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Office Regulations

a.  Professional Environment

Shepherd University is a professional and progressive business organization. Office and workspaces are furnished and equipped for maximum employee productivity. Employees are expected to contribute to a professional work environment in their choice of dress, language and respect for the rights of co-workers and students.

The work of the University and service to students are to have primacy in the designated work areas. Lounges and commons or public areas are to be used for rest breaks. Group meetings on university business should be scheduled in designated conference or meeting rooms or offices. Radio playing for recreational listening during business hours is not permitted in open areas. Eating at desks or workstations also should be avoided.

Within the organizational units mutual support and teamwork are expected of all employees. Employees should cooperate at all times with the organizational administrator, advising him or her of the status of unit activities and peak work periods, resource needs, and anticipated leaves. Likewise, administrators need to keep employees informed concerning goals, procedures and budgetary constraints. In particular, administrators should inform their secretaries when they will be out of the office, when they can be expected to return and how to reach them during their absence.

b.  Treatment of Students and Visitors

Shepherd University exists for the students. The welfare of the students shall have primacy in administrative decision-making.

The employee represents the University in his or her contacts with students and the general public. Courtesy and etiquette are expected and required, as is promptness in service.

Confidential student information is divulged only in accordance with the Right to Privacy section of Student Life Policies.

Inconsistency in the administration of regulations governing students should be avoided. When circumstances warrant the granting of an exception to a regulation, careful documentation of the reasons and events shall be chronicled.

c.  Conduct of Personal Business

When the University employs an individual in a specific capacity, the University purchases one hundred percent of the individual’s time and service for the stipulated period and terms of employment. The University expects each employee to commit full individual resources to the accomplishment of the job responsibilities for which the employee has contracted with the University.

Therefore, employees are not to conduct personal businesses during their regular work hours including personal phone calls. No solicitation of other employees in sales effort is permitted. Employees are prohibited from soliciting organizational memberships in working areas on University property. Employees are not to permit a sales presentation on a personal matter of business at any time.

d.  Use of Telephones

The University telephone system is dedicated to official University business. All calls and forms of service are billed to the University and paid from University funds. The use of business phones for personal calls not charged to the University is not permitted as such calls preempt lines dedicated and needed for official business. Employees are expected to use pay phones and/or off-duty hours for personal calls.

The use of long distance lines should be restricted to more urgent business. No collect calls will be accepted by the University. Advanced approval must be requested prior to making business calls from private phones, which are charged, to the University.

Each employee is totally responsible for any call made from the station/extension assigned to him or her. The Call Accounting System records and stores the detail of every telephone call placed outside the campus system. Reports are printed and submitted to each organizational administrator for review at the end of each month.

Incoming calls are received at the University console during the following hours on scheduled workdays:

Monday through Friday 8:00 a.m. to 4:30 p.m.

e.  Smoking

University policy prohibits smoking and the use of other tobacco in all University buildings.