Human Resources

Policies & Procedures

General Information

11.1 Dress/Grooming

The University community is proud of its appearance and its tradition of excellence in education. That pride is reflected in attention to the physical facilities, the landscape, and the professionalism of University personnel. Each member of the University community shares a responsibility in maintaining a professional image by dressing and grooming appropriately for his or her respective position. 

Uniforms may be required for specific positions, as deemed necessary by the University.

11.2 Emergency Procedures

In the event of an emergency, deans, department heads, and supervisors have the responsibility to give instructions to students, faculty, and staff and provide safety measures until otherwise directed by the Campus Police or other properly identified emergency personnel.

11.2.1 Fire Alarm
When a fire alarm is sounded, everyone should clear the building by the nearest exit and proceed to an open area on campus. Employees should stay clear of the danger area unless called upon to help; employees should keep all roadways and walkways clear for emergency vehicles. NO PERSON SHALL RE-ENTER the building until instructed to do so by Campus Police or other properly identified emergency personnel.

11.2.2 Tornado Warning
A civil defense siren is sounded when a tornado has been spotted or when a very strong storm cell is over the area. When the warning is sounded, employees should immediately proceed to the nearest protective area. Protective areas are basement areas or ground floor interior spaces or hallways away from exterior walls and windows 

Additional emergency information is contained in the Campus Emergency Plan.

11.3 Employee Financial Obligations

Faculty, staff, and student employees of the University are required to pay all outstanding financial obligations due to the University in accordance with the due dates established for such obligations. For faculty, staff, and student employees who do not pay such financial obligations, the University will seek such remedies as are allowed by law.

11.4 Identification Cards

A University identification card will be issued to regular full-time and regular part-time employees at no cost to the employee. The employee should obtain an identification card on the first day of employment or at the time the employee completes the required paperwork. An identification card may be obtained at the Student Activities Office, Monday through Friday, between 8:00 a.m. and 5 p.m. If this time is not convenient, the employee should contact the Student Activities Office to arrange for a convenient time.

The employee’s identification card is required for access to certain events and/or facilities. The identification card will admit the employee and immediate family members residing at the employee’s home to designated official University-sponsored events. In addition, the identification card may be used for Library privileges and use of the Student Activity Center. 

The identification card does not authorize the holder to obligate the University in any manner. The identification card is the property of the University and must be returned to the Department of Human Resources at the time employment is terminated.

11.5 Incident Policy

The University is committed to maintaining a workplace environment that is safe and secure for all employees of the University. Threats, threatening behavior, acts of violence, and unwanted attention directed against other employees, visitors, or guests by an employee of the University will not be tolerated.

All personnel are responsible for notifying their supervisor and/or Campus Police of any threats which they have witnessed or received or heard about. Even without an actual threat, employees should also alert their supervisor to any behavior which can be regarded as threatening or violent when that behavior is job-related or might be carried out in the workplace. Employees are responsible for making this report regardless of the nature of the relationship between them and the person initiating the threat or threatening behavior.

The provision of a safe workplace and the protection of employees from threats to their safety cannot be effectively accomplished unless supervisors and Campus Police are informed of these circumstances.

11.6 Infectious Disease Policy Statement 

The purpose of this policy is to establish procedures to be followed when a University student and/or employee is infected with a communicable disease. Such diseases include, but are not limited to, hepatitis, meningitis, mumps, AIDS, whooping cough, measles, diphtheria, chicken pox, and tuberculosis.

The University is committed to providing a working and learning environment free of health hazards for its students and employees. So long as medical evidence supports, with reasonable medical certainty, that a particular disease is not communicable by the casual contact normally found in the workplace or classroom, or through airborne transmittal, those areas will not be considered to be hazardous as a result of the presence of an infected student and/or employee.

The University will comply with all federal and state laws applicable to students and employees with communicable diseases.

The confidentiality of information regarding individuals infected with a communicable disease shall be respected. As long as a student and/or employee with a communicable disease is able to pursue his or her education within the established academic standards and/or continue performance of job duties and medical evidence indicates that his or her condition is not a threat to themselves or others, the student or employee is to be treated consistently with other students and/or employees.

Discrimination against or harassment of the student and/or employee infected with a communicable disease is prohibited. The University will make educational materials on communicable diseases available for students and employees through the Office of Student Affairs and the Department of Human Resources.

Individuals with a communicable disease shall be required to inform the proper University personnel that they have a communicable disease. Failure to do so may cause a student to be administratively withdrawn from classes and may lead to disciplinary action for the employee, up to and including dismissal.

A student must inform the Dean of Students if he or she has been diagnosed as having a communicable disease. It will be the responsibility of the Dean of Students to notify the appropriate administrator(s) within the normal channel of communication of this situation. In the event the student is a minor and the minor’s parents or legal guardians are aware of the disease, the student’s parents or legal guardians shall have a concomitant duty to so inform the Dean of Students. An employee must inform the Coordinator of Employment and Benefits if he or she has been diagnosed as having a communicable disease.

The University shall request from the student and/or employee (or if the student is a minor, from the parents or legal guardian of the minor), a medical report from a licensed physician, which may be reviewed by a physician designated by the University. The University reserves the right to request that the student and/or employee be examined a second time by a physician designated by the University. The medical report or medical evidence will be used to assess each reported illness on a case-by-case basis.

Those evaluating the case will include the Dean of Students or Vice President for Business Affairs and other appropriate administrative personnel, in conjunction with the student and/or employee (the student’s parents or legal guardians if the student is a minor) and, if requested by the student and/or employee, the student’s and/or employee’s physician. A determination shall be made, based on medical evidence concerning the nature of the risk posed by the illness, the likely duration of the risk, the severity of the risk, and the probability that the disease will be transmitted and will cause varying degrees of harm. If, upon the request of the Dean of Students or Vice President for Business Affairs, the student and/or employee refuses or otherwise fails to provide the medical report, the student and/or employee will not be allowed to return to the University until such time as the medical report is provided. Should the illness persist, an updated medical report from a licensed physician shall be provided not less than every six (6) months as required by the University. 

The student may be administratively withdrawn from classes if it is determined on the basis of medical evidence that his/her continued attendance poses an unacceptable risk to himself/herself or to others.

The employee may be placed on administrative leave if it is determined on the basis of medical evidence that his/her continued attendance poses an unacceptable risk to himself/herself or to others.

11.7 Keys

Keys shall be authorized for issue only to persons with a substantial need for access to specific facilities, and they shall be issued only after verification of administrative approval on a properly executed Key Request Form  . Keys must be picked up in person at the Employment and Benefits Office.

Keys remain University property, entrusted to the individual keyholder for his or her exclusive use and should never be exchanged or loaned. No one has authority to produce, duplicate, or alter a University key, except the Physical Plant Office. Unauthorized use or duplication of a key is cause for disciplinary action, up to and including dismissal.

An employee is responsible for reporting any lost or stolen keys immediately to his or her supervisor, the Campus Police Office, and the Department of Human Resources. When a key is lost or stolen, the employee must pay a replacement charge of $25. If the key is found after the $25 has been paid, the money will be refunded if the building and/or office was not re‑keyed as a result of the key loss.

All keys must be returned to the Department of Human Resources during the termination clearance process or at the time of a job change, office relocation, or lock change.

11.8 Litter/Political Material Policy            

11.8.1 Display of Political Literature and Campaign Placards
Display of political literature, campaign placards, signs and posters on campus will be regulated and supervised by the Dean of Student Affairs. Such material may not be displayed on educational buildings, trees, sidewalks, handrails, or grounds, and must be limited to display on designated bulletin boards in Student Union buildings or student housing complexes.

11.8.2 Control of Litter
The Dean of Student Affairs will be responsible for promulgating and enforcing appropriate and reasonable regulations to control display of political and other materials and prevent litter on the campus. The spirit of this policy is not to suppress political activity by students, but to preserve the aesthetic value and appearance of the campus and prevent unnecessary public expenditures because of litter.

11.8.3 Proper Disposal of Litter 
Trash and cigarette receptacles are provided on University property for the proper disposal of trash. Individuals who litter are subject to citations and/or disciplinary action.

11.9 Lost/Misplaced/Stolen or Discarded Items

Lost, misplaced or stolen personal items such as jewelry, keys, clothing, etc., regardless of where found, should be turned in immediately to the Campus Police Office. Do not turn in lost items to individual departments on campus.

Student identification cards should be turned into the Office of Student Affairs.

If an employee finds discarded equipment and/or equipment no longer in use, he or she should call the Purchasing Department. The Purchasing Department will make arrangements for the reallocation and/or disposal of such property. For additional instructions, see Inventory Procedures issued by the Budgeting and Accounting office.

11.10 Media Relations/Official Communications

Any statement made on behalf of the University to the public through the press or through any other agency shall be made by the Board of Regents and/or the President of the University or the President’s designee. This policy is not intended to and should not be construed to abridge the rights and privileges of any employee of the University to publicly express his or her personal opinions on any matter or to abridge constitutional rights of employees to comment on matters of public concern or to prohibit any other rights of communication established by law.

11.11 Parking Permits and Traffic Regulations

11.11.1 Parking Permits
All vehicles parked on University property must display the appropriate parking permit, which is available free of charge at the Campus Police Office, Monday through Friday, between 8 a.m. and 5 p.m. If this time is not convenient, the employee should contact the Campus Police Office to schedule an appointment. Vehicles parked on University property without a parking permit will be ticketed.

The permit holder is responsible for all charges resulting from citations issued against his or her permit number, regardless of the identity of the driver; therefore, employees are encouraged to remove parking permits from vehicles which will no longer be operated by the employee.

11.11.2 Traffic Regulations
Campus Police enforce the traffic regulations of the University and Oklahoma vehicle laws applicable to street traffic, make arrests, issue citations for traffic violations, and investigate accidents. No person, owner or operator shall park/drive or permit to be parked/driven any vehicle which has four or more citations against it per academic semester. Copies of the Rogers State University Traffic Code can be obtained in the Campus Police Office. 

Payment for a citation is made in the Bursar’s Office in Markham Hall. The citation must be presented with the payment.  

11.12 Posting of Notices in University Buildings

It is the policy of the University to provide up-to-date information on University activities using various communication methods including the posting of notices (flyers). Approval and coordination must be obtained from the Dean of Student Affairs prior to any posting. Flyers are not to be posted on walls or doors, but should be placed on designated bulletin boards.

11.13 Private Sales Solicitations 

Outside sales solicitations or presentations in University facilities are prohibited unless authorized by the Vice President for Business Affairs whether or not employees are on duty. This restriction does not apply to private entities under contract with the State who are acting in an official capacity as agents of the State.

11.14 Publications/Advertising

The Director of Public Relations must approve all layouts or copy for all publications.

The University does not endorse any commercial product, program, enterprise, or idea. Under certain circumstances, the University’s name or symbols may be used in connection with advertising or promotional material. Permission and approval of all copy must be obtained from the Director of Public Relations. The University from time to time may wish to reach a certain public by purchasing advertising in the media. The material contained in this advertising may include matters related to increasing enrollments, promotional advertising, or informational material related to specific policies, projects, departments, and curricula. With the exception of staff employment advertising, which is coordinated through the Department of Human Resources, no contracts for advertising should be entered into and no oral or written commitments should be made by any University employee for advertising without the approval of the Director of Public Relations.

11.15 Services

11.15.1 Food Services
Catering services for functions held on or off campus are available through the Food Services Department. Contact the Director of Food Services for pricing and additional information.

11.15.2 Telephone 
The campus telephone system is designated for business use. Employees are to limit personal calls and use third party billing or personal credit cards for personal long-distance calls that must be made from work. The University’s incoming 800 line may not be used for personal calls.

The University provides a long-distance authorization code for University business communication. Inappropriate use of the authorization code may result in loss of privileges and/or disciplinary action, up to and including dismissal.

11.15.3 Emergencies 
In the event of an emergency, dial 9, then 911 or contact Campus Police at 343-7624 for information regarding the best source of help.

11.16 Technology                

University Computing Services offers technology assistance to all employees. All purchase decisions relating to computers, telecommunication equipment, software, and peripherals are made by Academic Computing Services. Academic Computing Services will also repair, maintain, transfer, relocate, and dispose of all computer and technology equipment. Requests to reassign computer equipment from its present use should be directed to the Coordinator of Academic Computing Services by department heads or directors. Academic Computing Services will maintain an inventory of all computer equipment. Department heads and directors are also responsible for an annual physical inventory of all computer equipment for which they are accountable. Theft of computer equipment must be reported to Academic Computing Services as soon as possible.

11.16.1 Software/Data
The Oklahoma Computer Crimes Act lists software copying as a felony, punishable by “…a fine of not less than five thousand dollars ($5,000) and not more than one hundred thousand ($100,000), or by confinement in a state penitentiary for a term of not less than one (1) year or more than ten (10) years, or by both fine and imprisonment.” Employees have access to certain software through license agreements; however, the conditions for use may differ for each software package. Employees should contact Academic Computing Services for approval and assistance in obtaining copies of software and for information regarding its appropriate use. Any data or files generated by the user with such software may be copied and distributed, within guidelines of confidentiality of University records and any related contract provisions, and is the property of the University.

Data originated or stored on State computer equipment is State property. Employees are authorized to access only data which is essential to their job function. Employees shall not make or permit unauthorized use of any University data or seek personal or financial benefit or allow others to benefit personally or financially by knowledge of any data which has come to the employees by virtue of their work assignment.

Employees may enter, change, and delete data only as authorized within their job functions. Employees may not knowingly include or cause to be included in any record or report a false, inaccurate, or misleading entry, nor may they knowingly alter or expunge from any record or report, or cause to be altered or expunged, a true and proper entry.

Employees will not release University data except as required in the performance of their job, as directed in writing by his or her supervisor, or as may be required by law.

11.16.2 Access
Employees are responsible for protecting their access authorization and must take steps to prevent others from using their User ID. Employees must construct good passwords and manage them securely, keeping their passwords confidential. Sharing passwords with others is prohibited. If an employee has reason to believe that others have obtained his or her password, the employee should immediately change the password and notify his or her supervisor and Academic Computing Services of the situation. Employees are prohibited from attempting to use the User ID and/or password(s) of others.

If an employee obtains access to data that he or she is not authorized to view, the employee should exit from that data and report the problem to his or her supervisor and the appropriate Computing Services unit.

Employees who suspect or know of any violation of access or usage must report it immediately to the appropriate Computing Services unit.

Employees must become familiar with and adhere to the University’s Computer Use Policy. Violations of this policy may be cause for disciplinary action, up to and including dismissal.

11.16.3 Computer Use Policy
Freedom of expression and an open environment to pursue scholarly inquiry and share information are encouraged, supported, and protected at the University. These values lie at the core of our academic community. Censorship is not compatible with the tradition and goals of the University. While some computing resources may be dedicated to specific research, teaching, or administrative tasks that would limit their use, freedom of expression must, in general, be protected. The University's policy of freedom of expression applies to computing resources.

Concomitant with free expression are personal obligations of each member of the University community to use computing resources responsibly, ethically, and in a manner consistent with the law and the rights of others. The University depends upon a spirit of mutual respect and cooperation to create and maintain an open community of responsible users.

  1. This policy sets forth standards for responsible and acceptable use of University computing resources. They supplement existing University policies, OneNet Acceptable Use Policy (located at, and state and federal laws and regulations. Computing resources include, but are not limited to, host computer systems, University-sponsored computers and workstations, communications networks, software, and files.

    Computing resources are provided to support the academic research, instructional, and administrative objectives of the University. These resources are extended for the sole use of University faculty, staff, students, and other authorized users ("users") to accomplish tasks related to the user's status at the University, and consistent with the University's mission. Users are responsible for safeguarding their identification (ID) codes and passwords and for using them for their intended purposes only. Each user is responsible for all transactions made under the authorization of his or her ID. Users are solely responsible for their personal use of computing resources and are prohibited from representing or implying that the content constitutes the views or policies of the University.

    Violation of this policy constitutes unacceptable use of computing resources and may violate other University policies, and/or state and federal law. Suspected or known violations must be reported to the appropriate University computing unit. Violations will be processed by the appropriate University authorities and/or law enforcement agencies. Violations may result in revocation of computing resource privileges; academic integrity proceedings; faculty, staff or student disciplinary action; or legal action.

  2. The following provisions describe conduct prohibited under these guidelines:
    1. Altering system software or hardware configurations without authorization, or disrupting or interfering with the delivery or administration of computer resources.
    2. Attempting to access or accessing another’s computer, computer account, private files, or email; or misrepresenting oneself as another individual or agent of the University in electronic communication.
    3. Engaging in practices that threaten the network (e.g., loading files that may introduce a virus, using procedures and/or tools to gather information about the University’s computing resources, etc.)
    4. Installing, copying, distributing or using software in violation of copyright law and/or software agreements or applicable state and federal laws.
    5. Using computing resources to engage in conduct which interferes with others' use of shared computer resources and/or the activities of other users, including studying, teaching, research, and University administration.
    6. Using computing resources for commercial or profit-making purposes without written authorization from the University.
    7. Failing to adhere to individual departmental or unit lab and system policies, procedures, and protocols.
    8. Allowing access to computer resources by unauthorized users.
    9. Using computer resources for illegal activities. Criminal and illegal use may include, but is not limited to obscenity, child pornography, threats, harassment, copyright infringement, defamation, theft, and unauthorized access.
    10. Failure to adhere to Onenet Acceptable Use Policy.
  3. The maintenance, operation, and security of computing resources require designated University personnel to monitor and access the system. To the extent possible in the electronic environment and in a public setting, a user's privacy will be preserved. However, privacy is subject to applicable state and federal laws, and the needs of the University to meet its administrative, business, and legal obligations.

11.17 University Logo and Seal

The University Logo and Seal are reserved for official uses, as in publications of the University, its certificates, diplomas, legal documents, and printed materials used in conjunction with official functions of the University, and may not be used by others without written permission from the Director of Public Relations. Visit the Logos web site for more information.