Institutional Operations: Staff Handbook

A.  MAINTENANCE REQUEST GUIDELINES

In order to maintain good control and provide the best service, the Physical Plant at Simpson uses a work order and priority system.  If you have a problem, or need a service from the Physical Plant, please call the secretary during working hours:  8:00 a.m. – 4:30 p.m.  A work order will then be initiated and service will be rendered at the earliest possible time.

General maintenance personnel are working on campus 7 days a week.  However, in order to keep overtime pay to a minimum, only EMERGENCY calls should be phoned to the Physical Plant after 4:30 p.m. and on weekends.  The designated person on call will have a pager.  Please call the Physical Plant at extension #1622 and follow the instructions on the paging system.

An emergency could be classified as a situation that threatens lives or could cause serious injuries to persons or property, and work is required immediately because it affects scheduled operations of buildings, equipment or utilities.  Some examples of emergency situations are:

1.  Security problem

2.  Burning odors

3.  No heat

4.  Stopped up drains/overflowing toilets

B.  MAILROOM DISTRIBUTION AND POLICIES

Mailroom Hours:  9:00 a.m. – 4:30 p.m. Monday through Friday.

•  Mailroom personnel leave at 10:00 a.m. and 2:00 p.m. for on-campus mail routes.  Mail for pickup will need to be ready at these times with the appropriate laminated mail card attached.  Mail received after 3:30 p.m. will not be sent until the following day.

Laminated mail cards with barcodes should accompany all outgoing metered mail.  Please use the appropriate card and bundle separately the following:  First Class, Book Rate, Library Rate, Airmail and Certified.

• Flaps up on all mail to be sealed by the machine.
•  Seal all envelopes that seal from the end (i.e., large white or manila).  The machine does not have the capability to seal these.
• All campus mail must be bundled and kept separate from outgoing mail.

a.  Student mail must have name and unit number.  Ten or more pieces must be in UNIT ORDER.  If you do not have a unit number, call the mailroom.  Mail not in unit order will be returned to your office.

b.  Employee mail should be sorted by building and department.

Mailings involving 200 or more addresses should be mailed on a bulk mail rate, whenever possible.

a.  Mailings sorted and bundled per U.S. Postal Regulations.

b.  Bulk Mailing requires 7 days advance notice.  This is necessary to ensure adequate funds are available at the Post Office.

c.  Bulk mail forms are to be completed in duplicate with each department’s account number and signed by the mailroom clerk.

d.  Every effort will be made to distribute campus based “bulk mailings” within 24 hours of their delivery to the mailroom.

The United States Postal Service offers Express Mail Service (next-day delivery by 12:00 Noon to most destinations).  Price depends upon two weight classes, one for items up to 8 ounces and another for weights up to 5 pounds.  DELIVERY 7 DAYS A WEEK.

United Parcel Service next day air letter service available through the College mailroom.  There is no weight limit, but the item must fit into the packet provided by UPS.  Items for UPS next-day delivery must arrive in the mailroom no later than 3:00 PM for UPS pickup that day.  United Parcel Service packages can also be sent from the mailroom.  There is a 70-pound package limit.  A handling charge of $1.00 is charged for each transaction.

Mass mailings to students without address labels (bulk mailings, commercial establishment fliers and non-college related announcement)will be placed on the table outside the mailroom.  Materials will be left for 48 hours and then removed and discarded.

Cabinet Member must approve all exceptions to the above policies.

C.  COPY CENTER GUIDELINES

1.  Fine Printing

a.  “Fine printing” refers to college publications that are to be distributed off campus or to any substantial reading public.  All College publications distributed to an off-campus public must be approved and prepared by the Office of Public Relations.  The design, paste-up, typesetting and scheduling of any off-campus printing for such publications must be scheduled through the Office of Public Relations to ensure quality and consistency of content and design.  Publications taken off campus to be printed without approval of the Office of Public Relations will become the personal obligation of the purchaser.

b.  A master publications calendar will be prepared by the Public Relations Office by July 1 of each year to schedule both the dates the Public Relations staff needs copy and the dates a user needs the final product.  The majority of fine printing needs can be anticipated far in advance and preplanning is required.  All jobs that have been previously scheduled will be given priority over last-minute items.

c.  The Office of Public Relations has prepared a Publications Handbook, which covers the aspects of printing.  Each department should have one for ready reference.

d.  All printing budgets are to be controlled by the respective Vice Presidents.  The Office of Public Relations will produce only those publications approved by the Vice President responsible for the printing budget.

2.  Supply Copying

a.  “Supply Copying” refers to items that are to be used on campus and which are ready to be printed as they are typed and setup or prepared on a desktop publisher.  The campus Copy Center will be able to meet most internal printing needs, including copying, folding, collating, stapling and trimming of publications.  Copy Center is able to order paper for special jobs.

b.  Supply copying order forms are available in the Copy Center; one must be completed and attached to each copying order showing departmental budget number and date order needs to be completed.  Do not send material to be copied through the campus mail, because it may be folded which damages the layout.

c.  Desktop publishing involves typing copy into a computer and printing it out on a laser writer-printing device.  Printing for on-campus audiences (posters, programs, invitations, etc.) may be produced on desktop publishing at the Copy Center.

d.  Copy Center Equipment includes a high-speed photocopier, finishing equipment and a laminator.  The equipment in Copy Center is to be used only by Copy Center personnel or their work-study students.  The manager will determine the most cost efficient method of printing.

e.  Lead time required for copying is three working days for most small jobs and five to seven working days for jobs that require many runs, many copies, and/or finishing work such as folding, collating, stapling, or trimming.  Some photocopying jobs can be ready the same day.  Contact the manager for accurate pick up time of printing requests.

f.  Please estimate the number of copies needed with care.  If using labels for a mailing, order labels before requesting printing to ensure an accurate printing count.  Reprints will be done on a time-available basis and will be more costly.  The major expense and time factor in printing revolves around the setup time and masters used, not the number printed.

g.  The Copy Center personnel may laminate educational materials that will be used repeatedly.  Examples would include posters, instructions and materials that would be reused frequently.  Permanent signs and posters for personal use are not approved items to be laminated.

h.  An efficient in-house printing service can save the institution money. For current costs, consult with the manager.

3.  Photocopying

a.  A high-speed copier is located in the Copy Center.  Material to be copied can be left there and picked up when completed.  Same day service can be given for some requests; the manager can give time available for other requests.  Copies will be billed at 3 cents each and the cost of the paper when 20-pound paper is not adequate.

b.  Photocopiers available for general campus use are located in Hillman Hall 29A, in Dunn Library and Brenton Student Center. Users must enter the departmental code number in the auditron and all copies will be billed at 4 cents each.  The copier in Hillman Hall will duplex (print on both sides of the paper).  This should be used whenever possible to save paper.

c.  Employees are asked to adhere to the following guidelines for photocopies:

•   100 copies – photocopiers for general campus use; 100 or more copies – take to Copy Center.

2)  Small copiers are located in some designated buildings.  Maximum monthly limits of copies have been established for those machines.  Departments are asked to adhere to those limits to extend the life of the copier.

3)  Personal copies may not be charged to departmental budgets.  The cost for personal copies is 5 cents each and must be paid for at the time printed.  The copiers in Brenton Student Center and Dunn Library are coin operated and may be used for personal copies.

D.  E-MAIL ACCOUNTS

E-mail accounts are available to students and Simpson College employees.  The policy and ethics statement and user account forms are available in Information Services (McNeill Hall, lower level), ext. #1681 or on the Information Services web site.  After reviewing the statement, the employee must sign an account form agreeing to adhere to the policies listed.  Following receipt of the signed account form, Information Services will issue an e-mail address.  E-mail addresses are published in the College’s campus directory.

E.  TELEPHONE AUTHORIZATION CODES

Authorization codes for long distance telephone calls may be obtained from Information Services.  Approval to obtain a code must be given by the department head.  Employees are responsible for maintaining the security of their code.  An employee should notify Information Services of his/her intent to terminate employment, so the code may be canceled.  If at any time a code has been lost or is being misused by an unauthorized person, it will be canceled and replaced with a new secure code.

In the interest of economy and security, restrictions have been placed on the type of long distance calls available.  Collect calls cannot be made to a Simpson number, nor can a Simpson number be given as a billing number in a third party call.

All personnel are urged to make careful use of long distance telephone calls.  The following guidelines are suggested:

1.  Do not substitute calls for letters in instances where time or immediate feedback is not necessary.

2.  All long distance calls on campus are to be placed using the authorization code assigned.  Departments are charged for all calls using codes assigned to the department.

3.  No additions or expansion of telephone services are to be made without the approval of the Vice President for Information Services/Chief Information Officer.

4.  Personal calls made in the course of travel for the College are the responsibility of the employee.

5.  In an emergency situation, faculty members traveling with students should call the College, billing the call to their home phone.  The cost will be reimbursed upon return.

6.  College employees needing to make college related long distance calls (either evenings or weekends) from their home telephones should request a long distance calling card.  The request needs to be in writing from the divisional Vice President to the Assistant Vice President for Business Services.

F.  GUIDELINES FOR THE DISPOSAL OF COLLEGE PROPERTY

If a department wishes to dispose of (sell or destroy) college property such as equipment, furnishings, vehicles, etc., the department should first contact the Director of Procurement or the Vice President for Business & Finance to discuss the appropriate procedures.

G.  GUIDELINES FOR SIMPSON COLLEGE LOGO

The Simpson College logo will be used campus-wide; there are no exceptions unless otherwise stated.  The words “Simpson College” represent a visual image of the College and, as such, will always appear in an accepted and approved form.

The logo will appear on every college publication, including those journals, catalogs, bulletins, brochures, booklets, announcements, fliers, posters, programs, advertisements, billboards, invitations, letterhead, stationery and business cards paid for with college funds and distributed off campus or to any substantial reading public or constituency.  It is also the only accepted symbol to be used on signs, banners and college-owned vehicles.  If Simpson College is visually represented and if the representation is paid for with college funds, the official logo of the College, and no other, shall be used.  The Simpson College Bookstore is not bound to use the logo on all goods to be merchandised.  However, the Bookstore’s use of the College’s logo, when appropriate, will contribute to the awareness of Simpson’s image.

Use of the Simpson College logo by non-college organizations, businesses or groups may be permitted, if authorized by the Director of Public Relations.  It will be the responsibility of the Director of Public Relations to assure the correct use of the Simpson College logo and to enforce these guidelines.

Any questions related to the use of the logo, crest (coat-of-arms) or seal should be directed to the Director of Public Relations, extension #1606.

H.  PARKING PERMITS

The College has designated parking areas for faculty/staff and students.  Your car must have a parking permit tag, which can be obtained from the Security Office in Brenton Student Center.  The tags are color coded with the parking areas and should be hung over the interior rearview mirror.

I.  ENTRY KEY GUIDELINES

1.  GENERAL PRINCIPLES

Simpson College, with concern for both accessibility and security, has keyed its academic and administrative buildings with a highly professional key system.

Regularly appointed, full-time employees (faculty and exempt personnel) may request an entry key to the building in which their office is located.  For academic buildings, a request for keys needs to be approved by the building supervisor and directed to the Office of the Academic Dean.  All other building key requests should be approved by the building supervisor and directed to the Vice President for Business & Finance.  Upon approval, the Dean or the Vice President for Business & Finance will authorize the Physical Plant Director to issue the appropriate key.  Acceptance of a key carries the following responsibilities:

a.  Keys must not be shared with anyone (buildings may be regularly opened for accessibility and closed for security; and colleagues may also open the building at other times).

b.  Keys must not be given to a student and violation of this rule will be considered as a basic violation of the professional responsibility of the faculty or administrative person involved.

c.  The loss of a key will result in the re-keying of that particular cylinder, with the total cost (materials and labor) assumed as follows (minimum of $50).

• If the key is lost or stolen as a result of negligence, the individual responsible for the key shall pay up to $500 of the cost.
• If the loss is due to uncontrollable circumstances, the individual will be responsible for the cost up to a maximum of $200.

d.  Colleagues in the building should be notified immediately if a key is lost, stolen or misplaced, so they may give special consideration to their offices and property.

e.  The Dean’s Office, the Vice President for Business & Finance’s Office, or Physical Plant Director’s Office should be notified immediately, so a new lock can be installed for security.

f.  The Vice President for Business & Finance and the Physical Plant Director are authorized to periodically determine if all issued keys are in the possession of the person to whom they have been issued.

g.  When special occasions occur in a building, which affect the scheduled opening or closing times, the building supervisor must notify the Physical Plant and Campus Security at least 24 hours prior to the event.  This enables the security guard and other personnel to be aware of any changes in regularly scheduled hours.  All weekend events that necessitate different hours than those scheduled must be reported by Thursday at 4:00 p.m.

2.  BUILDING OPENINGS AND CLOSINGS:

The following chart provides information for accessibility hours to buildings on the campus.  Please keep it available for your potential use and for approved changes.

 

Custodial staff performs all unlocks on weekdays.
Security staff performs all unlocks on weekends.
Security staff is responsible for all lock-ups on both weekdays and weekends.

3.  SPECIAL CONDITIONS

Rentals of buildings (or space in buildings) shall be governed by the following guidelines:

a.  All rentals must provide for payment costs involved in opening and closing the facilities involved.

b.  In each academic building, security will lock the building each evening, physical plant will open building on weekday mornings, security will open on weekends and as needed in the evenings.

c.  In Great Hall, Lekberg Hall, and such places for meetings and/or meals by non-academic users, the Maintenance Department shall assume responsibility for opening and closing the facility, if within normal working hours.  If after working hours, security will be responsible for securing buildings.

• Rental Procedures:

a)  Rentals shall be requested through the Conference Office.

b)  Rental costs shall be set under the direction of the Vice President for Business & Finance.

c)  Authorization for Maintenance Department’s opening and closing buildings is obtained through both rental and calendar clearance in the Conference Office.

• Summer Use Guidelines:

a)  Des Moines Metro Opera will be issued a new locking system (with appropriate charges) post-May Commencement through July, when Medecois reinstalled (one key of the DMMO locking system will be retained by the Blank building supervisor, and another by the Maintenance Department).

b)  Other clients will be governed by the regular hours unless a policy similar to the above stated is approved by the appropriate college officer.

4.  APPEALS

Appeals of the policies should be made in writing to the Office of the Academic Dean, who will refer such appeals to the President’s Cabinet for final decision.

Appeals of the implementation of the policies within a specific building should be made to the building supervisor.  Currently the building supervisors are:

5.  GUIDELINES FOR THE USE OF COLLEGE FACILITIES

Simpson College is pleased to offer its facilities for use by the campus community or others for events that are consistent with the mission of the College.  The following guidelines apply to the general use of campus spaces.

a.  The supervisors of individual facilities are responsible for the use of their assigned spaces.  The overall authority governing the use of college facilities rests with the President and/or President’s Cabinet.

b.  The following set of priorities to rank order will govern the use of college facilities:

• All college functions as designated by the President or President’s Cabinet (i.e.; Commencement and Orientation).
• Any college event that represents the prime function of the space (i.e.; athletic fields-college athletic contests; classrooms-college classes; theatre-college drama and music events).
• Other college events sponsored by a member of the Simpson community in pursuit of professional responsibilities.
• All others who comply with the requirements to use a campus facility.

c.  Campus facilities may be used at a minimal cost or without charge for regular or approved college purposes by any member of the Simpson community.  Set-ups and maintenance charges will be assessed to the on-campus sponsor as required.  The fees for use of facilities by outside individuals or groups will be approved by the Vice President for Business & Finance.  The pricing guidelines for facilities and services are available through the Conference Office.

d.  The use of campus facilities must be consistent with the rules, policies and purposes of Simpson College.  The College expects all facility users to maintain high standards of health, safety and good sense.  Alcoholic beverages may be consumed only in the areas and within the guidelines, as stated in the campus alcohol policy (see index).

e.  All events scheduled on the Simpson campus must be placed on the central calendar located in the Conference Office, extension 1428.

1)  The following guidelines have been established for the central calendar for the scheduling of events on the Simpson campus:

• All events held on campus, either scheduled by on-campus or off-campus persons will be placed on the All Campus Calendar that is maintained by the Conference Office.
• Certain institutional events (registration of students, fall and spring convocations, honors convocation, orientation and commencement, all-college Christmas services, final exams) have priority on time and space.
• Departmental events must be approved by the department head.
• Events and activities that seek student and college employees attendance should not be scheduled at conflicting times to the extent possible.
• Cancellations and postponements should be promptly transmitted to the Conference Office, so general information can be shared within the Campus Community.  Changes of dates and/or places of events should be minimized.  When necessary, adjustments can be made which enhance the scheduled event and which do not conflict with existing events.
• All campus events will be coordinated by the Conference Office except usage of the President’s Conference Room.  The President’s secretary handles scheduling the availability of the President’s Conference Room.

6. PROCEDURES FOR USE OF COLLEGE FACILITIES

a.  These procedures apply only to Simpson College employees.

• The Conference Office will take requests for an event and record the necessary information on the all campus calendar.  The person making the request will be informed if the space is available.
• After the events have been scheduled on the calendar, the person making the request will coordinate the necessary preparations or arrangements, including notifying the building supervisor.
• The Conference Office has the right to deny a request or cancel any event that is inconsistent with the Simpson Mission or the general well being of the campus.  Building supervisors have the authority to deny a request for use in their facility, if they feel it is not consistent with the rules, policies and purposes of the College.  The Assistant Vice President and Director of Public Relations and the Vice President for Marketing will be informed about any event request that may present a public relations problem for the College.  The Vice President and Academic Dean and the President will settle any disputes in regard to facilities use.
• The person booking an event will notify the maintenance department if special set-ups or equipment are required.
• The Conference Coordinator will notify the Public Relations Office of all events on the all campus college calendar.
• The person or group requesting an event where food is to be served is expected to use the College Food Service and to make the appropriate arrangements with the food service to meet their requirements.
• The person booking the event will notify the physical plant and/or security personnel of special openings and closing needs.  Physical Plant is responsible for opening all buildings Monday through Friday and Security is responsible for opening buildings on the weekends.  Security personnel are responsible for closing the buildings.  Whenever this service is required, the overtime salaries of the maintenance personnel will be charged to the party using the facility.
• All rental or other charges will be assessed by the Conference Office.
• Committee and department chairpersons are responsible for placing their yearly schedule of meetings, productions or contests on the all campus calendar.

b.  GUIDELINES FOR THE USE OF PIONEER CONFERENCE CENTER

The Pioneer Conference Center is primarily designed as an educational facility for Simpson to attract business and industry to our campus.  It will also be used for faculty and trustee meetings, as well as other campus sponsored programs.  The Director, Division of Adult Learning is responsible for establishing the specific uses of the Pioneer Conference Center.

1)  The following set of priorities established in rank order will govern the use of this facility:

• All college functions as designated by the President or President’s Cabinet;
• Training and development sessions sponsored by Simpson College for business and industry;
• Any non-college facility that is utilized by outside organizations for classes, workshops, seminars and meetings.  The Pioneer Conference Center is not designed for the purpose of social occasions (i.e.; receptions, parties or weddings);
• College events sponsored by a member of the Simpson community or student body in support of professional responsibilities;
• As a regular classroom facility.

2)  Upon approval, the Pioneer Conference Center may be used without charge or a minimal charge as required for regular or approved college purposes by any member of the Simpson community.  Set-up will be coordinated by the person booking the event.  Using the room with all chairs and desks facing the front of the room is encouraged, as much as possible.

3)  Fee schedule for the use of the Pioneer Conference Center by outside individuals or groups will be maintained by the Conference Office and will include facility set-up and maintenance.  Audio-visual equipment will be priced separately.

4)  The College Food Service must be used for all food served in the Pioneer Conference Center.

5)  The use of the Pioneer Conference Center must be consistent with the rules, policies and purposes of Simpson College.  The College expects all users to maintain high standards of health, safety and good sense.  There will be no alcoholic beverages served in the room.

6)  All events scheduled in the Pioneer Conference Center must be coordinated with the Conference Office and placed on the all campus college calendar.

c.  GUIDELINES FOR USE OF THE PRESIDENT’S CONFERENCE ROOM

This room is to be used primarily for the following types of campus functions:

• Meetings of the President’s Cabinet.
• Visiting professional or community groups not exceeding 20 in number when invited or approved by the appropriate Cabinet level officer.
• Small luncheon or dining occasions associated with properly approved meetings not exceeding 10 in number.
• Meetings of faculty or students when meeting with administrative personnel for special committee purposes.
• Occasional use for special or conference purposes when authorized by the Conference Office and scheduled in an approved manner.
• In cases in which this room is being used by outside groups and deemed appropriate, a fee will be assessed as determined by the Conference Office.

All use of this room must be scheduled through the President’s secretary.  When necessary, he/she will consult with the President relative to questions of use or schedule conflict.

The Cabinet level person authorizing the use of the room must assume responsibility for restoring the room to a properly clean condition if meals or refreshments are served.  Proper care of the table and chairs in this room must be assumed by all using the room.

Three special qualifications pertain:

• No alcoholic beverages are to be served in this room.
• No beverages or meals are to be served on the conference table without use of proper table covering or protectors.
• The use of the kitchen attached to this room is intended primarily for the use of on-campus constituencies only.  The authorized party is responsible for immediate cleanup of the kitchen and conference room following its use.  In the event this is not done, a cleanup charge will be assessed.

d.  GUIDELINES GOVERNING THE USE OF THE MATTHEW SIMPSON ROOM

The Matthew Simpson Room in College Hall is an elegantly furnished Victorian room, considered the “front parlor” of the Simpson campus.  The room serves to symbolize the richness of Simpson’s history and heritage and pays tribute to the men and women who distinguished themselves and Simpson through their careers, achievements, humanitarian efforts and their loyalty to and support of the College.  As such, a careful balance must be maintained that reserves the room for the most special, dignified and distinctive occasions, while assuring the Simpson community many opportunities to enjoy the beauty and ambiance of the room.

The use of the Matthew Simpson Room is reserved principally for on-campus organizations and individuals.  Appropriate uses of the room could include, but are not be limited to:  special student events, such as lectures by distinguished persons, readings, recitals, or meetings of honorary societies, meetings of alumni groups, such as alumni committees and reunions, including serving of meals, use by the trustees and president for committee meetings, receptions, entertaining guests, or seasonal social functions.  Parents of Simpson students may enjoy the use of the room during Parents Weekend, receptions, or orientation.  Faculty is encouraged to use the room to entertain visiting scholars and lecturers, meetings of professional associations and other activities that will distinguish Simpson and its community.

All events to be held in the Matthew Simpson Room shall be scheduled with the Conference Office and placed on the all campus calendar.  Simpson-related off-campus groups may be given permission to use the room; however, permission will not be given to use the room for activities unrelated to Simpson College. Approval for use of the room for groups or purposes not specifically covered in these guidelines may be requested from the Vice President and Academic Dean.  All requests for use of the room must include the designation of a person responsible for the user group and the security of the room.  The President will settle any disputes related to granting permission for the use of the room.

Individuals or groups who receive permission to use the room may use china, silver pieces, and other accessories for the serving of food or drink, upon request.  However, the serving of food and/or drink, and the using of china and serving accessories are reserved for the College Food Service of Simpson.  When a request is made to use the Matthew Simpson Room’s china and accessories, the Food Service may assess a special handling and cleanup fee.  The use of the china, silver, and serving accessories will be strictly controlled and use is not automatically granted with the reservation of the room.

Specific guidelines governing the use of the Matthew Simpson Room:

• Normally, and on a day-to-day basis, the Matthew Simpson Room shall be locked.
• The person or group receiving permission to use the room and desiring the serving of food and/or drink are responsible for contacting the Food Service to make arrangements for delivery, serving and billing.
• It is necessary to contact the Maintenance Department to make arrangements for special set-ups or equipment required for functions in The Matthew Simpson Room.  The room must be returned to its original set-up when the activity is completed.  Any charges for set-up shall be assessed to the user.
• Keys to College Hall and the Matthew Simpson Room will be made available to the administrator or faculty member responsible for the user group.  Keys will not be issued to students.  The keys to be issued are in the possession of the Conference Office and will not be given to anyone other than the person who is responsible for the use of the room.  The person who is responsible for the use of the room must sign a form acknowledging his or her acceptance of responsibilities before keys will be issued.  Loss of keys will result in the re-keying of locks of all doors to the Matthew Simpson Room and College Hall, with the total cost (materials and labor) assumed by the person to whom the keys were issued.  This person is responsible for the securing of all doors unlocked by him/her, including doors to College Hall and returning the keys to the Conference Coordinator within 24 hours of issuance or, in the case of weekend use, by 9:00 a.m. Monday.
• The use of the kitchen next to the Matthew Simpson Room is reserved solely for College Food Service personnel.
• The conference table in the Matthew Simpson Room is not to be moved.

The Matthew Simpson Room, through the generosity of many contributors, has been furnished with exceptionally fine and very costly furniture, carpeting, paintings, artwork, china and accessories.  Some items cannot be replaced.  The College expects all users to respect the elegance and function of the room and to maintain unusually high standards in the care and treatment of all furnishings.

 

J. POSTING OF INFORMATION ON CAMPUS BULLETIN BOARDS

Material posted on campus bulletin boards should be cleared in advance through the Office of Student Development or the office of the building manager of the building(s) in which the materialis to be posted.  The Office of Student Development must approve all non-college and commercial related advertisements.

Posting of information must be confined to designated bulletin boards or Kiosks only, not on walls, windows and doors.

All guidelines pertaining to the use of any campus bulletin board should be printed and posted on the respective bulletin board.  Those bulletin boards designated for use by specific offices, departments, or college related organizations will be clearly marked and are reserved for that use.  Bulletin boards intended for general campus information will also be clearly marked.

Campus bulletin boards are intended for the use of the Simpson community. Information posted on campus bulletin boards should be relevant to the concerns of these campus constituencies and should be consistent with the mission of the institution.

K. INTELLECTUAL PROPERTY POLICY 

Introduction

The purpose of Simpson College’s Intellectual Property Policy is to protect the rights of both creator/inventor and the institution. The policy outline in this document is based on the understanding that in most cases, the creator/inventor’s ownership preference will control.

Applicability

The Simpson College policy on intellectual property applies to all employees of Simpson College, all external contractors, technical support, contractors, volunteers, advisors whether paid or not, and students.

Definitions

Work: an expression subject to the United States copyright laws including, but not limited to: literary works including all written work and computer programs and/or code; musical works including any accompanying words; dramatic works including any accompanying music; pantomimes and choreographic works; pictorial, graphic, and sculptural works; motion pictures and other audiovisual works; sound recordings; and architectural works. Works shall not include ideas, procedures, methods, systems, processes, concepts, principles, discoveries, or devices.

Creator: the author of a Work.

Invention: concepts, ideas, procedures, principles, discoveries, models, prototypes and the like related to any new process, machine, manufacture, system, or composition of matter, including but not limited to methods, devices, and software which are subject to the United States patent laws.

Inventor: an individual who contributes to an Invention.

 

Copyright Policy

The Creator (employee, volunteer, contractor, etc.) will own his or her own Work except in the following circumstances:

• In the case of a faculty member, when the Work is created at the specific direction of an officer of the College, the Work is owned by the College. An officer of the college is defined as anyone working on behalf of the college in a supervisory or other official capacity.Example: At the request of the College, a faculty member creates a “lead” syllabus for a course intended to be taught by faculty other than or in addition to the original Creator. This would include templates for online courses, including assignments, charts, graphs and other support materials created for use as part of the course. This instance is different than the normal work of faculty, i.e. creating syllabi, assignments, projects, etc. for individual courses she or he will teach.It should be noted that in the case of individual course creation, the faculty member will own the work she or he creates. The College will own the course descriptions, general education descriptions, criteria, and other such material that is part of the College’s curriculum. The College will retain a copy of all course syllabi. Should the Creator leave the employ of the College, the College may use the file syllabi to provide subsequent faculty teaching the course examples of how the learning objectives of the course had been achieved in the past.
• In the case of a non-faculty Creator (non-faculty employee, volunteer, contractor, etc.), when the work is created at the direction of an officer of the College and/or within the regular contracted work activity of the Creator, the Work is owned by the College.Example: An officer of the College directs an employee in Information Services to write software for a college task. In this case, the College owns the software.Example: Without specific direction, an employee working in the business office develops a specialized spreadsheet to track travel expenses. In this case, the college owns the spreadsheet.
• When the Work is created jointly with an office of the College, the College owns the Work.Example: A faculty member writes a course description for the College catalog, or includes material submitted to a faculty committee for course designation, or when the employee writes copy for departmental brochure. Since these works were created jointly by the faculty member and a college office (Registrar, public relations, et al.) for the purpose of college publication or course approval, the College owns the Work.
• When an employee creates documentation or other materials related to an off-campus grant proposal on behalf of the College, the College owns the Work, i.e. the grant documents.Example: A faculty member writes a grant for research funds and the College is named as recipient of the funding. The proposal documents and the final report are owned by the College.The findings of the research (the outcome, discoveries, patentable ideas, etc.) are subject to the Patent Policy provisions below. In the case of multiple Creators, the final report is owned jointly among the Creators and the College, unless otherwise specified in writing.
• When an employee creates a Work, such as a course or other materials, jointly with a contractor employed by the College, the contract with the contractor governs the ownership of the Work.Example: The College contracts with a course developer to work with a faculty member to develop a specific online course to be taught only by the faculty member. The contract with the course developer says that the material the faculty member creates is owned by the faculty member, but the material created by the course developer is owned by the course developer.
• When an agreement in writing has been made between the College and the Creator to the contrary.

When the Work is created by an individual student within a class, or other credit-bearing activity the Work is owned by the student. A Work created jointly by a student and a faculty member is owned jointly, unless the Work was created using resources of the College. If so, the Work is owned jointly by the Creators and the College. It should be noted that in this case, “resources of the College” is to mean resources other than those office supplies and equipment contained within her or his office or college computer lab, i.e. paper, computer, photocopier, and printer. See Section 9 for method of determining ownership.The College does have the right to keep a copy of student work submitted as part of a class for the purpose of assessment and documentation. It also has the right to use third-party to aid in the detection of plagiarism and other forms of academic dishonesty.Example: For the purpose of assessing the effectiveness of the general education program, student papers are retained for future analysis.Example: A department keeps a copy of all papers turned in for senior capstone projects for the purpose of providing future students with examples.Example: A faculty member uses a service like “turnitin.com” to check student papers for plagiarism.

Resolution of Disputes:
See Section 9

Future Ownership:Copyright lasts for the life of the author plus 70 additional years. The term of a work made for hire is 95 years from first publication or 120 years from creation, whichever is shorter. The legal authority for any time limit on copyright comes from Article 1, Section 8, and Clause 8 of the US Constitution, which promotes: “the progress of Science and useful Arts, by securing for limited times to Authors and Inventors the exclusive Right to their respective Writings and Discoveries.” Ownership of a Work shall continue in accordance with this policy for the duration of the term of copyright.

When a faculty or staff member leaves the employment of Simpson College, they continue to be bound by the policy of the institution in terms of ownership of work completed while in employment.

The sale, publication or disclosure of a Work considered to be jointly-owned under this policy requires the written consent of all co-owners of the work product.

NOTE: The examples in this document are meant to be illustrative, not exhaustive.

Patent Policy

All Inventions meeting at least one of the following criteria must be disclosed to the College:

• The Invention is conceived and/or reduced to practice by an Inventor while in the course of the Inventor’s College responsibilities; or
• The Invention is conceived and/or reduced to practice by an Inventor using resources of the College (It should be noted that in this case, “resources of the College” is to mean resources other than those office supplies and equipment contained within the Inventor’s office or college computer lab, i.e., paper, computer, photocopier, and printer.); or
• The Invention is conceived and/or reduced to practice by an Inventor and is the result of or arises out of a sponsored research project or relates to the subject matter of an agreement between the College, a third party, and/or an Inventor, including an instance wherein charges relating to the Invention are made to a sponsored research project.
• All Inventions must be disclosed to the College in a timely manner. A disclosure shall be considered timely if all domestic and foreign patent rights of the College and/or Inventor are preserved, as appropriate. Such a disclosure shall be prior to public or private disclosures outside of the College community, including publications and the filing of an unauthorized patent application. A disclosure shall be made to the College as soon as possible after the conception of an Invention. A disclosure shall be made via the Simpson College Invention Disclosure Form (Appendix A).

Ownership of Inventions shall be determined as follows:

• Inventions resulting from research, innovation, or scholarly activity that is at least partially funded under agreements with third parties, as discussed above, shall be owned in accordance with the provisions of such agreement. By way of example only, federally funded research may often require ownership and disposition of inventions different from this Policy. The College may have an interest in these inventions.
• The College has an interest in all other Inventions meeting at least one of the criteria of Section 1.
• In making a disclosure to the College, an Inventor has the opportunity to indicate whether the Inventor prefers that the Invention will be “College Owned” or “Inventor Owned”. Both College Owned and Inventor Owned Inventions shall be subject to the royalty sharing sections below. An Invention disclosure shall be held in confidence by the disclosing Inventor(s); however, an Inventor may seek the advice of counsel in order to determine whether the Inventor prefers that the Invention will be College Owned or Inventor Owned.A College Owned Invention shall be owned by the College unless such Invention is reassigned to the Inventor(s) as discussed below. While an Invention qualifies as a College Owned Invention the College shall: (1) control all commercialization and licensing of the Invention; (2) control all decisions with respect to foreign and domestic patent protection; and (3) pay all patent prosecution costs and maintenance associated with the College Owned Invention, as deemed appropriate by the College.An Inventor Owned Invention may be owned by the Inventor(s) who has/have invented such Invention. If owned by the Inventor(s), the Inventor(s) shall: (1) control all commercialization and licensing of the Invention; (2) control all decisions with respect to foreign and domestic patent protection; and (3) pay all patent prosecution and maintenance costs associated with an Inventor Owned Invention, as deemed appropriate by the Inventor(s).It is the intent of the College that in most cases, the Inventor(s) ownership preference will control. However, the above notwithstanding, in exceptional circumstances, the College may assert ownership over any disclosed Invention, subject to the royalty sharing provisions of this Policy. See Section 9After a determination has been made with respect to ownership of the Invention, the parties shall work together to complete necessary documentation reflecting ownership. If the Invention will be College Owned, the Inventor shall complete the necessary documentation to transfer all right, title, and interest in the Invention to the College. The Inventor shall also assist in the prosecution of the patent application(s) covering the Invention
• A separate written agreement between the College and Inventor(s) may determine sharing of royalties from all inventions.
• If the College deems it appropriate to cease patent prosecution and/or commercialization of a College Owned Invention, the College shall reassign such Invention to the Inventor(s). Such Invention shall then be considered an Inventor Owned Invention under this Agreement. A reassignment under this Policy shall be made at least thirty (30) days before a final deadline to respond to any pending communication from the United States Patent and Trademark Office.
• If an Inventor deems it appropriate to cease patent prosecution and/or commercialization of an Inventor Owned Invention, the Inventor shall offer to assign such Invention to the College. The College may then decide whether to pursue such Invention as a College Owned Invention. A reassignment offer under this Policy shall be made at least thirty (30) days before a final deadline to respond to any pending communication from the United States Patent and Trademark Office.
• An Inventor shall have a nonexclusive, non-transferable, royalty-free license to practice a College Owned Invention that the Inventor invented for noncommercial academic and research purposes whether at the College or otherwise. The College and Inventor may negotiate terms for a commercial or other license at the College’s discretion.
• The College shall have a nonexclusive, non-transferable, royalty-free license to practice all Inventor Owned Inventions for noncommercial academic and research purposes.
• Resolution of Disputes: All inventions disclosed to the College shall be reviewed by a College designee in a timely manner. If the inventor(s) agrees to the recommendation by the College designee as to ownership/equity an agreement is signed and recorded by the College and Inventor(s). If there is no agreement a committee chaired by the Academic Dean and consisting of a faculty member, alumni, vice president of business and finance and Trustee representation will hear the case presented by the interested parties and make a determination of how the ownership/equity of the invention will be managed. Panel decisions may be appealed to the Simpson College President.
• When an Inventor leaves the employment of Simpson College, she or he will continue to be bound by the policy of the institution in terms of ownership of Inventions conceived of and/or reduced to practice while in employment.

In addition to the above-described inventions in which the College has an interest, and which must be disclosed to the College, Inventions meeting the following criterion may be disclosed to the College:

• Such invention is conceived and/or reduced to practice by a faculty or staff member, or student, wherein the individual (or individuals) wishes to opt-in to the College Patent Policy in an effort to offer the Invention to the College in order to both benefit the College and commercialize the invention. Disclosers of such an invention shall also be considered “Inventors”.

In such a case, the College, at its sole discretion, may assume ownership of such invention as a College Owned Invention, as described above.

Trademark Policy

The College seal, name, logo is retained by the College for its sole use.

* Updated policy approved by Board of Trustees 5/15/15

L. HONORARY DEGREE POLICY

It is the policy of Simpson College to award honorary degrees (B.A., M.A., and Ph.D.) to individuals of significant merit, achievement, and association with the College. Only the Board of Trustees of the College is authorized to award honorary degrees. They do so under the power outlined in Article I, Section 4 of the Simpson College Bylaws.

Criteria

An honorary degree may be awarded to a person who satisfies the following criteria:

• Eminence, in the course of a career, in some field of scholarship, in public service, or in an artistic, literary, governmental, religious, financial endeavor; and
• An appropriate and significant relationship with the College and/or the mission of the college.

Procedures

Nominations for honorary degree may be made by faculty, the administration, or the students of the College.

Nominations and rationale describing how the person meets the criteria for honorary degree and the type of degree (B.A., M.A., Ph.D.) to be awarded will normally be sent to the president of the College.

If the president agrees that the degree should be awarded, she or he will send the nomination to the Faculty Personnel Committee (or other committee as designated by the faculty) with a letter of support and rationale.

The Faculty Personnel Committee will review the president’s request and forward it on to the full faculty with the committee’s recommendation. The recommendation shall be positive or negative.

The faculty will vote at its next regularly scheduled meeting, at a meeting specially called for the purpose of voting on the recommendation, or in some other manner to be determined by the Faculty Personnel Committee.

The president will convey the vote of the faculty to the Board of Trustees of the College.

The Board of Trustees will make the final decision at a regularly scheduled meeting, at a meeting specially called for the purpose of voting on the recommendation, or in some other manner to be determined by the Board of Trustees.

Expiration of the Board’s Approval

Once approved by the Board of Trustees, the honorary degree must be awarded to the recipient within two years of its original approval. Should this time lapse, the Board of Trustees must reapprove awarding the degree.

Prohibition on Fees and Honoraria

Except under unusual circumstances determined by the Board of Trustees, an honorary degree recipient will not receive a fee or honorarium associated with receiving a degree. An honorary degree recipient may receive an honorarium or speaking fee for a speech or presentation at the event when the honorary degree is awarded.

Presentation of Honorary Degrees

Except in unusual circumstances determined by the Board of Trustees, recipients of honorary degrees must be present on one of the College’s campuses to receive a degree.

(Board Meeting added 5/16/14)

**Parts of this document have been adapted from the policy of Georgetown University. See: http://www.georgetown.edu/about/governance/honorary-degrees.