longer eligible for coverage under the University’s group plan. However, he or she may continue coverage under the provisions of the Consolidated Omnibus Reconciliation Act (COBRA). • Employees enrolled in any supplemental insurance coverage(s) must pay the monthly premium for any of the coverage(s) he/she wishes to continue during

his/her absence. It should be noted that the University does not contribute the $6.00 monthly premium credit during period of LWOP, LOA, or LTD. • The University continues to pay the premiums for Basic life and LTD benefits for six months from the employee’s last day worked or from the last day of paid leave. • When/if an employee returns to full duty from LWOP, LOA, or LTD, his/her health/vision, dental, life, LTD, and any elected supplemental policies will be reinstated effective the date of his/her return provided all employee-paid premiums are current. Termination : Upon termination, an employee may continue his/her individual health/vision and dental benefits and the coverage for his or her dependents under the provisions of COBRA by paying 102% of the current premium. Basic life and supplemental benefits may be continued by the employee on a direct-pay basis with each benefit provider. Retirement: If retirement under the TRS occurs: • Individual or family health/vision and dental insurance coverage under the University's group plan will be discontinued. An employee under the age of 65 who retires under the TRS is eligible for health insurance coverage under the Public Education Employees' Health Insurance Program (PEEHIP). TRS offers other optional benefits such as dental and vision to retirees during its open enrollment period. An employee over the age of 65 who retires under the TRS or reaches the age of 65 after retirement is eligible for health insurance coverage under Medicare and supplemental coverage under PEEHIP. • University retirees are eligible to elect to continue the basic life coverage at the group rate. • Selected supplemental benefits may be continued by the employee on a direct-pay basis with each benefit provider. • Retirees may elect to continue existing dental and/or supplemental vision coverage under the COBRA provisions. • Miscellaneous benefits available to university retirees:  Full use and check-out privileges at Collier Library.  Upon request, may continue to obtain current decals/tags from the University Police Department which will permit campus parking in spaces reserved for faculty and staff. Without current decals/tags, only the spaces reserved for visitors may be used.  Upon request, may use the Wellness Center in Flowers Hall. Inquiries should be directed to the Administrative Assistant in the department of Health, Physical Education, and Recreation. Continuation of Benefits During Leave of Absence Without Pay (not related to sickness) : Once an employee exhausts his/her accrued leave, he or she may be placed in a leave- without-pay status for short periods of time or leave of absence for periods up to six months. The employee may be eligible to continue his/her health/vision, dental, basic life, LTD, and other supplemental benefits at his/her own expense.

Death Benefits In the event of the death of an active, full-time or part-time regular employee, the beneficiary selected by the employees entitled to certain death benefits. The Office of Human Resources maintains the forms necessary to establish a beneficiary. There are separate beneficiary forms for each of the benefits listed below. It is suggested than an employee ensures his/her beneficiary information is up to date at all times. Any changes to this information must be made in person in the Office of Human Resources. If an employee dies before he/she retires from the University, his/her beneficiary is eligible to receive the following: • Basic Life insurance: In the event of the death of an employee under the age of 65, his/her beneficiary receives one and one-half times the employee's current annual base salary. For active employees, the benefit amount is reduced by 25% every five years starting at age 65. • Teachers' Retirement System (TRS) death benefits: Members of the Teachers’ Retirement System of Alabama have death benefits available through the TRS. The benefits are detailed in the TRS Member Handbook. • Sick leave benefits: Upon the death of an eligible active employee, a death benefit equal to the unused accrued sick leave balance of the employee or 60 workdays, whichever is smaller, is paid to the beneficiary of the employee or will be included in the amount reported to the Teachers' Retirement System, but not both. For an employee who is not vested, payment of 60 days is the only option. For a vested employee, it is at the discretion of the beneficiary as to how the sick leave will be distributed. • Annual leave benefits: Upon the death of an employee, the beneficiary receives payment for all accrued annual leave. • Unpaid earned biweekly or monthly salary (including accrued compensatory time, if any): Upon the death of an employee, that portion of the biweekly or monthly salary earned by the employee is paid to the beneficiary. • Continuation of health insurance: In the event of the death of an employee who has family health insurance coverage under the University's group plan, the covered spouse and/or dependents are entitled to continuation of health insurance coverage for 36 months under the provisions of COBRA. That law allows the spouse and dependents to remain on the University's group plan by paying 102% of the premiums. Upon the death of a retiree of the University, the designated beneficiary is eligible to receive the following: • Basic Life insurance: If the retiree is under the age of 65, his/her beneficiary receives one and one-half times the employee's annual base salary effective the date of retirement. This benefit amount is reduced to $10,000 upon the end of the month in which the retiree attains age 65 and to $0 upon the end of the month in which the retiree attains age 70. • Teachers' Retirement System (TRS) death benefits: Retirees of the Teachers’ Retirement System of Alabama have death benefits available through the TRS. The benefits are detailed in the TRS Member Handbook.

CENTERS AND INSTITUTES: POLICIES AND GUIDELINES The University recognizes the contribution that centers and institutes can make in (a) enriching teaching, research, and service within the academic community and/or (b) advancing institutional goals within the service mission of the institution beyond academics. They also often assist the University in leveraging external funding. Proposals for the establishment of such units require a careful review of their need, role within the institution, and relationship to the mission of the university. The guidelines herein are to be followed for the proposal of a center or institute and an ongoing review of its viability to the university. Proposals Any administrative unit of the university may submit a proposal for the creation of a center or institute. The terms centers and institutes are used interchangeably but institutes typically reflect a broader institutional scope. A CADEMIC N ON -A CADEMIC

Proposals that are academic in nature must have the endorsement of the appropriate department chair(s) and college dean(s). Proposals then are submitted via Courseleaf to the Council of Academic Deans (COAD) for review and initial approval. A proposal with COAD and Provost endorsement next is submitted to the university Executive Council for review and approval.

Proposals for centers or institutes that are non-academic in nature are submitted by the appropriate vice president to the university Executive Council for review and initial approval.

The President has final authority for the approval of centers and institutes.

The creation of any new center will be shared with the Board of Trustees as a matter of information.

The creation of any new academic center will be submitted as a formal notification to the Alabama Commission on Higher Education (ACHE). A proposal must include the following items: • Purpose of the center or institute; • Relation to mission of the university; • Organization chart (to include a reporting structure); • Budget;

ACHE notification is not required for non-academic centers.

•

Objectives;

• External funding partners (if any); • An advisory board (if needed); and • Evaluation procedures.

All fundraising, including the establishment of current use and endowment funds, must follow the gift acceptance, spending, and investment policies of the UNA Foundation.

These guidelines recognize that units of the institution that provide ongoing administrative and academic support are often referred to as centers. The guidelines described herein are not applicable to those units.

Structure Each center and/or institute should have a director (or co-directors). The designation of those individuals(s) shall occur in conjunction with the initial creation of the center or institute and have the approval of the department chair and cost center head/dean. The director is responsible for working with colleagues (and an advisory board, if needed) to meet the mission and purpose of the center or institute and demonstrate compliance with reporting requirements. Periodic evaluation of the performance of the center or institute is the responsibility of the appropriate cost center head/dean, and in the case with academic centers or institutes, in consultation with the chair of the department in which the director resides. Should the performance of the director fail to meet the needs of the center or institute, the cost center head/dean can, in consultation with the department chair and/or advisory board, take action as needed, including the removal of the director. For centers with a multidisciplinary mission, any personnel action shall be collaborative among the respective cost center heads/deans and department chairs.

In the event there is a need for the replacement of a center or institute director, Appendix A outlines the process to be followed.

The creation of advisory boards is encouraged, but not required. The membership of such shall be coordinated by the director with approval by the cost center head/dean and department chair. Advisory boards do not exercise administrative authority over the center or institute. Reporting Procedures Centers and institutes are considered a part of the organization structure of the university. As such, the director must compile and submit annual and periodic reports compliant with the guidelines outlined by the university Institutional Effectiveness Committee, utilizing the online process and template. Periodic Review Centers and institutes will conduct an audit of their activities and contribution to the university ’s mission every five years. The report of that audit will be reviewed by the COAD and/or Executive Council to determine continued viability. Should a center or institute be deemed non-viable, it will be afforded the opportunity to provide an improvement plan. A subsequent review after one year will be conducted and a final recommendation will be made to the President by the COAD or Executive Council to either continue the center or institute for an additional four years or discontinue it.

Approved by Executive Council: February 19, 2024 Minor clarification edits by President’s Office concerning ACHE notifications: March 11, 2024

COMPUTER NETWORK AND COMPUTER MONITORING POLICY There is a need to periodically inspect computers and network usage in order to ensure the continued correct operation of the University network and computing resources. The University does not condone censorship, nor does it endorse the routine inspection of electronic files or monitoring of network activities related to individual use. At times, however, legitimate reasons exist for persons other than the account holder to access computers, electronic files, or data related to use of the University network. Such monitoring is limited to the backup, caching of data, logging of general activity, and usage patterns. The University may monitor individual usage in the following instances: • The user has voluntarily made access available to the public; • To protect the security, functionality, and liability of the University’s IT resources; • Where probable cause exists to believe that the user has violated policy. Any such monitoring of individual activity, with the exception of when a user voluntarily grants access, must be approved in advance by the Vice President for Business and Financial Affairs (VPBFA) in consultation with the President. The University may also monitor individual usage upon receipt of a legally served directive of appropriate law enforcement agencies. In these instances, the user will not be notified, so as to not impede investigations by proper authorities. The VPBFA must be notified prior to initiation of monitoring. Any violation of these procedures or unauthorized monitoring by the University will be considered “misuse” and personnel involved will be subject to disciplinary action.

Approved by the Shared Governance Executive Committee and the President, 02/06/2014. Approved as modified by the SGEC and the President, 03/15/2021.

COMPUTER USAGE POLICIES The University’s Computer Usage Policies are located on the Information Technology Services website. Please click on the link above to visit their website.

CONSENSUAL RELATIONSHIPS POLICY The University of North Alabama (the “University”) is committed to providing an environment for work and learning as free as possible from conflicts of interest, favoritism and exploitation. Where an individual exercises direct supervision to coerce another person to enter into a non- consensual relationship, the harm to that person and to the institution is evident. Even where the relationship is consensual, there is significant potential for harm when there is a power difference between the parties involved - - for example, between a supervisor and an employee or between a faculty or staff member and a student. Any evaluation or supervision provided may be suspect in view of such relationship. A consensual relationship with a subordinate is likely to interfere with the ability of a superior to act and make decisions fairly and without bias. Even if the superior is able to avoid showing favoritism, the other individuals in the learning or workplace environment are likely to see themselves as being less favored and disadvantaged by the personal relationship. Additionally, the damage can continue long beyond the consensual relationship and can make people suspicious of any future professional interactions between the individuals. The following policy is directed to faculty-student relationships, to staff-student relationships, to employee-employee relationships, and to student paraprofessional staff-student relationships. While the University normally has no interest in private romantic or sexual relationships between individuals, the University has adopted a consensual relationship policy for the following reasons: to avoid the types of problems outlined above, to protect individuals from the type of injury that either a subordinate or superior individual to such relationship can incur, to protect the integrity of the learning and work environment and evaluation process, and to provide information and guidance to members of the University community. This Policy addresses consensual relations only. Non-consensual or coerced relationships are addressed in the University Policy on Sexual Harassment.

Definitions For purposes of this policy, the following terms are defined as follows:

Consensual Relationship - Any dating, romantic, sexual, or marriage relationship willingly undertaken by the parties.

Direct Supervision - Includes but is not limited to the following activities: academic instruction, course teaching, formal mentoring, overseeing, directing, examining, grading, advising, supervising, evaluating, recommending, promoting, paraprofessional student staff member duty coverage areas, employing and other employment actions including directly setting of salary or wages, any disciplinary action, including suspension, expulsion and termination, and exercising responsibility for grades, honors or degrees. Student Paraprofessional - “A paraprofessional is defined as a student who is selected, trained, and supervised in assuming responsibilities and performing tasks that are intended to (1) directly promote the individual personal development of his or her peers, (2) foster the creation and maintenance of environments that stimulate and support residents’ personal and educational development, and/or (3) perform tasks

that ensure the maintenance of secure, clean, healthy, psychologically safe, and esthetically pleasing living accommodations.” (Winston & Fitch, p. 317, 1993) . Students with educational responsibilities; i.e. undergraduate teaching assistants, graduate teaching assistants, and graduate assistants also fall into this category. Educational Responsibility – The power or authority to evaluate, influence, provide, or control aspects related to a student’s education or professional development. Covered activities include, but are not limited to, teaching, grading, mentoring, advising, evaluating research or other academic activity, serving on a student’s dissertation committee, participating in decisions or recommendations regarding funding or other resources, clinical supervision, and recommending for admissions, employment fellowships, or awards. Policy Regarding Faculty-Student, Staff-Student, and Paraprofessional Student Staff- Student Consensual Relationships Interactions between the faculty members, staff members, or paraprofessional student staff members and students at the University are guided by mutual trust, confidence and/or professional ethics. Professional faculty-student, staff-student, or paraprofessional student staff-student relationships have a power differential between faculty members, staff members, or paraprofessional student staff and students; personal faculty-student, staff-student, or paraprofessional student staff-student relationships carry risks of conflict of interest, breach of trust, abuse of power, and/or breach of professional ethics. Prohibited Relationships Faculty members and staff members shall not engage in, and are prohibited from, consensual relationships with students whenever a faculty member or staff member has direct supervision with respect to the student. Should a consensual relationship exist prior to the beginning of the professional relationship, or develop, or appear likely to develop, while the faculty member or staff member is, or would be, in a position of direct supervision over the student, the faculty member or staff member shall immediately report such relationship with his or her immediate supervisor and initiate steps to avoid and/or terminate the position of direct supervision. Avoidance or termination includes but is not limited to the student not enrolling in a course; a qualified alternative faculty member or teaching assistant taking the position of direct supervision; transfer of the student to another course, section, seminar, etc. taught by a different faculty member or teaching assistant; assigning or transferring the student to, or the student selecting, another academic advisor; or the student dropping or withdrawing from a course. Paraprofessional student staff members shall not have a romantic and/or sexual relationship with anyone currently in their duty coverage area. A consensual friendship- based relationship may exist even if one or both partners consider it casual, temporary, or episodic. The policy applies to even a single intimate, sexual, or romantic encounter. If the potential for such a relationship should develop, the paraprofessional student staff member must immediately notify his/her supervisor in writing. A paraprofessional student staff member must understand if he/she wishes to pursue such a relationship, appropriate action will be taken. This would include, but not be limited to, offering the resident the

option to voluntarily move to another complex, or having the paraprofessional student staff member moved to an appropriate location if the ability to do so is present. A paraprofessional student staff member should not be assigned to rounds within an area where a resident with whom he/she is in a relationship currently lives and should not become involved in a disciplinary incident involving said party absent an emergency situation. Discouraged Relationships The following faculty-student, staff-student, and paraprofessional student staff-student relationships are strongly discouraged at the University in light of the potential for apparent and actual conflicts of interest. Should such relationships arise, however, they are required to be disclosed and managed as indicated below: Even when no position of direct supervision exists, a faculty member or staff member who engages in a romantic or sexual relationship with a student must promptly disclose the existence of the relationship to his or her immediate supervisor if there exists a reasonable possibility that a conflict of interest may arise. Relationships, in which a conflict of interest exists or is likely to arise, appear to third parties to create an unfair advantage for the student or to be exploitative of the student and may later develop into conflicts of interest that are prohibited in A above. When the student is a graduate student in the same department or academic program as the faculty member or is an undergraduate student and is majoring or minoring in the same department as the faculty member or department of a staff and/or paraprofessional student staff member, a potential conflict of interest exists. A conflict of interest also may arise if the student is studying in a department separate from the faculty member. The faculty, staff, or paraprofessional student staff member must promptly disclose the relationship to his or her immediate supervisor when a potential conflict of interest exists or is reasonably likely to arise. Once the relationship is disclosed, the immediate supervisor will evaluate the situation to determine whether an actual conflict of interest exists or is likely to arise and will develop a management plan to address the potential conflict of interest. The faculty, staff, or paraprofessional student staff member has the professional and ethical responsibility to remove himself or herself from any decisions that may reward or penalize the student involved and otherwise comply with the management plan. A paraprofessional student staff member shall report immediately to his/her supervisor the potential for, or existence of, any romantic and/or sexual relationship with anyone living within any on-campus housing unit. This will permit the UNA administration to take any appropriate measures. Each matter will be analyzed on a case-by-case basis depending upon the specific facts and context of the relationship. If paraprofessional staff are required to address an incident with said party, they should recuse themselves and contact a back-up paraprofessional student staff member. If another paraprofessional student staff member is not

available, the supervisor on duty should be contacted.

Policy Regarding Employee/Employee Consensual Relationships An employee should be aware that entering into a consensual relationship with another employee that exercises direct supervision over the employee creates the potential for risk to both parties. In particular, such a relationship will limit that supervisor /employee’s ability to direct work or promote that employee’s career and creates conflicts of interest and perceptions of undue advantage. Prohibited Relationships A University employee shall not engage in, and is prohibited from, consensual relationships with another employee whenever one employee has direct supervision with respect to the other employee. Should a consensual relationship exist prior to the beginning of the period of direct supervision, or develop, or appear likely to develop, while an employee is, or would be, in a position of direct supervision over another employee, the employee exercising direct supervision shall immediately report such relationship to his or her immediate supervisor and steps to avoid and/or terminate the position of direct supervision shall be taken. Avoidance or termination includes but is not limited to the subordinate employee not accepting such position; another appropriate employee assuming the position of direct supervision; or transfer of the subordinate employee to another position not directly supervised by the other employee. Discouraged Relationships The following relationships between employees are strongly discouraged at the University in light of the potential for apparent and actual conflicts of interest. Should such relationships arise, however, they are required to be disclosed and managed as indicated below: Even when no position of direct supervision exists, an employee who engages in a romantic or sexual relationship with another employee must promptly disclose the existence of the relationship to his or her immediate supervisor if there exists a reasonable possibility that a conflict of interest may arise. Relationships, in which a conflict of interest exists or is likely to arise, may later develop into conflicts of interest that are prohibited above. Once the relationship is disclosed, the immediate supervisor will evaluate the situation to determine whether an actual conflict of interest exists or is likely to arise and will develop a management plan to address the potential conflict of interest. An employee has the professional and ethical responsibility to remove himself or herself from any decisions that may reward or penalize the other employee involved and otherwise comply with the management plan. Sanctions/Intent University responses to violations of this Policy will vary as appropriate to the facts and circumstances of each case and persons in violation of this Policy shall be subject to sanctions ranging from verbal warnings to dismissal or termination. The University

reserves the right to take disciplinary action against members of the University community who make false allegations of unreported consensual relationships. This Policy is not intended to intrude on the privacy of members of the University community but is intended primarily to be instructive and corrective. A paraprofessional staff member who engages in a prohibited relationship and/or fails to report will be subject to discipline up to and including termination from job duties and referral for possible violation of the Student Code of Conduct or Title IX. Other, lesser sanctions may be imposed depending upon the circumstances.

Winston, R.B., & Fitch, R. (1993). Paraprofessional staffing. In R.B. Winston, S. Anchors, and Associates (Eds.), Student housing and residential life (pp. 315-344). San Francisco: Jossey-Bass.

Approved by UNA Board of Trustees on March 14, 2008. Revisions approved by UNA Board of Trustees on March 14, 2017. Editorial revisions approved by Shared Governance and the President, December 2022.

CREATION OF COPYRIGHTED MATERIALS POLICY The University of North Alabama (UNA) encourages the creation and dissemination of scholarly work by members of the UNA community, including Copyrightable Works (Works). It is traditional at UNA that most such works are deemed the property of the creator, and the creator has the right to exercise the exclusive rights of the copyright holder and to receive any revenue generated from the exercise of such rights. Notwithstanding this tradition, there are times when UNA provides substantial contributions to the creation of certain works, and in those cases, UNA will be entitled to assert ownership rights in such works. This Policy Governing the Creation of Copyrighted Materials (Policy) is intended to clarify UNA's and the creator's ownership of and rights in all such Works. BACKGROUND Federal Copyright Law provides that most original works of authorship are protected by copyright automatically when they are fixed in tangible form. In the course of teaching, researching and conducting other intellectual and administrative activities at, for or on behalf of UNA, faculty, staff, doctoral fellows, students and others engaged by or on behalf of UNA may create works that are protected by copyright. Copyrightable works of authorship include, among other categories: books, articles, instructional materials, and other written works; musical and dramatic works; pictures, films, videos, sculptures and other works of art; computer software; and electronic chip designs. Copyright Law grants ownership of a Work created by a person in the course of their employment to the employer rather than to the individual creator. However, to encourage members of UNA to create academically relevant and significant Works, in most cases, UNA will allow the faculty, staff, doctoral fellow, student or other individual engaged by or on behalf of UNA to assert ownership of Works they create, except as set forth in this Policy. This Policy applies to all UNA faculty, staff, doctoral fellows, students and other individuals engaged by or on behalf of UNA. 1. DEFINITIONS a) Rights of the Copyright Owner (17 USC § 105): The owner of a copyright has the exclusive right to: i) To reproduce the work; ii) To prepare derivative works; iii) To distribute copies or phonorecords of the work to the public by sale, rental, lease, or lending; iv) In the case of literary, musical, dramatic, and choreographic works, pantomimes, and motion pictures and other audiovisual works, to perform the work publicly; v) In the case of literary, musical, dramatic, and choreographic works, pantomimes, and pictorial, graphic, or sculptural works, including the individual images of a motion picture or other audiovisual work, to display the copyrighted work publicly; and vi) In the case of sound recordings, to perform the copyrighted work publicly by means of a digital audio transmission. b) Copyrightable Works : Copyrightable works of authorship are those that are fixed in a tangible medium and among other categories may include: books, articles, instructional

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