J-1 Advertising and Use of University Seal, Name, and Logos
      (UH Board of Regents 09.02.2)

The names, logos, trademarks, and other identifying marks of the board, the system, and the component universities shall be protected and cannot be used without the express approval of the board or its designated representative.  The chancellor shall take whatever steps are reasonable and necessary to effect and enforce this policy.  The Office of Communications and Marketing is responsible for determining whether the institution's name may be used in conjunction with a particular project or service, for internal use and external use.  For more information see: Administrative Policies and Procedures Manual A-1.
 

Approved designations of this institution are these:

University of Houston-Victoria,

UH-Victoria, or

UHV

Updated:  Summer 2004

J-2 Classroom Emergencies
 

2.1 Building Evacuation (fire, bomb threat, or similar alert)

• Indicate to students whether class will resume if it is possible to return within a specified time.

• Ask that they assemble at a given place outside to receive any further instructions.

• Ensure that any disabled students are assisted to the outside.  If on an upper floor, take wheelchair students to a stairwell (all stairwells are fireproof), and let EMS personnel know that the students are awaiting removal.

• Ascertain whether all students are accounted for.

• Faculty members who are themselves disabled should make advance arrangements for assistance.

2.2  Medical or Other Emergency Posing an Immediate Risk

• Call 911.  Then call Security.  (Leave voice message, which is immediately forwarded).

• At the centers you should notify the front desk, as well.

• Use your judgment about whether to dismiss the class.

2.3 Lesser Emergency or Need for Assistance

• Call Security.  (Leave voice message, which is immediately forwarded.)

• At the centers, you can notify the front desk.

2.4 If More Appropriate to the Circumstances

• Call Facilities Services.

• Call night clerk at extension 136 (evenings).

• At the centers, notify the front desk.

J-3 UH System Centers Emergencies
 

3.1 Building Evacuation (fire, bomb threat, or similar alert)

• Follow same instruction as above.

3.2 Medical or Other Emergency Posing an Immediate Risk

• Call 911 and alert the front desk.

3.3 Lesser Emergency or Need for Assistance

• Contact the front desk.

3.4 Advance Information

• Faculty teaching at Fort Bend are asked to complete an emergency contact form, which will be kept on file at the front desk.

J-4 Drug and Alcohol Abuse Policy
 

It is the policy of the University of Houston-Victoria that illegal drug and alcohol use, including the manufacture, sale, distribution, dispensation, possession, or use of drugs and/or alcohol is prohibited in the workplace, on the campus, or as part of any university activities. For more information on the policy and the sanctions imposed for violations of this policy see:  Administrative Policies and Procedures Manual C-19.
 

J-5 Equipment Removal Policy
 

Section 8.01 (b), Article 601b, V.T.C.S. states that each agency of higher education shall comply with the procedures set forth in the act, in accounting for the real and personal property owned by the state and in the possession of each agency. Fixed assets are defined as a nonconsumable article costing $500 or more. The Facilities office has been designated by the Chancellor as the office responsible for property management for the University of Houston-Victoria.  Following are the policies and procedures to be used in handling fixed assets:

• When an article meeting the definition of a fixed asset is received by the university, a property control number will be attached and the article will be added to the department's fixed asset list.

• After an article has been assigned to a department, it becomes that department's responsibility to account for it. The article can be moved within the department, but cannot be given to another department without first notifying the Facilities office in writing.

• At no time will any tagged fixed asset be removed from the University of Houston-Victoria without prior written approval of the Property Manager.

• When required, but at least once a year, a complete inventory listing will be issued to each department. At this time, it is the responsibility of each Property Manager to physically identify and account for each item on the list.

• If a department has an article that has become obsolete or unserviceable, the department should notify the Facilities office, which will remove the article and delete it from the department's list.

Should there be any questions on the proper handling of fixed assets, please contact the Facilities office prior to taking any act.

J-6 Fundraising and Gifts
 

The solicitation and administration of contributions are centralized in the Office of University Advancement, and the objective is to obtain the maximum in useful and needed gifts of all types without undue conflicts among system components.  It is recognized that specific components of the system may be more able than others to solicit and obtain certain contributions.
 

Prior approval for all solicitations on behalf of UHV resides in the Office of the President.

Record keeping, the issuance of official receipts, the designation of the number and name of the account to which the money is deposited, and the sending of appropriate acknowledgments are done in the Office of University Advancement.  In addition, all gifts and grants are reported to the Office of University Advancement, which incorporates the data in a report to the Regents.  See Administrative Policies and Procedures A-9.
 

J-7 HIV/AIDS Workplace Guidelines
 

The 71st Texas Legislature determined that the creation of workplace guidelines was necessary to assure that the rights and privileges of individuals infected with the Human Immunodeficiency Virus (HIV) are protected.  Therefore, the purpose of the guidelines is to provide a foundation for a uniform approach to dealing with HIV and its related conditions, including AIDS, in the workplace.  Through these guidelines, policies, procedures, protocols, and education programs, it is hoped that residents of Texas will better understand and cope with multiple aspects of HIV/AIDS.
 

HIV destroys a person's defenses against infections.  These defenses are known as the immune system.  Once infected with HIV, a person may remain without symptoms for a long time, but is able to infect others through sexual or direct blood contact.  As the disease progresses, the immune system can become so weakened that a person may eventually develop life-threatening infections and cancers.  AIDS (Acquired Immunodeficiency Syndrome) is the final stage of HIV infection.

Current scientific and medical technology has determined that there is no risk of HIV/AIDS transmission in the normal work setting.  Routine daily encounters with co-workers and agency clients pose no risk of transmitting the fragile, blood-borne virus.  Because modes of transmitting HIV do not involve environmental factors, but rather particular behaviors, HIV/AIDS infected individuals should not only be allowed, but encouraged to remain contributing members of the work force.  As long as they are reasonably able to function in the job duties assigned, their right to continue working or attending school is protected by law.
 

To make the workplace as productive as possible, employers are encouraged to devise and implement appropriate personnel policies and procedures based on current policies for individuals with other chronic or potentially limiting medical conditions (e.g., pregnancy, heart conditions).  The initiation of HIV education program is also encouraged to reduce fear and misconceptions about HIV/AIDS.  Careful planning by the employer will reflect a commitment to the health and well-being of all employees in the workplace.
 

For more information on HIV/AIDS Workplace Guidelines, consult the UHV Student Handbook.
 

J-8 Parking Regulations
 

The University has established a policy and associated procedures for the safety and security of the campus community as well as to manage limited parking resources for the benefit of all.  In accordance with the Texas Education Code, Section 51.205, it is unlawful for any person to park a vehicle at a public university of higher education except in the manner designated by the university and in the spaces designated.  Employees and students at the Victoria campus, as well as the teaching centers must adhere to the parking regulations of that campus.  All vehicles parked on the Victoria campus must be registered with the University and have a properly displayed valid parking decal.  Employees and students at the teaching centers must adhere to the parking regulations at that center.
 

Permits

UHV

• Parking permits are available currently at no charge to students and employees.

• A separate parking permit is required for each vehicle.

• Parking permits may be obtained from the Visitor Information Kiosk located in the University Center building.

Teaching Centers

• Parking decals for UHS at Sugar Land are not necessary.  All parking is open.

• For the UHS at Cinco Ranch, parking stickers can be picked up at the receptionist's desk.

Inquiries

UHV

• Parking and traffic control on the UHV campus will be administered through the UHV Department of Business Services in University West.

• Parking related inquires at The Victoria College should be directed to (361) 573-3291.

Teaching Centers

• Parking related inquires at UHS-SL should be directed to the front desk or to center Security.

• Parking related inquires at UHS-CR should be directed to the front desk.

For more information on Parking Policies, Fines, Violations, and Payment of Violations, see:  Administrative Policies and Procedures Manual A-19.
 

J-9 Scheduling of Facilities
 

University operational activities including committee meetings, student organization meetings, departmental meeting or related faculty, staff or student functions do not require the submissions of a Facilities and Grounds Reservation Form.  The requesting user, however, must make informal reservations arrangements to avoid scheduling conflicts.
 

9.1 Admissions and Records Office
 

Schedules:

• All University West classrooms 

• University Center classroom 303

• University Center Seminar room 102

9.2 Facilities Services Office
 

Schedules:

• University Center, Multi-Purpose room

• University Center, Patio

• Outdoor areas

• Parking

9.3 Information Technology Office
 

Schedules:

• All computer labs

• All ITV rooms

9.4 Media Library

Schedules:

• Study/classroom (University Center, room 301A)

• Study/classroom (University Center, room 301C)

9.5 President's Office
 

Schedules:

• Alcorn Auditorium (University West, room 204)

• President's Conference room {restricted} (University Center, room 305)

• University Center, Seminar room 103

9.6  Provost's Office

 

Schedules:

• Conference room A (University West, room 223)

• Conference room B (University West, room 127)

• Conference room C (University West, room 285)

9.7  UHV/VC Library
 

Schedules:

• Faculty/Staff Meeting room (Library, room L304)

• Lecture Hall (Library, room L2)

• Study room/holds 10 people (Library, room L301A)

• Study room/holds 10 people (Library, room L301B)

Updated:  Spring 2006
 
J-10 Smoking Policy
 

The University of Houston-Victoria takes seriously its obligation to all members of the campus community.  Smoking in the workplace is a sensitive and often controversial issue.  The evidence of the health risk from smoking tobacco is documented.  The data on hazards of second-hand smoke to the non-smoker is growing and persuasive.
 

Smoking on the grounds, walkways, and parking areas is not prohibited.  Smoking will be permitted only at certain designated exterior entrances.  Such entrances will be clearly marked as smoking areas.  Other non-smoking entrances will be indicated as non-smoking areas.  Smoking is prohibited within all facilities owned or operated by the university.
 

This policy relies on the thoughtfulness, consideration, and cooperation of smokers and non-smokers for its success.  It is the responsibility of all members in the university community to observe this smoking policy and guidelines and to direct those who choose to smoke to designated smoking areas.  For more information on policy and procedures related to smoking, see Item H-3 in the Administrative Policies and Procedures Manual.
 

J-11 Soliciting Funds on Campus
 

Soliciting of funds, commercial advertising, or sales and distribution of commercial literature which occur on university property must be approved in advance and in writing by the President.  Soliciting must be sponsored by the university or a university-recognized organization, and individuals engaged in the solicitation must be currently enrolled at the university.
 

J-12 Travel
 

12.1 Annual Driver's Record Report

UH System Policy requires that annual Texas Department of Public Safety driver records be run on any individual using a state vehicle and that the driver have an acceptable driving record before a university vehicle or rental in the university's name is authorized.  Driver's record background checks will automatically be run on all employees who have used fleet vehicles during the previous year.  Until the driver's record has been verified as acceptable, the driver must use his/her own vehicle or make other personal arrangements for transportation.
 

12.2 Instructional Travel
 

Mileage reimbursement is available for off-campus teaching and other instruction-related activities.  It is necessary to fill out a travel request in advance.  Rental vehicles can be provided in case of need but should be reserved through the school secretary in advance.
 

Full-time faculty members have an allocation for conference travel and may also apply for Faculty Development Grants.
 

Part-time faculty members may apply for such grants, if the dean supports the request as in the interest of the school.  School secretaries can help you with travel arrangements and paperwork.

All expenses other than food require documentation.  Ordinarily, you must pay the expenses and then seek reimbursement.  Per diem for meals must involve an overnight obligation.  The state does not permit reimbursement for meals for day trip, regardless of when one leaves or returns.  Per diem is not ordinarily provided if an instructor chooses to stay overnight rather than drive to meet courses on successive days.
 

J-13 Weapons on Campus
 

In the interest of public safety and in accordance with the Texas Penal Code and the Texas Revised Statutes, all weapons including licensed and concealed handguns authorized under Article 4413, Texas Revised Statutes, are prohibited on the physical premises of the university including any grounds or buildings on which an activity sponsored by the university is being conducted or in any passenger transportation vehicles of the university.  A weapon is defined as any firearm, illegal knife, club or other prohibited weapon listed in Vernon's Texas Codes Annotated, Penal Code, Section 46.05(a).  For more information on policy and procedure, consult Item H-9 in the Administrative Policies and Procedures Manual. 
 

J-14 Guidelines for Interviews
 

       What to do: 
 

• ONLY ask job-related questions

• Treat all candidates with fairness, equality and consistency

• Be professional and consistent in addressing men and women.  If using first names for men, do so with women and minorities.  For example, do not introduce Dr. Powers to Mary Lou Jones.  Rather, Dr. Jones this is Ms. Jones.

• Follow a standardized interview plan.

• Inquire into a candidate’s work history and experience to determine how she/he may perform.

• Assess the candidate’s job related experience and relevant skill knowledge that may assist him/her in the position.

• Analyze the problems/challenges the candidate experiences in previous jobs, and what she/he liked or disliked.

• Assess the candidate’s job accomplishments, progression, job interests, goals and reasons for leaving current position.

• Break the job into functions and determine if the candidate can perform all of the essential functions.

• Use panel interviews.  Be sure that individuals on the interview panel independently rate the candidates.  Try to maintain the same search committee throughout the search, as ratings may be skewed when panel membership changes.

• Review employment application, resume, transcripts, etc. to ensure accuracy.

• Check references, if given.  Be sure to secure the applicant’s approval prior to contacting his/her current employer for a reference.
   

What NOT to do: 
 

• Questions regarding sex, age, color, race, religion, national origin, veteran’s status, sexual orientation or disability are illegal and therefore inappropriate.  The perception of a discriminatory action is just as dangerous as reality.

• Do not ask any questions regarding arrests.

• Do not inquire into a candidate’s financial condition.

• Do not ask questions about home ownership or car ownership, unless owning a car is required for the job.

• Do not make inquiries into a person’s physical condition, even if the candidate has an obvious condition.  If you are concerned about how or whether this person is able to perform the job, simply ask them, “In the past, how did you complete the following task(s)?”

• Do not ask a candidate’s marital status or family status.

• Do not ask the type or conditions of a person’s military discharge.

• Do not ask questions about a candidate’s place of birth, lineage, ancestry, name origins, national origin or primary language spoken.

• Do not refer to an adult female as “girl” or inquire into name changes.  Also, do not refer to an adult male as “boy.”

• Do not refer to women in stereotypical terminology such as women are not aggressive, women are emotional, women never stick with a job, women cannot handle pressure.

• Do not ask questions relating to pregnancy or number of children.  Refusing to hire a person solely because of pregnancy amounts to sex discrimination.

• Do not ask a candidate’s religious denomination, affiliations, church, pastor, rabbi or holidays observed.

• Do not ask candidates where or with whom they reside, or how long they have resided there.

• Do not ask about childcare arrangements.

• Do not ask where a candidate’s spouse is employed.

• Do not ask a candidate what she/he does in her/his spare time or to what clubs or organizations she/he belongs.

• Avoid boasting, patronizing, flirting or making sexual remarks during the selection process.
   

Fall 2004