a. Emergency Operations
Generally, Shepherd University does not cancel operations because of inclement weather. Unlike other public schools and colleges in this area, the University has a resident population of more than 1,000 students living in University residence halls and eating meals on campus. Regardless of the weather, their needs must be met. In addition, many other students, as well as University employees, live in close proximity to the campus and are able, on most occasions, to reach the campus for classes and for work. Furthermore, the University has an ongoing responsibility to safeguard and maintain the campus facilities.
If severe weather conditions render it dangerous for students to reach the University, those who fail to travel to campus on that particular day will not be put at serious disadvantage. Individual students who have encountered severe travel conditions should notify their instructors of their absence prior to the next class meeting and should request appropriate arrangements for the makeup of course work.
Faculty encountering severe travel conditions should notify the office of their Dean of such absence and discuss coverage of the class by other faculty or rescheduling of the class meeting.
In the event an extreme weather emergency or power or water failure should warrant the closing of offices and/or canceling or altering the schedule of classes by the President, then public notification will be made via area news media. Should the University offices be closed by order of the President, leave will not be charged to employees.
Normally, no public announcement will be made if the University is remaining open.
Procedures for Making a Timely Decision
In the event of inclement weather or other emergency the following procedures will apply.
Emergency conditions are confirmed through the review of the Vice President for Administration and Finance and of the President, in consultation with campus and local law enforcement. If it is determined that a weather closure will occur, the Executive Director of University Communications will telephone the media with the official University weather related statement. The media list includes the following:
WEPM (1340 AM), WKMZ (97.5 FM) Martinsburg
WXVA (1550 AM, 98.3 FM) Charles Town
WRNR (740 AM) Martinsburg
WSCST (1010 AM, 93.5 FM) Berkeley Springs
WQCM (96.7 FM) Hagerstown
WJEJ (1240 AM), WWMD (104.7 FM) Hagerstown
WINC (1400 AM, 92.5 FM) Winchester
WHAG-TV (Ch. 25) Hagerstown
Announcements of emergency plans will be communicated through radio stations of this region as early as possible (presumably 6:00 a.m.) when the emergency condition precedes the start of the work and/or instructional day. When the emergency arises during the day, the announcement will be relayed through the heads of those units which may be affected.
Announcements concerning evening classes will be communicated by area radio stations by 4:30 p.m.
In addition to a statement of class cancellations or delays, the announcement will state which other activities of the University are canceled or delayed and also state which employees are excused and which are required to report for work.
Any delayed start of scheduled classes will begin classes at one of the standard meeting times, i.e., 9:10, 10:10, etc. for MWF classes and 9:35, 10:50, etc. for TR classes. A delay for evening classes will be such that they will begin on the hour or half-hour, but not later than 7:00 p.m.
On campus, communicators, principally switchboard operators and secretaries must be advised in order to answer questions about the availability of individual instructors.
b. Emergency Decisions
In the absence of the President, if immediate action is needed on a matter, which requires a decision, by the President, then the Provost should be consulted.
c. Academic Procession
An academic procession is a significant event in the commencement program and a limited number of other university convocations. The faculty, administration and professional staff who hold degrees are required to participate in academic processions and to wear appropriate dress or academic regalia. In the event that caps, gowns and hoods are not owned, the University will make arrangements to obtain such on a rental basis.
In academic processions, the President, appropriate administrators, members of the West Virginia Board of Governors, and other special guests will lead the procession.
If members of the academic community who are expected to participate in the commencement are unable to do so, then a request to be excused must be approved by the employee’s supervisor who will forward the request for approval to the President. In the case of faculty members, the Provost must also approve the request to be excused.
d. Use of Official University Symbols
The name of the University, the official seal, the motto, the Ram mascot, replicas and facsimiles of campus buildings or any logo or graphic representation of these symbols are all registered trademarks of Shepherd University. These symbols are for the exclusive use and official representation of the University.
No person or organization may use the University name or other official symbols without the expressed written consent of the President. Requests to use the registered trademarks shall be communicated to the Vice President for Advancement who will make a recommendation to the President. In the case of student organizations, the request must first be authorized by the Dean of Students. Specifically prohibited is the use of the University’s name or other insignia in fundraising campaigns, which have not been authorized by the President. In general, no solicitations in the name of the University are permitted except those coordinated by the Vice President for Advancement.
E. Internal Collections and Gifts
Donations for flowers for instances of illness or death of an employee’s spouse, mother, father, son, daughter, mother-in-law, father-in-law, step-mother, step-father, step-son, step-daughter may be solicited from university employees. Solicitations should be confined, in general, to the organizational unit in which the employee works. Faculty donations may be solicited for faculty members and their relatives in the same instances as for non-teaching employees. The Department Chair or Dean will designate a secretary or faculty member to make the collection.
F. Naming of Buildings
In establishing the official name of a building, room or area, the University will give consideration to the names of persons who have rendered distinguished educational or other service or assistance to the University. Nominations will be accepted from persons both inside and outside the University Community. In accordance with Board of Governors’ policy, an individual nominated for this honor must not have been employed at the University during the three years previous to the selection of the name.
G. Contracting for Professional Services
Any purchase orders procuring professional services of individuals or partnerships should have complete accounting information on the purchase order or attached contract. Any question relating to types of payments covered by this policy should be directed to the Purchasing Department. The department maintains records of all such payments and completes the necessary reports for mailing to the government. Information copies are mailed to recipients for their personal tax records after the end of the calendar year.
The institution is required by the Internal Revenue Service and the State of West Virginia to report non-payroll expenditures to individuals and partnerships.
The government requires name, address, and taxpayer identification number (Social Security or Partnership) for each individual or partnership receiving payments.
These payments are reported to the Internal Revenue Service on form 1099. A copy of the form is furnished to the taxpayer.
h. Policy Development/Modification
All official administrative policies and procedures will appear in the Shepherd University Administrative Manual. Any policy, which does not appear in that Manual, shall be construed as an institutional practice, which is subject to amendment, by administrators at their discretion.
Copies of the manual will be provided to each administrative officer, College or department chair. A copy for general reference will be placed in the Library.
The publication and distribution of new policies or revisions to existing policies shall be the responsibility of the President’s office. The official notebook containing master copy original policy and procedure documents will be maintained by President’s office. It shall be the responsibility of the each administrator to place all new or replace revised policies in the Administrative Manual assigned to that office.
The President’s office will conduct an annual audit of the policies in the Administrative Manual. Any policy determined to warrant review and/or revision will be referenced for the major administrator responsible for procedural implementation. A written recommendation will be returned by the major administrator to the President’s office regarding each policy so referenced. A report of all official changes to policies will be annually distributed by the President to all administrative officers and deans.