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4.7 Miscellaneous University Policies

4.7.1 Advertising and Use of University Seal, Name, and Logos

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 Marketing and Communications Department.  This office may refer requests for such use to the president, or others, as appropriate. The chancellor shall take whatever steps are reasonable and necessary to effect and enforce this policy. The Marketing and Communications Department 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, as described in UHV Policy A-01.

Approved designations of this institution include:

  1. University of Houston-Victoria
  2. UH-Victoria
  3. UHV

4.7.2 Emergency Notifications

Emergency campus closures can occur as a result of severe weather, flooding, hurricane, fire, terroristic threats, chemical spills or other events. The decision to close the university or cancel classes is made by the president or the president's designee. The decision to cancel classes or close a campus will be communicated as soon as possible, considering the circumstances at hand. Decision choices will generally be reduced to one of three events:

Event 1: Classes and office hours continue as usual.

Event 2: Classes have been canceled and all offices have been closed by site (i.e., Victoria, UHV Katy, other off-campus instructional sites).

Event 3: All classes have been canceled and all offices have been closed at all sites.

The latest available emergency management communications and information will be posted on the UHV Emergency Information website. Notices will also be sent out via phone, text message, and email.

The Business Continuity Plan contains UHV’s complete emergency management plan.

4.7.3 Classroom Emergencies – Victoria Campus

The Emergency Evacuation Preparedness Plan is administered by the Business Services Office. The following policies apply to emergency situations at the Victoria campus.

4.7.3.1 Building Evacuation Due to Fire, Bomb Threat, or Similar Alert

  1. Indicate to students whether class will resume if it is possible to return within a specified time.
  2. Ask that they assemble at a given place outside to receive any further instructions.
  3. Ensure that any disabled students are assisted to the outside. If on an upper floor, take wheelchair students to a stairwell since all stairwells are fireproof. Notify EMS personnel that the students are waiting for assistance.
  4. Ascertain whether all students are accounted for.
  5. Faculty members who are themselves disabled should make advance arrangements for assistance.

4.7.3.2 Medical or Other Emergency Posing an Immediate Risk

  1. Call 911. Then call Security, and leave a voice message, which will be forwarded immediately.
  2. Use your judgment about whether to dismiss the class.

In case of a lesser emergency or need for assistance, call Security and leave a voice message, which will be forwarded immediately. If more appropriate to the circumstances, call Facilities Services or contact the night clerk. Refer to UHV Policy I-04.

4.7.4 UH System Centers Emergencies – Katy

Faculty teaching at the UH-System Center in Katy are asked to complete an emergency contact form, which will be kept on file at the front desk. Additional campus safety information is available online for the Katy campus.

  1. Building evacuation due to fire, bomb threat, or similar alert: Follow same instruction as above and alert the front desk.
  2. Medical or other emergency posing an immediate risk: Call 911 and alert the front desk.

Lesser emergency or need for assistance: Contact the front desk. Refer to UHV Policy I-04.

4.7.5 Drug and Alcohol Abuse Policy

The university’s Drug and Alcohol Abuse policy is maintained by the Department of Business Services and can be found in UHV Policy C-19.

4.7.6 Equipment Removal Policy

State law requires each agency of higher education to maintain an account of real and personal property owned by the state and in the possession of each agency. Fixed assets are defined as non-consumable articles costing $500 or more. The Facilities Services department 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:

  1. 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.
  2. 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.
  3. At no time will any tagged fixed asset be removed from the University of Houston-Victoria without prior written approval of the Property Manager.
  4. 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.
  5. If a department has an article that has become obsolete or unserviceable, the department should notify the Facilities Services Department which will remove the article and delete it from the department's list.

Property maintenance and inventory control are addressed in UHV Policy H-03. Questions regarding the proper handling of fixed assets should be addressed to the Facilities office prior to taking any action.

4.7.7 Fundraising and Gifts

The solicitation and administration of contributions are centralized in the Office of University Advancement and External Relations, 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 University Advancement and External Relations. In addition, all gifts and grants are reported to the Office of University Advancement and External Relations, which incorporates the data in a report to the Regents. Staff in the Office of University Advancement and External Relations are responsible for record keeping, issuance of official receipts, designation of the number and name of the account to which the money is deposited, and preparation of appropriate acknowledgments. See UHV Policy A-09 for additional information.

4.7.8 HIV/AIDS Workplace Guidelines

As mandated by UH System Board of Regents Policies, Section III, 29.01, the University of Houston-Victoria has adopted a policy consistent with the Human Immunodeficiency Virus Services Act, Texas Health and Safety Code, Section 85.001. The purpose of the policy is to address the issue of Acquired Immune Deficiency Syndrome (AIDS) and to establish guidelines for responding to AIDS within the university community. The university acknowledges its responsibility to promote a safe, healthy, and supportive university community. AIDS has become a global health issue; the university addresses related university issues in this policy statement.

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.

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

4.7.9 Parking Regulations

Campus parking regulations are maintained by the Business Services Department. See UHV Policy A-19 for additional information.

4.7.10 Smoking/Tobacco Policy

The Smoking Policy is described in UHV Policy A-15.

4.7.11 Soliciting Funds on Campus

The University of Houston-Victoria’s policy on soliciting funds on campus can be found in the UHV Student Handbook.

4.7.12 Instructional Travel

Mileage reimbursement may be available for off-campus teaching and other instruction-related activities. Refer to UHV Policy F-02. All travel requires prior approval by the dean. College administrative assistants can provide assistance with completing travel documents.

Ordinarily, expenses shall be paid in advance by the traveler. Travel which requires an overnight stay requires a travel request to be completed by the traveler. The travel request can be found in DocuSign. Expenses incurred during preapproved travel will be reimbursed after travel has occurred and appropriate documentation is provided. Per diem for meals shall involve an overnight obligation. The state does not permit reimbursement for meals for day trips, regardless of when one leaves or returns. Refer to UHV Policy F-01.

4.7.13 Weapons on Campus [Campus Carry]

Section 411.2031 of the Texas Government Code allows carrying of handguns by license holders on college campuses beginning on August 1, 2016. The law gives public universities some discretion to regulate campus carry including designating certain areas on campus where concealed handguns are prohibited. The law authorizes the University to adopt and receive approval of the Board of Regents by August 1, 2016.

The UHS Board or Regents has approved a Campus Carry Policy (UHV Policy I-02), which establishes university policies and procedures for implementing campus carry at the University of Houston-Victoria (UHV). These policies and procedures are compliant with campus carry legislation and address the safety and welfare of university staff, faculty, students, and visitors.

4.7.14 Scheduling of Facilities

Faculty should contact the college secretary for scheduling of rooms.  See UHV Policy H-01 for further guidance in Facilities and Grounds usage.

4.7.15 Computer Acceptable Use Policy

The policy on acceptable computer use can be found in UHV Policy G-2.

4.7.16 News Media Policy

Faculty should refer to UHV Policy A-4 for news or media information.

4.7.17 Posting of Notices

Faculty will follow UHV Policy D-08 in regards to posting notices, fliers, information, etc. around the UHV campus.

4.7.18 Memberships

Faculty should refer UHV Policy A-11 regarding memberships in professional organizations and associations.

4.7.19 Alcoholic Beverage Use on Campus

Refer to UHV Policy A-41 for guidance on use of alcoholic beverages on campus.

4.7.20 Disruptive or Threatening Behavior by Students

Faculty will report disruptive, threatening, or troublesome behavior to the behavior assessment team as outlined in UHV Policy D-13.