Office of the Executive Vice President and Provost

University employees should be aware of the many laws and rules that affect them as employees of one of the state's public universities. A few of those laws and rules are summarized in this section. If an employee has a question about a particular situation, and the employee is acting on behalf of the University, it is suggested that the employee read the actual language of the statute or rule, or direct the question to the office of University Legal Services. Copies of the United States Code, Iowa Code, Iowa Administrative Code, and Board of Regents Procedural Guide can be found in the Parks Library or the office of University Legal Services.

All university employees are also responsible for abiding by the university's official policies presented in this section.

Caution: The following sections describe provisions of law affecting employees by using non- legalistic terminology. It is not intended, nor would it be possible, to make university policy less stringent than the applicable law. Legislative action may amend or add provisions prior to the next update of the Faculty Handbook.

Gifts

Acceptance of gifts by state employees is regulated by Iowa Code § 68B.22. Employees may not receive any non-cash gifts worth more than three dollars, or cash gifts of any amount from "restricted donors". Restricted donors are those persons, or firms which have or are seeking a contract with the university, or otherwise will be affected financially by the performance of the state employee's duties.

The following are the major exceptions to the gift law:

• Informational material relevant to the employee's duties:

  Gifts which are donated within thirty days to charity, to a public body (including the University) or to the Department of General Services;

  Gifts which are available generally to members of the public and are given regardless of the status of the recipient as a state employee;

  The cost of travel, lodging and meals for that portion of a conference to which the employee is invited as an active participant are excepted only for the portion of the time the employee is in travel status because of that active participation;

• Inheritances and gifts from relatives.

Sometimes outside organizations are willing to fund attendance by university employees in conferences or other meetings. Employees are advised that direct receipt of such funds may be improper. This situation can be resolved by the firm's making a grant to the university and a decision by the employee's supervisor that attendance at such a conference or meeting is within the scope of duties of the employee.

Open Meetings

As a general rule, state law does not require that committee meetings be open to the public. Two exceptions to that rule are the athletic council and the advisory board for the Leopold Center. University policy, however, requires that certain committees comply with the university's open meetings policy. That policy can be found in Appendix B. (Iowa Code, Chapter 21)

Liability

As a general rule, university employees need not purchase liability insurance to cover those situations where they might be sued in their capacity as an employee. As long as a university employee is acting within the scope of his or her employment and the employee's acts or omissions are not willful or malicious, the state will defend and pay resulting liabilities on behalf of the employee. Iowa Code § 669.21

Non-Discrimination/Affirmative Action Policy

Iowa State University is committed to developing and implementing a program of nondiscrimination and affirmative action, a responsibility the university accepts willingly because it is the right and just thing to do. Because an educational institution exposes the youth of Iowa and of the nation to a multitude of ideas that strongly influence their future development, it is an area of our society where removing barriers is critical. We insist on promoting the concept of inclusion and participation.

This commitment is part of a larger commitment to developing a safe and supportive climate for all members of the ISU community in classrooms and laboratories, in offices, in the residence hall system, and throughout the campus. Iowa State University recognizes that a non-discriminatory environment complements a commitment to academic inquiry and intellectual and personal growth.

The goal is to provide a non-discriminatory work environment, a non-discriminatory living and learning environment and a non-discriminatory environment for visitors to the campus. Iowa State University herein recommits itself to comply with all federal and state laws, regulations, and orders, including the policies of the Iowa Board of Regents, which pertain to nondiscrimination and affirmative action.

All administrators and personnel providing input into administrative decisions are directed to ensure that all decisions relative to employment, conditions of employment and access to programs and services will be made without regard to race, color, age, religion, national origin, sexual orientation, sex, marital status, disability, or status as a U.S. Vietnam Era Veteran. Exceptions to this directive may be made in matters involving bona fide occupational qualifications, business necessity, actions designed to eliminate workforce underutilization, and/or where this policy conflicts with federal and state laws, rules, regulations, or orders.

Iowa State University does not and will not tolerate unlawful discrimination. Iowa State will recruit, hire, train and promote persons without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, or sexual orientation. Iowa State University will base employment decisions so as to further the principle of equal employment opportunity and diversity.

No otherwise qualified person will be denied access to, or participation in, any program, activity, service, or the use of facilities on the basis of factors previously enumerated. Reasonable accommodation will be made to facilitate the participation of persons with disabilities in all such activities consistent with applicable federal and state laws, orders and policies.

Further, all supervisory personnel will be responsible for maintaining an environment that is free of racial or sexual abuse and harassment. Acts by anyone that adversely affect another persons employment, conditions of employment, academic standing, receipt of services, and/or participation in, or enjoyment of, any other activity, will be regarded as a violation of university policy and thereby subject to appropriate disciplinary action. Retaliation against persons filing complaints, for bringing the violation of this policy forward for review, or for assisting in a review, pursuant to a filed complaint or grievance, is prohibited.

Iowa State Universitys commitment to nondiscrimination and affirmative action is of the highest priority and is to be adhered to as such. It applies to all university-sponsored programs and activities as well as those that are conducted in cooperation with the university.

The university's Assistant Vice President for Human Resource Services also serves as the university's Affirmative Action Officer, with responsibility for implementation of this policy. Questions regarding complaints and/or issues involving affirmative action or equal opportunity should be directed to the Affirmative Action Office, 309 Beardshear, 515-294-7612.

Sources of Support

The Affirmative Action Office is responsible for handling complaints of discrimination based on age, color, national origin, physical and mental disabilities, race, religion, sex, status as a special disabled veteran or veteran of the Vietnam Era conflict, and with some exceptions, other classifications that deprive a person of consideration as an individual.

The Margaret Sloss Women's Center is responsible for promoting the development of all women to their fullest potential and for enhancing the university's learning environment by fostering intellectual growth and providing a supportive environment for women students, faculty, and staff.

In addition to the Affirmative Action Office and the Margaret Sloss Women's Center, three university-wide committees with representation of faculty, staff, and students, have been established to assist the administration in its efforts toward continual improvement of equal opportunity.

The University Committee on Disabilities is responsible for sharing knowledge concerning disabilities with the university community, for fostering awareness of the needs of persons with disabilities, and for advocating ways to meet those needs.

The Diversity Steering Committee is responsible for assessing campus climate and making recommendations for improvement.

The University Committee on Women is responsible for studying the impact of university procedures and policies upon women faculty members, staff members, and students and making appropriate recommendations to the administration.

Iowa State University encourages the use of language and illustrations that create an environment of respect for human diversity, individual rights, and the equal dignity and worth of all human beings. It also discourages the use of language and illustrations that reinforce demeaning attitudes, assumptions, and stereotypes or overlook certain populations.

Accordingly, all university publications and communication, whether oral or written, shall use inclusive language and illustrations. Inclusive language refers to language that makes every attempt to include comprehensively all groups in the community. Whenever possible, selection of academic materials will also reflect efforts to uphold this university policy.

Compliance with this policy shall be the responsibility of all faculty and staff. The Affirmative Action Office, the Margaret Sloss Women's Center, the Minority Student Affairs Office, the Dean of Students Office, the Office of the Provost, and the Office of the President shall address concerns and supply guidance as requested and appropriate.

Iowa State University reaffirms and emphasizes its commitment to provide a professional working and learning environment that is fair and responsible; that supports, nurtures, and rewards educational and employment growth on the basis of relevant factors such as ability and performance; and that is free of discriminatory, inappropriate, and disrespectful conduct or communication. Sexual harassment threatens this environment in that it compromises institutional integrity and corrupts traditional academic values. Equally important, sexual harassment inhibits the individual's ability to function effectively as a student or employee and violates acceptable standards of interrelationships. For these reasons, the university will not tolerate sexual harassment and will make every effort to eliminate it if it appears.

The primary goal of the university's policy prohibiting sexual harassment is to prevent the objectionable behavior or stop it whenever it occurs. The policy is consistent with federal statutes that prohibit sex discrimination against employees and that require equal and fair treatment of students. Thus, the policy presented here applies to students as well as to employees. All employees, including faculty, staff, graduate assistants, and administrators are expected to comply with this policy.

University Responsibilities

Iowa State University--including its officers and its employees--is responsible for maintaining a working and learning environment free from sexual harassment. The administration is responsible for making widely known that sexual harassment is prohibited both legally and by this policy, and that appropriate procedures for dealing with allegations of sexual harassment are available. Students, staff, faculty, and administrators should know that the university is concerned about such behavior and is prepared to take preventive and corrective action, and also that individuals who engage in such misconduct are subject to appropriate disciplinary action, which may range from reprimand to suspension or dismissal. The severity of the action depends on the severity, frequency, or repetition of the violation.*

* See also the Faculty Handbook sections titled "Statement of Professional Ethics" and "Consenting Relationships;" the P&S Handbook statement on "Professional Ethics;" and the Teaching Assistant Handbook's "Regulations Concerning Professional Ethics."

University administrators who do not respond to sexual harassment complaints brought to their attention are in violation of this policy.

Reprisal or retaliation against an individual for making a complaint of sexual harassment, or for using or participating in the informal or formal complaint process, is a violation of university policy, and any such action is cause for disciplinary action.

Definition of Sexual Harassment

Sexual harassment is a form of sex discrimination that is illegal under Title VII of the Civil Rights Act of 1964 for employees, under Title IX of the Education Amendments of 1972 for students, and under Iowa law. Retaliation against an individual for making a complaint of sexual harassment is also considered to be sex discrimination and is therefore likewise illegal.

Sexual harassment, in its legal definition, includes unwelcome sexual advances, requests to engage in sexual conduct, and other physical and expressive behavior of a sexual nature where (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or education; (2) submission to or rejection of such conduct by an individual is used, or threatened or suggested to be used, as the basis for academic or employment decisions affecting the individual; or (3) such conduct has the purpose or effect of substantially interfering with an individual's academic or professional performance or creating an intimidating, hostile, or demeaning employment or academic environment. Determination as to whether the alleged conduct constitutes sexual harassment should take into consideration the totality of the circumstances, including the context in which the alleged incidents occurred.

Consistent with the university's intent to provide an atmosphere conducive to education and professional activities, this policy covers those activities which, although they do not in and of themselves meet the legal definition of sexual harassment, are inappropriate in professional settings or circumstances. Interpretation of this policy will give due consideration to the principles of academic freedom and freedom of speech.

Under this policy, sexual harassment can be verbal, visual, or physical. It can be overt, as in the suggestion that a person could get a higher grade or a raise in salary by submitting to sexual advances. The suggestion or the advance need not be direct or explicit--it can be implied from the conduct, circumstances, and relationships of the persons involved. Sexual harassment can also consist of persistent, unwelcome attempts to change a professional or academic relationship to a personal one. It can range from unwelcome sexual flirtations and inappropriate put-downs of individual persons or classes of people to serious physical abuses such as sexual assault. Examples include, but are not limited to, unwelcome sexual advances; repeated sexually-oriented kidding, teasing, joking, or flirting; verbal abuse of a sexual nature; commentary about an individual's body, sexual prowess, or sexual deficiencies; derogatory or demeaning comments about women or men in general, whether sexual or not; leering, touching, pinching, or brushing against another's body; or displaying objects or pictures which are sexual in nature and which create a hostile or offensive work or living environment.

Sexual relationships between persons in an unequal power relationship that appear to be voluntary and welcome may nonetheless constitute sexual harassment under this definition. Relationships between faculty and subordinate faculty or staff, between a supervisor and those employees whom he or she supervises, or between a faculty member or teaching assistant and a student may give rise to legal and ethical concerns or to conflict between personal and professional interests. Although such a relationship may be viewed by the parties involved as consensual, that fact alone does not mean that no sexual harassment exists.

Although consensual relationships per se do not necessarily constitute sexual harassment, such relationships may give rise to claims of sexual harassment where (1) third parties are adversely affected in academic or employment matters because of a consensual relationship between others; (2) where a consensual relationship creates a hostile and intimidating work or learning environment for third parties; or (3) when a consensual relationship ends, and one of the parties continues behavior which the other party has made clear is now unwelcome.

Complaint Resolution Procedures

Iowa State University has established both formal and informal procedures to resolve sexual harassment complaints. Anyone who believes that he or she has been subjected to sexual harassment should make this known to appropriate university personnel (described below) so that the behavior can be evaluated and appropriate action taken. Usually, complaints are most effectively addressed at the earliest possible stage. Although not required, persons who have been subjected to sexual harassment are encouraged to inform the instigator, through either verbal or written communication, that the behavior is unwelcome and should cease. The resolution procedures described below, if invoked, will be implemented with discretion and sensitivity, giving careful consideration to the rights of all parties to due process and confidentiality.

Harassment complaints are best resolved if addressed early. The university urges those who have complaints to bring them forward as soon as possible. As time passes, it becomes more difficult to investigate and resolve complaints. In addition, there are time limitations for filing external complaints with state and federal agencies.

Students and employees may obtain information about the university's sexual harassment policy and resolution procedures from several offices. Students may obtain information from the Dean of Students Office, the Student Counseling Service, and the Women's Center; employees may obtain information from the Employee Assistance Program, the Women's Center, and the Affirmative Action Office.

How To Initiate a Complaint

Anyone who believes that she or he has been subjected to sexual harassment may elect to proceed informally by bringing the complaint directly to the attention of an appropriate administrator, or by filing a formal complaint with the Affirmative Action Office. As described below, the university has designated and trained certain individuals to assist a potentially injured person in deciding if and how to proceed and in carrying out that decision. An individual who elects initially to proceed informally may thereafter elect at any stage to file a formal complaint.

Confidentiality

Persons seeking general information or guidance about sexual harassment may be concerned about whether the information they share with another person will be confidential. While the university is eager to create a safe environment in which individuals can be unafraid to discuss concerns and make complaints, legal obligations may require the university to take some action once it is informed that sexual harassment may be occurring. Because of their positions of authority, university administrators--i.e., central administrators, deans, directors, department executive officers, and managers--are particularly obligated to take action when they receive a complaint of sexual harassment. Although the confidentiality of the information received and the privacy of the individuals involved cannot be guaranteed, they will be protected to as great an extent as is legally possible. The expressed wishes of the complainant regarding confidentiality will be considered in the context of the university's legal obligation to act upon the charge and the right of the charged party to be informed concerning the charge.

Assistors

The university has designated several offices to provide assistance through persons designated as Assistors to help anyone who believes she or he may have been subjected to sexual harassment or who wishes to make an inquiry concerning sexual harassment. Assistors have information about university policies and procedures and about options available for the resolution of complaints, but they are not responsible for resolving complaints. Lists of designated Assistors are available from the Dean of Students office, the Women's Center, and the Employee Assistance Program and may be found in the University Directory immediately following the section on "University Councils and Committees." The Assistor's functions include the following:

1. Providing information about sexual harassment and options for addressing it.
2. Informing the complainant regarding applicable university policies and procedures and outlining various options, both informal and formal, for resolving the complaint. In addition to providing the employee with a written copy of the university's sexual harassment policy, the Assistor will provide information as to various strategies that the complainant may use if he or she wishes to attempt resolution personally, such as confronting the alleged offender, writing a letter to the alleged offender, or utilizing the services of a third party as an intervener.
3. Accompanying the complainant to informal resolution sessions, if requested by the complainant. The Assistor does not, however, function as an advocate or spokesperson for the complainant, nor does the Assistor act in lieu of a complainant.
4. Maintaining notes necessary for statistical reporting. Assistors are required to forward to the Affirmative Action Office, on an annual basis, information on the number and nature of complaints that have been received. These data shall not contain information that would identify the complainant or the person accused in the complaint.

Informal Resolution

As noted earlier in this policy, the university's primary goal is to prevent or stop sexually harassing behavior whenever it occurs. Therefore, Iowa State University has adopted an informal process by which sexual harassment complaints may be resolved by mutual agreement between the complainant and the person accused of sexual harassment. If informal resolution fails to resolve the matter to the complainant's satisfaction, the complainant may file a formal complaint with the university's Affirmative Action Office. The implementation of this informal process is the responsibility of all central administrators, deans, directors, department executive officers, and managers - hereinafter referred to collectively as "administrators."

Under the informal process, the complainant brings the complaint, either verbally or in writing, to an administrator with authority over the person against whom the complaint is directed. The administrator is expected to review the complaint and explore avenues for resolution with the complainant. The university recognizes that it must balance the complainant's right of privacy and the need to be fair to the alleged offender by notifying him or her of the allegation. The administrator has the discretion to determine when the situation requires notification of an alleged offender. The administrator also has the discretion to determine whether the situation warrants a meeting, either with the complainant and the alleged offender both present or with the complainant and alleged offender separately. Finally, the administrator has the discretion to determine whether investigation of the complaint requires interviewing other persons who may have witnessed the behavior in question.

Administrators should attempt to resolve complaints expeditiously, but consistent with the severity or complexity of the matter. It is expected that the informal resolution process will be completed within three weeks after receipt of the complaint. Legal Services and the Affirmative Action Office are available for guidance in this process.

For purposes of annual reporting, the administrator shall maintain a written record of the complaint and of the informal resolution process undertaken, taking care to preserve the privacy rights of both the complainant and the alleged offender.

Formal Complaint

A student or employee who believes that she or he has been subjected to sexual harassment may file a formal complaint with the university's Affirmative Action Office (AAO). A formal complaint involves the submission of a written statement to the AAO describing the incident or incidents as completely as possible. Specific guidelines for the submission of a complaint may be obtained from the AAO, and the complainant may visit with a staff member of that office prior to filing a formal complaint. Once a complaint is filed with the AAO, it will be investigated by an AAO staff member.* The person against whom the complaint is filed will be notified. The investigation will include interviews with the complainant or complainants, with the person against whom the complaint has been brought, and with anyone else who might have information that would be helpful. Based on this investigation, the AAO will submit findings of facts, as well as a recommendation with respect to appropriate action to resolve the complaint, to the unit administrator of the person against whom the complaint was filed. Any employee against whom disciplinary action is taken as a result of a formal complaint may appeal that action in accordance with the appeals procedure defined in the appropriate employee handbook.

* A complaint against the President will be referred to the Board of Regents for investigation and disposition.

The unit administrator to whom the AAO report has been submitted must notify the AAO in writing as to whether he or she accepts the report as well as what action, if any, has been or will be taken. If the unit administrator does not accept the recommendation of the AAO, the AAO shall submit a copy of the findings and recommendation to the President of the university, who shall in turn take whatever action he or she believes to be necessary in the matter.

The investigation by the AAO will be conducted expeditiously, but in a manner consistent with the complexity and severity of the matter. The AAO will attempt to issue its summary of facts and recommendation within ninety days of initiation of the formal complaint.

The AAO shall notify the complainant in writing of the result of the investigation and the action taken by the university to resolve the complaint. If the AAO's investigation reveals no violation of the university's sexual harassment policy, the complainant may, within ten calendar days from the date of notification by the AAO, appeal to the President. Should the matter remain unresolved to the satisfaction of the complainant, a further appeal may be made, in writing, to the Board of Regents within five days following notification of the decision rendered by the President. The decision of the Board of Regents shall constitute the last internal appeal. Any subsequent complaints external to the university shall be at the discretion of the complainant.

Direct Institutional Action

If a university administrator - i.e., central administrator, dean, director, department executive officer, or manager - becomes aware of information which he or she deems may raise a serious question of risk for an employee or a student, or which he or she deems may subject the university to immediate risk or potential liability, the administrator should take appropriate action to investigate or seek to address the situation. If the information concerns allegations arising from a unit for which the administrator is not responsible, he or she shall refer it to an appropriate administrator who has supervisory responsibility. If the matter is complex or if the administrator is not able to bring the case to resolution, the matter must be brought to the attention of the Affirmative Action Office. The Affirmative Action Office may determine that further action is unnecessary, may provide support to the administrator's continuing efforts, or may initiate a formal investigation. Where an administrator is unsure of the seriousness of the matter, he or she should seek the assistance of the Affirmative Action Officer of the University Legal Services Office.

External Actions

In addition to the university's channels, a person who believes that she or he has been subjected to sexual harassment may file a charge under the various jurisdictions of the Iowa Civil Rights Commission, the Equal Employment Opportunity Commission, or the U.S. Office of Civil Rights. Information on filing charges with any of these agencies may be obtained from the university's Affirmative Action Office.

Nepotism

Iowa State University policy prohibits persons responsible for the employment of staff members from recommending for employment anyone related to them by blood or marriage. This restriction applies to all employees except those persons receiving a compensation of less than $600 per year. For further details see the Office Procedure Guide.

Policies and Laws Regarding Conflicts of Interest

Legal Provisions

All university employees should be aware of any possible conflict of interest situations or activities that are prohibited in Chapter 68B of the Code of Iowa entitled "Conflicts of Interest of Public Officers and Employees."

It is impermissible for employees to use state facilities, equipment, supplies and employees for the employee's private advantage or financial benefit, unless those services are generally available to the public on the same basis. Iowa Code § 68B.2A. It is also impermissible to use, or to allow private use (regardless of whether the employee has private business purpose) of the state's facilities, equipment, supplies or employees for private purposes and personal gain to the detriment of the state. Iowa Code § 721.1(5).

Employees who do consulting or otherwise have outside business interests should take care that their actions do not result in use of state funds, facilities, equipment or time subsidizing these outside interests. Failure to properly separate these activities can result in violation of Iowa Code § 68B.2A and 721.2. See Office Procedure Guide.

Employees are also not permitted to receive compensation from persons for performing those duties which the employee is obligated to perform for the University or the state. Iowa Code § 68B.2A(1).

Board of Regents Policy: Conflict of Interest Vendors

Under State Board of Regents policy, university employees, their spouses and their minor children, shall not sell any goods or services having a value in excess of $1,000 for each transaction or a cumulative value annually in excess of $2,000 to any Regents institution unless pursuant to an award or contract let after public notice and competitive bidding, except under emergency, negotiated, or other noncompetitive conditions documented and administered by Regents institutions unless approved by the Board of Regents. Board of Regents employees who have, or reasonably anticipate having, an ownership interest in, a significant executive position in, or other remunerative relationship with a prospective supplier of goods or services to a Regents institution, or who know that a member of their family or other person with whom they have a personal or financial relationship has such an interest, shall not participate in the preparing of specifications, determining qualifying vendors, or selecting successful bidders on products or services in which they have any interest. The potential for conflict of interest exists when an employee maintains a personal business and wishes to provide goods or services to Iowa State University. For the specific policy which governs this activity, see OPG.

Iowa State University Policy on Conflicts of Interest

See Faculty Handbook, Research, p. 48.

Drug Free Workplace

Iowa State University is committed to providing a drug free workplace. Consistent with this commitment, Iowa State University will comply with all federal and state laws, regulations, and orders, including the policies of the State Board of Regents, which pertain to providing a drug free workplace.

In keeping with the appropriate laws, regulations, and orders, it is unlawful for employees to manufacture, distribute, dispense, possess, or use illegal drugs in the workplace. Violation of this policy will result in appropriate disciplinary action, up to and including dismissal. In addition, an employee who violates this policy may be required to participate in a drug abuse assistance or rehabilitation program.

It is the responsibility of each employee to abide by the terms of this policy and notify the university of any criminal drug statute conviction for a violation occurring in the workplace not later than five days after such conviction. The university will notify the contract or granting agency within 10 days after receiving notice of the criminal drug statute conviction as stated above.

The university has established a drug free awareness program to inform employees about the dangers of drug and alcohol abuse in the workplace. Employees are advised as to available substance abuse counseling, rehabilitation programs and the Employee Assistance Program.

All employees are expected and required to report to work in an appropriate mental and physical condition to carry out their responsibilities safely and effectively, absent any impairment because of use of controlled substances or alcohol. Failure to comply by the employee with this expectation may result in serious disciplinary sanctions, up to and including the termination of an individual's employment. In cases in which the university has probable cause to believe an employee's ability to perform the employee's duties is impaired due to the use of alcohol or controlled substances, the employee will be confronted and required to undergo testing and/or treatment. Failure to comply by the employee will be the basis for serious disciplinary action.

University Safety Policy

Within available resources, it is the policy of Iowa State University to provide and ensure a safe and healthy environment for employees, students, and visiting public and to maintain at all times an effective safety program. Each person in a supervisory or management capacity is responsible for the provision and maintenance of safe working conditions in his or her respective area and for proper enforcement of all authorized and applicable safety rules and regulations. Each employee and student is personally responsible for complying with safety rules and for using any safety equipment that is provided or required. All safety hazards, accidents, and failures to comply with safety rules shall be reported to supervisory personnel and referred to the appropriate health and safety organization if additional action is necessary.

It is the intent of this policy to prevent accidents and injuries and to help each member of the Iowa State University community maintain a high standard of safety and health.

Policy on Smoking

Policy Statement

The University recognizes that tobacco smoke is a hazard to the health of its students and employees. To protect the health of the non-smoking University community, the University designates all buildings as smoke-free, except for some living areas in University housing and Iowa State Center buildings during events that are not University-sponsored. Smoking in vehicles owned or leased by the University is prohibited. Smoking in University housing and at outdoor events on campus is restricted to designated areas. To the extent possible, the University will provide access to cessation programs to help students and employees who present use tobacco products.

Guidelines

1. Smoking is prohibited in University buildings, including offices and hallways, and in the outside areas surrounding fresh air intakes. The policy applies to all University buildings on and off the campus with two exceptions: Smoking will be allowed in designated private rooms or apartments in University housing, and smoking will be allowed in Iowa State Center in designated areas during events that are not University-sponsored.
2. Within a period of five years from the date of approval of this policy, the Director of Residence shall have designated small buildings or entire floors of large buildings as smoke-free.
3. Smoking is prohibited in vehicles owned or leased by the University.
4. Smoking at outdoor events (specifically including those in the stadium) are restricted to designated areas, preferably not in seating or assembly areas.
5. The University has recommended to the Iowa State Memorial Union Board of Directors that the Memorial Union be a non-smoking area and to the County Extension Councils that Extension offices be non-smoking areas.
6. Visitors to Iowa State University are covered by this policy as temporary members of the University community.
7. Exceptions: Persons who believe that their situation requires an exception to this policy may request an exemption. Petitions may be addressed to the Director of Environmental Health and Safety. It is expected that exceptions will be primarily for individual living space in University-owned housing during the transition to a non-smoking environment when adequate ventilation for localized smoking is available.
8. Enforcement: All University students and employees are expected to share the responsibility for enforcement of the policy. In situations where individual students or employees are unable to resolve a dispute, the departmental executive officers and/or building supervisors will attempt resolution. Problems still unresolved at that level may be referred to Environmental Health and Safety for assistance and interpretation of the policy, and, if necessary, to higher administrative levels of the University.
9. Smoking Cessation: The University encourages its students and employees not to use tobacco products, and as resources permit, will provide access to smoking cessation programs.

Rules of Personal Conduct

The State Board of Regents, charged by law with the responsibility for the governance of the public universities of Iowa, reaffirms the following beliefs and intentions that will continue to serve as bases for the discharge of the Board's responsibilities.

1. The citizens of this state have established and supported the state universities in order to make higher education available at a reasonable cost. It is the responsibility of this Board to ensure that this purpose is not subverted.
2. Neither violence nor the threat of violence has any place in a university.
3. Freedom of inquiry and freedom of expression are indispensable elements of academic life.
4. The freedom to express dissent by lawful means, including peaceable assembly and petitions to authorities, is no less important on a university campus than elsewhere in our society.
5. The exercise of this freedom to dissent must not interfere with the rights of others.
6. Adaptation and change are necessary processes by which an institution renews and preserves itself.

In line with these beliefs, the Board adopted rules and policies of personal conduct for faculty, staff, students and visitors. Those rules and policies can be found in the Board of Regents Procedural Guide and the Iowa Administrative Code.

Policy and Information References

The Iowa State University General Catalog, revised every two years, is the university's official source of information concerning curriculum requirements and course offerings, as well as information concerning admissions policies, financial aid, and other facts for prospective students. It also contains a listing of all university faculty. The Graduate Catalog duplicates the information in the General Catalog relevant to the graduate programs, as well as providing more detail concerning Graduate College policies and procedures.

The Faculty Handbook provides a description of university structure, function, policies, and procedures. It is issued every three years under the supervision of the provost and is furnished to each member of the faculty.

The Office Procedure Guide is a detailed compilation of policies and procedures to be followed in the handling of university fiscal and personnel matters. Prepared under the supervision of the vice president for business and finance, it is available in all departmental offices. It is designed in a loose-leaf format, and revision pages are distributed as policy or procedure changes are made.

The Iowa State University Budget for the current fiscal year is available in the Reserve Room of the Parks Library. It lists all university employees and their salaries by budget unit. (At the request of the Faculty Senate, the budget of each academic department is to be made available for inspection by the faculty of that department. It should include the department's budgetary resources and expenditures by categories, as well as funds received and expended in the preceding year and projected for the current year. The manner and detail in which the budgets of academic departments are prepared for disclosure and distribution shall be decided by the faculty of each department.)

The official documents of the Faculty Senate, including minutes of its meetings, agendas, calendars, agenda documents, etc., and all corresponding documents of Faculty Senate councils and committees are on file in the Faculty Senate Office.

The documents of the General Faculty, including minutes of its meetings and reports of major committees, are on file in the University Archives, ISU Library.

The Financial Report, required by law, is a yearly record of the university's receipts and expenditures, prepared under the supervision of the vice president for business and finance and filed in that office.

The Iowa Code, a current collection of the laws of the State of Iowa and published under the direction of the state legislature, is available in the university library and in the office of the vice president for business and finance.

Travel Regulations

Travel

All absences from the campus during periods of regular employment, whether at university or private expense, require administrative approval. For those whose regular duties normally require in-state travel, the usual procedures requiring a department head's approval on travel vouchers will ordinarily constitute evidence of necessary administrative approval. For those whose regular duties do not normally require in-state travel, requests must be approved by the department head and the dean and/or director.

Staff members who expect to engage in projects in another country for more than two weeks should secure approval from the provost before they make their plans. Travel authorization then should be secured at least 30 days before departure is planned.

Staff members who plan to leave the campus during a period of regular employment should study the travel regulations on file in each departmental office. These regulations indicate the specific procedures to be followed.

Professional Meetings and Expenses

The practice of paying expenses for attendance at professional meetings varies among the colleges and departments according to needs and available funds. Staff members should consult the head or chair of their department.

Expenses on University Business

Detailed information explaining university travel policies and procedures and can be found in Section 9 of the Iowa State University Office Procedure Guide. The Guide is available on the Web and can be accessed through Iowa State's Home Page under Policies & Handbooks or from the Vice President for Business and Finance Home Page. In addition, bound copies of the Guide can be found in all administrative and departmental offices.

University travel is a matter of agreement between the traveler and the departmental executive officer. Travel expenses may be paid entirely by the university, the traveler, an outside source, or a combination of the three. University-related travel does not include personal vacation travel, leaves of absence, private consulting, or other activities which are not university responsibilities.

Travel Authorization Form

A Travel Authorization form is required only to purchase an airline ticket or to change the date of an airline ticket. The Accounting Office no longer requires a travel authorization for in-state or out- of-state travel where no airline tickets are to be purchased; however, departments and colleges may set their own internal policies.

The university has a contract with Travel and Transport (133 Welch Avenue) as the principal agency through which tickets and travel services should be purchased. Purchases of airline tickets by travelers' personal funds are not reimbursable except in emergencies or a change in itinerary while enroute.

To process a Travel Authorization, the traveler must follow these procedures:

1. The traveler must complete and submit the Travel Authorization form to the departmental executive officer (DEO) for review and signature.
2. One copy of the Travel Authorization with the DEO's signature should be faxed to Travel and Transport (515-292-8952) within 24 hours after the reservation has been made. Reservations expire within 24 hours, and no ticket will be issued without a copy of the Travel Authorization. Travel Authorizations may also be delivered to Room 218 Beardshear Hall to be picked up by Travel and Transport's courier at 3:00 p.m. each day.
3. Other copies of the Travel Authorization should be forwarded by the DEO to the office of the appropriate dean, director, or vice president for review and approval. In addition, approval of the Provost is required for trips of more than 14 consecutive days and for travel by deans and others who report directly to the Provost.

Travel Expense Voucher Form

Employees and students of Iowa State University may be reimbursed for other travel expenses with a Travel Expense Voucher. Detailed instructions for completing the form can be found at Section 9.7 of the Iowa State University Office Procedure Guide. The Guide describes the university's travel policies, including the requirement for receipts and reimbursement for mileage, lodging, car rentals, and meals.

To avoid any misunderstandings regarding travel expense reimbursement, travelers are advised to contact the Accounting Office (515-294-5181) before departure.

Office of the Executive Vice President and Provost, 1550 Beardshear Hall, Ames, Iowa 50011-2021
Phone 515-294-9591, Fax: 515-294-8844