Section IV

GENERAL POLICIES, PROCEDURES AND SERVICES

 Benefits and Employment

1. Medical Insurance:  Employees may choose from the Point of Service Plan or the Classic Plan.  Out of service area (Arkansas) participants are also eligible to participate in the Point of Service Alternate Plan for the period they are out of Arkansas.  Health coverage is administered by QualChoice of Arkansas.  For a comparison of the coverage’s available see http://hr.uark.edu/benefits/hcomp.asp.  The university will contribute 68.4 percent of the premiums for employees with a 100 percent appointment for the Point of Service Plan, 77.4 percent for the Classic Plan (Fayetteville), and 75 percent for the Classic Plan for the Division of Agriculture.  (Premiums for employees with appointments of 50-99 percent will be prorated.)  For a full premium listing, see http://hr.uark.edu/benefits/premiums.asp.  The Board of Trustees of the University of Arkansas reserves the right to change, amend, discontinue or terminate the plan at any time.
2. Dental Insurance:  Employees are eligible to participate in a dental plan through Delta Dental of Arkansas.  For a review of coverage see http://hr.uark.edu/benefits/dental.asp.  The university will contribute 50 percent of the premium for employees with a 100 percent appointment.  (Premiums for employees with appointments of 50-99 percent will be prorated.)  See http://hr.uark.edu/benefits/premiums.asp for a list of premiums.
3. Regular Life Insurance:  provides coverage equal to the employee’s salary, up to a $50,000 maximum.  The university pays the entire cost of this life insurance coverage. This program is mandatory for all eligible employees.
4. Optional Life Insurance:  provides coverage based upon one, two, three or four times the employee’s salary.  The employee pays the entire cost for this coverage.  Rate is based upon the employee’s age and the coverage is a $500,000 maximum.  For a list of premiums see http://hr.uark.edu/benefits/premiums.asp.
5. Dependent Life Insurance:  provides coverage of $10,000, $15,000, or $20,000 for the employee’s spouse and 50 percent of spouse coverage per eligible dependent child to age 19 (unless a full-time student, then to age 25).  The employee pays 100 percent of this coverage.  For a list of premiums see http://hr.uark.edu/benefits/premiums.asp.
6. Accidental Death and Dismemberment Insurance:  may be elected in $25,000 increments from a minimum of $25,000 to a maximum of $300,000 (for salaries under $20,000:  limited to closest  $25,000 increment equal to 15 times the annual salary).   The employee may also cover a family with 60 percent of employee coverage for spouse and 20 percent of the coverage for eligible dependent child(ren) to age 25.  The employee pays the entire amount for this coverage.  For a list of premiums see http://hr.uark.edu/benefits/premiums.asp.
7. Long-term Disability Insurance:  provides 60 percent of salary (after a waiting period) that is coordinated with Social Security and Workers’ Compensation benefits.  The university will provide coverage, at no cost, for up to $20,000 in salary.  This program is mandatory for all eligible employees.
8. Supplemental Long-term Disability Insurance:  provides the same coverage as basic long-term disability for salary amounts above $20,000 per year up to a maximum covered salary of $100,000.  The employee pays the entire cost for this coverage.   For a list of premiums see http://hr.uark.edu/benefits/premiums.asp.
9. Participation in a retirement plan: is mandatory for all benefits-eligible faculty/staff.  At new hire, eligible employees will have 31 days to make an irrevocable decision to participate in either a Defined Contribution Plan (403B/457B) or a Defined Benefit Plan (Arkansas State Retirement Plans). 
10. The UA providers for the Defined Contribution 403B/457B plans: are TIAA-CREF and Fidelity.  The University will contribute a sum equal to 5% of the employee s salary into TIAA-CREF and/or Fidelity for retirement benefits with no employee contribution required for benefits-eligible employees.  Employees may elect to have a portion of their salaries contributed to their retirement accounts on either a tax-sheltered or non tax-sheltered basis.  Benefits-eligible employee contributions to retirement will be matched by the University, not to exceed a 10 percent University contribution.  Employees may also contribute an amount greater than 10 percent up to maximums allowable by IRS regulations.  The Defined Contribution Plans are immediately vested for faculty and non-classified staff and delayed vested for classified staff.  The 457B plan allows employees to tax defer additional contributions after they have reached their tax-deferred limits under the 403B plan.  PLEASE NOTE:  The combined total of matching employer contributions for Defined Contribution plans cannot exceed 10 percent of the employee s salary, including the 5 percent mandatory employer contribution.  See Human Resources website at http://hr.uark.edu/benefits/ for the most current retirement information.
11. The providers for the Defined Benefit Plans are the Arkansas Public Employees Retirement System (APERS) and the Arkansas Teachers Retirement System (ATRS).  APERS is available to all benefits-eligible employees and has a mandatory employee contribution of 5 percent with an employer contribution of 12.54%.  ATRS is available only to employees who were already vested in ATRS prior to coming to work with the UA.  ATRS has a mandatory employee contribution of 6% and an employer contribution of 14%.  APERS and ATRS contributions are subject to change pursuant to changes in Arkansas law.  Both APERS and ATRS are vested after five years of participation in the plan.
12. Voluntary Products:  See http://hr.uark.edu/benefits/benefits.asp for the Voluntary Products section.  The university offers as Voluntary Products Vision Care (administered by VSP), Group Rated Auto/Home Insurance (administered by Liberty Mutual), Cancer/Heart Insurance (administered by Transamerica), and Long Term Care Insurance (administered by CNA).
13. The Cafeteria Plan (per IRS Code, section 125):  allows employees to “tax shelter” major medical, dental, Cancer/Heart, and vision care insurance premiums from federal, state, and Social Security taxes.  This requires employees to sign-up and a “drop” period is allowed once a year.  In addition, the university also offers a “flexible spending account” program for unreimbursed medical and dependent care expenses.
14. Employee Assistance Program (EAP):  The EAP provides confidential counseling, information, and management consultation for employees who experience some form of personal distress.  See http://hr.uark.edu/benefits/eap.asp for additional information.
15. Dual Career Network:  The Dual Career Network is designed to be responsive to the needs of dual-career families relocating to Northwest Arkansas.  This resource is free with a referral service available to partners of employees recently relocated or candidates being actively recruited by participating companies and organizations.   For additional information see http://hr.uark.edu/programs/DualCareerEmploymentNetwork.asp.

Other benefits include the following:

Athletic Event Tickets
Full-time faculty members are eligible to purchase, depending upon availability, two sets of non-premium season tickets for home games for men’s basketball, men’s football and baseball games at half price. Half-time employees may purchase one set of tickets.  Retired and emeritus faculty members are eligible for the same discount rates.  The Razorback ticket office (575-5151) will provide details.  The difference between the discounted price of the tickets and their full price may be taxable to the employee.

Tuition Waiver for Employees
(Board Policy 440.1, revised June 3, 2005, effective July 1, 2005)

I. Eligibility
 All full-time employees employed as of the final day of regular registration in any particular session or semester, their spouses, and their dependent children (as defined by the Internal Revenue Service) are eligible.  Spouses, who have not remarried, and dependent children of deceased employees who died while in the full-time employment of the University of Arkansas are also eligible.  All enrollees must meet normal admissions requirements, and audits should be on a space available basis only.

II. Transferability
The tuition waiver benefit is available to any employee, employee's spouse, or employee's dependent children at any on-campus unit of the University of Arkansas regardless of the site of employment.  Individual units may also allow tuition waivers in specified off-campus classes when enrollment in the class in which enrollment is sought already has sufficient student enrollment by full-fee paying students to meet the minimum enrollment (as established by the offering unit) to recover the costs of offering the class.  Waiver benefits are applicable to tuition only.  All applicable fees are to be paid in full for any enrollment.   The waiver benefit is applicable to credit classes only.

III. Extent of Waiver

A. Employees may take any combination of undergraduate or graduate semester credit hours during the fall and spring semesters and up to three semester credit hours during each summer term, when dates of enrollment are non-concurrent, at a tuition cost of  10 percent ofthe cost of tuition for courses offered by the employee's campus or at 30 percent of the cost of full tuition for courses offered by any other campus within the University.  This waiver does not apply to professional degrees as determined by the Chancellor of each campus.   Employees enrolled in electronically delivered courses such as CIV, Internet, web based, or distance education are eligible for waiver benefits on regular tuition (10 percent of the cost of tuition for courses offered by the employee's campus, or 30 percent of the cost of tuition for courses offered by any other University of Arkansas campus). In addition to this tuition cost, the employee will pay the difference between the cost of regular tuition and the tuition charge for distance education courses.

B. Employees of the University of Arkansas System office, the Cooperative Extension Service, the Agricultural Experiment Stations, the UAMS Area Health Education Centers, and other widely dispersed units of the University of Arkansas shall designate one campus as the "employee's campus" for purposes of this policy.  The designated campus shall remain the same for the term of employment unless the site of employment changes.

C. Spouses and dependent children may take up to 132 undergraduate semester credit hours at 50 percent of tuition at the employee's campus or at 60 percent of full tuition at any other campus within the University of Arkansas.  Spouses and dependent children enrolled in electronically delivered courses such as CIV, Internet, web based, or distance education will pay 50 percent of the cost of regular tuition for courses offered by  the employee's campus, or 60 percent  of the cost of regular tuition for courses offered by any other University of Arkansas campus. In addition to this regular tuition cost, the spouse/dependent children will pay the difference between the cost of regular tuition and the tuition charge for distance education courses.  A student may not receive discounts as both an employee and as a spouse or dependent child of an employee. 

IV. Effective Date  
This policy shall be effective July 1, 2005.
June 3, 2005 (Revised)
June 6, 2003 (Revised)
June 7, 2002 (Revised)
November 8, 1996 (Revised)
November 12, 1993 (Revised)
June 25, 1987 (Revised)
January 16, 1986

Resident Status of University Employees
(Universitywide Administrative Memorandum 245.3, revised September 1, 1981)

University employees whose appointments for pay purposes are for half-time or greater shall be considered as residents for fee purposes.   Similarly, such employee’s spouse, children under the age of eighteen, and children who are dependent upon the employee for support (as defined by the Internal Revenue Service) and are full-time students at the University of Arkansas shall also be considered as residents for fee purposes.  Part-time employees who desire to take course work, or whose immediate family members (as defined above) desire to take course work, must obtain a form from the office of the chief fiscal officer on the campus, certifying their appointment and present it to the Registrar, who will be instructed not to charge non-resident tuition.  Only those persons whose appointment forms are on file in the office of the chief fiscal officer on the campus shall be certified.  This policy clarifies and provides implementation procedures for Board of Trustees Policy 520.6.  Graduate students and graduate assistants are considered students as distinguished from employees for the purpose of this memorandum.

Bookstore Discount
University faculty and staff receive a 10 percent discount on items in the UA bookstore.  The Bookstore and Computer Store located in the Arkansas Union, offer textbooks, trade books, and departmental supplies; computers and computing equipment; and gift and memorabilia items.  See http://www.uark.edu/bookstore for more information.

Direct Deposit of Pay
(Fayetteville Policies and Procedures 323.0)  
It is the practice of the Fayetteville campus of the University of Arkansas to deposit employee pay directly to a financial institution that receives electronic transfers.  Net pay can be deposited in up to six separate accounts.  The accounts can be at the same financial institution or as many as six different ones.  Employees should complete a direct deposit form, specifying the financial institution(s) and the account(s) to which they want their paychecks deposited.  Employees may request paper checks by so noting on the direct deposit form available from the payroll section of Human Resources.  There will be a fee of $50.00 to change from electronic deposits to paper checks because of the additional costs of paper checks.  This fee may be waived if there are extenuating circumstances.

UARK Federal Credit Union
The Credit Union serves the faculty, staff, students and alumni of the University of Arkansas, Fayetteville, UAMS and UALR.  The Credit Union offers a full range of financial services, which include checking accounts, Visa check cards, credit cards, home loans, vehicle loans, certificates of deposit, internet banking and much more.  Credit Unions are non-profit, financial cooperatives.  This enables them to offer better deposit and loan rates than most other financial institutions.  UARK has a full service branch located just off campus as well as three ATM machines on or near campus.  For more information about the service or operating hours call 521-1199. 

Garnishment and Salary Liens
Wages and other amounts due an employee from the university are legally subject to seizure by a court order of garnishment or by a governmental lien.  The university is required to comply with an order of garnishment only when one is issued after a legal judgment has been entered against the employee-debtor.  The university must also honor governmental liens such as those arising from claims for unpaid taxes and from bankruptcy claims.   The university has a concern when a garnishment or salary lien is issued against its employee and served on the university. Upon receipt of two orders of garnishment, two salary liens, or a combination of one of each type of seizure against the salary of a university employee during any period of twelve months dating from the receipt of the first such order, grounds shall be deemed to exist for termination of employment of such employee according to regular university procedures. (See Universitywide Administrative Memorandum 440.9 for details.)

Authorization to Offset Amounts due University by an Employee against Amounts Owed by the University to That Employee
(Board Policy 405.2, revised January 20, 1995)
The University shall have the right to set off against amounts due and payable to an employee, including a student-employee, by the University those liquidated amounts due and payable by the employee to the University for any reason, with the University then paying the net amount remaining to the employee in full satisfaction of his or her wages or other amount due as follows:

1. If the amounts owed by the employee to the University were the result of moneys advanced to the employee or misappropriation by the employee of moneys or personal property belonging to the University, the University may set off amounts owed to the University against all wages or other moneys owed to the employee.
2. In all other cases of setoffs against an employee’s wages, the University may only set off amounts owed the University against those wages which are above the statutory minimum hourly wage.
3. If the amounts owed to student-employees constitute payments for work-study or are student loans under a program guaranteed or established by the U.S. Government, any set off shall be subject to law and regulation governing those programs.
4. The university shall set off amounts owed to the University against all sums owed to an employee other than wages, or student work-study or loan payments.

Subject to the above limitation, each Chancellor, through the business officers of that campus, may develop with an affected employee a repayment plan for successive offsets so that the entire amount owed to the University is not offset on a single occasion; provided, however, that no such plan shall develop in the instance of any final settlement of accounts, such as where a final check for wages for a terminating employee may be involved.

This Board Policy shall be reflected in faculty, staff and student handbooks.

Moving Expenses
State-supported colleges and universities may utilize maintenance and operations funds for the payment of moving expenses of employees, including new hires, if such funds are available and consistent with university policy (Fayetteville Policies and Procedures 411.1).

Business Affairs Regulations

Purchasing  
All purchases paid by funds under university control are to be made through the Purchasing Office via electronic requisition.  Only purchases authorized by this authority are legal obligations of the university; all others are personal liabilities.  For more information see http://www.uark.edu/admin/busaffrs/purchasing/.

Contract Signature Authority  
Authority to bind the University of Arkansas to other than purchase order obligations rests with the President or his designee. See http://vcfa.uark.edu/Documents/FayPol_Admin_2200Chart.pdf All contracts are to be forwarded first to the Purchasing Division for review and consideration.

Conflict of Interest  
University of Arkansas Board of Trustees Policy 330.1 provides that the university shall not, without approval of the Chancellor, enter into a contract with a current or former state employee or any entity in which any current or former state employee holds an ownership interest of ten percent or greater.  For more information see http://www.uark.edu/admin/vcfainfo/systempp/systemindex.html

Sale or Disposal of University Property 
Sale of any item of property, equipment or land must be handled by the Office of Business Affairs.  No state property may be sold, traded, cannibalized, or otherwise disposed of without their authorization.  For more information see http://www.uark.edu/admin/busaffrs/surplus/.

Sale of Books 
Under university policy, faculty are not permitted to sell books or other instructional materials, including class packets to students.  When students are required to purchase books or other instructional materials in any academic program, the teacher in charge should arrange for sale of the required articles through the University Bookstore or PMC Solutions- Print

Textbook Adoption Policy:
In 2007 the Arkansas 86th General Assembly enacted legislation that established new regulations relating to the adoption and sale of textbooks and course materials.

Act 105 prohibits the acceptance of inducements to require specific textbooks. See http://www.arkleg.state.ar.us/ftproot/acts/2007/public/act105.pdf

Act 106 regulates the use of royalties from the sale of textbooks and educational materials. See http://www.arkleg.state.ar.us/ftproot/acts/2007/public/act106.pdf

Act 175 establishes adoption dates for textbooks and course materials. See http://www.arkleg.state.ar.us/ftproot/acts/2007/public/act175.pdf

In order to comply with the requirements of Act 175, the University of Arkansas Bookstore located in the Arkansas Union shall be the central repository for all textbook and course material adoptions. This information will then be shared with all local competing bookstores and placed on the university website. The following adoption dates are required under the new law:

April 1 for the following fall semester;
November 1 for the following spring semester; and
April 1 for all following summer sessions.

Act 277 prohibits the referral of students to web sites of textbook retailers that do not collect Arkansas sales and use taxes. See http://www.arkleg.state.ar.us/ftproot/acts/2007/public/act277.pdf

Travel Regulations
Current state and university travel regulations may be viewed at www.uark.edu/travel.  Employees who travel on university business and at university expense may apply for a travel advance.  Travel advances must be requested by the department supporting the travel at the time the travel authorization is submitted and are generally limited to 50 percent of the allowable expenses, excluding airfare and registration, which may be purchased with a U of A Purchase Order or a University Administrative Travel Card. If an employee purchases airfare or registration out of their own pocket, they will not be reimbursed until after return from the trip.  Travel advances will be mailed to the traveler’s campus address seven days prior to day of departure, if time permits; otherwise, the advance must be picked up by the traveler at the Treasurer's Office. If this is the first advance ever received, a one time promissory note must be signed prior to receiving the first advance check .  All advances should be settled within 30 days of return from the trip consistent with Governor’s Policy Directive No. 6 An advance is settled when the Travel Claim is processed with any amounts still owed, repaid to the Treasurer's Office. Amounts left unpaid will be have a payroll deduction performed.  If an employee has two payroll deductions, their advance privileges will be revoked for one year.

Use of Tower Logo and Other Trademarks
The Trademark Licensing Program at the University of Arkansas regulates, promotes, and protects the use of the university's name and identifying trademarks such as the University tower logo and other identifying marks or logos, identifying names like “Razorbacks,” Hogs,” and “University of Arkansas,” as well as products, promotions, and advertising upon which these marks are used.  Prior written consent is required from the Trademark Licensing Program for any use of the university name or marks for other than official university business.  For further information, see the website at http://www.uark.edu/admin/busaffrs/purchasing/trademark.html .

Products ordered by a university department by purchase order for internal consumption shall be exempt from licensing fees; however, such products are to be purchased from licensed sources to the extent practicable.  Products purchased by the university for resale, such as athletic concessions, bookstore, or departmental fundraising merchandise will be purchased from licensed sources with royalties paid.  Contact the Trademark Licensing Office at 575-7404 for additional assistance.  The name of the University of Arkansas is used in a great many official business contexts and for a wide range of purposes.  It is important to the institution that the use of the name “University of Arkansas” be limited to activities which are in fact activities of the university.

The following broad clarifications are applicable to most uses of the name of the university.

1.   Public Appearance
Public appearances by individual faculty, staff, and students almost inevitably involve use of the name of the university.  Beyond the normal care which such responsibility imposes, there are certain specific policies which have been established.  Students must, in order to be involved in extracurricular activities, meet eligibility requirements of the campus in which they are enrolled.  Appearances in intercollegiate athletics are subject to rules of the athletic conference to which the university belongs.  When university representatives appear on commercially sponsored radio and television programs, they should be identified as guests.  Appearances on unsponsored radio and television programs are considered simply as public appearances and impose only normal obligations on the participant for responsibility and good taste.

2.  Sponsorship of Activities
When the name of the university is used in connection with seminars, institutes, conferences, workshops, short courses, and other such activities, the university shall in fact be a sponsor, cooperating through an extension or departmental unit.

3.  Public Statements
The chancellor of the university, through authority delegated to the office of    University Relations,  is responsible for official statements affecting the university.  News releases affecting the University System should be   submitted to the Office of the President, through the campus office of   University Relations.  See also Universitywide Administrative Memorandum 215.1, adopted November 17, 1975.

Publications, Logo, and Stationery Guidelines
While the University of Arkansas traditionally has allowed freedom for departments and programs to generate their own publications and communications, there are guidelines in several areas.  Coordination with University Relations is required before proceeding with the following:

1.  Publications for general audiences that communicate a general message about the university including any material to be distributed to new media.  This includes official University Web pages.  See University policy 225.0 at http://vcfa.uark.edu/Documents/FayPol_Admin_2250.pdf

2.  Academic publications that promote specific courses and programs

3.  Admissions or related publications intended for prospective students

4.  Any deviations from guidelines published in Logo and Stationery Guidelines

See http://www.uark.edu/rd_vcad/urel/ , the University Relations website, for information on use of the University logo and seal, the printing of university stationery, and related matters.  Official university stationery and business cards must be purchased through Printing Services.  Direct all questions to University Relations, 800 Hotz Hall, ext. 5555.

Facilities

Use of University Facilities
(Board Policy 705.1, revised November 11, 1988)

University facilities exist for the primary purpose of serving a planned and scheduled program of educational activity.  At times when not required in the regularly planned educational program, university facilities may be made available for extracurricular use to colleges, departments, and other organizational units of the university; to organizations composed exclusively of faculty and staff; to organizations which exist solely for the benefit of the university; and to recognized student organizations with the approval of the faculty adviser.  University facilities, under the law, cannot be made available to other organizations for their own purposes.  However, when a facility is in use neither for a regularly scheduled educational activity nor for an extracurricular use by one of the university organizations listed above, the President or Chancellor is authorized to approve the use of the facility when such use serves the educational objectives of the university.  It is an objective of the university to provide opportunities for university and broader communities to see and hear major leaders from throughout the state, nation, and world.  Speeches and debates by or on behalf of candidates for major state or national offices may be scheduled in university facilities under arrangements which allow reasonable opportunities for opposing candidates or points of view.  It must be made clear that the university neither supports nor opposes the views stated by and/or the candidacy of such individuals.  See Universitywide Administrative Memorandum 715.1 for statement of principles, policies, and procedures.

Many facilities are available throughout the campus, including conference rooms, auditoriums, and meeting rooms of various kinds.  Facilities are typically scheduled through the office of the dean or director responsible for the facility or building.  Depending upon use, fees may be charged for some activities.  See Fayetteville Policies and Procedures, 708.0 October 15, 2004 at http://www.uark.edu/admin/vcfainfo/policyprocedures/ppindex2.html.

Building Executives – Major Duties and Responsibilities
Fayetteville Policies and Procedures 702.1. 

The building executive for each campus facility is the main contact person for that facility.  Individuals in the building will contact the building executive relative to problems and concerns, and the building executive will coordinate with Facilities Management, or other University department, to address issues. The building executive will also serve as a key contact for Facilities Management in providing feedback on the condition of academic and administrative space, helping to determine building priorities and identify problems.  See the complete policy at the website for a summary of some of the major duties and responsibilities of a building executive.
http://www.uark.edu/admin/vcfainfo/policyprocedures/facilities.htm.

Use of Building Exteriors and Roofs
Roofs of buildings and exterior sides of buildings are not intended for general uses.  Access for members of the faculty and their students in connection with a regularly scheduled curriculum course which may require such access is limited to the areas on which decks have been constructed.  No roof top research or classroom uses are permitted nor machinery, equipment, antennae, green-houses, or other property shall be installed on any roofs or roof edges without express written permission from the Director of the Physical Plant.  Such requests should be routed through the Physical Plant Service Desk, extension 5050.  Rappelling and climbing are specifically prohibited.  (See Universitywide Administrative Memorandum 720.1 for details.)

Keys:  Authorization, Issue, Return, Replacement
Keys for university buildings and rooms (except student housing and food service) are issued by the Key Office located within Facilities Management Accounting, with customer access through the Service Center entrance, and parking located on Mitchell Street.

• Key Authorization - In order for an individual to be issued keys, the person must present to the Key Office staff a completed Key Authorization card manually signed by the appropriate official authorized to approve the issuance of keys for that particular area.  The Key Office maintains a signature file of deans, directors, and department heads who control authorization of access to buildings or parts of buildings.  More than one authorization signature may be required for some areas.

• Authorization signatures must be manual; a stamped signature will not be accepted.

• When the authorizing individual is temporarily unavailable, a letter on office letterhead              designating temporary authority to another person will be accepted in the Key Office. The letter must contain beginning and ending dates and the signature of the person temporarily authorized to sign for keys.
• If there are changes in personnel who have authorization for specific areas or changes in the areas, the Key Office should be notified immediately and furnished with new authorization signatures and/or buildings/areas.  Forms to indicate changes are available in the Key Office.

• Key Issuance - The individual to be issued the key must present to the Key Office staff a completed Key Authorization card manually signed by the appropriate official authorized to approve the issuance of keys for that particular area.  The individual receiving the key(s) must:
  • Personally pick up the key(s)
  • Present their valid University identification card
  • Sign the card acknowledging receipt and responsibility for the use of the key(s.)
  • Key(s) must be picked up within 30 days of card issuance or card becomes invalid

Multiple keys may be issued to individuals only, not departments, with proper authorization.

• Contractor Key Issuance- Keys may be issued on a temporary basis only for a specific period of time to contractors working on campus.  The contractor is required to place a deposit for keys with the Facilities Management in accordance with the following schedule:
• $35 for each individual key
• $50 for each submaster key
• $150 for each master key

Requests to extend a specific contractor time period must be approved by a Facilities Management construction coordinator from Contracted Services.  If keys are returned within the specified time period, the contractor deposit will be refunded.  If keys are not returned within the time period specified, or are lost, the deposit will be forfeited.  Any expenses that occur due to lost or misplaced keys will be borne by the contractor.  A contractor’s final pay request may be held until resolution of lost keys or costs and related damages has been addressed to the satisfaction of Facilities Management.

• Other Key Deposit Requirements—Any person or department reserving the use of the Greek Theater or the Gardens Pavilion will be required to pay a key deposit of $50.00 to secure the temporary issuance of keys related to these facilities for the period of their reservation.  Any person needing access through a campus bollard will be required to pay a key deposit of $150 to secure the temporary issue of a campus bollard key.

• Key Return – Upon termination, graduation or transfer, keys must be promptly returned to the key office not the employee’s department.  Keys are not transferable.  Upon termination, faculty and staff who have not returned all keys may receive final paychecks from which deductions for the cost of the keys have been taken.  A student’s transcript will be held until all keys are returned.

• Lost or Stolen Keys - If a key is lost or stolen, the appropriate dean, director or department head should be notified immediately.  The individual losing the key and/or the department who authorized the issuance of the key will be assessed
• $10 for room keys,
• $20 for sub-master keys 
• $50 for master keys

As in the past, the keyholder or the employee’s department may be held responsible for additional expenses due to lost keys, such as theft of university property, damage to facilities, and costs to rekey facilities.

• Rekeying – All Educational and General Purpose facility rekeying due to lost keys will either be performed or authorized by Facilities Management.
• ANY DUPLICATION OF A UNIVERSITY KEY IS STRICTLY PROHIBITED.

Workplace Policies

Inclement Weather Policy and Emergency Procedures 
(Fayetteville Policies and Procedures 210.0 and 211.0)
http://www.uark.edu/admin/vcfainfo/policyprocedures/administration.htm.    

It is the policy of the university to remain open regardless of weather conditions.  However, when inclement weather occurs, designated university officials assess weather and road conditions and decide whether it is necessary to close the offices and cancel classes based on whether conditions appear to be such as to allow students, faculty, and staff to safely reach campus.  If the university remains open but transit buses run on alternate snow routes, an official inclement weather day will be declared, and employees who arrive within two hours of their normal starting time will be given credit for a full day’s attendance.  Employees arriving later will be charged the full amount of time involved in their tardiness, and employees not coming to work will be charged a full day’s absence.  With the approval of the supervisor, an employee may elect to use “leave without pay” in lieu of “annual leave.”  This will be considered an excused absence.  However, individual departments may develop and implement additional policies concerning requirements for essential personnel during periods of inclement weather.  If the university remains open, each person is expected to make his or her own determination to work but should make every attempt to get to work within the bounds of personal safety.

Class cancellations made when the university is open or when an inclement weather day has been declared must be made consistent with Academic Policy 1858.10 http://www.uark.edu/admin/vcacsey/AcaPolicySeries/academic_policies.html.

For information regarding whether the university is closed or an inclement weather day is declared, use the following sources:

• See the inclement weather web site at http://www.uark.edu/admin/vcfainfo/policyprocedures/administration.htm. 
• Call 479-575-7000 or the university switchboard at 575-2000 for recorded announcements about closings.
• Check voice mail for announcements.
• Listen to KUAF Radio, 91.3 FM, or other local radio and television stations for announcements.
• Contact your supervisor.

If the university remains open, no announcement will be made.

Environmental Health and Safety
Facilities Management Environmental Health and Safety provides assistance to the university community with a variety of conditions and situations related to environmental and occupational health and safety, including assistance with fire prevention; fire extinguisher testing and replacement; hazardous materials management; chemical handling and storage procedures; disposal of lab animals, laboratory chemicals, biological waste, radioactive waste, or other hazardous waste; radiation safety; occupational health and safety; chemical and laboratory safety; emergency equipment selection and testing; building environmental conditions; compliance with various environmental health and safety laws and regulations; and training in these and other subjects.  This service extends to all university departments and divisions.  For environmental health and safety assistance, call extension 5448, or visit the website at http://www.phpl.uark.edu/ehs/index.html

On-the-Job-Injury

Workers Compensation
(Arkansas Code Ann. §11-9-514, 529, 701; AHRMS Policy Manual 105-4)

The Following passage directed to employees is taken from the Arkansas Code:

If you become injured or ill while you are at work due to a work-related incident, you may be eligible to receive Workers' Compensation. Workers' Compensation is available to you by law to ensure that you get appropriate and reasonable medical care for injuries or illnesses sustained while you are on the job. Should your injury or illness require that you take an extended period of absence from work, you may be eligible for disability benefits through Workers' Compensation. Leave taken because of a serious health condition for which Workers' Compensation benefits are received will be designated as Family and Medical Leave if it meets the definitions in Section 7.5, above. Workers' Compensation claims are submitted to the Office of Risk Management. Determination and payment of claims is made by the Public Employee Claims Division located in Little Rock.

For the Procedure for Reporting and Treatment of an On-the-Job Injury of Illness and information on Medical Providers, please see http://www.hr.uark.edu/general/staffhandbook.asp?SectionNumber=7.15

Disturbances and Demonstrations
University regulations prohibit activities which (1) interfere with campus order and access, the normal functioning of the university, or the rights of other members of the university community; (2) result in injury to individuals on campus, damage to individual or university property, or unauthorized attempted or actual entry into university buildings; and (3) present a clear and impending threat to the safety of individuals, to university property, or to the university community in general.  See Act 328 of 1967 and Board Policy 220.1.

Alcohol Policy
Dispensing and consuming alcoholic beverages on state property is strictly prohibited (except for special consideration provided to students aged 21 years or over, who are allowed to consume alcoholic beverages in the privacy of their rooms, in selected residence halls).  The consumption of alcoholic beverages on university property or during working hours is prohibited, as is intoxication while on duty as an employee.  See Board Policy 705.2.

Smoking Policy/Tobacco Use Policy
(Fayetteville Policies and Procedures, 724.0, July 1, 2002)

The University of Arkansas, Fayetteville, is dedicated to providing a healthy, comfortable, and productive environment for students, faculty, and staff.  In that endeavor, the following policy supersedes any and all other smoking policies:

1.  The University of Arkansas is considered a tobacco-free workplace and the use of any tobacco is prohibited.  A person shall not smoke in university education and general buildings.  Some residence halls have designated floors for smoking.  These designated floors will be eliminated by the Fall of 2003.

2.  Outside smoking and use of tobacco products is permitted only if done at least 25 feet from public entrances, exits, or air supply to a building.  In the case of smoking, this is necessary so that those entering, leaving, and occupying the building will not be exposed to secondhand smoke.  Preferably, smoking and use of other tobacco products should be limited to an area in the back of a building.

3.  A non-smoking student will not be required to share living quarters with a smoking student in residence halls.

4.  All residence dining facilities, including the Brough Commons Coffee Shop and Club Red, are non-smoking facilities.   The Arkansas Union is a non-smoking facility; therefore, all its dining facilities are non-smoking areas.

5.  The university prohibits the campus-controlled advertising, sale, or free sampling of tobacco products on campus.

6.  Smoking and use of other tobacco products is prohibited in gymnasiums, arenas, and other indoor athletic facilities, as well as the grandstands of outdoor facilities.

7.  Buses, vans, and all other university vehicles are considered non-smoking and no-tobacco-use areas.

8.  The university supports students, faculty, and staff efforts to sustain good health.  In so doing, the university strongly advises against the use of tobacco products on the university campus.  Assistance to students, faculty, and staff to overcome addiction to tobacco products is available through Human Resources and the Health Center.

9.  Littering the campus with remains of tobacco products or any other disposable products is prohibited.  In addition, smokers are required to dispose of the remains of tobacco products in receptacles that are fireproof.

Drug Free Workplace Policy
(Governor’s Executive Order 89-2; approved by Campus Council April 27, 1989)

Drug abuse and use at the workplace are subjects of immediate concern in our society.  These problems are extremely complex and ones for which there are no easy solutions.  From a safety perspective, the users of drugs may impair the well-being of all employees, the public at large, and result in damage to state property.  Therefore, it is the policy of the State of Arkansas that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance in a state agency’s workplace is prohibited.  Any employees violating this policy will be subject to discipline up to and including termination.  The specifics of this policy are as follows:

1.  State agencies will not differentiate between drug users and drug pushers or sellers.  Any employee who gives or in any way transfers a controlled substance while on the job or on agency premises will be subject to discipline up to and including termination.

2.  The term “controlled substance” means any drug listed in 21 U.S.C. Section 812 and other federal regulations.  Generally, these are drugs which have a high potential for abuse.  Such drugs include, but are not limited to, heroin, marijuana, cocaine, PCP, and “crack.”  They also include “legal drugs” which are not prescribed by a licensed physician.

3.  Each employee is required by law to inform the agency within five days after he or she is convicted for violation of any federal or state criminal drug statute where such violation occurred on the agency’s premises.  A conviction means a finding of guilt (including a plea of nolo contendere) or the imposition of a sentence by a judge or jury in any federal court, state court, or other court of competent jurisdiction.

4.  The University of Arkansas, Fayetteville, must notify the U.S. government agency with which the contract was made within ten days after receiving notice from the employee or otherwise receiving actual notice of such a conviction.

5.  If an employee is convicted of violating any criminal drug statute while in the workplace, he or she will be subject to discipline up to and including termination.  Alternatively, the agency may require the employee to successfully finish a drug abuse program sponsored by an approved private or governmental institution.

6.  As a condition of further employment on any federal government contract, the law requires all employees to abide by this policy.

Note:  At the University of Arkansas, Fayetteville, sections 3. and 4. of the Drug Free Workplace Policy will be carried out by requiring the convicted employee to inform his or her department head, director, or other appropriate supervisor of the conviction immediately and of having that supervisor report the conviction immediately to the vice chancellor to whom he or she reports. The vice chancellor so notified will convey the information, on behalf of the university, within the required ten-day period, to the U.S. agency with whom the federal government contract in question is held.

Workforce Violence Policy
(Fayetteville Policies and Procedures 416.0, July 1, 2001)

The University of Arkansas is committed to providing a safe, healthful workplace that is free from violence or threats of violence.  Reports of threatening or violent incidents are taken seriously and dealt with appropriately.   Individuals who engage in violent or threatening behavior may be removed from the premises, and may be subject to dismissal or other disciplinary action, arrest and/or criminal prosecution.  The university does not tolerate behavior that is violent, threatens violence, harasses or intimidates others, interferes with an individual’s legal rights of movement or expression, or disrupts the workplace, the academic environment or the university’s ability to provide service to the public.  Violent or threatening behavior can include physical acts, oral or written statements, or gestures and expressions.  For procedures on reporting and action, see http://www.uark.edu/admin/vcfainfo/policyprocedures/facstaff.htm.

Campus Services

Bookstore, Computer Store, Razorback Shop and Razorback Shop in the NWA Mall

The bookstore offers a large selection of new and used textbooks, reference books and general reading books, and special orders are welcome.  The bookstore also carries art, engineering, architectural and school supplies.  The departmental supplies area offers items to UA departments at state contract prices and handles special orders.  Textbook orders should be turned in for the fall semester by April 1, spring semester orders by October 15, and summer orders by March 1. For information regarding textbook orders, call 575-3010. 

The Razorback Shops offers clothing, gifts, cards and snacks.  Special orders are welcome. 

The Computer Store carries hardware, software, parts and supplies.  The factory-authorized service center also provides repair and upgrade services. 

Discounts - Faculty and staff receive a 10 percent discount on books (new, used, and general reading), supplies, clothing, gifts and sundries.   There are no discounts on food, magazines, New York Times subscriptions, or items on the New York Times Best Seller list, or on faculty/staff computer store purchases.   No discounts are allowed on temporary markdowns, and discounts cannot be combined.  For charge account information, call the bookstore office at 575-2155.  

A new division has been added to the bookstore “the Parking Spot” store at the Harmon parking facility behind Sam Walton College of Business.  This operation provides fully automated, dry cleaning service, one-hour photo processing service (order photos on-line and they will be delivered to your office within one hour), car wash, oil change, shipping and mailing services, information center, food and beverages, school supplies, books and magazines. 

For further details on bookstore services and special opportunities, visit the University Bookstore website at http://www.uark.edu/bookstore.            

Print, Mail, Copy Solutions (PMC Solutions)

PMC Solutions-Mailing
The department provides delivery of the university’s United States Postal Service (USPS) mail and campus interdepartmental mail as well as processing outgoing university mail via USPS, United Parcel Service (UPS), and express carriers.  A complete list of services and guidelines may be obtained from PMC Solutions-Mailing, 105 Arkansas Union, or by calling 575-5649.  Although personal mail is not permitted in the university mail system, a Post Office station located next to Mailing Services is maintained on the first floor of the Arkansas Union to accommodate personal mail.  The Post Office/Postal Plus facility offers USPS, P.O. box rental, services by carriers such as UPS, and Federal Express, as well as packaging materials and FAX services.  Please visit the mailing services website at www.uark.edu/admin/busaffrs/mailserv for more information.

PMC Solutions- Printing & Copying
Printing and copying services are available to the campus through an on-campus printing facility, a convenience copy center, and student and departmental convenience copiers located throughout the campus.  In most cases, these services can be billed to departmental accounts.

The on-campus printing facility is located in the PMC Solutions-Print building at 1580 W. Mitchell Street.  This facility offers a full range of printing services from design advice to delivery of the finished product.  Among the many options available are prepress services including but not limited to: pagination, graphic design, high resolution digital color proofing and output directly to film.  PMC Solutions-Print is capable of utilizing a variety of software applications on both the Macintosh and Windows platforms. The press and post press areas offer single and multi-color printing including five-color printing.  The I-Gen digital color press that offers high quality, cost effective, color imaging is located here.   These areas also offer folding, trimming, saddle and perfect binding, perforating, crash numbering, and numerous other finishing processes.

PMC Solutions-Copy facility is located at 213 Arkansas Union.  The copy center offers a variety of services including pick-up and delivery, convenience copying, sending and receiving faxes, high speed reproduction of exams, thesis, dissertations, class materials, and reports on a variety of paper stocks, binding with thermotape, plastic coil, GBC, other methods, and many other products including labels, certificates and both black and white and color transparencies.  Network printing is also available through Copy Central via the Docutech network.  Other specialty services available include full-color copying from various media, prints, drawings, drymounting, large document copying for items such as signs or displays, and demand bookbinding which produces an attractive hardbound book.  The Book Factory produces on demand soft cover perfect bound books at low to medium quantities at a very reasonable price.

For additional information, call PMC Solutions-Print at 575-2404 or PMC Solutions-Copy at 575-6832 or visit the website on line: http://pmcs.uark.edu 

Transit System
Razorback Transit provides fare-free fixed route bus service to University of Arkansas students, faculty, staff and the general public during all hours of operation. Complimentary Paratransit van service is also available for all certified eligible individuals who cannot ride the fixed route buses. Full transit services are provided, with 14 buses serving ten routes, Monday through Friday from 7:00 a.m. to 6:00 p.m. on class days throughout the fall and spring semesters (mid August to mid May). On final exam days, only one bus will serve each route. Bus service is not provided on official university holidays.

Night reduced service is provided Monday through Friday 6:00 p.m. to 10:30 p.m. throughout the fall and spring semesters (mid August to mid May). The night reduced service combines the ten regular routes into four reduced routes. All routes, with the exception of Red are on a thirty minute schedule and depart the Garland Transit Facility on the half hour. The Red route remains on a one hour schedule and departs the Garland Transit Facility each hour, with the last departure at 9:00 p.m.

Saturday reduced service is provided during the fall and spring semesters from 7:00 a.m. to 10:30 p.m. Saturday reduced service routes cover the same areas as the night reduced routes and the time intervals are the same. All route maps are available on line at transit.uark.edu under Transit Operations. They are also available on each bus, the Student Union Information Service Desk, and at the Transit and Parking Department at 155 Razorback Road (ADSB 131). Bus service is not provided on home football game Saturdays.

Summer Reduced Service is provided from 7:00 a.m. to 6:00 p.m. with the same routes in operation as the Night Reduced Service (mid May to mid August). There is no Saturday service during this time. During semester break (mid December to mid January) the reduced service schedule is observed.

Charter bus services are available to all university departments, at reasonable rates, for field trips. For charter arrangements or information, contact Razorback Transit at (479) 575-7913.   

Parking on Campus
Regulations for parking and traffic control, with appropriate penalties for violations, have been approved by the Board of Trustees.  Any person who parks a vehicle on campus must display a valid parking permit on that vehicle, or park at a parking meter and pay the posted meter fee. Parking permits and copies of regulations with maps indicating authorized parking zones may be obtained from the Transit and Parking Department in the Administrative Services Building at 155 Razorback Road or the Parking Office in the Harmon Avenue Garage.  Faculty/Staff and Reserved permits may be purchased on a payroll deduction plan or credit card on the Internet at https://myparkingaccount.uark.edu/cmn/index.asp or by credit card, cash or check in person at the Transit and Parking Department in the Administrative Services Building or the Harmon Avenue Parking Garage.  Call 575-PARK (7275) for further information.  Parking information is also available on the web at www.uark.edu/parking. (See also Act 328 of 1967 and Fayetteville Policies and Procedures 320.0).

University Identification Cards
The Campus Card Office in room 212 of the Arkansas Union issues photo identification cards to faculty, staff and students of the university.  The schedule for taking I.D. photos is Monday through Thursday, 8 a.m. to 7 p.m., Friday 8 a.m. to 5 p.m.  For schedule changes or special scheduling problems, call 575-7563.  New faculty and staff members must present authorization from their department and a driver’s license.  The form can be obtained on line at http://onlinecardoffice.uark.edu/about_the_id.htm#fac/staffid

Students must show a driver’s license and pay $20.00.  The replacement charge for lost or damaged I.D.s is $18.00.  Faculty or staff who are also enrolled as students do not need a Campus Card with a “student” designation.  The computerized I.D. card system allows for verification of current enrollment or employment.  New faculty and staff must have their Campus Card in order to obtain keys from the Key Office.  Campus Cards are required to check out library books, enter the HPER Building, and other activities.  Another feature of the I.D. system allows cardholders to deposit money in their card account in order to make cashless purchases at most university locations and copies at many general access copiers on campus.  This service is called Razorbuck$.  Deposits can be made in the Campus Card Office during business hours or at the Razorbuck$ machine on the 2nd floor of Mullins Library in the copier room, the Law Library and in the Arkansas Union Living Room.  There is also a web site to add money to Razorbuck$.  http://onlinecardoffice.uark.edu/razorbuck$.htm  For more information, call extension 575-7563.

Lost and Found
The campus Lost and Found Service is operated by Facilities Management Central Supply and Receiving, 521 Razorback Road, phone 575-4494.  For questions regarding items lost or misplaced on campus, please call between 7:30 a.m. and 5:00 p.m. Monday through Friday.  Items must be identified and claimed in person.  Non-cash items are held for 60 days; thereafter they will be donated to either the Salvation Army, Seven Hills Homeless Shelter or the Ozark Literacy Council

For additional information on UA policies, including listings of policies, visit the following websites.

Board of Trustees Policies are available at
http://vcfa.uark.edu/741.htm

Fayetteville Policies and Procedures are available at
http://vcfa.uark.edu/675.htm

Academic Policies are available at http://www.uark.edu/admin/vcacsey/AcaPolicySeries/academic_policies.html