Department of
Human Resources

• Computer and Network Use Policies
• Drug and Alcohol-Free Workplace
• Pets in the Workplace
• Smoking
• Solicitation
• Standards of Personal Conduct

COMPUTER AND NETWORK USE POLICIES

Pacific Lutheran University provides computing and networking resources to students, faculty and staff. Use of these resources is a privilege granted to members of our community as we work and learn in an environment supportive of education and service.

These policies, which apply to all users of PLU's computing and information resources, consist of the following elements:

• General Use
• Network Use Policy
• Anti-Virus Software Policy
• Administrative Systems Use Policy
• Web Policy

Help Desk staff members are available to answer questions regarding computer and network use. Feel free to contact them at 253-535-7525 or helpdesk@plu.edu.

Because technology is rapidly changing, future revisions to this or other technology policies will be made as needed.

DRUG AND ALCOHOL-FREE WORKPLACE
Revised January 2011

While at work, all university employees have the responsibility to perform their jobs in a safe, conscientious, and effective manner and in compliance with university policy and state and federal laws. In order to do this employees must be able to work in a drug and alcohol-free environment and themselves be free from the effects of drugs and alcohol. Accordingly,

1. The manufacture, sale, possession, or use by an employee in the workplace of a controlled substance or drug (including alcohol) not medically authorized is strictly prohibited;
2. The use by an employee of a controlled substance or drug (including alcohol) not medically authorized which affects job performance or poses a hazard to the safety and welfare of the employee, or other employees, is strictly prohibited; and
3. An employee will be required to report his/her criminal drug statute conviction for a violation occurring in the workplace to his/her immediate supervisor within five (5) days after such conviction.

The university will impose disciplinary sanctions (consistent with local, state and federal law) on employees who violate the drug and alcohol-free workplace policy. Sanctions may include any of the following, depending on the severity of the incident: oral and written warnings, placement on probation, suspension from employment, successful completion of a treatment/counseling program, termination, and referral for prosecution. PLU reserves the right to conduct an individual drug test where there is reasonable suspicion that an employee may be under the influence of illegal drugs or alcohol or following a job related accident or injury.

Furthermore, each employee who observes or has knowledge of other employees in a condition which affects their ability to perform job duties or poses a hazard to the safety and welfare of others is expected to report such conditions promptly to the immediate supervisor, the next higher-level supervisor, a university officer, or the Director of Human Resources.

On occasions, PLU serves alcohol at social or other University sponsored events. The prohibitions in this policy do not apply to the possession or moderate consumption of alcohol when alcohol is served by the University at a University sponsored event to which the employee has been invited. Employees are reminded that any consumption of alcohol at such an event should be moderate, should not result in the employee becoming intoxicated and that normal expectation of appropriate workplace behavior continue at such events.

The university takes its commitment to provide a drug and alcohol-free working environment seriously. All employees who suspect they may have a drug, substance or alcohol abuse problem are encouraged to seek assistance through their own efforts before the problem affects their employment status. To comply with the Federal Drug-Free Workplace Act of 1988, and the Drug-Free Schools and Communities Act Amendments of 1989, Human Resources, Health Services, Residential Life Office, and the Counseling Center maintain a list of agencies, which provide rehabilitative and counseling services. Requests for information and/or referral sources will be treated confidentially.

PETS IN THE WORKPLACE POLICY
Approved by President's Council
Adopted February 2000
Updated February 2003
Updated April 2004

Introduction

The university recognizes the important role of pets in the lives of some employees and students.  This document defines the policies within which pet visits to campus are welcome. 

Definitions

For the purposes of this policy, the following definitions will apply:

Pet Owner: Anyone working or studying at the university, including faculty, staff, administrators, students, temporary employees, or others who bring a pet to campus.  Please refer to the Student Handbook and the Residential Life Office for applicable policies on animals in residential halls.  

Pet:  A domestic animal that is owned by, resides with, and is cared for by an employee or student.  This will include dogs, cats, and fish in aquariums holding less than 25 gallons of water.  For the purposes of this policy, pets are not snakes, ferrets, rats and spiders.  Those with questions about domestic animals that are not specifically addressed here should call the offices listed at the end of this policy statement.  Decisions about the appropriateness of bringing a pet to campus will be made based on any potential risk to the pet and to people in the community, and to the perceived disruptions caused by the pet.  

University Commitment

The university will ensure that applicable legal requirements are met.  These include, but are not necessarily limited to:

In consideration for the general well being, health and safety of all members of the campus community, the following lists detail areas where pets are allowed and restricted areas.

Areas Of Campus Where Pets Are Allowed

• Outdoors, on leash, and accompanied by pet owner
• Individual private offices with walls and door.  This includes the private office of the pet owner as well as the private offices of colleagues of the pet owner, where advance permission has been obtained from that person.  For example, a pet owner may bring his/her pet to a small meeting in a colleague's private office, provided that the colleague has given permission to the pet owner to do so.  (Note: see exceptions under "Restricted" section.)
• All areas used by employees or students with documented disabilities who are assisted by designated guide or working pets
• Classrooms and instructional facilities only when pets or demonstration animals are used by faculty members for teaching purposes
• Resident Director apartments in accordance with the guidelines set forth by Residential Life

Restricted Areas

Pets are not allowed in locations or situations other than those noted as allowed in the previous section.  Such areas of campus where pets are not allowed include:

• Areas that are open to the public and commonly used, such as libraries, foyers, bathrooms, copy rooms, lounges, meeting and conference rooms, except as necessary to travel en route to permitted locations
• Classrooms and training labs (except for instructional purposes as noted above)
• Dining and food preparation areas; kitchenettes; break-rooms
• Health and medical facilities
• Private offices that are essentially public areas due to the frequency with which they are visited by others and used for meetings
• The University Center
• Computing and Telecommunications machine room
• Residence halls and offices in residence hall buildings, except as allowed per Student Life Division policies
• Any area or situation in which another person has raised a legitimate concern for health or other reasons about the presence of a pet, except for designated guide or working pets assisting employees or students with documented disabilities

Pet Owner Commitment

Employees and students are welcome to bring pets into the working and learning environment in accordance with this policy and PLU's "Pet Owner Commitment" procedures.  Pets must be cared for in a responsible manner that ensures the safety of those on campus, as well as the safety of the pet.  The pet owner may be asked by the university to discontinue bringing their pet to campus, if the relevant policy and procedures are not upheld.

Copies of the procedures will be available in Human Resources and in the offices of the Provost and the Vice Presidents of Student Life and Finance and Operations.  It is the responsibility of the pet owner to obtain and follow the procedures.

Communication

Before bringing a pet to campus, the pet owner will check first with others in the work or learning environment to ensure that there are no concerns, such as allergies to dogs, etc.  In the event of legitimate health problems, the pet may not be brought to that area.  Otherwise, employees and/or students are encouraged to work together to find a reasonable compromise that is acceptable to everyone.  If the pet owner requires the animal's presence due to a documented disability, then reasonable accommodation will be made.

Lab Animals

Procedures governing the use of lab animals in Rieke Science Center or other locations and situations will be addressed by the Division of Natural Sciences, the Animal Usage Committee, and/or other appropriate offices and committees.

Questions

Employee questions about this policy should be directed to Human Resources at ext. 7185.  Student residence hall questions should be directed to Residential Life at ext. 7200.  Student questions regarding other campus buildings should be directed to Student Life at ext. 7191.

Pet Owner Will

1. Obtain and follow the pets in the workplace policy and these procedures.
2. Check with others in the work or learning environment before bringing a pet to ensure that there are no concerns, such as allergies. In the event of legitimate health problems, the pet may not be brought to that area unless it is required for disability accommodation.
3. Care for the pet in a responsible way that ensures the safety of those on campus, as well as the safety of the pet.
4. Have the pet regularly checked by a veterinarian, with current vaccinations and documentation.
5. Keep the pet on a leash at all times, except when the pet is in the private office of the employee and the door to the office is closed.
6. Move the pet in and out of buildings using the most expedient route, minimizing time in areas where pets are not allowed.
7. Clean any indoor and outdoor messes immediately. Call Plant Services with any questions about appropriate cleaning techniques.
8. Provide a mat or small rug for the pet in the private office of the employee to protect the carpet.
9. Post a sign on his/her office door indicating that a pet is inside.
10. Perform an occasional thorough cleaning of his/her office to remove hair and smells associated with the pet, including at the time the pet owner transfers the office to another employee.
11. Be responsible for any undue wear or damage to university property that may be caused by the pet.
12. Not leave the pet unsupervised in a vehicle if it creates a health risk to the animal.

Pets Will

1. Be well socialized, housebroken, and in a clean, groomed, healthy condition with no fleas.
2. Be licensed according to the law, with current identification tags.
3. Not interrupt the work of others by barking or otherwise causing a disturbance.
4. The pet owner may be asked by the university to discontinue bringing their pet to campus, if the relevant policy and procedures are not upheld.

Employee questions about these procedures should be directed to Human Resources at ext. 7185. Student residence hall questions should be directed to Residential Life at ext. 7200. Student questions regarding other campus building should be directed to Student Life at ext. 7191.

These procedures are subject to change without notice as determined by the university.

SMOKING POLICY

Washington State law prohibits smoking in public buildings and in
campus vehicles. Smoking is prohibited within 25 feet of a building
entrance, exit, windows that open, ventilation intake, and other areas
through which non-smokers must traverse. Signs are posted on all
building entrances and campus vehicles.

RCW 70.160 gives the local health department jurisdiction to enforce
the state smoking regulation by first issuing a warning. A subsequent
violation is subject to a civil fine of up to $100. PLU will take
appropriate action to comply with the law on campus.

Concerns, questions, and comments should be directed to: Director of
Human Resources, ext. 7185.

SOLICITATION POLICY FOR ALL EMPLOYEES

In the interest of maintaining a proper business environment and preventing interference with work and inconvenience to others, employees may not distribute literature or printed materials of any kind, sell merchandise, solicit financial contributions or solicit for any other cause during working time unless it is directly related to university business. Employees who are not on working time may not solicit employees who are on working time for any cause or distribute literature of any kind to them. Furthermore, employees may not distribute literature or printed material of any kind in working areas at any time. Working time does not include meal periods, rest periods or time before or after work hours.

Individuals who are not employees are not permitted to distribute literature or printed materials of any kind, sell merchandise, solicit financial contributions, solicit for any other cause, or conduct any activity on university property that is not specifically authorized and directly related to university business.

STANDARDS OF PERSONAL CONDUCT

The university is steadfastly committed to full compliance with all applicable laws and ethical standards that govern its operation as an institution of higher education and as an employer. Consistent with that commitment, the university expects each employee to acknowledge and exemplify the highest standards of professional and ethical conduct. In that regard, the university expects that its employees, while on working time or while representing the university, will conduct themselves in a manner consistent with all applicable legal and ethical standards.

All employees have a duty to report, verbally or in writing, promptly and confidentially, any evidence of improper practice of which they are aware. As used here, "improper practice" means any illegal, fraudulent, dishonest, negligent, or otherwise unethical action relating to university operations or activities. Employees must contact their immediate supervisor or Human Resources with knowledge of improper practice. When alleged impropriety appears to involve a management employee, reports must be to the next higher management level and Human Resources.

The university strictly prohibits any retaliation against any person who reports or participates in the investigation of any allegedly improper practice pursuant to this policy. Any person found to have engaged in retaliation prohibited by this policy is subject to appropriate disciplinary action, including immediate dismissal from employment.

It is not possible to set forth with specificity each area of expectation for personal conduct. Nevertheless, the following are issues of specific concern with regard to expected standards of personal conduct. This list is not exclusive and all employees are expected to act in accordance with the expectations set forth above, even if a specific act of misconduct is not described below.

• The university respects the dignity of all students, faculty, staff, and visitors and expects all employees to show the same respect and concern for others without regard to rank or position, demonstrating professionalism, courtesy, honesty, and care in the performance of their duties. Employees may not engage in any activities on the job that would place in danger the safety of others, nor may employees bring onto university premises or carry in university vehicles any items that could create a potentially hazardous or offensive work environment. (Also see policy on Possession of Weapons.)
• Employees may not engage in coarse or obscene language nor conduct themselves, through action, words or dress, in a manner that suggests or creates disrespect for others or reflects poorly on the university.
• Employees are expected to comply with applicable health and safety regulations governing the workplace. The university has a Safety Committee and publishes a manual setting forth safety procedures. If an employee is aware of a health or safety hazard or has a concern about health and safety issues, he or she should contact their immediate supervisor or the Environmental Health and Safety Office immediately. Employees who violate health and safety regulations or who engage in conduct which creates an actual or potential workplace hazard may be subject to discipline.
• Employees shall not engage in outside activities which consume so much time and energy as to interfere with obligations to the university or which bring discredit or disrespect to the university.
• Each employee is personally responsible for all university assets and property assigned to the employee. Each employee is responsible for providing a full accounting of all university assets and material for which the employee has responsibility.
• University employees have an obligation to disclose and answer fully and truthfully any authorized inquiry about any university matter with which the employee has been entrusted and to maintain a high level of security for all property, records, information and data made available to the employee.
• Employees will use sound judgment and maintain a high level of security and safety for all premises, equipment, keys, records, budgets/cash, information, data, and other valuables made available to the employee.
• Employees shall not maintain personal records or files of university information and must make available at any time, upon request, to their supervisors and to any employee who might succeed them in their positions, information accumulated within the scope of their work. All information and material related to an employee's work is the property of the university. This includes written material, computer files, data, videos, audio files and other information, regardless of the form or medium in which the information is created or maintained.
• Employees are expected to comply with PLU Computer Use Policy, which is generally available online. Consistent with that policy, information, computer documents and other data contained or created on computers owned by the university and/or created on university time and or created in connection with university business shall be considered the property of the university unless otherwise specified.
• Employees with access to confidential information, whether verbal or written, shall treat such information as confidential at all times and shall not disclose or disseminate such information during the course of their employment except as may be required for the employee to perform his or her work duties for PLU, or at any time following separation from employment without express authorization for such disclosure.

If an employee has a question about standards of expected conduct, he or she should consult with their immediate supervisor or contact Human Resources for clarification or guidance.