New Employee Orientation Manual

  1. Welcome and Introduction
    1. Bierce Library
    2. Science and Technology Library
    3. School of Law Library
    4. Wayne Campus Library
      1. Northeast Regional Depository
      2. Medina Center
  2. Library Mission Statement
  3. Information Competence Statement
  4. Library Organizational Chart and Descriptions
    1. Acquisitions
    2. Archives
    3. Audio-Visual Services
    4. Cataloging
    5. Circulation
    6. Collection Management
    7. Dean's Office
    8. Interlibrary Loan
    9. Law Library
    10. Reserve Materials
    11. Laptop Circulation
    12. Reference Department
    13. Science & Technology Library
    14. Systems
    15. Teaching and Training
    16. Wayne College Library
    17. Academic Support Units in Bierce
      1. Tutorial Services
      2. Math Lab
      3. Writing Lab
      4. Computer Support (Help) Desk
  5. University-Wide Policies
    1. University Rules Homepage
    2. Sexual Harassment Policy
    3. Conflict of Interest, Conflict of Commitment, Scholarly Misconduct, and Ethical Conduct Policies and Procedures
      1. Alcohol Policy
      2. Drug-Free Workplace
      3. Computer Misconduct Policy
    4. Parking
    5. Human Resources Page
    6. Insurance
      1. Medical Insurance
      2. Dental Insurance
      3. Life Insurance
      4. Vision
    7. Flexible Spending Accounts (day care and medical expenses)
      1. Long and short term disability
    8. Benefits
      1. Campus Food Service
      2. Child Care Services
      3. Credit Union
      4. Discounts
      5. Employee Assistance Program
      6. Employee Information Session
      7. Employee Recognition
      8. Group Insurance
      9. Holidays
      10. Parking
      11. Reduction of Fees
      12. Reduction of Fees for Qualified Dependents
        1. For the Purposes of Reductions of Fees:
      13. Retirement
      14. Sick Leave
      15. Tax Shelter Annuities
      16. Unemployment & Workers' Compensation
      17. Vacation
  6. Library-Wide Faculty and Staff Policies (Applies to all Contract Professionals, Staff, and Student Assistants)
    1. Your Office/Work Space
      1. Keys
      2. Setting up your computer, hardware, software, and other programs
    2. Customer Service Expectations
      1. Punctuality
      2. Dress and Appearance
    3. Identification Badges
    4. Conduct Policies
      1. Acceptable Behavior Policy
    5. Consumption of Food and Beverages
    6. Personal Phone Use
    7. Travel Policies—University Policy and Library Policy
      1. Introduction to Travel on Behalf of the University
      2. Library Travel Policies
  7. Library Staff-specific Policies and Procedures
    1. Absence from campus.
    2. Holiday schedule.
    3. Leave without pay.
    4. Reduced workweek policy.
    5. Sick leave for non-exempt employees.
    6. Tardiness.
    7. Vacation.
    8. Calling Off
    9. Audits/position classification
    10. Discipline and discharge
    11. Employee records
    12. General rules of conduct
    13. Grievances
    14. Orientation program
    15. Performance appraisal
    16. Personal changes
    17. Reduction of fees
    18. Compensation (University Rule 3359-26-03)
      1. Overtime and compensatory time - General Information - Fair Labor Standards Act
        1. Guidelines for overtime pay
        2. Guidelines for accumulation and use of compensatory time
      2. Overtime--University Libraries specific policies and procedures
        1. Authority and Supervision
        2. Knowledge and Service
        3. Procedures and Communication
          1. Trading Shifts
          2. Missed Shifts
          3. Reassignment of Ditched Shifts
          4. Communication
          5. Basic courtesies
        4. Overtime Schedule Change Procedure
        5. Process for Missed shifts
        6. Role of overtime personnel
      3. Pay and payroll deductions
    19. Time Cards
    20. Separation from the university
  8. Contract Professional-specific Policies and Procedures
    1. Sick leave for contract professionals, classified, and unclassified exempt staff
      1. General policy
      2. Accrual of sick leave credit
      3. Procedure governing utilization of sick leave
      4. Transfer of sick leave
      5. Payment of sick leave upon retirement
      6. Unexcused absence, failure to give proper notification and falsification
    2. Professional leave, leave of absence, and vacations for employees other than bargaining unit faculty
      1. Professional leave and leave of absence
      2. Academic year and vacations
    3. Vacation policy for full-time 12-month faculty (other than bargaining unit faculty) contract professionals, and unclassified exempt staff
      1. General policy governing the accrual and carry-over of unused vacation leave
      2. Procedure governing vacation leave
      3. Vacation leave upon separation of employment
  9. Library Part-time Staff-specific Policies and Procedures
    1. Part-time staff group health insurance coverage
    2. Part-time faculty grievance procedure
  10. Library Faculty-specific Policies, Definition of Faculty, and Bargaining Unit Faculty (BUFs)
    1. Faculty status
    2. Who are Bargaining Unit Faculty?
    3. Orientation of new faculty members
    4. Leaves of Absence
      1. Sick leave
        1. General policy
        2. Accrual of sick leave credit
        3. Procedure governing utilization of sick leave
        4. Transfer of sick leave
        5. Payment of sick leave upon retirement
        6. Unexcused Absence
        7. Restrictions:
      2. Vacation
      3. Family and Medical Leave
      4. Court Leave
      5. Disability Leave
      6. Military Leave
      7. Adoptive and Foster Parent Leave
      8. Maternity Leave
      9. Paternity Leave
      10. Special or Emergency Leave
    5. Child Day Care
    6. Retirement Plans
    7. Tuition & Fee Reduction
    8. Calling Off
    9. Monthly Attendance Sheet
    10. Retention, Tenure, and Promotion Policies and Procedures
      1. Choosing a Faculty Mentor
    11. Terminating employment
      1. Resignations
      2. Retirement
      3. Terminating employment (procedures)
  11. Student Assistant Policies, Roles and Responsibilities
  12. Computer Support
    1. Dealing with problems on your office computer or printer
    2. Reporting problems with public computers and printers
    3. Reporting a Database Connection Problem
    4. Computer refresh program
    5. Ordering new print cartridges
  13. Meeting Rooms and Location
    1. Bierce
      1. Floor Map of Bierce
        1. 279 Computer Classroom
        2. Bay Room
        3. Bierce Curriculum Center
        4. Bierce Library Study Rooms
        5. Dean’s Conference Room
        6. Distance Learning Classroom
        7. John S. Knight Reading and Video Conference Room
        8. Map Room
    2. Science and Technology Library
      1. Instruction Classroom
  14. Other Units Residing in Bierce Library (non-University Libraries)
    1. Academic Support Units in Bierce
      1. Tutorial Services
      2. Math Lab
      3. Writing Lab
      4. Computer Support (Help) Desk
    2. University Press
  15. Emergency Procedures
    1. General Library Evacuation Procedure for Daytime Business Hours
      1. Upon Discovery of Smoke or Fire
      2. Rally Point Procedure
      3. Rally Point Assignments
      4. Rally Point Leaders
        1. Substitute Rally Point Leaders:
      5. Trained Staff Fire Suppression Procedure
      6. Procedures for Evacuating Persons with Disabilities or Impairments
        1. Hearing Impaired Persons
        2. Visually Impaired Persons
        3. Persons with Physical Disabilities
      7. Areas of Refuge
      8. Procedure for Persons Unable to Reach an Area of Refuge
      9. Building Coordinator Responsibilities
      10. Rally Point Leader Responsibilities
    2. General Library Evacuation Procedure for Evening/Weekend Staff
      1. Upon Discovery of Smoke or Fire
    3. Emergency Evacuation Summary Chart
    4. Rally Point Leader Cell Phone Numbers
  16. Snow and Inclement Weather
  17. Training Seminars on Campus
    1. Instructional Technology and Human Resources Seminars
    2. Institute for Teaching and Learning Seminars (ITL)
  18. Departing Policies — what to do when you leave the job

Welcome and Introduction

We welcome you as a new employee at University Libraries, the University of Akron. This manual will provide some context and background information on the organizational structure of the library, and outlines the major policies and procedures that you will likely need to be familiar with as you settle into your new position with us at University Libraries.

First of all, it is important to understand the structure of University Libraries. There are 4 libraries associated with the University of Akron:

Bierce Library

The main campus library is named for Civil-War era General Lucius Bierce, whose personal library constituted the first collection of the University Libraries. Bierce Library opened in its present four-story facility in 1973. Within this library are resources such as books, periodicals, indexes in print and electronic format, and other materials and services that support areas of study in the humanities, fine and applied arts, education, social sciences, business, and government documents. Amenities such as a coffee shop, group project areas, viewing and listening carrels, and private study rooms provide an atmosphere conducive to learning.

Science and Technology Library

Renovated and expanded in 2003, the Science and Technology Library is conveniently located at 104 Auburn Science Center, close to the academic disciplines its collections and services support--nursing and allied health, engineering, polymer science and polymer engineering, biology, chemistry, mathematics, statistics, computer science, geology, physics, and the programs of Summit College. The library includes the holdings and papers of the Rubber Division of the American Chemical Society. Group project rooms and comfortable lounge furniture in designated quiet areas provide a sound study environment.

School of Law Library

The University of Akron Law Library mainly supports the Law School and its curricular and research needs. It is, however, open to non-law school University of Akron students, who can utilize its collections and check out materials that normally circulate. It is located in the McDowell Law Center, across from the E.J. Thomas Hall fountain, on the corner of Wolf Ledges and University Ave.

Wayne Campus Library

Located in the F-Wing of the Wayne College campus building in Orrville, Ohio, the Wayne Campus Library supports the curriculum of the Wayne branch of the University of Akron.


There are a few other places that have an association with University Libraries that students should be aware of:

Northeast Regional Depository

The Northeastern Ohio Cooperative Regional Library Depository is a high-density library storage facility located in Rootstown, Ohio, on the campus of the Northeastern Ohio Universities College of Medicine (NEOUCOM). While materials stored in the Depository have been designated by the libraries as "seldom used," they are available to library patrons. The UA Libraries Catalog or OhioLINK catalog will inform patrons that items are located at the Depository. Patrons may, in most cases, immediately place online requests for these items online. Requested items are retrieved, packaged and sent to the library designated by the patron for pick-up. Most of the time items are available for pick-up the following day.

Medina Center

The Medina County University Center (MCUC) is a three-story structure that functions differently than a branch campus. The Medina Center will offer standard college courses, but also professional development workshops and workforce training, according to the demands of local students and businesses. There will be no resident faculty, nor a branch library located here.


Finally, it should be noted that materials at all of the above places are listed in the UA Libraries Catalog.

Library Mission Statement

Mission 

The University Libraries provides state-of-the-art access to broad and diverse scholarly resources and innovative technologies to empower users to evaluate their information needs, identify and access reliable sources, and successfully transform information into knowledge. 

Vision

We will be known and valued by the University community as essential to the educational process and student success.  Our flexibility, creativity and adaptability will drive innovation in services, instruction, technology, and resources to create the ultimate academic destination on campus.  As fully engaged, fulfilled employees we will continue to expand our intellectual and individual potential.

Student Success--Contribute to the success of all UA students, regardless of location, by unique services and resources and empowering users with the investigative and knowledge-building skills required for professional success.

Partnerships--Seek external partnerships, internal collaboration and development opportunities.

Innovation--Innovate to improve library services, instruction, technology, and resources.

Marketing and Communication--Develop a comprehensive, sustained, and aggressive marketing plan that promotes the services and resources of the University Libraries, both internally and externally.

Facilities and Spaces--Transform the University Libraries spaces into secure, welcoming environments that enhance services and operational efficiency, and anticipate the needs of current and future users.

Workforce Development--Expand the skills, knowledge, and engagement of all staff through ongoing training, professional development, and clear communication in order to provide excellent services and develop a sense of individual job satisfaction

Values

The University Libraries embraces a set of shared values dedicated to our users' needs and to the protection of their rights:

 

  • Providing exceptional service for all users;
  • Inclusive access to services and resources in a secure environment;
  • Research, inquiry, and discovery without review or censorship;
  • A collegial work environment with open communication and transparent processes;
  • Innovative ways of continually improving our systems and programs
  • Professional growth, intellectual and individual fulfillment of library employees

 

 

Information Competence Statement

The latter half of the twentieth century is being appropriately called the Information Age. An ever-burgeoning volume of information has become available in multiple formats from numerous sources. As we move towards an increasingly information-based society, the ability to locate information efficiently and use it effectively have become essential skills for a successful learning experience in college and beyond. This ability, which is often referred to as information literacy or information competence, is central to the academic success of our students.

Information competence prepares students not only to succeed academically but also to think critically and use information to enhance their academic, professional, and personal lives. Information competence is necessary in all disciplines and in all learning environments and forms the basis for independent, lifelong learning. The information competent student is able to recognize and articulate the need for information and to identify, locate, evaluate, and use information in a logical, cohesive, and ethical manner.

The development of information competence is a university- wide responsibility and can best be achieved by integrating the teaching of information theory, concepts, and skills throughout the curriculum. The sustained collaborative effort of teaching faculty, librarians, and administration is essential if we wish to ensure that each University of Akron graduate is competent in identifying, locating, evaluating, and using information effectively.

A Set of Core Competencies

In order to be able to find, evaluate, and effectively use information in all its various formats, students must be able to demonstrate the following competencies:

Recognize and articulate an information need

  • Understand that accurate and comprehensive information is essential in order to answer questions authoritatively, make decisions, and resolve research problems
  • Recognize when additional information is needed in order to answer a question, make a decision, address a research problem, or fill in missing data
  • State a research need, problem, or issue and formulate appropriate, relevant research questions
  • Define a manageable focus and time-line

Identify and select appropriate information sources

  • Understand the nature of the assignment or information problem being addressed
  • Determine the type of information needed, i.e., popular or scholarly, primary or secondary, books or periodicals, print or electronic, etc.
  • Identify resources relevant to the research topic (including experts in the field, print resources, www resources, multimedia, etc.)
  • Understand the limitations of indexes, databases, and print resources (timeliness, updates, date coverage, subject matter, etc.) Understand what sorts of information can and cannot be found via the computer
  • Select appropriate databases or indexes for searching

Develop and use successful search strategies

  • Use common access points including author, title, keyword, and subject to construct a search query
  • Understand that the use of additional access points depends on the structure and format of the source used to identify new information
  • Understand that some sources use controlled vocabulary assigned by an indexer, cataloger, or computer programmer as access points
  • Understand the concept of Boolean logic and construct a simple search using "and" and "or"
  • Select search strategies appropriate to the topic and resource
  • Assess the number and relevance of sources cited to determine whether the search strategy must be refined

Locate and retrieve relevant information in a variety of formats

  • Recognize the components of a citation and differentiate between types of resources cited, such as a book, periodical, or government document, as well as format (e.g. electronic or physical)
  • Understand that libraries have developed methods for locating and sharing resources not owned locally and use the appropriate resource sharing system, such as OhioLINK or interlibrary loan, to retrieve information
  • Understand that classification schemes are designed to enable libraries to locate materials on the same subject in the same discipline in close proximity to each other
  • Understand conventions for naming and locating works in print or electronic format (i.e. call numbers and URL's)
  • Use location information in the bibliographic record to identify and retrieve locally owned resources
  • Understand that the Internet may be a useful resource for locating, retrieving, and transferring information electronically
  • Copy, save, download, print, or email information from a source and access it later

Critically evaluate the information retrieved

  • Identify the currency and authority (motive, point of view, bias, scholarship, intended audience, objectivity, consistency) of information
  • Evaluate an author's expertise, educational background, and affiliation when determining an author's credibility
  • Filter large amounts of information and distinguish among facts, point of view, and opinion
  • Assess the accuracy and reliability of information
  • Distinguish between popular and scholarly resources

Use information in a cohesive, logical, and ethical manner

  • Synthesize the ideas and concepts from the information sources collected, using critical thinking skills
  • Extract relevant information
  • Organize information in a logical and useful manner
  • Apply information to critical thinking and problem solving situations
  • Cite and acknowledge sources appropriately. Understand the principles of intellectual property, copyright, and plagiarism and use information in an ethical manner
  • Communicate or present the final product effectively in a variety of formats and media


Information Technology Competencies

Information competence incorporates a broad spectrum of information technology competencies. An information competent individual must be computer literate in order to access and use effectively a great deal of the information required for higher education today. Technology competencies for information retrieval include skills in basic computer use, internet applications, and proficiency in applications software. Information competence requires much more than basic information technology skills.

Library Organization—Flow Chart and Descriptions

Acquisitions

The Acquisitions Department is located on the second floor of Bierce Library, Rooms 252 and 260. They are responsible for ordering and receiving library materials, including gift materials. In addition, they are also in charge of the Approval Plan.

Archives

Located on the lower level of the Polsky building, the Archives contain materials by and about the University and its predecessor, Buchtel College, dating back to its founding in 1870. Included are the official records of the University, dissertations and theses, yearbooks, back files of The Buchtelite and other University publications, Alumni collections, and University athletic files. The Archives preserves materials such as correspondence, photographs, and other records that relate to individuals and organizations from a nine-county region in northeastern Ohio, including Summit, Stark, and Portage. Among its rich holdings are a multitude of documents pertaining to the rubber industry and lighter-than-air flight. A quiet reading room, photocopiers, scanners, and digital cameras are available to support specific research. Most materials housed here are listed in the UA Libraries Catalog.

Audio-Visual Services

AVS offers a wide range of non-book related services. They provide: Delivery and operation of media equipment for classroom use Videotapes, CD's, cassette tapes and other media for personal use Facilities that allow patrons to use whatever media materials they wish Library mail system

Audio-Visual Services is located on the ground floor of Bierce Library directly behind the elevators. Direct any questions about Audio-Visual materials or services to the AVS department. AVS materials are circulated on a different system than library books, so they cannot be checked out or in at the Circulation desk.

Circulation

The Circulation Department consists of the following separate units: Circulation, Interlibrary Loan, Physical Processing, Reserve Materials (course materials that instructors place on reserve for their classes), and Laptop Circulation. Circulation is responsible for: Checking in and out of materials,  Shelving circulating books;  Collecting library fines; Maintaining the circulating collection and periodicals; Processing OhioLink, Polsky's and Rootstown Storage Facility materials; maintaining Reserve Materials--Keep and check in and out course materials that instructors place on reserve for their classes.

Collection Management

The Collection Management Department works with the academic departments on campus, determining what materials need to be added to our collection. They also instruct students in the various services offered by the library. Collection Management is located on the first floor of Bierce Library, Room 179D.

Dean's Office

The Dean's Office is the home of the Dean of University Libraries, the top management position in the library.

Electronic Services

Electronic Services is a new library department, created in April of 2011.  It brought together parts of three previously separate Library departments—Teaching and Training, Cataloging, and Systems.  This department is responsible for entering new material records into the system and updating old records. They also repair damaged material and make the material suitable for circulation again. The cataloging functions of Electronic Services take place on the second floor of Bierce in Room 261.  This department also ensures that the hardware and software on staff and public computers is up-to-date and functional, and also trains library staff in the use of new programs and software.  This department also tests and implements new electronic resource products and processes and maintains and monitors the Database Previews page.

Interlibrary Loan

ILL handles requests for material that the library does not own and cannot be acquired through OhioLINK. Forms for ILL requests can be obtained online at the University Library web page. ILL is located on the first floor in the Technical Services area.

Law Library

The Law Library is located at The University of Akron School of Law, on 150 University Ave., across from E.J. Thomas Hall. The Law library collection of books and legal resources serves law students, law faculty, and the community.

Reserve Materials

The Library has both electronic and print reserve materials. These are usually something an instructor puts on reserve specifically for a class being taught that semester. Such materials may be a copy of the textbook, for example, or a book from the library's main circulating collection that is placed on reserve so that the entire class has access to it. Either kind of reserve material can be accessed by either the instructor name or the course name, and although checkout times may vary, most reserve materials can only be checked out for a few hours and may not leave the building. There is always a particular staff member in the Circulation Department who is in charge of Reserve materials.

Laptop Circulation

Bierce Library together with Technology Learning Support Services provides access to 150 wireless laptops for use by current UA students, faculty, and staff. The Laptop Circulation Desk is located on the first floor of Bierce Library, across from the Circulation Desk.  This desk provides computers that check out for 4 hours and are only for use in the library, and a smaller number that are available for use outside of the library.

The Science & Technology Library provides access to 30 IBM and 25 Dell laptops for use by current UA students, faculty, and staff.  The Science Laptop Circulation checkout is adjacent to the Science Circulation Desk.

Reference Department

The Reference Department consists of the following separate units: Reference-Information Desk, Microforms, and Government Documents. Reference-Information Desk: assists patrons in locating sources and gives instruction in the use of research tools. The Reference- Information Desk is located on the first floor. Microforms: collection of microfilms, microfiches, ultra-fiches, and microprints texts, located on the ground floor. Government Documents: Located on the ground floor.  As a participant in the Federal Depository Library Program, University Libraries provides public access to publications of the United States government in print, microform, audio-visual, CD-ROM, and electronic formats. International, state, and local government publications are not included, but are cataloged in the general collection.

Science & Technology Library

The Science and Technology library is located on the first floor of the Auburn Science  and Engineering Center. The S&T library serves the hard sciences, so the majority of the material for Polymer Science, Engineering, Nursing, and the Life Sciences are located there.

Wayne College Library

Wayne College Library is one of four libraries comprising The University of Akron Libraries system. It is located in the F-wing of the Wayne College campus building in Orrville, Ohio. Together, the Bierce Library (the main library at The University of Akron), the Science and Technology Library, the School of Law Library, and the Wayne College Library share an online catalog called the UA Libraries Catalog.

Academic Support Units in Bierce

The following academic support units are located in Bierce Library:

Tutorial Services

  • Math is done on a drop-in basis (no appointment necessary)
  • Limited drop-in science hours are available
  • All other subjects require an appointment

Math Lab

A Free Service for All University of Akron Students

Provides help for students who are having difficulty in most entry-level mathematics courses.

  • Diagnosing specific problem areas and analyzing probable causes
  • Controlling math anxiety
  • Building better study skills
  • Reinforcing the time and effort that is required to master skills in mathematics

Writing Lab

A Free Service For All University of Akron Students

  • Getting Started
  • Focusing on the Subject
  • Developing Ideas
  • Writing Introductions and Conclusions
  • Punctuation
  • Grammar
  • Spelling

Computer Support (Help) Desk

All UA Net ID issues and problems students or faculty are having with their own computers (not public library computers) should be referred to the Help Desk.

University-Wide Policies

University Rules Homepage

The University Rules homepage is located at http://www.uakron.edu/ogc/UniversityRules/

Here you can search rules by number, subject, keyword, or updates. Some of the major policies to be concerned with are below:

Sexual Harassment Policy

3359-11-13 Sexual harassment policy.

(A) Statement of policy.

(1) The university of Akron reaffirms its commitment to an academic, work, and study environment free of inappropriate and disrespectful conduct and communication in any form. All students, faculty, and staff shall be protected under the guidelines of this policy.

(2) A copy of this policy shall be incorporated into all employee handbooks. It shall also be included in student orientation materials, including those distributed to students in professional schools. It shall also be published in scheduling materials each semester. Copies of this policy shall be available at appropriate university offices, including the office of the deans of each college, the university library, associate vice president for student affairs, the affirmative action office, the department of human resources, all other administrative offices, and other places specified by the executive director of human resources.

(3) It shall be the policy of the university of Akron to prohibit any and all forms of sexual harassment. All students, faculty, and staff have a responsibility to assist in the enforcement of this policy, be aware of its contents, and to abide by its terms. All supervisory personnel shall insure that those who are under their supervision are aware of the policy, receive a copy of it, and shall from time to time reinforce the university’s commitment to the policy. From time to time, the affirmative action office shall disseminate materials throughout the university concerning the effective prevention of sexual harassment.

(4) By this policy, the university is providing notice that sexual harassment in any form will not be tolerated and that the procedures specified below shall be utilized to inform the university of incidents of harassment and to allow all students, faculty, and staff to prevent, report, and to eliminate sexual harassment from this campus.

(B) Definitions. Sexual harassment is a form of sex discrimination which violates state and federal laws respecting both employees and students. The definitions used in this policy shall be interpreted consistent with such laws.

(1) It consists of unwelcome sexual advances, requests for sexual favors, sexually motivated physical conduct, or other verbal or physical conduct or communication of a sexual nature when:

(a) Submission to that conduct or communication is made a term or condition, either explicitly or implicitly, of obtaining or retaining employment, of obtaining an education, or of obtaining educational benefits or opportunities; or

(b) Submission to or rejection of that conduct or communication by an individual is used as a factor in decisions affecting that individual’s employment, education, educational benefits or opportunities; or

(c) Such conduct or communication has the purpose or effect of substantially or unreasonably interfering with an individual’s employment, education, educational benefits or opportunities, or creating an intimidating, hostile or offensive employment or education environment. Any sexual harassment as defined herein is limited to conduct or communication by someone in authority, but also includes any sexual harassment as defined herein when perpetrated on any student or employee by any other student or employee.

(2) Sexual harassment is sexual conduct that is “unwelcome.” It may include, but is not limited to:

(a) Uninvited verbal harassment or abuse such as sexual name calling, jokes, spreading sexual rumors, leers, or overly personal conversations of a sexual nature;

(b) Subtle pressure for sexual activity;

(c) Inappropriate patting, pinching or fondling, pulling at clothes, or intentional brushing against a student’s or an employee’s body;

(d) Demanding sexual favors accompanied by implied or overt threats concerning an individual’s employment or educational status;

(e) Demanding sexual favors accompanied by implied or overt promises of preferential treatment with regard to an individual’s employment or educational status;

(f) Any sexually motivated unwelcome touching, cornering, or blocking an individual’s movement;

(g) Conditioning a student’s grade or academic progress on submission to sexual activity;

(h) Hanging or displaying inappropriate and sexually explicit pictures, posters, or drawings in the workplace; (i) A pattern of conduct intended to discomfort or humiliate, or both, a reasonable person at whom the conduct was directed that includes one or more of the following: unnecessary touching or hugging, remarks of a sexual nature about a person’s clothing or body, or remarks about sexual activity or speculations about previous sexual experience.

(3) The university recognizes that not every advance or consent of a sexual nature constitutes harassment. Whether a particular action or incident is a personal social relationship without a discriminatory effect requires a determination based on all the facts and surrounding circumstances. False accusations of sexual harassment can have a serious detrimental effect on innocent parties and all others who are concerned. This policy shall not be used to bring frivolous or malicious charges against fellow students, faculty members, or employees. Such charges may result in discipline against the offending individual pursuant to applicable university disciplinary procedures.

(C) Retaliation. Under this policy, retaliation is defined as the undertaking of adverse action against students or employees for the exercise of rights under this policy; or for having brought forward a charge of discrimination or sexual harassment, testified, assisted, or participated in any manner in an investigation or hearing or other proceeding under this policy or pursuant to procedures provided by law. The exercise of such legally protected rights shall not reflect upon an individual’s status or affect future employment, grades, or assignments when such exercise is pursuant to the terms set forth in this policy.

(D) Responsibility.

(1) All persons affiliated with the university have a responsibility to actively oversee and implement this policy. The affirmative action officer shall facilitate and administer this policy consistent with the terms set forth herein and consistent with the state and federal rules, regulations, and laws governing this institution.

(2) Any person who believes he or she has been the victim of sexual harassment by an employee, student, or visitor of the university, or any third person with knowledge or belief of such conduct, should report the alleged acts immediately to a university official listed in paragraph (e) of this rule.

(3) Employees and students should make clear through affirmative conduct and/or verbal statements to an alleged harasser that such conduct is unwelcome and uninvited and should cease immediately. However, the employee’s or student’s inability to do so does not, in itself, negate the validity of the offensiveness of the conduct alleged. (E) Investigating reporting and procedures.

(1) Persons who believe they are the victim of sexual harassment have the right to file a complaint. Such complaints should be filed as quickly as possible, but not later than one hundred twenty days after the incident in question, utilizing either the informal or formal procedures outlined below.

(2) However, any sexual conduct defined as criminal conduct in accordance with Title XXIX of the Revised Code shall be handled by the formal procedures outlined herein. The university reserves the right to refer such complaints to the appropriate external agency, including the prosecutor, police, or other appropriate investigative agency.

(3) Informal procedures. Those desiring to file complaints are strongly encouraged to utilize the procedures outlined below:

(a) Any complainant who is an employee should contact his or her immediate supervisor, or if the supervisor is the alleged perpetrator or unavailable, the vice president or head of the administrative unit;

(b) Any complainant who is a student should contact immediately the dean of the student’s college or the assistant vice president for student affairs;

(c) The complainant may also contact the affirmative action officer directly;

(d) Third persons referenced in paragraph (d)(2) of this rule should contact any of the above-listed officials;

(e) University personnel contacted about an incident or informal complaint of sexual harassment must report the incident/complaint to the affirmative action officer as soon as possible. The affirmative action officer shall be appraised of patterns of incidents or complaints as they may develop;

(f) The affirmative action officer and the university official listed above shall promptly investigate and then attempt to resolve the complaint in cooperation with the university representative originally contacted when appropriate.

(4) Formal procedures.

(a) Should informal procedures not produce a resolution satisfactory to the complainant, the complainant has the right to file a formal written complaint with the affirmative action officer.

(b) Upon receiving a formal complaint, the affirmative action officer shall inform the alleged offender of the allegation and of the identity of the complainant. A written statement of the complaint shall be given to both parties. The affirmative action officer shall then conduct an investigation and fully inform the complainant and the accused of the results thereof.

(F) Resolution of a complaint.

(1) There shall be an aggressive effort on the part of all parties involved to resolve informal or formal complaints promptly.

(2) Resolution of an informal complaint by the appropriate administrative person and/or the affirmative action officer shall occur within thirty calendar days of submission of complaint. For a formal complaint, the affirmative action officer shall report the results of his/her investigation and any recommendation within sixty calendar days.

(3) Any faculty or staff person accused of sexual harassment is entitled to due process as specified in the faculty or staff manual or applicable collective bargaining agreement. Any student accused of sexual harassment is entitled to due process in accordance with established university disciplinary procedures applicable to students.

(4) If the affirmative action officer, based on his or her findings, concludes that there is a substantial likelihood that sexual harassment has taken place, these findings shall be forwarded immediately to the accused’s supervisor along with a recommendation for disciplinary action.

(5) Violators of this policy may incur a variety of sanctions which may include, but are not limited to, referral for counseling, written or oral reprimands, suspension with or without pay, termination, or referral to the criminal justice system.

(6) Nothing contained herein shall be deemed to restrict or otherwise prohibit the complainant from filing a complaint with an appropriate external governmental agency, nor shall this policy be deemed as discouraging individuals from seeking legal counsel. It shall, however, be the responsibility of such individuals to meet any agency filing deadlines.

(7) In the event allegations are not substantiated, reasonable steps shall be taken to ensure that the accused suffers no damage to his/her reputation which may have been caused by the proceedings. Any complainant found to be dishonest in making allegations or who has been found to have made them maliciously, shall be subject to university disciplinary action.

(G) Confidentiality. All complaints of sexual harassment shall be considered confidential and only those persons necessary for the investigation and resolution of the complaints will be given information about them. The university will respect the confidentiality of the complainant and the individual against whom the complaint is filed as much as possible consistent with the university’s legal obligations to protect the rights and security of its employees and students.

Conflict of Interest, Conflict of Commitment, Scholarly Misconduct, and Ethical Conduct Policies and Procedures

Overview of Conflict of Interest, Conflict of Commitment, Scholarly Misconduct, and Ethical Conduct Policies and Procedures

Policies and Procedures Regarding Conflicts of Interest and/or Commitment

  • University employee must review and comply with this policy.
  • April 30 Deadline for filing yearly conflict of interest and commitment report questionnaire
  • Written disclosure submission to immediate supervisor
  • Outside consulting activities of full-time employees, maximum allowable time
  • Failure to disclose and manage conflicts
  • Outside activities in violation of state or federal laws or regulations
  • Managing potential conflicts of interest
  • Employees working less than half-time, student assistants on hourly basis, and part time faculty are exempt
  • University employee having knowledge of an impending arrangement involving financial interest must disclose
  • Reporting requirements for president, vice presidents, deans, and other officers

Policies and Procedures Governing Scholarly Misconduct

  • Inquiry and investigation procedures
  • Guidelines for the operation of the inquiry committee
  • Allegations are found without merit
  • Illegal issues...indicated or complained of may be criminal in nature
  • Collateral proceeding under university policies
  • Detailed documentation...maintained by the office of general counsel
  • Whistleblower

Prohibitions: No University employee shall:

  • Use public position or state property to secure or attempt to secure anything of value
  • Solicit with understanding that conduct of university business would be influenced thereby
  • Use or disclose confidential or proprietary university information that could harm university or result in anything of value to the employee
  • Receive private financial gain arising from the sale of textbooks or other materials used in a course in which the employee is an instructor
  • Give or accept anything of value that may substantially influence them with respect to their duties
  • Use the University seal, logo, trademarks, and all other university intellectual property for commercial venture for private financial gain
  • Use the University's name for advertising outside the scope of their employment or for private gain
  • Exploit their authority
  • See these rules: http://www.uakron.edu/ogc/UniversityRules/pdf/11-17.pdf

    For further information on University-wide ethical conduct policies, go to 

    http://www.uakron.edu/ogc/UniversityRules/?search_param=ethical+conduct+policies&tabId=tab1113637

    Alcohol Policy

    3359-47-01 Alcohol policy.

    (A) The University of Akron neither encourages nor discourages the use of alcoholic beverages, but the university does condemn the abuse of alcoholic beverages. It is the intent of the alcohol policy of the university of Akron to define guidelines for those members of the university community who choose to use alcoholic beverages that will provide for the responsible use consistent with the laws and regulations of the state of Ohio.

    (B) The University of Akron supports those programs leading to better understanding of the use and abuse of alcohol. Availability of further educational efforts designed for those students and other members of the university community who seek to make informed choices where alcohol is involved is encouraged.

    (C) All members of the university community are responsible for making decisions about their actions within the context of Ohio state law and university regulations. In addition, awareness of the rights of others within our community who may choose not to use alcoholic beverages must be honored.

    (D) University requirements.

    (1) All consumption, possession, and/or distribution of alcoholic beverages will be consistent with the laws and regulations of the state of Ohio.

    (2) No person under the age of twenty-one may order, pay for, share the cost of, attempt to purchase or consume any beer or alcoholic beverages.

    (3) No person shall be in possession of an opened container of alcoholic beverage in any public place unless that place is approved for the consumption of beer or alcoholic beverages and that opened container of alcoholic beverage has been obtained therefrom.

    (4) No person shall consume any beer or alcoholic beverage in a motor vehicle. This regulation includes drivers and passengers in automobiles (moving or parked), motorcycles, motor boats, i.e., any vehicle.

    (5) No person under twenty-one shall handle, deliver, sell, or serve beer or any alcoholic beverage. [Except a person eighteen years old or older may handle beer in a sealed container and may clear tables where alcoholic beverages have been consumed.]

    (6) It will be the responsibility of the sponsoring organization, when holding an event where beer and/or alcoholic beverages will be served or sold, to take reasonable precautions to identify under-age persons to conspicuously post written warnings as noted in appendix A to this rule and to ensure that alcoholic beverages are not served to such persons. [The university suggests a check-in table where driver’s licenses will be checked and where those who are under-aged are hand-stamped. Individuals who do not match their description and photograph should not be served. If there is any question whatsoever of a person being of the proper age to buy beer or alcoholic beverages, the checker (bartender, student officer, or employee) should indicate by stamping or refuse service until she/he is wholly satisfied regarding the age of the person.]

    (7) State law requires that no person who appears visibly intoxicated should be served any beer or alcoholic beverage. If the person, by his/her demeanor or appearance, seems to be intoxicated, that is sufficient evidence to deny service.

    (8) Liquor permit holders are not allowed to give away beer or alcoholic beverages; gift certificates for same may not be given away or sold by permit holders.

    (E) Procedures for policy implementation for events where alcoholic beverages will be used.

    (1) Those who are responsible for organizing and overseeing social events must also comply with state law and university regulations.

    (2) Social events for students, or events to which a significant number of students are invited, sponsored by university organizations and/or departments, at which alcoholic beverages are served must be registered via the major events process. Events held in the student union must be registered with the department of student life. Those events sponsored by residence hall organizations must be registered in the office of residence life and housing. Those events sponsored by a Greek-letter organization must be registered with the office of Greek life as a major event and adhere to the policies and procedures set forth by the office of student life for a major event. Groups which are uncertain about whether registration is required should contact the department of student life.

    (3) Sponsors of events held on property owned or leased by the university of Akron (other than in private residence hall rooms, suites, or townhouses in compliance with state laws) must use university dining services as their third-party vendor. The registering office will facilitate this permission for the sponsoring group.

    (4) The charge for the alcohol sold will be set by university dining services.

    (5) Any event associated with the university may not be promoted for the consumption of alcoholic beverages and/or beer. Prices of the beer or alcoholic beverages may not be advertised other than at the point of distribution.

    (6) Sufficient amount and equally visible, alternative, non-alcoholic beverages must be made available whenever alcoholic beverages are available to be sold at the same or lower price as is the beer or alcoholic beverage. Snacks and/or food must be made available at all places where beer and alcoholic beverages are served.

    (7) Individuals who sign the registration form and who thus sponsor an event will be responsible for behavior at the event.

    (8) Alcohol use/abuse is no excuse for unacceptable behavior.

    (F) Failure to comply with the university alcohol policy may result in appropriate disciplinary sanctions.

    Drug-Free Workplace

    3359-47-02 Drug-free workplace policy.

    The university considers the use of drugs as well as their abuse to be a very serious matter and one that cannot be tolerated. As a responsible source and participant with the federal government in many programs and activities, the university cannot tolerate the illegal use of drugs in the face of the federal government’s increasing efforts to combat drug abuse. Therefore, it is expected that employees will abide by the terms of this policy.

    It shall continue to be the policy of the university of Akron to maintain a drug-free workplace. Recognizing that illegal drug use poses health and safety hazards to employees and to the community at large, the possession or use of illegal drugs on all university property and at any other location where employees are conducting university business is prohibited. All employees are henceforth notified that the unlawful manufacture, distribution, dispensing, possession, or use of any drug or controlled substance is prohibited at the university of Akron.

    (A) Drug-free awareness program.

    The University of Akron hereby establishes a drug-free awareness program. Under this program, the university will from time to time publish literature warning about the dangers of the abuse of drugs in the workplace or in any environment. The program will specifically cover the following major topics:

    (1) Health and safety concerns associated with drug abuse;

    (2) University policy regarding illegal drug use;

    (3) Availability of counseling and assistance for employees;

    (4) Penalties that may be imposed for drug-abuse violations.

    (B) Compliance with university substance abuse policy.

    All University of Akron employees are expected to abide by the terms of this policy. An employee found to be in possession of or using illegal drugs shall be subject to the sanctions. Such employee shall be subject to such disciplinary procedures as from time to time are promulgated by the board of trustees, up to and including termination, but in accordance with the established rights of the employee, including the right to due process.

    The University of Akron board of trustees reserves the right to test and to otherwise secure the workplace in order to achieve and maintain compliance with the “Drug-Free Workplace Act,” subject, however, to those rights guaranteed to employees, the requirements of applicable statutes and regulations, and the restraints contained in the state and federal constitutions.

    All university employees who are engaged in employment or other work under the terms of any grant from an agency of the federal government shall as a condition of employment abide by the following requirements:

    (1) Acknowledge receipt of and abide by the terms of the university’s drug-free policy.

    (2) Notify his/her administrative supervisor of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. Any employee who fails to report a substance abuse conviction within five days will be subject to sanctions, up to and including termination of employment.

    Upon receipt of notice under the preceding paragraph or if the university should otherwise receive actual notice of such conviction, the university shall notify the granting or contract agency within ten days after receiving such notice.

    Any employee who is in any way chemically dependent will not be disciplined for disclosing his/her dependency; such employee will not be disciplined for not coming forward, unless the dependency hinders the ability of the employee to perform his/her job. If it is found that the dependency adversely affects the employee’s job performance, such employee shall be subject to sanctions, up to and including termination.

    Upon receipt of a notice of conviction of an employee for violation of any criminal drug statute, the university, within thirty days of receiving such notice, shall:

    (a) Take appropriate personnel action against such an employee subject to established disciplinary procedures, up to and including termination, in accordance with requirements of due process; or

    (b) Require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency.

    The principal investigator of any grant, project, or contract from a federal agency is required to ensure that each employee engaged in the performance of the grant be given a copy of and acknowledge receipt of this policy.

    (C) Employee-family assistance program.

    The University of Akron currently has an “Employee-Family Assistance Program (EFAP)” which was established through “Family Services of Summit County.” One of the purposes of the “EFAP” is to provide confidential, professional counseling services to eligible persons. Such services include assisting employees with problems such as drug abuse. Any employee suspected of drug abuse or other use of drugs will be expected to participate in such program and may be referred thereto. The university’s “Employee-Family Assistance Program” makes available drug counseling and rehabilitation efforts.

    (D) Due process.

    If any disciplinary action under this policy is taken against an employee who is tenured, nontenured, or not part of a collective bargaining unit, such employee may formally appeal the action to the board of trustees within ten days. Such employee will receive a hearing before the board or its designated representative, at which time the employee may offer evidence, cross examine witnesses, and have an attorney present.

    If disciplinary action under this policy is taken against an employee covered by a collective bargaining agreement, the action will be subject to grievance procedures set forth in the bargaining agreement.

    (E) Definitions.

    For purposes of this policy statement, the following definitions shall apply:

    (1) “Unlawful manufacture”--to plant, cultivate, harvest, process, make, prepare, or otherwise engage in any part of the production of a drug by propagation, extraction, chemical synthesis, compounding, or any combination of the same and includes packaging, repackaging, labeling, and other activities incident to production.

    (2) “Distribute”--to deal in, ship, transport, or deliver but does not include administering or dispensing a drug.

    (3) “Dispense”--to sell, leave with, give away, dispose of, or deliver.

    (4) “Possess or Possession”--having control over a thing or substance but may not be inferred solely from mere access to the thing or substance through ownership or occupation of the premises upon which the thing or substance is found.

    (5) “Use”--use of a drug or other controlled substance.

    (6) “Drug abuse offense”--corrupting another with drugs, trafficking in drugs, drug abuse, possessing drug abuse instruments, permitting drug abuse, theft of drugs, deception to obtain a dangerous drug, illegal processing of drug documents, abusing harmful intoxicants, trafficking harmful intoxicants, or illegal dispensing of drug samples; a violation of any existing or former law of this or any other state or of the United States that is substantially equivalent to any of the above offenses; an offense under an existing or former law of this or any other state or of the United States of which planting, cultivating, harvesting, processing, making, manufacturing, producing, shipping, transporting, delivering, acquiring, possessing, storing, distributing, dispensing, selling, inducing another to use, administering to another, using, or otherwise dealing with a controlled substance is an element; or a conspiracy or an attempt to commit, or complicity in committing or attempting to commit any of the above offenses.

    (7) “Controlled substance”--a drug, compound, mixture, preparation, or other substance as defined in Chapters 2925 and 3719 of the Ohio Revised Code, or as defined by applicable statutes of other states and the federal government.

    (F) Good faith.

    The university, in adopting and implementing this policy pursuant to the “Drug-Free Workplace Act of 1988,” further certifies that it will make a good faith effort to continue to maintain a drug-free workplace and to respect the privacy rights of its employees.

    Computer Misconduct Policy

    3359-47-03 Computer misconduct policy.

    Computer misconduct, intentional disruption of a computer system, reckless experimentation in the operation thereof, through the use of computer viruses or other such disruptive methods, improper use or obtainment of a computer password, unauthorized examination or view of computer records, and other unauthorized or wrongful use of a computer or its systems are considered by this board to be ethically improper and, in certain circumstances, serious criminal offenses.

    It is the policy of the University of Akron that any such improper use or uses of university computing resources shall, in addition to civil and/or criminal penalties, be grounds for university disciplinary action against the offender. Such disciplinary action may include loss of all privileges with respect to the use of university computing resources; and may include formal disciplinary sanctions against employees and/or students up to and including termination of employment and dismissal.

    It shall be the responsibility of everyone using university computing resources to remain vigilant for any signs of improper computer activity and report the same immediately to the vice president for information technology and CIO, the senior vice president and provost and chief operating officer, the vice president for student affairs, and/or university police. Any individuals using or distributing software to others for use in any computer system or computer resources of the university of Akron are expected to utilize reasonable care to assure that the disks or transmitted matter are free of any destructive code, from whatever source.

    Parking

    See: http://www.uakron.edu/parking/ for information on where to park, requesting a permit, and the Roo Express Shuttle as well.

    Human Resources Page

    For the University's main Human Resources page, go to http://www.uakron.edu/hr/.

    Insurance

    The Group Insurance page which articulates the options for University of Akron Employees is located at http://www.uakron.edu/hr/benefits/2011/index.dot

    There is also a helpful FAQ page located at http://www.uakron.edu/hr/benefits/

    Insurance Specifics:

    Medical Insurance

    http://www.uakron.edu/hr/benefits/2011/medical/index.dot

    Dental Insurance

    http://www.uakron.edu/hr/benefits/2011/dental/index.dot

    Life Insurance and Disability

    http://www.uakron.edu/hr/benefits/2011/disability-and-life-insurance/index.dot

    Vision

    http://www.uakron.edu/hr/benefits/2011/vision/index.dot

    Flexible Spending Accounts (day care and medical expenses)=

    http://www.uakron.edu/hr/benefits/2011/flexible-spending-accounts/index.dot

    Benefits

    EMPLOYEE BENEFITS

    Here is a summary of University of Akron Employee Benefits. According to the University's Benefits Brochure (http://www.uakron.edu/hr/docs/BenefitsBrochure.pdf), "Benefits are subject to change with or without notice."

    University employees whose employment is subject to a collective bargaining agreement are strongly encouraged to review that document for eligibility for benefits. In most cases, the language in the labor agreement shall control if there is a conflict between the labor agreement and this brochure.

    Campus Food Service

    The Student Union Building offers a variety of fast food operations. Food services are also available at The Martin University Center, the Crystal Room, Trackside Grille, Robertson Dining Hall and on the third floor of the Polsky Building.

    Child Care Services

    The University of Akron Center for Child Development is a teacher education laboratory site and provides several childcare programs that are available to University personnel. This program provides childcare for children three through five years of age. Contact the Center for Child Development at 330-972-8210 for current rates.

    Credit Union

    Towpath Credit Union presently confers membership to University employees who apply. Towpath is a full service credit union offering such services as direct payroll deduction for savings and loan payment, share draft checking, auto and personal loans, year round pay for nine month appointments, and Christmas and vacation club savings. Towpath also offers special event tickets at discounted prices for local events, amusement parks, “movie money” and many other services. Towpath is located off campus.

    Discounts

    Presentation of a valid identification card entitles employees to a discount on many items purchased at The Bookstore. Discounts and special offers are also available for many University athletic team events. Contact the James A. Rhodes Arena for specific ticket information. Discounts are normally available with a University ID for events at E.J. Thomas Hall, including concerts, performances, and lectures.

    Employee Assistance Program

    The University has contracted with Tri County Employee Assistance to provide up to seven free confidential counseling sessions to each full-time employee and eligible dependent(s) each year. This service assists with depression, parent-child and marital conflicts, chemical and substance abuse, etc.

    Human Resources Benefits Administration 330-972-7092 Administrative Services Building Akron, OH 44325 The University of Akron is an Equal Education and Employment Institution

    Employee Information Session

    Shortly after initial appointment each new employee will be asked to attend an employee information session. This session may be on an individual basis or may include several new employees. This session will provide an in-depth explanation of many of the subjects covered in this brochure.

    Employee Recognition

    Each year The University of Akron recognizes faculty and staff members for outstanding accomplishments and leadership during the year. In addition, a service awards program is conducted each spring recognizing faculty and staff for their years of service.

    Group Insurance

    The University of Akron is proud to offer to its employees a highly competitive and innovative group insurance plan. UA Choice offers the opportunity to design a benefits package that meets specific needs of the employee. The group plan includes medical, dental, employee life insurance, long-term disability, vision, dependent life insurance, short-term disability and participation in spending accounts for health and/or dependent care. A number of options are available for benefit coverage in each area. In some areas, the employee can choose no coverage at all. All payroll deductions will be made on a pre-tax basis when permitted. Any monies remaining after selections are made will be treated as taxable income.

    Holidays

    The University of Akron observes paid holidays annually. Notice of the actual day on which holidays will be observed is sent out shortly after the April Board of Trustees meeting.

    Parking

    Employees are required to purchase a parking permit. Parking is permitted in faculty/staff lots and otherwise as indicated in University Parking Regulations. A copy of the University Parking Regulations can be obtained from the Parking Systems Office. Handicap parking is available.

    Reduction of Fees

    Any full-time University faculty members, administrative officers, and staff members (or retired full-time University faculty or staff members) shall be permitted to take two credit courses or six credit hours, whichever is greater, each semester and each summer session, free of all charges, including instructional and general fees, graduate level, laboratory, or other fees. Unused portions of fee reductions are not cumulative. This provision is subject to change. Employees desiring to take advantage of the educational opportunities available at the University are encouraged to schedule classes outside the normal workday. Other arrangements are subject to applicable University rules and to department discretion.

    Reduction of Fees for Qualified Dependents

    The instructional fees, or an amount equivalent to the graduate level credit fees for Ohio residents, or an amount equivalent to the School of Law credit hour fees for Ohio residents shall be deducted from total fee charges for the following groups (general fees, music, and other special fees not being affected):

    • Unmarried and dependent children of all full-time University employees while the parent in the service of The University

    of Akron.

    • Spouses of all full-time University employees while one or both are in the service of The University of Akron. Spouses of

    full-time University employees who are also employees may elect to receive fee reduction as an employee or a spouse.

    • Spouses and unmarried and dependent children of deceased full-time employees who were serving The University of

    Akron at the time of death.

    • Spouses and unmarried/dependent children of all retired full-time employees.

    Fee reductions may be taxable income to the employees.

    For the Purposes of Reductions of Fees:

    Spouses refer to individuals who have contracted the legal status of a marital relationship through religious or civil solemnized marriages and complied with all the statutory requirements pursuant to applicable law; and shall not include common law marriages which may be otherwise recognized under Ohio law or other relationships between persons not legally capable of making contract under Ohio law. Unmarried dependent children include natural, adopted and step-children for whom the full-time employee (or surviving spouse)provides more than 50% support during the academic period for which education benefits are sought and who are not married at the start academic period for education benefits are sought. The employees may be required to submit proof of dependency to the University auditor on request. The term support shall include the provision of food, clothing, shelter, medical and dental care, provision of accident and health insurance, transportation, recreation, childcare expenses and other generally recognized indicia of financial assistance. The reduction is subject to current Board of Trustees policy, which is subject to change without notice.

    Retirement

    Employees of The University of Akron do not contribute to Social Security. Based on employee type, employees are eligible for membership in State Teachers Retirement System, School Employees Retirement System, Ohio Public Employees Retirement system – LE Option (Police Officers only), or may elect to participate in an Alternate Retirement Plan (ARP) which carriers approved by The Sate of Ohio Department of Insurance. All employees’ contributions are on a pre-federal and state tax basis. The University of Akron also contributes to the retirement plan on behalf of the employee.

    Sick Leave

    • Faculty/Contract Professional and Exempt Staff 120 hours per fiscal year accrued at 10 hours per month.
    • Non-exempt – 4.6 hours for each 80 hours worked with unlimited accumulation.
    • Sick leave may be used for personal illness or injury, or illness, injury or death of a member of the immediate family as defined by the Ohio Revised Code.
    • Sick leave is accrued while in active pay status.
    • Active pay status means the conditions under which an employee is eligible to receive pay, and includes, but is not limited to, vacation leave, sick leave, leave with pay, bereavement leave, and administrative leave. No pay status means the condition under which an employee is ineligible to receive pay, and includes, but is not limited to, leave without pay, leave of absence and disability leave.

    Tax Shelter Annuities

    The University Board of Trustees has authorized the offering of tax-shelter annuities. An employee may contribute up to a specified limit. Several carriers have been authorized to offer these products to interested individuals. Qualification and limitation of contribution of tax-deferred annuities are the responsibility of the employee.

    Unemployment & Workers' Compensation

    Contributions are made by the University to assure employee eligibility for these benefits should the situation arise.

    Vacation

    • For 9 month faculty – All academic vacations
    • For Contract Professionals, Twelve Month faculty and exempt staff (individuals not subject to overtime pay) – 176 hours per fiscal year, accrued at 14.67 hours per month. Maximum accumulation of 352 hours per fiscal year. Pay-off is limited to 176 hours at the

    termination of retirement.

    • Staff (hourly timecard employees) – 80 hours after 1 year of service: 120 hours – after 8 years but less than 15 years; 160 hours

    after 15 years but less than 25 years; 200 hours – after 25 years or more.

    • Vacation hours are accrued when in active pay status.

    Library-Wide Faculty and Staff Policies (Applies to all Contract Professionals, Staff, and Student Assistants)

    Your Office/Work Space

    If you require any additions and/or changes to your office space at any time--such as new carpeting, a paint job, new or replacement furniture, changes in light fixtures, etc.--you must contact your direct supervisor first. Work orders must be placed via particular channels, and even simply moving and trading furniture and file cabinets within your building must be approved by supervisors first, to ensure that the items involved are not already designated for use elsewhere.

    Keys

    Your keys will normally be ready for you by your first day of work. Any issues or changes regarding keys and locks need to go through your direct supervisor first.

    Setting up your computer, hardware, software, and other programs

    Your supervisor, along with Library Systems and other personnel on campus, will normally have your computer ready for you on your first day of employment, along with any relevant programs you may need to perform your job duties. Your e-mail account can normally be set up for you as well, and you will be given a default password for logging onto your computer and your UA e-mail account. All of your UA passwords can be synchronized here: https://gozips.uakron.edu/zid/pw/pw_sync.cgi

    Other information related to computers and technology on campus are addressed on the University's Information Technology Services page: http://www.uakron.edu/its/ Information is provided here about free anti-virus software, software program training sessions, computer-based testing, and distance learning.

    Customer Service Expectations

    Specific customer services expectations may vary from department to department within University Libraries, however all Library Employees are expected to not only conduct themselves with decorum and respect for others, but to strive to provide excellent service in a spirit of responsibility, efficiency, and accountability. New Employees are now a part of a team that has pledged to provide outstanding service that meets our users' needs and exceeds their expectations by continuously improving our systems and programs, and by using resources wisely and effectively.

    Punctuality

    Schedules may change from day to day, but all University Library employees are expected to arrive on time for the day's work. Although particulars may change from department to department within University Libraries, it is normally the custom to phone ahead if at all possible in the event that you are running late.

    Dress and Appearance

    While University Libraries do not have a specific dress code, all employees are expected to be well-groomed in appearance, dressing accordingly to the academic and work environment.

    Identification Badges

    All University employees are required to wear an identification badge while on the job. Since library employees do not wear uniforms, this is the only way for most library users to identify us as staff. You will be given a choice when you are hired if you would like your last name on your badge, or only your first name.

    Conduct Policies

    Acceptable Behavior Policy

    The University of Akron Libraries seek to provide access to library resources and facilities, maintain a comfortable and safe environment for both library users and staff, and to protect library resources and facilities. Use of The University of Akron Libraries facilities and resources is a privilege granted to registered students, faculty, staff, and alumni of The University of Akron. Affiliated users and visitors whose needs for use reflect the educational mission of The University of Akron Libraries are also welcome.

    The exercise of these privileges must be consistent with The University of Akron Libraries "Acceptable Behavior Policy". This policy is designed to provide for calm atmosphere for use of library resources and facilities and to prohibit interference with the use of library resources and facilities by others. This policy is also designed to prohibit activities inconsistent with the achievement of the library's goals and objectives. Specifically, the policy describes behaviors that interfere with the privileges of users to access library resources and facilities; the maintenance of a comfortable and safe environment for both library users and staff; and, the protection of library resources and facilities. The policy prohibits behaviors that interfere with library staff performance of duties and responsibilities.

    Library users are expected to conduct themselves in accordance with this policy on acceptable behavior. Library users are also expected to abide by directives of library staff. Users who violate this policy on acceptable behavior may be referred to University Police for resolution.

    Providing Access to Library Resources and Facilities

    The following behaviors are inconsistent with the library's objective of providing access to library resources and facilities:

    • Engaging in selling of products and/or services
    • Solicitation of funds
    • Willfully blocking or obstructing library entrances, exits, stairways, aisles, or passageways
    • Creating excessive noise (Cell phone users are expected to limit the duration of their calls, as well as control the auditory volume of their conversations)
    • Use of library computing resources that is inconsistent with the University's policy on access and acceptable use of university computer and information resources (OAC 3359-11-10), the "Information Technology Policies of the University of Akron", or with the educational mission of The University of Akron Libraries (The University Libraries does not block access to any materials available through its electronic resources and the Internet. In all cases in which minors are using the University Libraries, including its public workstations and other information resources, parents or other adult caregivers are responsible for supervising the minor's use; parents and caregivers should be aware that allowing minors to have unsupervised access to electronic resources and the Internet could result in access to information or images that some may consider inappropriate)

    Maintaining a Comfortable and Safe Environment

    The following behaviors are inconsistent with the library's objective of maintaining a comfortable and safe environment for both library users and staff:

    • Bringing animals into library facilities (Animals trained to assist users with disabilities are permitted.)
    • Carrying weapons, except as permitted under federal, state, or local statutes

    Remaining in or entering the library during those times when the library is not open to the public

    • Refusing to leave the library in a timely fashion at closing
    • Opening emergency exits or activating emergency alarms, except in cases of emergency
    • Entering non-public areas of the library
    • Using threatening, intimidating or abusive language
    • Engaging in sexual harassment (Using images, including computer images, to harass library users or staff may also constitute sexual harassment)
    • Engaging in behavior of a sexual nature
    • Accessing or distributing child pornography
    • Engaging in violent behavior or making threats of violence
    • Engaging in physical or mental intimidation or harassment of library users or staff, including stalking
    • Engaging in boisterous conduct
    • Smoking and/or use of tobacco
    • Consumption of alcoholic beverages or use of illicit drugs
    • Exhibiting behavior which indicates intoxication or illegal drug use
    • Leaving young children unattended
    • Use of in-line skates, skateboards or bicycles

    Protecting Library Resources and Facilities

    The following behaviors are inconsistent with the library's objective of protecting library resources and facilities:

    • Vandalizing, damaging, destroying, or engaging in theft of library property (buildings, equipment, or collections)
    • Mutilating library materials by marking, underlining, removing pages or portions of pages, removing binding, removing electronic theft detection devices or barcodes, or in any other way defacing library materials
    • Altering computer settings, software or peripherals
    • Improper use of library materials and/or facilities
    • Improper disposal of food and drink items
    • Violations of federal and international copyright laws, or other pertinent federal, state or local laws, including University of Akron regulations (Responsibility for the appropriate use of copyrighted and licensed materials lies with the user.)
    • Improper posting of notices (All notices must be approved by the Reference Department before posting.)
    • Refusal to present briefcases, book bags etc., for inspection upon activation of the detection alarm
    • Library staff will ask library users whose behavior is in conflict with this policy to stop such behavior. Should users fail to comply with such a request from library staff, University *Police may be contacted in order to take appropriate action. Violators of this policy may be subject to criminal prosecution and/or university discipline in accordance with The University of Akron's policy on campus conduct (OAC 3359-40-01).

    Behaviors described in the above policy on acceptable use are meant to be illustrative, rather than exhaustive, of the types of behaviors prohibited in The University of Akron Libraries. The University of Akron Libraries reserves the right to modify this policy in consultation with appropriate units of The University of Akron.

    Consumption of Food and Beverages

    The consumption of food and beverages by employees is not normally permitted in public service areas like the Reference Desk or Circulation Desk. In "behind the scenes" areas like Technical Services this may be permitted, depending on departmental policy and common sense.

    There is a staff break room in room 261 Bierce for all employees, with a refrigerator, microwave, and pop machine. Other library departments may have their own small refrigerator and/or microwave in a common work area.

    Personal Phone Use

    The University policy in full is accessible here: http://www.uakron.edu/its/telecomm/docs/Comm_policies.pdf

    In short, University employees should not spend extensive time on personal phone calls. Employees should be especially careful not to tie up public service phones with personal calls. Long distance calls billed at over a few dollars may have to be reimbursed to University Libraries when the phone bill arrives. Other specifics of phone use may depend on departmental policy.

    Travel Policies—University Policy and Library Policy

    Introduction to Travel on Behalf of the University

    The University's Travel Policies page and links to relevant forms (Travel Authorization, Expense Reports, etc.) is located at http://www.uakron.edu/busfin/controller/travel.php

    The University of Akron – Office of the Controller Travel Expense Policies and Procedures

    (A) These rules are established pursuant to the authority of the Board of Trustees of the University of Akron to be effective 07-01-06 and, shall thereafter supersede any similar rules and regulations adopted previously. The application of these rules shall apply to all colleges and departments, unless as otherwise provided for in this policy or by external regulations.

    (B) Travel expense includes all ordinary and necessary expenses incurred by the faculty and staff of the University of Akron while away from home and on an assignment consistent with the mission of the University. Some examples of these assignments are:

    • (1) Attendance at professional meetings, presentation of papers, or assignments which result in academic advancement.
    • (2) Field trips.
    • (3) Promotion of financial assistance, such as contracts, gifts, and grants.
    • (4) Field work in support of the development of off-campus programs.
    • (5) Personnel recruitment. However, this is not to be confused with inviting prospective employees to Akron which is the subject of another procedure.
    • (6) Student recruitment.
    • (7) Attendance at meetings of state or regional faculty organizations.
    • (8) Local mileage.

    (C) The person will be reimbursed for travel expense in full or in part, according to the authorization given prior to the trip. Expenses will qualify for reimbursement, however, only if they are ordinary and necessary. A premium paid for lavish or extravagant accommodations will not be honored, but will be considered a personal expense. The final determination of ordinary and necessary shall be within the reasonable discretion of the Controller.

    (D) The intent of this procedure is to encourage the most efficient and economical means of travel for accomplishing the purpose of the trip; and to standardize the reporting and documentation of expenses.

    (E) This policy establishes certain minimum guidelines which must be followed. Department heads and budget managers must take full responsibility for expenses incurred by their units in order to assure maximum utilization of resources. Departments may establish more stringent travel regulations which fall within this general policy. A traveler needs to be aware, therefore, of departmental policies.

    (F) Travel authorization.

    • (1) All travel, involving an overnight stay or an out-of-state destination for which reimbursement of expenses will be claimed, must be approved in advance of incurring any expense. Reimbursement for local mileage does not require a travel authorization. Approval shall be obtained from the University official responsible for administering the budget to which the expense will be charged. This will normally be the person's department head in the case of instructional personnel; or the appropriate director or department manager in the case of administrative personnel. If the person responsible for the budget is traveling, the authorization must be approved by a superior or authorized designee of the superior. Approval should be requested on the university's standard Travel Authorization Form (Exhibit A). Fill-in version is available on the Controller’s web site.
    • (2) The Travel Authorization Form must show estimated amounts for transportation, lodging, meals, and other expenses.
    • (3) The type of reimbursement, full or partial, and the maximum expense to be reimbursed by the University, will be established at the time the travel authorization is approved. A copy of the Travel Authorization Form does not have to be attached to the Travel Expense Report sent to Accounts Payable. Vice Presidents may establish their own procedures as to levels of approval and the filing/retention of the Travel Authorization Form within their division.

    (G) Headquarters. The headquarters is that office address at which the employee has the primary work assignment.


    TRANSPORTATION

    (A) Travel by automobile.

    • (1) Travel in privately owned automobiles will be reimbursed up to the current IRS standard rate when traveling on official business. Reimbursement for privately owned motorcycle is also authorized up to the State of Ohio motorcycle mileage rate. Mileage is payable for only one of two or more persons traveling on the same trip in the same vehicle. The names of all University employees traveling in the same car are to be listed in the "remarks" section. The stated mileage rate is a full and complete reimbursement for all automobile operating expenses, including maintenance costs and car washes. In the event of a lower allowable mileage reimbursement on a sponsored research grant, the unallowable portion will be charged to the department originating the request.
    • (2) If a privately-owned automobile is used for out-of-state travel and reimbursement is claimed at the IRS standard rate, economies realized (IRS rate vs. coach airfare) must be clearly explained in the "remarks" section of the Travel Expense Report or on an attachment. Travel must be the most direct practical route and the amount claimed shall not exceed that of coach common carrier accommodations plus estimated limousine fare. No reimbursement will be made for food and lodging while in route if travel by automobile is for personal reasons.
    • (3) A University employee driving a privately owned vehicle is not covered by University vehicle liability insurance. The University is not responsible for damages to privately owned vehicles. No employee may be reimbursed for expenses on the mileage basis unless motor vehicle liability insurance is carried in the minimum amount required by the State of Ohio. A certification must be made on the Travel Expense Report that the employee was covered by personal vehicle liability insurance.
    • (4) Miles traveled must be detailed by destination using the university as the point of departure and return. If the Travel Expense Report does not provide sufficient space, the detail may be attached as a supplementary schedule, listing miles driven by date and destination. An attached list showing detailed mileage is especially appropriate for those persons who regularly drive in and around the city and state on University business.
    • (5) A commercially rented automobile may be used for approved travel. Please contact the Purchasing department for information and rates.


    (B) Travel by air or rail.

    • (1) Coach fare (or lowest fares available) will be reimbursed for both in-state and out-of-state travel.
    • (2) Separately purchased travel insurance is not an allowable expense. This restriction does not include carrier provided insurance or insurance provided by a credit card issuer.
    • (3) Commercial transportation may be purchased in advance by submitting a requisition to the University's Purchasing department. The requisition must be approved by the department head.
    • (4) Penalties and charges resulting from the cancellation of airline reservations (or other travel reservations) shall be the department's obligation, if the employee's travel has been approved in advance and the cancellation or change is made at the direction of and the convenience of the department. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee's obligation to pay the penalties and charges. However, in the event of accidents, serious illness or death within the employees immediate family, or other critical circumstances beyond the control of the employee, the department will be obligated to pay the penalties and charges


    (C) Other transportation expenses.

    • (1) Reimbursement may be claimed for limousine service; parking charges; ferry and taxi fares; and bridge, highway, and tunnel tolls.
    • (2) Each item of expense claimed under this section must be listed on the Travel Expense Report. A receipt is required for each item of expense greater than three dollars, ($3.00) except for taxicab, ferry expenses, or tolls paid into an automatic coin drop.

    ALLOWABLE LIVING EXPENSES

    Meals and lodging will be reimbursed as follows:

    (A) Meals.

    • (1) Meals will be reimbursed without receipts in accordance with the following rate structure. IRS regulations require an overnight stay for substantial sleep or rest in order to qualify for per diem reimbursement.
      • (a) In-State

    Standard Rate Federal per diem rate for meals within the continental United States (CONUS) applies to the entire state.

      • (b) Out-of State, but within the continental United States
        • (i) Standard Rate

    Federal per diem rate for meals within the continental United States (CONUS).

        • (ii) High Cost Cities

    When travel is to a location designated by the Internal Revenue Service as a high-cost area, higher per diem rates may be used in accordance with current rate schedule adopted and published from time to time by the Internal Revenue Service. Rates are available on the Controller’s web site.

      • (c) International Travel, at the option of the traveler, either:
        • (i) Actual cost to a maximum of seventy five dollars ($75.00) per day, with receipt required; or
        • (ii) Actual cost up to the applicable rate for meals and incidental expenses specified in the current “Maximum Travel Per Diem Allowances for Foreign Areas” established by the U.S. Secretary of State.
    • (2) Please see Exhibit B for current rates involving a partial day.
    • (3) In accordance with IRS regulations, the meal allowances above include incidental expenses for laundry, cleaning and gratuities.
    • (4) Actual and reasonable expenses for a qualified business meal may be claimed for the traveler and non-university guest(s). Documentation must include when, where, who, subject of discussion and original receipt.
    • (5) For those instances in which a conference meal is required, the daily limit will not apply, but the meal expense must be supported by a program or an announcement, which shows the required meal and its cost, attached to the Travel Expense Report.
    • 6) No reimbursement will be made for alcoholic beverages.


    (B) Lodging.

    • (1) Reimbursement for lodging shall not exceed actual, reasonable expenses of the employee, plus taxes. Reimbursement for lodging in noncommercial, private dwellings is authorized at a rate of not more than $15.00 per night.
    • (2) An employee cannot claim an allowance for meals, lodging or miscellaneous expenses which have been incurred during a vacation leave or any kind of leave of absence.
    • (3) If a member of the family accompanies the employee, the University will pay for the employee's cost only. Any increment in rate and tax, due to multiple accommodations, becomes a personal expense.
    • (4) The traveler may make lodging arrangements through the Purchasing department whereby the University will be billed directly by the hotel or motel. The requisition must be signed by the official responsible for administering the budget to which the expense will be charged. If the person responsible for the budget is traveling, the requisition must be approved by a superior or authorized designee of their superior. A dean, or vice president may establish additional levels of approval, as deemed appropriate, in their areas of responsibility.


    (C) Miscellaneous expenses.

    • (1) Reimbursement of miscellaneous expenses as described in this section may be claimed in addition to the maximum allowed for meals and lodging, while an employee is authorized to travel on official University business.
    • (2) Expenses incurred for stenographic fees, storage of baggage, telephone calls on official University business, fax transmittals, computer usage, word processing, rental of equipment or temporary meeting or office facilities, necessary for the conduct of official university business may be reimbursed. This detail may be shown in the "other expense" category of the Travel Expense Report. Each entry must be clearly described to show the necessity or business transacted.
    • (3) Receipts shall be submitted for all miscellaneous expenses. Gratuities are not reimbursable.


    (D) Conferences and special meals.

    • (1) Expenses incurred for registration fees for conferences or meetings attended may be reimbursed. Any such expenses must be itemized on a Travel Expense Report, which must be accompanied by a receipt.
    • (2) Reimbursement may be made for the actual, reasonable expense of meals when such meals are an integral part of a seminar or similar working assembly provided:
      • (a) The meal is an integral part of such meeting.
      • (b) The attendance of the employee at such meeting is necessary to the best interest of the University.
      • (c) The employee must submit with the Travel Expense Report a copy of a letter from the department head requesting attendance at the meeting, and a receipt.
    • (3) Expenses incurred for registration fees for conferences and meetings and for special meals shall be reimbursable without regard to the proximity of such conferences or meetings to the employee's headquarters or residence.
    • (4) Registration fees and hotel reservations may be paid directly by the University by submitting a prepaid order form to Accounts Payable.


    (E) Group travel.

    The Purchasing department should be contacted regarding all group travel. Group travel expected to exceed $5,000 must be submitted for bidding through the Purchasing department, in accordance with Board of Trustees policies.

    REPORTING AND DOCUMENTATION OF EXPENSES

    (A) The University of Akron Travel Expense Report (Exhibit C) has been designed to meet Internal Revenue Service and State of Ohio reporting requirements. All claims for reimbursement of travel expense must be made on the University's standard form. Expenses billed directly to the University and prepaid registration fees are to be recorded on the Travel Expense Report as a margin entry and not included in total expenses reported for reimbursement. Note sample entry on Exhibit C.


    (B) Essential information which must be reported for each trip is listed below:

    • (1) The daily cost of each separate expenditure for traveling, such as transportation, lodging, and meals.
    • (2) The dates of departure and return home for each trip.
    • (3) The times of departure and return home for each trip.
    • (4) The destination or locality of travel.
    • (5) The business reason or business benefit expected to be derived.
    • (6) Actual mileage incurred must begin from and terminate at the employee's headquarters, except where the mileage from the employee's home will be less.


    (C) Documentary evidence, such as a receipt, is required for the following:

    • (1) Car rental.
    • (2) Commercial lodging.
    • (3) Conference registration fee.
    • (4) Gasoline purchases when a University of Akron oil company credit card is not used.
    • (5) Miscellaneous transportation expenses exceeding three dollars ($3.00) except for taxi cab, ferry expenses, or tolls paid into an automatic coin drop.
    • (6) Notwithstanding anything herein to the contrary, the Controller may require additional or alternative documentary evidence in connection with any claim for reimbursement, including but not limited to affidavits from claimants or others, conference programs or travel itineraries, or any other document or information which shall be deemed necessary to support any claimed reimbursement.


    (D) For purposes of internal and state audit, travel expense reports claiming reimbursement for trips to present a paper or attend a conference must have appended a letter of invitation, a printed program, or an announcement or some other relevant material that will authenticate the official nature of the trip.


    (E) A copy of the approved Travel Authorization does not have to be attached to the Travel Expense Report submitted to Accounts Payable for reimbursement, but may be required by the dean, vice president or director who approves the expenses.


    (F) The Travel Expense Report must be approved by the University official responsible for administering the budget to which the expense will be charged. This will normally be the department head in the case of instructional personnel; or the appropriate director or department manager in the case of administrative personnel. If the person responsible for the budget is traveling, the expense report must be approved by a superior. A dean, vice president or executive director may establish additional levels of approval, as deemed appropriate, in their areas of responsibility.

    Library Travel Policies

    Travel Policies may vary from department to department, but generally follow university guidelines and use the same forms, available at http://www.uakron.edu/busfin/controller/travel.php

    The amount of money allocated (if any at all) to each employee may vary from year to year. Check with your supervisor for details and current amounts. Travel Authorization forms, available at the above link, must be filled out and approved by your supervisors.

     

    Library Staff-specific Policies and Procedures

    Absence from campus.

    All non-exempt staff employees are required to request and have approved by their supervisor all absences from campus for each instance involving vacation, sick leave, death of a member of the immediate family, leave without pay, military leave, and/or court leave.

    The department is responsible for maintaining an internal process for such requests and approvals that is used consistently with all departmental exempt and non-exempt staff employees. Provisions in the collective bargaining agreement that refer to the request, use and approval of specific types of leave must be followed for employees covered by such an agreement. All approved absences must be reported on the employee's official time record.

    Documentation may be required for certain types of absences.

    Holiday schedule.

    (1) The university of Akron observes ten holidays annually; these are:

    Christmas day Memorial day Columbus day New Year's day Independence day Presidents day Labor day Thanksgiving day Martin Luther King day Veterans day

    (2) The dates on which these holidays are to be observed will be announced annually.

    (3) If a holiday falls on Sunday, it will be observed on the following Monday; if a holiday falls on Saturday, it will be observed on the preceding Friday.

    (4) If a holiday occurs during a period of active pay status which includes approved sick leave, leave with pay, or vacation the employee will be paid for the holiday. In order to qualify for holiday pay, an employee must be in an active pay status on regularly-scheduled work days both prior and subsequent to the holiday.

    (5) If it is essential that university offices remain open on a day designated as a holiday (ex: Veterans day):

    (a) Any full or part time classified or unclassified non-exempt employee required to work on a designated holiday will be entitled to one and one-half times the regular rate of pay either in the form of actual pay or compensatory time for the hours actually worked; such overtime will be in addition to the employee's normal pay for the holiday.

    (b) Any full or part time exempt staff employee required to work on a designated holiday will be entitled to time off equal to the number of hours actually worked; such time off will be in addition to the normal pay for the holiday and is to be taken at the approval of the supervisor.

    (6) If the university is officially closed at five p.m. on the day prior to a board of trustees approved holiday (ex: Wednesday prior to Thanksgiving):

    (a) For employees whose normally scheduled work day falls all or in part after five p.m., an effort may be made by the supervisor and employee to reschedule those hours within the same work week. Otherwise, the employee will be expected to work the normal schedule. If the hours are not worked or rescheduled, the employee may utilize vacation leave in order to be paid.

    (b) Part time employees are entitled to holiday pay for that portion of any holiday for which the employee would normally have been scheduled to work.

    Leave without pay.

    (1) Under the Family and Medical Leave Act of 1993 (FMLA), up to twelve weeks of leave without pay during any twelve-month period are provided to eligible employees for certain family and medical reasons. Employees are eligible if they have been employed by the university for at least one year and for 1,250 hours (.6 FTE) over the previous twelve months.

    • Leave without pay will be granted for any of the following reasons:
    • Birth of a child or placement for adoption or foster care
    • Serious health condition of employee
    • Serious health condition of a child, spouse, or parent
    • Subject to the provisions of the applicable policies, paid vacation leave or sick

    leave may be substituted for leave without pay.

    Leave may be denied if the employee fails to provide at least thirty days’ advanced notice when the leave is foreseeable or medical certifications to support a request for leave because of a serious health condition (including requested second or third opinions at the university’s expense) and fitness for duty to return to work reports.

    Group health benefits will be continued for the duration of FMLA leave. Upon return, the employees will be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms.

    Nothing in this section shall be deemed to create any additional benefits, rights, or entitlements to employees beyond those required by the provisions of FMLA or applicable law of the state of Ohio. For purpose of implementing the university of Akron’s family and medical leave policy and procedures, the definitions and provisions of the FMLA shall be followed when necessary to ensure minimum compliance with the law.

    (2) An employee may be granted approved leave of absence without pay for military service, parental leave, convalescence (if sick leave is not applicable or exhausted), certain personal reasons, and/or training. The leave of absence must be approved in advance by the supervisor and must be accompanied by acceptable written justification. Such request shall state the reason for and the dates of the leave. Length of leave of absence can vary for different reasons, but normally extends to no more than six months.

    (3) If it is determined that an approved leave of absence is not being used for the purpose for which it was granted, the university may require the employee to return to work or be subject to appropriate discipline as specified in Ohio Revised Code.

    Reduced workweek policy.

    Staff employees who wish to work a reduced work week during the summer sessions or at other times of the year may request leave without pay. Reduction in working hours will require the permission of the employee's supervisor. Staff privileges and benefits will remain in effect for eligible full-time employees.

    Sick leave for non-exempt employees.

    (1)Sick leave is defined as the authorized absence from duties for the following reasons:

    • Personal illness, pregnancy, or injury,
    • Exposure to contagious disease which could be communicated to other members of

    the university family,

    • Illness, injury or death (to a maximum of five days) in the employee's

    immediate family, or

    • Medical, psychological, dental, or optical examination or treatment of the

    employee or a member of the immediate family.

    Definition of immediate family: the employee’s immediate family is limited to the employee’s spouse, parents, children, grandparents, siblings, grandchildren, brother-in-law, sister-in-law, daughter-in-law, son-in-law, mother-in-law, father-in-law, or a legal guardian or other person who under Ohio law is legally recognized to stand in the place of a parent.

    Where sick leave is required to care for a member of the immediate family, the department of benefits administration will require a physician’s certificate to the effect that the presence of the employee is necessary to care for the ill person.

    (2) The university reserves the right to require a physician's certification or other verification in all instances of paid leave. When such certification or verification is required, it shall be collected by the department of benefits administration (unless otherwise noted below) for audit and retention.

    (a) The director of physical facilities administration is designated by benefits administration to collect, audit, and maintain such documentation for the department of physical facilities in accordance with the collective bargaining agreement.

    (b) The director of dining services is designated by benefits administration to collect, audit, and maintain such documentation for the department of dining services in accordance with the collective bargaining agreement.

    The absence from duties must be approved by the administrator to whom the individual on sick leave is responsible.

    (3) Unexcused absence or failure to give proper notification may result in the absence being charged to leave without pay and may also be cause for disciplinary action. Falsification of either a written, signed statement or a physician’s certificate shall be grounds for disciplinary action including dismissal. Except in instances due to extended illness or injury, monthly or annual absences greater than the number of hours or days accrued may be considered excessive.

    (4) Sick leave is accrued at the rate of 4.6 hours per eighty hours of active pay status. Only accrued sick leave hours can be requested for authorized paid absences. Sick leave will be charged only for the non overtime hours an employee is regularly scheduled to work but absent. Employees are not permitted to change a sick leave request once a work day has started (i.e. sick leave to vacation).

    (5) A non exempt employee who is unable to report for work, and who is not on previously approved vacation, sick leave, or leave of absence, shall be responsible for notifying the immediate supervisor, or other individual designated by the supervisor, that the employee will be unable to report to work on that day and each appropriate day thereafter. This notification must be made within one half hour after the time the employee is scheduled to report for work, unless emergency conditions prevent such notification.

    (6) When an employee's duties are part of a function which operates twenty-four hours a day, seven days per week i.e., police, health services, etc. and such employee is unable to report for work, the employee shall notify the immediate supervisor at least two hours prior to the scheduled work time.

    (7) In the case of any absence for illness or injury, the university may require a physician’s statement specifying the employee’s inability to report to work and the anticipated date of recovery. The employee shall be responsible for notifying the immediate supervisor, or other designated individual, whenever the employee is placed under a physician’s care and not released to work or hospitalized, unless such condition precludes notification. The employee shall be responsible for notifying the immediate supervisor, or other designated individual, regarding the anticipated date of recovery and return to work.

    (8) In all cases of leave for illness or injury, the university may require written certification by a physician attesting to an employee’s fitness to return to work.

    Tardiness.

    An employee is expected to report for work at the scheduled starting time. Unreported, unexcused, and/or excessive tardiness may result in disciplinary action.

    Vacation.

    (1) Non exempt employees (full-time).

    (a) A non exempt, full time university employee shall, after service of one year with the state, or any political subdivision of the state, have earned and will be due upon attainment of the first year of employment, and annually thereafter, eighty hours of vacation leave with full pay. One year of service shall be computed on the basis of twenty-six biweekly pay periods.

    (b) The amount of annual vacation to which a full time employee is entitled is determined by the number of accumulated years of service according to the following guidelines:

    (i) Less than one year of service no vacation,

    (ii) One year, but less than eight years of service eighty work hours,

    (iii) Eight years, but less than fifteen years of service one hundred twenty work hours,

    (iv) Fifteen years, but less than twenty-five years of service one hundred sixty work hours, and

    (v) Twenty-five years of service two hundred work hours.

    (2) Non-exempt employees (part-time classified) – accrual commences effective January 1, 1999.

    (a) A non-exempt, part-time classified university employee shall, after service of one year with the state, or any political subdivision of the state, have earned and will be due upon attainment of the first year of employment, and annually thereafter, pro-rated vacation leave with full pay. One year of service shall be computed on the basis of twenty-six weekly pay periods.

    (b) Formula for calculation (multiplying years of service times calculation factor):

    Years of service Calculation factor 0 – 7 .03875 x hours paid 8 – 14 .05750 x hours paid 15 – 24 .07750 x hours paid 25 or more .09625 x hours paid

    (3) Vacation Credit.

    (a) An employee earns vacation credit as follows:

    (i) 3.1 hours per biweekly pay period for those entitled to eighty hours per year,

    (ii) 4.6 hours per biweekly pay period for those entitled to one hundred twenty hours per year,

    (iii) 6.2 hours per biweekly pay period for those entitled to one hundred sixty hours per year,

    (iv) 7.7 hours per biweekly pay period for those entitled to two hundred hours per year.

    (b) Vacation credit can be accumulated to a maximum of that earned in three years of service. Any vacation accrued over the amount earned in a three year period will be forfeited.

    (c) Upon separation from employment payment for accrued and unused vacation leave shall be made upon separation of service from the university of Akron, upon death of the employee, or if the employee moves to part-time. Such payment will be made in a lump sum based on the rate of compensation at separation for any accrued but unused vacation leave, subject to a maximum of that earned in three years of service.

    (4) The office of human resources shall establish a reporting system which shall provide for annual reporting by the dean or administrative director covering vacation accumulation and usage of each employee under the dean or director's supervision.

    (5) Vacation leave may not be converted to sick leave unless the employee is admitted to or treated in a hospital or is under the treatment of a licensed physician and is not released to work. Written verification is required. Only those hours/days certified above may be converted to sick leave.

    Calling Off

    The specific Call Off procedure for each department will vary, but there is normally a specific person to contact when you are unable to make it into work without prior notice (i.e. illness, car trouble, etc.)

    Audits/position classification

    (1) A classified employee or an employee’s supervisor may request a review of the employee’s position from the university appointing authority. Upon receipt of a signed, written request for a position audit, the appointing authority will forward a position description/audit questionnaire. The completed questionnaire, reviewed and signed by the appropriate administrative unit head, dean/director, and vice president, should be forwarded to the appointing authority for review. An audit may result in a higher, lower, lateral or no reclassification. An employee who is not satisfied with the results of the audit may request a review of the original determination. This review must be requested in writing to the appointing authority, who may request additional information and/or perform a desk audit. After review and final determination by the appointing authority, a classified employee may within thirty days of such final notification, appeal the audit results to the state personnel board of review.

    (2) Requests for audits of a position, from either the incumbent or the appointing authority, may not be requested more than once a year. A classified employee may request only one position audit per year unless the employee provides, at the time of the request, documentation showing that the duties of the position have been substantially changed since the date of the completion of the previous audit. The “one-year period” is defined as one calendar year from the date which appears on the original notification letter of the most recent position audit.

    (3) Unclassified staff employees should refer to the position and salary administration program for information on audits/position classification.

    (D) Breaks.

    Although rest periods are not officially provided for under state civil service laws, departments may allow two fifteen-minute breaks during each eight hour day. The first break is generally taken midmorning; the second is taken mid-afternoon. Supervisors will determine whether such breaks would hinder efficient departmental operation at certain times. Breaks are a privilege rather than a right; misuse of break periods or over-extending them may result in this privilege being revoked. Unused break periods are not cumulative, and may not be used to arrive late or leave work early.

    Discipline and discharge

    (1) At the university of Akron, there are occasions when employees fail to meet performance standards or to abide by university policies, procedures, and rules governing appropriate conduct on the job. In order to deal with such situations in a fair and consistent manner, the university has developed a disciplinary policy and procedures designed to improve productivity and morale, and not merely to punish. The disciplinary program will assure employees of the following:

    (a) The university will respond in a consistent and predictable manner if an employee violates the rules.

    (b) Disciplinary matters will be handled in a confidential and expeditious manner.

    (c) Employees will be told what is expected of them and the possible consequences if they do not live up to performance expectations.

    (d) Employees will be disciplined progressively except for instances where the seriousness of the offense may warrant bypassing one or all steps (i.e. illegal use of drugs).

    (e) The discipline will be based on facts and not hearsay or opinion.

    (f) Employees can appeal disciplinary actions through the university’s internal grievance procedure or through the state personnel board of review.

    (2) Disciplinary action is normally progressive in nature; that is, repetitions of causes for disciplinary action or a combination of offenses should lead to application of more serious disciplinary sanctions. Some actions, because of their seriousness, represent a threat to the safety and well-being of the individual, other employees, or students or to university operations, (i.e. use of illegal substances, absence in excess of three days without notification, etc.) and may warrant bypassing one or all steps of the disciplinary procedures. The following defines and outlines the suggested sequence of the various disciplinary actions.

    (a) A verbal warning is an oral discussion between a supervisor and an employee who fails to meet performance standards or exhibits unsatisfactory behavior. Verbal warnings are generally issued for minor offenses and should be considered by the employee as a clear indication that a repetition of the offense may call for more serious disciplinary action. When a verbal warning is issued, the supervisor should take immediate constructive steps to help the employee avoid a reoccurrence of the offense.

    (b) A written warning is more serious than a verbal warning and may become a permanent part of the employee’s official record. A written warning is issued if the required corrective behavior from a previous verbal warning(s) is not exhibited within the specified time limits, or if the offense is of a serious nature. A copy of the written warning is given to the employee and the original is forwarded to personnel services to be placed in the employee’s official file. When a written warning is issued, the supervisor should take immediate constructive steps to help the employee avoid a reoccurrence of the offense.

    (c) Continued unsatisfactory performance or the commission of a serious offense may serve as the basis for more severe disciplinary actions beyond a verbal or written warning. A suspension without pay can vary from one day to several weeks or months. A suspension is designed to give an employee some time to think over the seriousness of the offense and it is hoped that the employee will make a commitment to better behavior or performance in the future.

    (d) A reduction in pay and or position may be on a permanent or temporary basis. Demotions are for situations in which an employee has been promoted and cannot handle the job or is no longer able to perform the regular duties in a competent manner. A removal is the most serious penalty that can be imposed and should be used with care in the event that a previous progressive discipline has not achieved the corrective behavior or when a serious offense has been committed.

    (3) A staff member may be disciplined, suspended, discharged, or reduced in pay or position for the following types of unsatisfactory conduct: incompetence, inefficiency, dishonesty, drunkenness, immoral conduct, insubordination, discourteous treatment of the public, neglect of duty, failure of good behavior, or any acts of misfeasance, malfeasance, or nonfeasance.

    Employee records

    (1) Necessary job-related and personal information about each staff employee will be retained in an official personnel file maintained by and in human resources. The contents of each file will include: basic identifying information (name, address, and job title), completed employment application or other hiring related documents, notices of pay changes, information on benefit coverage, performance evaluations and information on other employment related actions (promotions, training, disciplinary, etc.), and other job related information deemed essential by the university. Essential records of current and former employees will be retained as necessary.

    (2) Access to personnel files will be provided only in the presence of a university official, and at a mutually convenient time and place. Staff employees who question the accuracy or completeness of information in their file should discuss such concerns with their supervisor and the appointing authority. Any erroneous or improper information will be removed. Should disputed information be retained in the file, the employee may submit a brief written statement identifying the alleged errors or inaccuracies. The statement will remain in the file as long as the disputed information is retained.

    General rules of conduct

    Staff members should not engage in conduct that is dishonest or fraudulent nor should they accept duties, obligations, gifts or favors of monetary value or engage in private business or professional activities which conflict with the interests and policies of the university of Akron and the state of Ohio.

    Grievances

    A grievance is a complaint or disagreement that may result from any situation in which an employee or group of employees believe that they have been unjustly treated. Grievance situations may include but are not limited to: working conditions and environment; relationships with supervisors and with other employees and officials; and/or management decisions in the application of established procedures. Grievances involving discrimination are not proper within the framework of the grievance procedure, and should be referred to the university’s affirmative action officer.

    Detailed steps to follow in the case of filing a grievance are at http://www.uakron.edu/ogc/docs/26-02_6-25-07.doc

    Orientation program

    In order to familiarize each new full-time staff employee with university privileges and benefits and the campus, an orientation program is presented by benefits administration. New employees will be notified in writing, requesting attendance at orientation after their appointment date.

    Performance appraisal

    (1) The university expects all supervisors to evaluate employees at least once annually on the basis of job performance. This performance appraisal should accomplish:

    (a) An enhanced supervisor-employee rapport and relationship through communication,

    (b) Clarification and mutual understanding relative to performance and productivity expectations, goals, and measurement criteria, and

    (c) Identification and documentation of the employee’s performance strengths and/or deficiencies in a variety of categories thereby providing the basis for current and future personnel decisions, including but not limited to salary increases for unclassified staff.

    (2) In the event of a layoff, performance evaluations will determine efficiency points, which are a part of total retention points.

    Personal changes

    (1) Since complete and up-to-date employee records are essential, it is required that each employee report any of the following changes to personnel services:

    name address telephone number additional education and/or training

    (2) The following changes need to be reported to benefits administration:

    any insurance related information, e. g., change of beneficiary for life insurance, addition or deletion of a dependent.

    (3) The following information needs to be reported to the payroll office:

    • requested payroll deductions
    • income tax exemptions

    Reduction of fees

    Staff employees and members of their families have been granted special educational privileges by the board of trustees, whereby eligibility accrues from employment as of the first day of the semester. There are many details involved in this procedure, to be found here: http://www.uakron.edu/ogc/docs/26-02_6-25-07.doc

    Compensation (University Rule 3359-26-03)

    Overtime and compensatory time - General Information - Fair Labor Standards Act

    (1) Although every effort should be made to keep hours worked within the normal forty-hour week, overtime may be necessary. The Fair Labor Standards Act (FLSA), amended in 1985, provides regulations for governing the use of overtime and compensatory time. All overtime work must be approved by the supervisor and reported on the employee’s time record. Compensatory time off must be taken at a time mutually convenient to both the employee and the supervisor.

    (2) In certain job classifications, or in certain situations, overtime work or work before/after the regular shift may be mandatory. If the supervisor requests that the employee work overtime, the employee is expected to comply.

    Guidelines for overtime pay
    • FLSA and section 124.18 of the Revised Code specify that a non-exempt employee is entitled to overtime pay at the rate of one and one-half the normal rate of pay for the authorized hours in an active pay status that are in excess of forty hours per week. The use of sick leave shall not be concidered to be active pay status for the purposes of earning overtime.
    • All overtime work must be approved by the supervisor and placed on the employee’s time record.

    Guidelines for accumulation and use of compensatory time
    • FLSA and section 124.18 of the Revised Code specify that a non-exempt employee may use compensatory time off at the rate of one and one-half hours for the authorized hours in an active pay status that are in excess of forty hours per week. The use of sick leave shall not be considered to be active pay status for purposes of earning compensatory time.
    • All compensatory time earned and taken must be approved by the supervisor and placed on the employee’s time record. No Retirement System credit will be awarded for a day on which all hours reported and paid are compensatory.
    • The total amount of compensatory time accrued may not exceed two hundred forty hours; compensatory time should be utilized within one hundred eighty calendar days of accrual. Police officers may accrue a maximum of four hundred eighty hours of compensatory time. The supervisor and/or department head signing the time record is responsible for monitoring the one hundred eighty day and two hundred forty hour limits. In the event that accrued compensatory time earned exceeds a total of two hundred forty hours, the employee will be paid for the excess and the balance of the accrued compensatory time earned will be reduced accordingly.
    • At the time of resignation, retirement or termination, an employee will receive payment for all accumulated compensatory time at the hourly rate of pay in effect at the time of separation.
    • If an employee is transferred or promoted to another department within the university, all accrued compensatory time will be transferred with the employee to the new department or the employee may request payment of accrued unused compensatory time at the hourly rate in effect at the time of transfer. The transfer or pay decision will be communicated to the payroll department by memo initiated and signed by the employee and approved by the department head.
    • A department may prescribe such additional requirements for the accrual and utilization of compensatory time as are deemed appropriate and necessary for the effective management of the unit; these may include stipulations regarding the number of consecutive days on which compensatory time may be used, the amount of notice necessary to request approval for the use of compensatory time, etc.

    If an employee is requested and/or required to work more than eight hours in a particular day, such employee may be required to take equivalent time off within the same week. This exchange/substitution procedure is considered “flexible time” and neither overtime nor compensatory time provisions will apply unless the total hours in an active pay status exceed forty in a particular week

    Overtime--University Libraries specific policies and procedures

    Overtime shifts fall within 9pm–midnight Mon-Thur, 5-9pm Fri, 4:30-8pm Sat, 7:30-midnight Sun, and extended hours during exam week. For the hours you work, you will be paid 1-1/2 times your hourly wage as long as those hours are in accordance with University Rule 3359-26-03 (see above heading "Compensation"). We cannot offer comp time for these hours. As any overtime hours that you work should not affect your regular work hours or interfere in any way with the fulfillment of your regular job duties, you must obtain your immediate supervisor’s permission in order to work overtime.

    The Bierce Library voluntary overtime service program provides an opportunity for library staff to help ensure a consistent level of high quality basic library services during late evening hours immediately preceding the closing of the building. It is important that overtime providers understand their role and meet corresponding performance expectations. These expectations are required of all staff members participating in the program and will be regularly reviewed to see if they are being met.

    The basic areas of overtime performance are as follows:

    1. Authority and Supervision
    2. Knowledge and Service
    3. Procedures

    Authority and Supervision

    A chief responsibility of the overtime service provider is to be an authoritative presence to and for everyone in the building. In order to fulfill this responsibility one must maintain a high degree of visibility. This will be accomplished by wearing a highly-visible ID badge, by being situated and moving about the public areas, through making PA announcements when needed, by assisting student workers and library users, and by generally behaving as someone in an authority position.

    Overtime providers must at least make routine and regular rounds to service desks during each shift that they work in order to make themselves visible to student assistants and to let them know that they are available to provide direct support and assistance as needed. When a student assistant requests help the staff person MUST respond immediately. If the staff person notices that activity is brisk at a service point and that student assistants seem to need help, he or she MUST go and see if they can provide assistance.

    Should an emergency occur the overtime provider is responsible for the evacuation of the building. It is the responsibility of all overtime participants to read and be familiar with the sections in the emergency evacuation handbook that address the correct procedures during evening and weekend shifts. Questions regarding the procedures should be addressed to Mr. Don Appleby.

    Knowledge and Service

    During overtime shifts basic services in the public area are provided by student assistants. The expectation is that the overtime providers will ensure that they do.

    Overtime providers are responsible to interpret all library policies as called upon to the public. They have the authority to exercise their own judgment in implementing the Library’s Special Loans Policy. They are to be able to direct and guide people in accessing and locating information and resources both within the building and via the library’s web page. They are expected to identify ongoing and continuing problems and bring them to the attention to the overtime coordinator (such as, training needs for student assistants, or, if library users repeatedly demonstrate that they need a given service during overtime shifts, overtime providers in conjunction with the overtime coordinator should agree to address the issue with additional training or a similar response).

    Procedures and Communication

    Various overtime program procedures have been issued, some of which were developed in conjunction with overtime service providers through their collective experience. In order to provide a degree of consistency and dependability to the program all overtime service providers are expected to follow these procedures.

    Trading Shifts

    You may trade your shift with another if in turn you are taking one of their shifts. When making a schedule switch, you are required to manually note the change on the master schedule in the reference work room (172B) and notify via e-mail Jeff Franks and Ann Evans so that changes will be noted on the online public calendar. If however, you need to make a schedule change but cannot arrange a trade, you must notify the overtime coordinator directly that you are unable to fulfill your scheduled shift.

    Missed Shifts

    From time-to-time someone may misread the schedule or forget that they are scheduled to work an overtime shift. If the overtime staff person fails to arrive for their shift, the librarian at the Information/Reference Desk will attempt to contact them by telephone. The purpose of this is threefold. First, they may find the individual is on their way or has forgotten, in which case a reminder and opportunity to come in can be given. Second, it is a good safety procedure to let family or loved ones know that someone was supposed to arrive at work, but did not. Third, the librarian and/or the circulation staff member on duty may not be able or willing to remain to cover the overtime shift.

    In the event that the overtime staff person has failed to arrive and cannot be reached, the shift will be treated as a “ditched” shift and the procedures below will be followed.

    Reassignment of Ditched Shifts

    The librarian on duty or the overtime coordinator, if available, will begin telephoning other available overtime providers according to a rotary system until filled (that is, the person called first during a given occasion will go to the bottom of the list for the next until the list is fully rotated through). If a person does not answer the phone, they are skipped.

    Communication

    All overtime participants are expected to obtain permission from their immediate supervisor in order to work the extra hours that overtime entails. It is assumed that supervisors will grant permission if and only if the employee is performing at a satisfactory level or above and completing the requirements of their regular employment. Participants must also provide their supervisor with an updated overtime schedule at the beginning of each semester.

    Overtime providers must notify the evening/weekend reference librarian via telephone or personal visit when they have arrived and are present for an overtime shift. The earlier this is done the better it is for the librarian on duty and the circulation staff member, as they can then concentrate on finishing reference transactions, assisting users, and making whatever arrangements they must make before ending their shift and leaving. If they are not notified as outlined above, they will begin the procedure for ditched shifts.

    Participants must communicate all schedule changes by noting the master schedule in 172B and by informing via e-mail Jeff Franks and Ann Evans.

    Participants must inform student assistants when going on break or when they will be unavailable for a period of time. If possible, provide a way that one can be located in case one is needed.

    Basic courtesies

    It is understood that overtime participants will:

    • Provide the coordinator and their peers with current contact information
    • Carefully note one’s shifts on the schedule
    • Read all overtime procedures, schedules, and communications thoroughly
    • Keep the overtime schedule, contact list, and all procedures and guidelines handy
    • Inform the overtime coordinator of any issues or problems encountered during overtime shifts, including those affecting or involving student assistants, library users, and the building
    • To guarantee basic service coverage, overtime providers are expected to cover service desk during absences of student assistants

    Overtime Schedule Change Procedure

    You may trade your shift with another if you are taking one of their shifts and they are taking one of yours. If, however, you need to make a schedule change but cannot arrange a trade, please notify the overtime coordinator (Jeff) directly.

    Surrendered shifts will be offered to another individual by alphabetical order. The alphabetical list will rotate each new occasion that this occurs. In other words, the first time there is a surrendered shift, it will be offered to the first person on the alphabetical list. If this individual declines it will then be offered to the second person in the alphabet and so on.

    Process for Missed shifts

    From time-to-time, for whatever reason, one of you may misread the schedule or forget that you are scheduled to work an overtime shift. This procedure is intended to help you redeem your forgotten or misplaced shift, but also to make sure that someone arrives for that shift.

    The procedure is thus:

    If you fail to arrive for your shift, the reference librarian will phone you via the phone number(s) that you have provided. The purpose of this is threefold. First, they may find that you have left for the library or that you have forgotten, in which case you will be reminded and have the opportunity to come in. Second, it is a good safety procedure to let your family or loved ones know that you were supposed to be at work, but have not arrived. Third, the librarian and/or the circulation staff member may not be able or willing to remain to cover your shift.

    In the event that you cannot be reached, the librarian or I will treat the shift as a “ditched” shift and the alphabetical list of overtime providers will be used to locate a replacement. As with schedule changes, that list will rotate forward.

    Role of overtime personnel

    The library is open late with basic services to be provided. This is the base premise of the Overtime program as well as its origin. The services to be provided for the most part are defined now as ones capable of being performed by student assistants. To that end, the reference desk will be staffed with a student assistant every evening with two students on Sunday evening.

    There are no expectations of staff beyond basic services; that is, staff people are not performing overtime in their home departments. However, even though their role in the Overtime program is distinct from their usual job, each person is certainly and obviously able to provide what expertise they can. Each person has special skills and talents, and can thereby add qualitatively to the program, without there being formal or programmatic expectations.

    The principal role of the staff person is to be an authoritative presence to and for everyone and all in the building. The staff person is neither a body guard for student employees nor a police person for anyone else.

    Visibility is the key. This can be accomplished several ways: be in a public area; make PA announcements yourselves; wear markedly visible ID; act as though you are in charge; etc. Also, see the following as a way to distinguish yourself.

    Secondarily the role of the staff person on Overtime is to provide advice, assistance, and help to all the students on duty as much as possible. Again, this will vary according to skill, but the staff people at least need to make routine and regular rounds to the service desks to let student workers know that they are there to help and to directly provide support and assistance as needed. If a student notifies them of a need for help, they should immediately go. If the staff person sees students busy in one area, he or she should see if they can be of any help. Going from station to station will signal to everyone that the person is clearly in charge and responsible, with authority to act.

    Provisions have already been made to even service skills by enabling all Closers to implement the Special Loans Policy. Steps are being taken to create tools to help the reference student select appropriate resources to guide users toward the completion of their projects, and to help with printing problems and other technical issues. Staff can use these resources on their own or as a guide to the student on duty.

    Development of skills and resources should be responsive to service issues identified by Overtime Personnel, as the above were intended to do as a result of the meetings we’ve had.

    There is to be no favoritism shown to any service desk or toward any set of student employees. In the Overtime program, staff people represent the library as a whole. A person’s skills will no doubt direct where attention is needed and how the most beneficial help to users of the library can be accomplished. Although each evening will be defined by the skills of the staff person, over the course of the week and semester there will be a variety of additional and value-added services that can be given to users. Additionally the diversity of staff people will help to identify and articulate the need for additional resources, services, or skills.

    Pay and payroll deductions

    (1) The university of Akron observes an eighty hour pay period and each staff employee is paid every other Friday for the prior biweekly pay period. Arrangements may be made for the direct deposit of pay by contacting the payroll office.

    (2) In order to comply with federal, state and local laws, the university must regularly deduct from an employee’s paycheck federal income taxes, state income taxes, city income taxes, Retirement System contributions, and medicare taxes (for employees hired after April 1, 1986).

    (3) In addition, there are other deductions which the university will withhold at the employee’s request; these include savings bond(s) payments, United Way contributions, Akron teachers credit union deposits, certain annuities, and donations to university development funds, etc.

    Time Cards

    Time cards need to be filled out and turned in on a regular basis, either bi-weekly or monthly, depending on your position. It is crucial that proper procedure is followed, and that deadlines for turning in your time card are carefully followed. The normal time card schedule can be modified for holidays. Consult the Payroll Office web site for monthly and bi-weekly schedules: http://www.uakron.edu/busfin/controller/payroll.php

    Separation from the university

    (A) Service with the university of Akron may be interrupted and/or terminated as a result of:

    (1) Resignation.

    (2) Retirement.

    (3) Discharge for cause.

    (4) Layoff or a reduction in force for a period of more than twelve consecutive months.

    (5) Failure to respond to a return to work request within ten days, following layoff or at the expiration of an authorized period of leave.

    (6) Failure to report for work or failure to report off work for a three-day period.

    (7) Being on extended disability leave for a period of three years or longer.


    (B) “Clearance Form.”

    A “Clearance Form” must be completed by all employees who are exiting the university and may also be required for interdepartmental transfers. Payroll will not issue the final compensation check without a completed “Clearance Form.” “Clearance Forms” can be obtained from the human resources web page.


    (C) Establishing last day worked.

    A terminating employee’s “last day worked” shall be the actual day on which the employee last performed assigned duties. The last day worked cannot be extended by use of either accrued vacation or sick leave unless such sick leave has been certified by a physician.


    (D) Resignation.

    In the event of a resignation, an employee should:

    (1) Provide written notice to the immediate supervisor and to human resources at least two weeks in advance of the last working day at the university.

    (2) A “Clearance Form” must be completed by obtaining necessary signatures indicating that all assigned university property - keys, photo-identification card, etc., have been returned and other obligations to the university have been satisfied.


    (E) Retirement.

    Assistance with retirement processing for staff members considering retirement from school employees retirement system “SERS” or public employees retirement system PERS(LE) is coordinated by benefits administration. Initial contact with that office should occur no less than three months prior to the anticipated effective date of retirement. Assistance is available to coordinate regular and disability retirements, service credit purchase and/or reinstatement of canceled credit.

    (1) Payment of sick leave at the time of retirement.

    (a) At the time of retirement from the university of Akron, an employee with ten or more years service with the state of Ohio shall be compensated in an amount not to exceed one-fourth the value of accrued but unused sick leave credit based upon the employee’s rate of compensation at the time of retirement. The maximum payment for any non-exempt employee shall be two hundred forty hours, and for any exempt employee shall be thirty days.

    (b) The payment of sick leave under this policy cancels the entire sick leave credit accrued by the employee at the time of retirement, and payment will be made only once to any employee.

    (2) Retirement contribution refund.

    (a) If an employee leaves the university prior to retirement and wishes a refund of SERS or PERS(LE) contributions, the employee should contact SERS OR PERS(LE) or benefits administration at the university for information and forms.

    (b) Contact benefits administration to schedule an exit interview to obtain information concerning insurance, retirement, vacation, completion of the “Clearance Form,” etc.


    (F) Other separations.

    For other circumstances which result in an employee leaving the university - medical disability, involuntary termination, etc., - specific policies and/or procedures apply. Among these are Ohio civil service laws, local collective bargaining agreements, bureau of worker’s compensation regulations, and selected university policies.


    (G) Unemployment.

    Staff members who are temporarily unemployed during break periods and have assurance of work when the break period ends are not covered under the Ohio unemployment compensation laws and are ineligible for unemployment compensation benefits.

    Contract Professional-specific Policies and Procedures

    Sick leave for contract professionals, classified, and unclassified exempt staff

    General policy

    (1) The university shall provide paid sick leave to all school of law faculty, contract professionals, classified, unclassified exempt staff in accordance with the provisions of sections 124.38 and 124.39 of the Ohio Revised Code, and all employees other than members covered by collective bargaining agreements.


    (2) Paid sick leave is defined as the authorized absence from duties for the following reasons:

    • Personal illness, pregnancy, or injury.
    • Exposure to contagious disease which could be communicated to other members of the university family.
    • Illness, injury, or death (to a maximum of five days) in the individual's immediate family.
    • Medical, psychological, dental, or optical examination or treatment of the employee or a member of the immediate family.


    (3) Definition of immediate family.

    The employee's immediate family is limited to the employee's spouse, parents, children, grandparents, siblings, grandchildren, brother in law, sister in law, daughter in-law, son in law, mother in law, father in law, or a legal guardian or other person who under Ohio law is legally recognized to stand in the place of the parent.


    (4) Where sick leave is requested to care for a member of the immediate family, the department of benefits administration will require a physician’s certificate to the effect that the presence of the employee is necessary to care for the ill person.


    (5) Active pay status means the conditions under which an employee is eligible to receive pay, and includes, but is not limited to, vacation leave, sick leave, leave with pay, bereavement leave, and administrative leave. No pay status means the conditions under which an employee is ineligible to receive pay, and includes, but is not limited to, leave without pay, leave of absence, and disability leave.

    Accrual of sick leave credit

    (1) Sick leave is accrued at the rate of 4.6 hours per eighty hours of active pay status. Only accrued sick leave hours can be requested for authorized paid absences. Sick leave will be charged only for hours an employee is regularly scheduled to work but absent. Employees are not permitted to change a paid sick leave request once a work day has started (i.e. paid sick leave to vacation).


    (2) There is no accumulation of benefit while on leave of absence without compensation.


    (3) Sick leave accrual shall accumulate without limit, from the date of hire. All sick leave accrued by existing employees from their date of hire shall be reinstated, less actual sick leave taken and recorded as such under prior policy.

    Procedure governing utilization of sick leave

    (1) Sick leave is authorized upon the request of the employee and approval of the department head by the employee or employee’s legal representative notifying the department head as soon as practicable, presumably on the first day of absence.


    (2) The university reserves the right to require a physician’s certification or other verification in all instances of paid leave. When such certification or verification is required, it shall be collected by the department of benefits administration for audit and retention.


    (3) When paid sick leave is used, it will be deducted from the employee's accumulated total, one hour for each hour of absence. However, managers may allow some flexibility in scheduling work time for a single day where reasonable and practical.


    (4) For twelve month faculty, contract professionals, classified and unclassified exempt staff, a continuous period of sick leave commences with the first day, or part of a day, of an absence and includes all subsequent days, or part of a day, except Saturdays, Sundays, and holidays observed by the university of Akron until the employee returns to work. However, Saturdays, Sundays, and holidays shall be included in the calculation of a continuous period of sick leave for those employees who may be scheduled to work on those days.


    (5) For nine month faculty, a continuous period of sick leave commences with the first day of an absence and includes all days classes are in session during the academic year or summer session except Saturdays, Sundays, and holidays observed by the university of Akron. However, Saturdays, Sundays, and holidays shall be included in the calculation of a continuous period of sick leave for those employees who may be scheduled to work on those days.

    (6) The department of benefits administration shall establish a sick leave reporting system for faculty, contract professionals, classified and unclassified exempt staff.


    (7) In all cases of leave for illness or injury, the university may require written certification by a physician attesting to an employee’s fitness to return to work.


    (8) Paid sick leave will be charged when used. The prior practice of only charging accumulated sick leave when: it became necessary for the university to hire a substitute because of sick leave; when a period of sick leave extended beyond two weeks; or, in the case of teaching faculty, if the dean could arrange to fulfill the faculty member’s duties at no additional cost to the university and at no loss of quality in the instructional program, the first day of sick leave begins on the first day of the semester following the beginning of the illness, is hereby abolished.

    Transfer of sick leave

    An employee who transfers from one public agency to another, or who is reappointed or reinstated, or who transfers from one state department to another shall, upon reentering and submitting certified evidence of accumulated sick leave, be credited with the unused balance of accumulated sick leave, provided the time between separation and reappointment does not exceed ten years. The words “public agency,” as used above, include the state, counties, municipalities, and all boards of education within the state of Ohio. The amount of sick leave transferred to state service shall not be greater than the maximum accumulation which would have been allowed if all public employment had been in the state service.

    Payment of sick leave upon retirement

    (1) Upon retiring from active service with the university after ten or more years of service with the state or any of its political subdivisions, an employee may elect to be paid for one fourth of the accrued but unused sick leave credit up to a maximum of one-fourth of one hundred twenty days. This payment will be based upon the employee’s rate of pay at the time of retirement. Upon accepting such payment, all sick leave credit accrued up to that time will be eliminated.

    (2) Such payment will be made only once to any employee.

    (3) The maximum payment allowed will be one-¬fourth of one hundred twenty days. Sick leave conversion does not apply to any termination or separation other than retirement.

    Unexcused absence, failure to give proper notification and falsification

    Any unexcused absence or failure to give proper notification may result in the absence being charged to leave without pay. Falsification of either a written, signed statement or a physician's certificate shall be grounds for disciplinary action, including dismissal. Except in instances due to extended illness or injury, monthly or annual absences greater than the number of hours or days accrued may be considered excessive.

    Vacation leave may not be converted to sick leave unless the employee or a member of the employee’s immediate family is admitted to or treated in a hospital or is under the treatment of a licensed physician and is not released to work. Written verification is required. Only those hours/days certified above may be converted to sick leave.

    The university of Akron administration shall develop policies and procedures necessary to implement the provisions in this rule.

    Professional leave, leave of absence, and vacations for employees other than bargaining unit faculty

    Professional leave and leave of absence

    (1) Under the Family and Medical Leave Act of 1993 ("FMLA"), up to 12 weeks of leave without pay during any 12 month period are provided to eligible employees other than bargaining unit faculty for certain family and medical reasons. Employees other than bargaining unit faculty are eligible if they have been employed by the university for at least one year and for 1,250 hours (.6 fte) over the previous 12 months.

    Leave without pay will be granted for any of the following reasons:

    (a) Birth of a child or placement for adoption or foster care

    (b) Serious health condition of employee

    (c) Serious health condition of a child, spouse, or parent


    (2) Subject to the provisions of the applicable policies, paid vacation leave or sick leave may be substituted for leave without pay.


    (3) Leave may be denied if an employee other than bargaining unit faculty fails to provide 30 days advance notice when the leave is foreseeable or medical certification to support a request for leave because of a serious health condition (including requested second opinions at the university's expense) and fitness for duty to return to work reports.


    (4) Group health benefits will be continued for the duration of an "FMLA" leave. Upon return, the employees other than bargaining unit faculty will be restored to their original or equivalent positions with equivalent pay, benefits and other employment terms.


    (5) Nothing in this section shall be deemed to create any additional benefits, rights, or entitlements to employees other than bargaining unit faculty beyond those required by the provisions of “FMLA” or applicable law of the state of Ohio. For purpose of implementing the university of Akron's family and medical leave policy and procedures, the definitions and provisions of the "FMLA" shall be followed when necessary to ensure minimum compliance with the law.


    (6) While the university does not have a program of sabbatical leaves, it does have a professional leave program for the school of law, as provided by the board, and described in rule 3359-11-04.


    (7) Leaves of absence without compensation for employees other than bargaining unit faculty may be granted by the board upon recommendation of the president.


    (8) No member of the faculty shall be absent from proper duties at the university for any cause other than sickness, except upon permission of the president, upon recommendation of the faculty member's dean or administrative superior.

    Academic year and vacations

    (1) Full-time faculty members on a nine-months' appointment are expected to be on duty during the fall and spring semester and continuing through spring commencement exercises, and are entitled to all academic vacations during that period.


    (2) Faculty members and designated others on a full time twelve-months' appointment (effective July 1) have 22 working days of vacation as arranged with the dean or administrative supervisor as described in rule 3359-11-03, vacation policy for full time 12-month faculty, contract professionals, and unclassified exempt staff.

    Vacation policy for full-time 12-month faculty (other than bargaining unit faculty) contract professionals, and unclassified exempt staff

    This rule shall apply to all 12 month faculty who are not bargaining unit faculty, and it shall apply to contract professionals, and to unclassified exempt staff.

    General policy governing the accrual and carry-over of unused vacation leave

    (1) All full-time, 12-month faculty, contract professionals, and unclassified exempt staff may accrue a maximum of 22 paid vacation days (176 hours) each year. Vacation is accrued at the rate of 1.833 days (14.67 hours) for each calendar month of active pay status, excluding leaves without compensation. Vacation days shall include Monday through Friday, exclusive of holidays.


    (2) Employees are expected to use their accrued vacation annually. Any accrued and unused vacation leave credit for prior years, up to a maximum of 44 days (352 hours), may be carried forward to the following year. However, any accrued and unused vacation leave in excess of 44 days (352 hours) shall be forfeited on June 30 of each year.

    Procedure governing vacation leave

    (1) To minimize interruption of services, all vacation leave must be approved by the appropriate dean or administrative department director. The use of vacation leave may be authorized in advance of accrual upon approval of the appropriate dean or administrative department director, and with final approval of the president or appropriate vice president. Upon separation from service, the employee's final pay check shall be reduced by the amount of used, but not accrued, vacation leave. The office of human resources shall establish a reporting system whereby deans or administrative directors shall report annually vacation accumulation and use for all employees under their supervision.


    (2) If an individual's employment basis is changed from 12-month to 9-month, no accrued unused vacation time shall be carried over beyond the end of the 12-month appointment.

    Vacation leave upon separation of employment

    (1) Payment for accrued and unused vacation leave shall be made only upon separation of service from the university of Akron. Such payment shall be made in a lump sum based on the rate of compensation at separation for any accrued but unused vacation leave, subject to a maximum of 22 days. If an employee dies during active pay status, the accrued and unused vacation leave for the current year, plus any accrued and unused vacation leave, up to a maximum of 22 days carried over from the prior fiscal year, shall be paid in accordance with section 2113.04 of the revised code.


    (2) For purposes of calculating the lump-sum payment upon separation, 22 working days shall be equal to 1/12 of the annual salary of the employee.

    Contract Professional Grievance Procedure

    Details of the Grievance Procedure for Contract Professionals can be found at http://www.uakron.edu/ogc/docs/22-05f.doc

    Library Part-time Staff-specific Policies and Procedures

    Part-time staff group health insurance coverage

    (A) The university of Akron offers part-time group health insurance coverage. Premium costs for the coverage are paid entirely by the part-time staff members and will be the same as those charged to the university for full-time staff members.

    (1) Eligibility criteria require that part-time employees be currently working at least one-half of a full-time equivalency during the semester for which coverage is requested. The prior employment service relationship requirement need not be at a level of at least one-half of a full-time equivalency.

    (2) Coverage is provided through the university's managed care organizations.

    (3) The office of benefits administration manages the program and premium collection.

    Part-time faculty grievance procedure

    A part-time faculty member who wishes to file a grievance shall follow these procedures:

    (A) The part-time faculty member shall first attempt to reconcile the grievance through the department head.

    (B) If the part-time faculty member does not feel the matter has been resolved satisfactorily, the part-time faculty member may file an appeal to the appropriate academic dean. Such an appeal must be stated in writing giving the nature of the grievance and the reason for appeal.

    (C) If the part-time faculty member feels that the grievance has not been resolved satisfactorily by the academic dean, the part-time faculty member may appeal to the part-time faculty grievance committee. This committee is composed of the associate provost; the director of academic services (chair), who receives the complaint, and three part-time faculty members appointed by the president to hear this complaint. The three part-time faculty members so appointed must hold a lecturer rank equal to or higher than that of the person filing the complaint and cannot be from the same discipline or teaching area as the complainant. The part-time faculty grievance committee on receiving the complaint will make every effort to reconcile the matter in an expeditious manner and make its recommendation to the provost for final determination.

    (D) The provost may accept the recommendation of the part-time faculty grievance committee in whole or in part or may reject it in its entirety. In any case, the decision which the provost makes is final.

    Library Faculty-specific Policies, Definition of Faculty, and Bargaining Unit Faculty (BUFs)

    Faculty status

    (a) Regular faculty.

    (i) The regular faculty is composed of all full-time faculty with titles of distinguished professor, professor, associate professor, and assistant professor. Members holding these ranks are eligible to be awarded indefinite tenure. All regular faculty below the rank of distinguished professor are eligible for promotion to a higher rank.

    (ii) Members of the regular faculty generally have a full range of responsibilities to academic units including teaching; research and other creative professional work; service to department, college, and university; and public service related to their areas of expertise.

    Who are Bargaining Unit Faculty?

    “Bargaining unit faculty,” as defined in Article 3 of the collective bargaining agreement- Recognition of the Bargaining Unit (http://www.akronaaup.org/negotiations/proposals/Art03RecognitionTA02-12-04.pdf)- states that this includes full-time Instructors, Assistant, Associate, and Full Professors; but excludes Visiting and Temporary Instructors and Professors

    Orientation of new faculty members

    Before the opening of the fall semester of the university, a seminar is conducted for new, regular and full-time auxiliary faculty members to acquaint them with the objectives and the various activities of the university.

    Leaves of Absence

    Sick leave

    General policy

    The University shall provide paid sick leave to all bargaining unit faculty, as outlined below. Paid sick leave is defined as the authorized absence from duties for the following reasons:

    • Personal illness, pregnancy, or injury (if the illness or

    injury is for more than five (5) days, the Department of Benefits Administration may require a physician's certificate).

    • Exposure to contagious disease which could be

    communicated to other members of the University family.

    • Illness or injury in the individual's immediate family (as

    defined below).

    • Death (to a maximum of five days) in the individual's

    immediate family (as defined below).

    • Medical, psychological, dental, or optical examination

    or treatment of the employee or a member of his or her immediate family (as defined below).

      • Definitions.
        • Immediate Family: The employee's immediate family

    is limited to the employee's current spouse, parents, children, grandparents, siblings, grandchildren, current brother-in-law, current sister-in-law, current daughter-in-law, current son-in-law, current mother-in-law, current father-in-law, step-parents, step-children, step-siblings or a legal guardian or other person who under Ohio law is legally recognized to stand in the place of the parent.

    Accrual of sick leave credit

    a. Sick leave is accrued at the rate of 10 hours per month for all twelve months of the year, or as otherwise provided by law. b. Only accrued sick leave hours can be requested for authorized paid absences. c. There is no accumulation of sick leave benefits while on leave of absence without compensation. d. Sick leave accrual shall accumulate without limit, from the date of hire.

    Procedure governing utilization of sick leave

    a. Sick leave must be requested as far in advance when possible. If advance notice is not possible, then it must be requested by the employee or employee's legal representative by notifying the department head as soon as is practicable, presumably on or before the first day of absence, unless extenuating circumstance exist. b. The University reserves the right to require a physician's certification or other verification in all instances of paid sick leave, and also reserves the right to obtain a second certification from a physician of the University's choice, and at the University's expense. When such certification or verification is required, it shall be collected by the Department of Benefits Administration for audit and retention. c. For twelve-month bargaining unit faculty, a continuous period of sick leave commences with the first day, or part of a day, of an absence and includes all subsequent days, or part of a day, except Saturdays, Sundays, and holidays observed by the University, until the employee returns to work. However, Saturdays, Sundays, and holidays shall be included in the calculation of a continuous period of sick leave for those employees who may be scheduled to work on those days, provided, however, no more than five (5) sick days shall be counted in any period where an employee is continuously absent Monday through Sunday. d. For academic year (9-month) bargaining unit faculty, a continuous period of sick leave commences with the first day of an absence and includes all days classes are in session during the academic year or summer session except Saturdays, Sundays, and holidays observed by the University. However, Saturdays, Sundays, and holidays shall be included in the calculation of a continuous period of sick leave for those employees who may be scheduled to work on those days, provided, however, no more than five (5) sick days shall be counted in any period where an employee is continuously absent Monday through Sunday. e. Bargaining unit faculty shall comply with the sick leave reporting system as established by the University's Department of Benefits Administration. f. In all cases of leave for illness or injury, the University may require written certification by a physician attesting to an employee's fitness to return to work, and reserves the right to obtain a second certification from a physician of the University's choice and at the University's expense. g. Paid sick leave will be charged when used. h. When sick leave is used, it will be deducted from the employee's accumulated total, one hour for each hour thereof of absence.

    Transfer of sick leave

    A bargaining unit faulty member who transfers from one public agency to another, or who is reappointed or reinstated, or who transfers from one state department to another shall, upon reentering and submitting certified evidence of accumulated sick leave, be credited with the unused balance of accumulated sick leave, provided the time between separation and reappointment does not exceed ten years. The words "public agency," as used above, include the state, counties, municipalities, and all boards of education within the state of Ohio. The amount of sick leave transferred to state service shall not be greater than the maximum accumulation which would have been allowed if all public employment had been in the state service.

    Payment of sick leave upon retirement

    a. Upon retiring from active service with the University after ten or more years of service with the State or any of its political subdivisions, a bargaining unit faculty member may elect to be paid for one-fourth of the accrued but unused sick leave credit up to a maximum of one-fourth of one hundred twenty days. This payment will be based upon the bargaining unit faculty member’s rate of pay at the time of retirement. Upon accepting such payment, all sick leave credit accrued up to that time will be eliminated. b. At the election of the bargaining unit member, such payment will be made upon retirement in a lump sum or in up to three annual installments. If made in one lump sum, payment is made in one paycheck at the end of the month in which the retirement is effective.

    Unexcused Absence=

    Any unexcused absence or failure to give proper notification may result in the absence being charged to leave without pay. Falsification of either a written, signed statement or a physician's certificate shall be grounds for disciplinary action up to and including dismissal. Subject to the Family and Medical Leave Act (FMLA), monthly or annual absences greater than the number of hours or days accrued may be considered excessive, except in instances due to extended illness or injury.

    Restrictions:

    Vacation leave may not be converted to sick leave unless the employee or a member of the employee's immediate family is admitted to or treated in a hospital or is under the treatment of a licensed physician and is not released to work. Written verification is required. Only those hours/days medically certified may be converted to sick leave.

    Sick leave shall not be paid upon the death of an active employee.

    Vacation

    1. Academic Year Bargaining Unit Faculty. Bargaining unit faculty on an academic year (9-month) appointment shall not be eligible for vacation. Such members shall be eligible for all academic recesses, breaks, and holidays as scheduled during the academic year.

    2. 12-month Bargaining Unit Faculty. Bargaining unit faculty on a full time twelve-month appointment (effective July 1) have 22 working days (176 hours) of vacation as arranged with their dean or administrative supervisor. Vacation is accrued at the rate of 1.833 days (14.67 hours) for each calendar month of active pay status, excluding leaves without compensation. Vacation days shall include Monday through Friday, exclusive of holidays. Bargaining unit faculty are expected to use their accrued vacation annually. Any accrued and unused vacation leave credit for prior years, up to a maximum of 44 days (352 hours), may be carried forward to the following year. Any accrued and unused vacation in excess of 44 days (352 hours) shall be forfeited on June 30 of each year. To minimize interruption of services, all vacation leave must be approved by the appropriate dean or administrative department director. The use of vacation leave may be authorized in advance of accrual upon approval of the appropriate dean or administrative department director, and with final approval of the President or appropriate Vice President. Upon separation from service, the bargaining unit member's final pay check shall be reduced by the amount of used, but not accrued, vacation leave. If a bargaining unit member’s employment basis is changed from 12-month to 9-month, any accrued but unused vacation time shall be paid to the bargaining unit faculty member in a lump sum based on the 12- month rate of compensation on the effective date of the change up to a maximum of 22 days. Upon separation of service, payment for accrued and unused vacation leave shall be made to the bargaining unit faculty member in a lump sum based on the rate of compensation at separation for any accrued but unused vacation leave up to a maximum of 22 days. For purposes of calculating the lump-sum payment upon (1) 12 to 9 month employment status change or (2) separation, 22 working days shall be equal to 1/12 of the annual salary of the bargaining unit member. If a bargaining unit faculty member dies during active pay status, the accrued and unused vacation leave for the current year, plus any accrued and unused vacation leave shall be paid in accordance with section 2113.04 of the Ohio Revised Code up to a maximum of 22 days.

    Family and Medical Leave

    Under the Family and Medical Leave Act of 1993 ("FMLA"), up to 12 weeks of leave without pay during any 12 month period are provided to eligible bargaining unit faculty for certain family and medical reasons. Bargaining unit faculty are eligible if they have been employed by the University for at least twelve (12) months, this twelve (12) month period need not be consecutive, and for 1,250 hours (.6 fte) over the previous applicable period. FMLA leave without pay will be granted for any of the following reasons:

    1. The birth of a child or placement of a child with the bargaining unit faculty member for adoption or foster care; 2. A serious health condition of the bargaining unit faculty member that renders him or her unable to perform his/her job functions; or 3. In order to care for a bargaining unit member's child, spouse, or parent who has a serious health condition. Paid vacation leave or sick leave may, at the employee's option, be substituted for FMLA leave.

    If the bargaining unit faculty member fails to provide at least 30 days advance notice when the leave is clearly foreseeable leave may be delayed until at least thirty (30) days after the date the employee provides notice to the employer. If the bargaining unit faculty member fails to provide a medical certification to support a request for leave because of a serious health condition (including requested second opinions at the University's expense), leave may be delayed until certification is provided. If the employee never produces certification then the leave is not FMLA leave.

    Group health benefits will be continued for the duration of an FMLA leave. Upon return, a bargaining unit faculty member will be restored to his or her original or an equivalent position with equivalent pay, benefits and other employment terms.

    A "rolling" twelve-month period measured retrospectively from the date a Member uses any FMLA leave shall be used to determine the "twelve99 month period" in which the twelve weeks of FMLA leave entitlement occurs.

    Family and Medical Leave may be used on a continuous basis. It may also be used on an intermittent basis, or as a reduced work schedule as provided by law. Application for FMLA is made to the office of Benefits Administration; and approval of the request made by the office of Benefits Administration.

    Nothing in this section shall be deemed to create any additional benefits, rights, or entitlements to bargaining unit faculty beyond those provided by the provisions of the FMLA or applicable law of the state of Ohio. For the purpose of implementing this FMLA policy, the definitions and provisions of the FMLA shall be followed when necessary to ensure compliance with the law.

    Court Leave

    1. Except as otherwise provided by law, employees will be granted leave with pay if:

    • Summoned for jury duty by a court of competent jurisdiction,
    • Subpoenaed to appear before any court, commission, board

    or other legally constituted body authorized by the law to compel the attendance of witnesses, where the employee is not a party to the action, or

    • Participating in any action, as an appellant or subpoenaed

    witness, before the state personnel board of review and is in active pay status at the time of scheduled hearing before the board. When utilizing court leave, a copy of the summons or subpoena must be forwarded to human resources for retention in the employee's personnel file. The "notes" area of the time record should indicate "lwp-court leave".

    2. An employee who is appearing before a court or other legally constituted body in a matter in which the employee is a party, such as but not limited to a plaintiff or defendant, may be granted vacation time or leave of absence without pay. Such instances would include, but not be limited to, criminal or civil cases, traffic court, divorce or custody proceedings, or appearing as directed as a parent or guardian of a juvenile.

    3. Proof of appearance will be required.

    4. Any compensation or reimbursement for jury duty or for court attendance compelled by subpoena, when such duty is performed during an employee's normal working hours, and for which the employee was paid by the University, shall be remitted by the University employee to the payroll office.

    Disability Leave

    A disability leave is defined as an unpaid leave granted or required by the University for medical reasons after the bargaining unit faculty member has exhausted all accrued sick leave. The bargaining unit faculty member must exhaust all paid leave before going on unpaid disability leave. A bargaining unit faculty member whose absence due to illness or injury exceeds all paid leave may be granted disability leave for up to six (6) months and may be extended by increments of up to six (6) months for a total of one (1) year. During the period of disability leave, the University will not pay salary or wages nor contribute toward retirement benefits nor provide for the accumulation of sick leave or vacation leave, but will provide all other employment benefits that the employee elects during an enrollment period, or subsequent qualifying event, subject to the applicable employee's timely contributions in providing the same. A bargaining unit faculty member shall receive and otherwise participate in all employment benefits except retirement while on unpaid disability leave. Upon return from disability leave, the bargaining unit faculty member will be reinstated to his or her position or a comparable position (with the same tenure status and rank) with equivalent pay and benefits, including any increases of salary not related to merit and comprehensive changes in benefits.

    Military Leave

    The University will comply with all current state and federal laws regarding bargaining unit faculty who either enlist or are drafted into the uniformed or armed forces of the United States. Certain of those provisions, include 38 U.S.C. Chapter 43, O.R.C. §§ 5903.01-5903.02, 5923.05 and O.A.C. 123:1-34-01-05, and provide in part as follows. 1. A bargaining unit faculty member who performs reserve duty is entitled to leave of absence from the member's positions without loss of pay for the time the member is performing service in the uniformed services, for periods of up to one month, and thereafter if called to active duty will be paid each month an amount that equals the difference between the member's gross monthly wage or salary as a University employee and the sum of the member's gross uniformed pay and allowances received for that service.

    2. A bargaining unit faculty member who is called to active duty or active duty training in the uniformed or armed services shall have the right to continue all or part of existing health and dental insurance benefits (including dependent coverage) on the same terms as if the bargaining unit faculty member were working fulltime in the bargaining unit. In addition, such activation shall be considered a "qualifying event" for purposes of being able to modify benefits coverage.

    Adoptive and Foster Parent Leave

    Upon the adoption of a child or arrival of a foster child, a bargaining unit faculty member who is on active pay status is entitled to twenty (20) working days of paid leave which will not be taken from sick days, but counted as part of FMLA leave.

    Maternity Leave

    Upon delivery, a pregnant bargaining unit faculty member who is on active pay status is granted twenty (20) working days of paid Maternity Leave not taken from sick days. In addition to the paid maternity leave, such bargaining unit faculty member who is physically unable to perform her duties may elect to request either:

    • Paid sick leave on the same terms that sick leave is available for

    any other illness, injury, or disability, or

    • FMLA leave if a pre- or post- delivery bargaining unit faculty

    member wishes to be absent from work for a period of time longer than the period of actual physical disability. Use of Maternity Leave shall count as part of the twelve (12) week FMLA leave.

    Paternity Leave

    A bargaining unit faculty member who is on active pay status upon a pregnant spouse’s delivery is granted, within 180 days of the delivery, twenty (20) working days of paid Paternity Leave which will not be taken from sick days, but counted as part of FMLA leave.

    Special or Emergency Leave

    The University may grant special or emergency leaves for purposes, time periods, and under circumstances other than those described in other provisions of this Agreement. Such leaves may be requested by a bargaining unit faculty member and granted if supported by the department or unit head, dean or Library Administrator, and Provost and approved by the Board of Trustees. The terms and conditions of such leaves shall be mutually approved by the bargaining unit faculty member and the Administration.

    Child Day Care

    Bargaining unit faculty covered by this agreement may be provided Full- Day Pre-School, Toddler Full-Day and/or Hourly/Flextime Pre-School services at The University of Akron's Center for Child Development as long as the University maintains the program, and at tuition rates equal to the University's cost for the same. This benefit can be provided only as space is available and on a first come basis. Bargaining unit faculty utilizing the Center's services shall be responsible for all other fees as incurred.

    Retirement Plans

    A. State Teachers Retirement System of Ohio (STRS). All bargaining unit faculty covered by this Agreement shall have the option based on their date of hire and eligibility as determined by STRS to participate in one of the State Teachers Retirement System (STRS) plans – currently a defined benefit plan, a defined contribution plan or a combination plan. Employee and employer rates of contribution to the plan are set by the STRS Board.

    B. Alternative Retirement Plan (ARP). The University of Akron shall continue to offer the Alternative Retirement Plan (ARP) implemented March 1, 1999, to bargaining unit faculty who are eligible under state law to participate in such a plan. The terms of this defined contribution plan are currently spelled out in a plan document approved by the Ohio Attorney General.

    C. Tax-Sheltered Annuities- Section 403 (b). Bargaining unit faculty covered by this Agreement shall have the option to purchase through payroll deduction supplemental retirement benefits through a Tax-Sheltered Annuity (TSA) program as authorized by Section 403 (b) of the Internal Revenue Code.

    D. Ohio Public Employees Deferred Compensation Plan (OPEDCP) - 457 Plan. Bargaining unit faculty covered by this Agreement shall have the option to participate through payroll deduction in the Ohio Public Employees Deferred Compensation Plan or other 457 plans offered by annuity providers.

    Tuition & Fee Reduction

    A. Fee reductions for bargaining unit faculty include:

    1. Credit courses. Any University bargaining unit faculty member shall be permitted to take two credit courses or six credit hours, whichever is greater, each semester, free of all charges, excluding late fees and including instructional and general fees, graduate level, laboratory, or other fees associated with these courses. Unused portions of these reductions are not cumulative. Any bargaining unit faculty member shall be permitted to take a total of four credit courses during the summer semester. The credit courses may be taken in any of the summer sessions comprising the summer semester. However, the aggregate of courses will not exceed four credit courses which will be free of all charges, excluding late fees and including instructional and general fees, graduate level, laboratory, or other fees associated with these courses. Unused portions of these reductions are not cumulative.

    2. Non-credit courses. Any bargaining unit faculty member shall be permitted to take two non-credit courses per semester (i.e., combined summer, fall, spring), which shall not affect his or her eligibility for credit fee reduction enrollment. Some courses are not available for students using non-credit course fee reduction (AutoCAD, "Microsoft NT," polymer science courses, etc.). A list of such courses will be maintained by the division of workforce development and continuing education. All individuals using fee reduction for non-credit courses will be placed on a waiting list in the division of workforce development and continuing education (with a University of Akron designation assigned) on a first-come, first serve basis, until class meets minimum paying enrollment. These individuals will pay such costs as materials, supplies, lab fees, etc.

    3. General provisions. a. No reductions of residence hall room and board fees shall be granted to any person except members of the resident advisory staff.

    b. The requirements of residence in Ohio for one year before the first day of any term or semester to be exempt from nonresident tuition charges shall be waived for employees who are entitled to the fee reduction.

    c. Eligibility for fee reductions for employees or relatives is determined by employment status on the first day of the course. d. An individual may receive fee reductions under only one eligibility category (e.g., bargaining unit member, spouse or dependent) during any one academic period.

    e. Eligibility for other authorized fee credits is determined independently from the individual's status as a University of Akron employee or dependent. Thus, other authorized fee credits from other entities may be received in the same semester as the university's fee reduction.

    f. Bargaining unit employees with nine-month appointments are eligible for fee reductions during the summer if reappointed for the following academic year.

    4. Fee reductions for the instructional fees, or an amount equivalent to the graduate level credit fees for Ohio residents, or an amount equivalent to the School of Law credit hour fees for Ohio residents shall be deducted from total fee charges for the following groups (general fees, course fees, and other special fees not being affected):

    a. Spouses and dependents (as "dependents" are defined by current rules and dependency tests of the Internal Revenue Service) of bargaining unit faculty.

    b. Spouses of all bargaining unit faculty while one or both are in the service of the University of Akron. Spouses of bargaining unit faculty who are also employees may elect to receive fee reductions as an employee or a spouse.

    c. Spouses and "dependents" of deceased bargaining unit faculty who were serving the University of Akron at the time of death.

    d. Spouses and "dependents" of all retired full-time University faculty.

    e. For purposes of fee reductions, "spouses" refer to individuals who have contracted the legal status of a marital relationship through religious or civil solemnized marriages and complied with all the statutory requirements pursuant to applicable law; and shall not include common law marriages which may be otherwise recognized under Ohio law or other relationships between persons not legally capable of making a marriage contract under Ohio law.

    f. Fee reductions may be taxable income to the bargaining unit member.

    B. Educational assistance program (Internal Revenue Code section 127). It is the intent of the University to seek to provide this educational assistance program, the benefit of which shall be to seek to exclude all assistance provided hereunder from an employee's income to the extent allowable under Internal Revenue Code section 127. This fee reduction educational assistance program shall extend to bargaining unit employees taking courses at the University of Akron. Eligibility accrues from employment as of the first day of the semester.

    1. Credit courses. Any bargaining unit faculty member shall be permitted to take two credit courses or six credit hours, whichever is greater, each semester, free of all charges, excluding late fees and including instructional and general fees, graduate level, laboratory, or other fees associated with these courses. Unused portions of these reductions are not cumulative. Any bargaining unit faculty member shall be permitted to take a total of four credit courses during the summer semester. The credit courses may be taken in any of the summer sessions comprising the summer semester. However, the aggregate of courses will not exceed four credit courses which will be free of all charges, excluding late fees and including instructional and general fees, graduate level, laboratory, or other fees associated with these courses. Unused portions of these reductions are not cumulative.

    2. Non-credit courses. Any bargaining unit faculty member shall be permitted to take two non-credit courses per semester (i.e., combined summer, fall, spring), which shall not affect his or her eligibility for credit fee reduction enrollment. Some courses are not available for students using non-credit course fee reduction (AutoCAD, "Microsoft NT," polymer science courses, etc.). A list of such courses will be maintained by the division of workforce development and continuing education. All individuals using fee reduction for non-credit courses will be placed on a waiting list in the division of workforce development and continuing education (with a university of Akron designation assigned) on a first-come, first serve basis, until class meets minimum paying enrollment. These individuals will pay such costs as materials, supplies, lab fees, etc.

    3. General provisions. a. No reductions of residence hall room and board fees shall be granted to any person except members of the resident advisory staff. b. The requirements of residence in Ohio for one year before the first day of any term of semester to be exempt from nonresident tuition charges shall be waived for employees who are entitled to the fee reduction. c. Eligibility for fee reductions for employees or relatives is determined by employment status on the first day of the course. d. An individual may receive fee reductions under only one eligibility category (e.g., bargaining unit member, spouse or dependent) during any one academic period. e. Eligibility for other authorized fee credits is determined independently from the individual's status as a university of Akron employee or dependent. Thus, other authorized fee credits from other entities may be received in the same semester as the university's fee reduction. f. Bargaining unit employees with nine-month appointments are eligible for fee reductions during the summer if reappointed for the following academic year. Section 6. Other Benefits. During the term of this Agreement, all bargaining unit faculty covered by this Agreement shall receive: A. University faculty identification card. B. Extended circulation period and other instructional support services in the University libraries. C. Half price admission to all University athletic events and special rates for cultural events. D. Use of the Student Recreation and Wellness Center pursuant to the following rate structure: Individual membership Couple membership $110 per semester $210 per semester $100 per summer $190 per summer $225 per year $390 per year E. University discounts on merchandise purchased through The University bookstore, provided said discounts are made available by the provider. F. University discounts on merchandise purchased through Computer Solutions, provided said discounts are made available by the provider. G. For bargaining unit faculty with an academic year appointment, the option to elect to be paid on a nine (9) or twelve (12) month basis, but group insurance contributions will be made on a nine (9) month basis. H. Free notary public service.

    Calling Off

    The specific Call Off procedure for each department will vary, but there is normally a specic person to contact when you are unable to make it into work without prior notice (i.e. illness, car trouble, etc.)

    Monthly Attendance Sheet

    Faculty members are responsible for keeping track of the days and times (partial days) they are absent from work, whether for vacation, sick leave, attending a conference, or any other reason. At the beginning of each month, an accounting of the previous month's missed days will be due at an announced date. Normally, a monthly attendance sheet will be sent out in which you will fill out dates and hours of work missed. This form is turned in to your immediate supervisor, who fact checks the form, signs it, and turns it in to Library Administration.

    Retention, Tenure, and Promotion Policies and Procedures

    University Libraries has a detailed and organized web site devoted to the particulars of the RTP (Retention, Tenure, and Promotion) process: http://www3.uakron.edu/ul/faculty/rtp/intro.html

    Important details here include information about the structure, format, and content of the annual file that all faculty members must turn in annually.

    Choosing a Faculty Mentor

    It is normal procedure to choose a faculty mentor within University Libraries to help guide you through the Retention and Tenure process. This mentor can help answer questions and dispense advice as you compile your documentation.

    Faculty Grievance Procedures are detailed at:

    http://www.uakron.edu/ogc/docs/20-036_6-25-07.doc and also at http://www.akronaaup.org/documents/ContractArticles/Article12GrievanceandArbitration.pdf

    Terminating employment

    Resignations

    (1) Any faculty member or member of the administrative staff who proposes to resign from the university of Akron should give notice early enough to avoid serious interruption to the university operation, the length of time necessarily varying with the circumstances of the faculty member's particular case, but the minimum time should be four months before termination of employment.

    (2) It is understood that a faculty member may resign within thirty days after notification of appointment for the following year with no implications of ethical breach.

    (3) A member of the administrative staff should give notice at least by February 1.

    Retirement

    The retirement policy is detailed in paragraph (F) of rule 3359-09-02 of the Administrative Code.

    Terminating employment (procedures)

    (1) A faculty member resigning from the university addresses a letter of resignation to the dean. An administrative officer addresses a letter of resignation to the appropriate administrative supervisor.

    (2) Before leaving the university, a regular or full-time auxiliary faculty member must get a clearance memorandum from the department chair or dean. This memorandum is evidence that the faculty member has turned in all grades, accounted for departmental books, supplies and property, turned in keys, and satisfied all other obligations to the university. The clearance memorandum is given to the office of the associate vice president/ controller and is that office's authorization to issue any final payment check due.

    Student Assistant Policies, Roles and Responsibilities

    At University Libraries, we rely heavily on our student workers. In fact, they make up 46% of our Full-time Equivalent (FTE) work force. Student Assistants perform many roles in University Libraries, ranging from behind the scenes work to frontline public service. Although there will be a great deal of change in the make up of our student workers from semester to semester, many of them work with until they graduate, and make valuable contributions to the library. Please get to know the student assistants you work with by name. You will likely find that they are a great help to us, and are willing to be mentored and guided.

    Computer Support

    Dealing with problems on your office computer or printer

    With the exception of urgent or critical problems or issues (major outage, possible data loss, etc.) all problem reports, requests, and questions related to computers and printers should be submitted via Footprints, the University's web-based service desk software application, located at https://footprints.uakron.edu. Here, you can submit a request, called a ticket, to get nearly any technology-related problem solved.

    This site also has lists of common problems, a support wiki, and other helpful information.

    You will receive e-mail confirmation of your request, and soon a member of the Computer Support staff and/or Library Systems will contact you and help solve your problem(s).

    Reporting problems with public computers and printers

    To get help with computer or printer problems, go to https://footprints.uakron.edu. Here, you can submit a request, called a ticket, to get nearly any technology-related problem solved.

    This site also has lists of common problems, a support wiki, and other helpful information.

    Reporting a Database Connection Problem

    If you are having problems connecting to a University of Akron database from the library's homepage, whether on your office computer or at the Reference Desk, do not use the Footprints system.

    For database connection problems, call and/or e-mail Frank Bove, Electronic Resources Librarian, at x5104, fjbove@uakron.edu.

    You can also report database problems electronically at the following page http://ul.uakron.edu/depts/tt/ERM_problems.php

    Note that the above-listed link also appears on the library's homepage when looking at the description screen for any individual database--listed as "Report electronic resource problems."

    Feel free to both contact Frank Bove, and if he is not immediately available to respond, also report the problem electronically at the above-mentioned link.

    Computer refresh program

    Every 2-3 years library faculty and staff will receive new laptops. Announcements will be made, and you will be asked to make an appointment with a Library Systems member in order to transfer all of your files and programs over to your new computer. Of course, it is a good idea to make back-up copies of all important documents.

    Ordering new print cartridges

    Faculty and staff members should order new printer cartridges through the administrative assistant designated for their area.

    Meeting Rooms and Location

    Bierce

    Floor Map of Bierce

    http://www.uakron.edu/libraries/libsBrceMaps.php

    279 Computer Classroom

    General Purpose: Bierce Library Classroom 279 is designed specifically for the purposes of providing space for University course instruction and for librarians to conduct individual instructional sessions in information skills and library use. The Library, when it can, makes every effort to accommodate special needs of University faculty, administrators, and campus groups, and occasionally for outside groups (see Special Conditions).

    Description of Room and Equipment:

    The Library classroom is located on the second floor of Bierce Library in room 279. It consists of 30 thin clients with NO hard or floppy drives. Available for instructor use is a Dell Optiplex GX270 desktop computer, a VCR/DVD and a video projection unit. Instructors must have a UAnet ID to log into to the instructor's workstation. To obtain a UAnet ID or for help resolving UAnet ID problems, please go to the Technology Learning Support Center located on the ground floor of Bierce Library in room 69.

    If you need software installed on the instructor's workstation, please contact Susan Ashby at 330-972-7240 or direnzo@uakron.edu. If you need software installed on the thin-client terminals, please contact Peter Marks at 330-972-7860 or pmarks@uakron.edu. Please allow 3-4 working days for software installation.


    Capacity: 30 thin-client terminals / 39 desks. Can seat approximately 50 people.

    Hours of Availability: With proper technical support for equipment and software, the room is available Monday through Friday from 7a.m-10 p.m.; Saturdays from 9a.m.-8p.m.; and Sundays from 1p.m. to midnight. Extended hours and University scheduling for finals, holidays, etc will affect the availability of the room and the support for its use.

    Access: Entrance for non-library personnel is through the Library Circulation Department. Staff controls key access.

    User Logon Information: A valid UAnet ID is required to log into to the thin-clients. UA Students, faculty, and staff may obtain a UAnet ID or resolve UAnet ID problems by visiting the Technology Learning Support Center located on the ground floor of Bierce Library in room 69.

    Saving Files: A USB memory key or a USB Zip drive is required to make file transfers from the thin-clients. These items are available for purchase at Computer Solutions on the third floor of the Student Union and at the Circulation desk in Bierce Library.

    Scheduling: Notify Renee´ Wilson, UL-Associate Dean's Office, at 330-972-7224 or e-mail rmw1@uakron.edu.edu to schedule or cancel room reservations.

    Special Conditions: Priority for use of Classroom 279 is given to library causes and personnel. In case of conflicts, others may be asked to be reassigned to alternative space or to reschedule. Classroom 279 will never be available for regularly scheduled classes. Regularly scheduled classes can submit requests to use the wireless classroom located in CAS 103A by contacting Holly Mothes, Mgr. Technology Learning Support Services at 330-972-7690 or hm1@uakron.edu. If food is provided, arrangements must be made for delivery and clean up in a timely manner. Violations will result in denial of further use of the room.

    Guest User Information: A guest username and password for the thin-clients may be issued under certain circumstances (i.e. when instruction or training is scheduled for non-UA affiliated participants). To request a guest username and password for a scheduled session or event, send a message to library-systems@uakron.edu. Requests must include the following information: 1) date and description of event; 2) reason for request; 3) name and phone number of person submitting the request of event. In order to allow for adequate processing time, requests for a guest username and password must be submitted at least 3 business days before the session or event.

    Technical Support:

    For problems with the VCR/DVD and Video projection unit contact Classroom Services (330) 972-6878.

    For problems with the Instructor's computer contact Renee´ Wilson (330) 972-7224 (Mon-Fri 7:30 AM - 4:00 PM) Bierce Laptop Repair at (330) 972-2407 (after 4:00 PM and weekends only).

    For problems with the thin clients (hardware, software and shaggy server problems) contact Peter Marks (330) 972-7860 (Mon-Fri 7:30AM - 4:00 PM) Bierce Laptop Repair at (330) 972-2407 (after 4:00 PM and weekends only)

    For UAnet ID questions and problems contact the Computer Help Desk at (330) 972-6888.

    Bay Room

    The Bay Room is room 269 of Bierce Library. This is a common area for library meetings, as it has a large conference table and open space. The schedule for the Bay Room can be checked on the Public Folders area of the Outlook Calendar.

    General Purpose: Bierce Library Bay Room is for small meetings, roundtable discussions and single conference sessions. Additionally it can be used for hosting small receptions and gatherings.

    Description of Room and Equipment: The Bay Room (room 269) is located on the second floor of Bierce Library. The room has a large conference table that seats 16 people comfortably, plus an additional small table that can be used for a variety of purposes, including additional seating in an L-shaped configuration. Although it is not designed for instructional use or computer assisted training, laptops can be used. Please allow at least an hour notice or reserve in advance. Projectors, and small media equipment can be used for presentations. Contact Classroom Services, located in Bierce Library, ground floor at 972-6878 for equipment. At least a 12-hour notice is required.

    Capacity: Seating 16-25, Standing 50.

    Hours of Availability: The Bay Room is available Monday through Friday from 7a.m-10 p.m.; Saturdays from 9a.m.-8p.m.; and Sundays from 1p.m. to midnight. Extended hours and University scheduling for finals, holidays, etc will affect the availability of the room.

    Access: Entrance for non-library personnel is through the Library Circulation Department. Staff controls key access.

    Scheduling: Notify Renee´ Wilson, UL-Associate Dean's Office, at 330-972-7224 or e-mail rmw1@uakron.edu to schedule or cancel room reservations.

    Special Conditions: If food is provided, arrangements must be made for delivery and clean up in a timely manner. Violations will result in denial of further use of the room.

    Bierce Curriculum Center

    General Purpose: Bierce Library Curriculum Center area is primarily a Library service point to its extensive collection of curriculum and juvenile and young adult materials. It provides space for study and group projects for students as part of Library building use. It can be used for small meetings, instructional sessions, and study groups.

    Description of Room and Equipment: The Curriculum Center space is located on the First Floor of Bierce Library. It is an open area and can be used for classes and meetings. There are two terminals next to the Curriculum Center that can be reserved, and laptops can also be used. Projectors, and small media equipment can be used for presentations. Contact Classroom Services, located in Bierce Library, ground floor at 972-6878 for equipment. At least a 12-hour notice is required.

    Capacity: Seating up to 30.

    Hours of Availability: The Curriculum Center is available Monday through Friday from 7a.m-10 p.m.; Saturdays from 9a.m.-8p.m.; and Sundays from 1p.m. to midnight. Extended hours and University scheduling for finals, holidays, etc will affect the availability of the room.

    Access: Signs will be posted for scheduled activities.

    Scheduling: Notify Renee´ Wilson, UL-Associate Dean's Office, at 330-972-7224 or e-mail rmw1@uakron.edu to schedule or cancel room reservations.

    Special Conditions: Patrons always have access to the space to get Library materials and may interrupt events as needed.

    Bierce Library Study Rooms

    Bierce Library has 22 study rooms available for use by currently registered University of Akron students, faculty, and staff. Study rooms are located on the second and third floor of the library. Rooms may be booked online using the library catalog. When not booked, rooms are available on a first come, first serve basis. These rooms are for groups of two or more and single students may be asked to relocate for larger groups.

    Guidelines for Using Bierce Library Study Rooms

    • Only currently registered University of Akron students, faculty, and staff may book library study rooms.
    • Rooms must be booked online, prior to 7:00am of the day of the desired booking. If not, rooms will be considered open study spaces and will be available on a first-come, first-served basis.
    • Schedules indicating daily bookings will be posted on each study room door.
    • The library will not release the names and/or contact information of the individuals who have booked study rooms.
    • Study rooms are available on the second and third floors of Bierce Library. For a complete list of available rooms, please check the library catalog, or ask at the Circulation or Reference desk.
    • The third floor of Bierce Library is designated as a quiet study area. Third floor study rooms are to follow the same 'quiet study' rules as the rest of the floor.
    • Students using study rooms are expected to behave in a manner consistent with the The *University of Akron Student Code of Conduct.
    • Study rooms are not to be used for regularly scheduled classes or regularly scheduled meetings.
    • Study rooms are not to be used as a practice room, art studio, or any other use not consistent with individual or group study.
    • The following activities are not allowed in the study rooms: painting, practicing music, smoking, drinking alcohol, holding office hours, classes, recruitment sessions, or activities that are disruptive to others.
    • Behaviors that will result in expulsion from a study room and/or the library include, but are not limited to:
      • Disruptive behavior
      • Threatening behavior
      • Vandalism
    • Concerns regarding the booking and/or use of study rooms should be taken to the Circulation or Reference Desk.
    • Please be considerate of other users. Leave the room in the same condition you found it.
    • Chairs may be added or removed from study rooms, but tables are not to be moved.
    • Study rooms do not lock. Do not leave personal belongings unattended. Take laptops, books, purses, cell phones, and all valuable or important items with you when you leave the room.
    • The study room booking system is a pilot program. During the course of the pilot program, we reserve the right to change policies and procedures by adding limits or fines as they are merited.
    • Instructions for booking a Bierce Library Study Room can be found here. If you have any questions or need help booking a study room, view ask at the Circulation or Reference Desk.

    Dean’s Conference Room

    The Dean's Conference Room is available for meetings of less than about a dozen people. Contact the Administrative Assistant for the University Libraries Dean to check the schedule and reserve a time.

     

    Distance Learning Classroom

    The Distance Learning Classroom in Bierce Library is located in room 268.

    Classroom Characteristics

    Seating Capacity: 36 Type of Seating: Table & Chairs Overhead Projector: Yes Screen: Yes Air Conditioning: Yes ADA Accessible: Compliant Media Equipment:

    • Document Camera
    • VCR
    • Computer w/ Touch Sensitive Smart Board
    • Drives - Floppy, CD, DVD, USB, Jump/Flash
    • Printer
    • Port for Laptop Connectivity
    • DVD Player
    • VHS Recorder w/ Instructor and Student Audio
    • CODEC for Point-to-Point and Multi-Point Video Conference
    • Auxiliary Audio/Video Inputs

    Questions regarding Distance Learning Classrooms may be directed to the Classroom Scheduling Office at either (330) 972-7841 or classroomsched@uakron.edu.

    John S. Knight Reading and Video Conference Room

    The John S. Knight Room (room 269A) is a glassed-in conference room adjacent to the Bay Room, and must be entered through the Bay Room.

    General Purpose: JSK Video Conference Room is designed to be used typically for point-to-point video conferences. The JSK room provides a private and intimate setting in which to conduct a meeting or interview via video conferencing. The JSK room may also be used for any general meetings, not utilizing the video conferencing equipment, at any time.

    Description of Room and Equipment: The JSK Video Conference room can do point-to-point video conferences with IP technology and ISDN technology. Media available for video conferencing and general meetings: Teleconference phone, document camera, VCR, DVD player. (Please note there is no computer but you are able to wire a laptop to project to the monitor hanging on the wall.)

    Capacity: Seating up to 9.

    Hours of Availability:

    Monday – Friday 8a.m. – 10p.m.

    Saturdays 8a.m. – 5p.m.


    Access: Entrance for non-library personnel is through the Library Circulation Department. Staff controls key access.

    Scheduling: Please contact Michelle Daley, Distributed Education Facilities Coordinator, 330-972-2540, mdaley@uakron.edu for video conferencing reservations or Renee’ Wilson, UL – Associate Dean’s Office, 330-972-7224, rmw1@uakron.edu for general meetings. Also please contact one of the above to cancel any reservations.

    Special Conditions: Priority for this room is given to actual video conferences. If there is a need for video conference equipment, scheduled general meetings will be asked to find an alternative space or reschedule.

    Technical Support:

    There will be technical support for each video conference for the duration of the event if the Distributed Education Department feels necessary or if requested in advance. Generally, technical support is not needed for general meetings. In the case that you will be using the media in the room, please contact Michelle Daley at 330-972-2540 or mdaley@uakron.edu in advance to have someone there prior to the event to demonstrate the equipment to the user. Unfortunately, the library staff will not be able to provide technical support for the duration of these meetings.

    Map Room

    General Purpose: Bierce Library Map Room is primarily a Library service point to its extensive map collection. It provides a quiet space for consideration of maps, and tables and other flat surfaces for viewing them. It can be used for small meetings, instructional sessions, and study groups.

    Description of Room and Equipment: The Map Room is located on the second floor of Bierce Library at the right of the elevator. There are five tables that seat 4-6 people comfortably. They are arranged in a haphazard manner with little opportunity to organize them differently. Although it is not designed for instructional use or computer assisted training, laptops can be used. Please allow at least an hour notice or reserve in advance. Projectors and small media equipment can also be used for presentations. Contact Classroom Services, located in Bierce Library, ground floor at 972-6878 for equipment. At least a 12-hour notice is required.

    Capacity: Seating up to 29.

    Hours of Availability: The Map Room is available Monday through Friday from 7a.m-10 p.m.; Saturdays from 9a.m.-8p.m.; and Sundays from 1p.m. to midnight. Extended hours and University scheduling for finals, holidays, etc will affect the availability of the room.

    Access: No key access needed, however signs will be posted for scheduled activities.

    Scheduling: Notify Reneé Wilson, UL-Associate Dean’s Office, at 330 972-7224 or e-mail rmw1@uakron.edu to schedule or cancel room reservations.

    Special Conditions: Patrons always have access to the space to get Library materials and may interrupt events as needed. There is NO FOOD ALLOWED.

    Science and Technology Library

    Instruction Classsroom

    Other Units Residing in Bierce Library (non-University Libraries)

    Academic Support Units in Bierce

    Beginning in the Spring semester of 2008, the following academic support units were re-located to Bierce Library: (links can be provided here to the individual pages of each unit)

    Tutorial Services
    • Math is done on a drop-in basis (no appointment necessary)
    • Limited drop-in science hours are available
    • All other subjects require an appointment

    Math Lab

    A Free Service For All University of Akron Students

    Provides help for students who are having difficulty in most entry-level mathematics courses.

    • Diagnosing specific problem areas and analyzing probable causes
    • Controlling math anxiety
    • Building better study skills
    • Reinforcing the time and effort that is required to master skills in mathematics

    Writing Lab

    A Free Service For All University of Akron Students

    • Getting Started
    • Focusing on the Subject
    • Developing Ideas
    • Writing Introductions and Conclusions
    • Punctuation
    • Grammar
    • Spelling

    Computer Support (Help) Desk

    All UA Net ID issues and problems students or faculty are having with their own computers (not public library computers) should be referred to the Help Desk.

    University Press

    The University of Akron Press currently resides in the third floor of Bierce Library, room 374B. The Press published books in the subject areas of Ohio History and Culture; Akron Series in Poetry; Ohio Politics; Technology and the Environment; Law, Politics, and Society; and International, Political, and Economic History.

    In their own words, the Press "extends the reach of the University and amplifies the voices of scholarship and culture" (from the Fall/Winter 2008 University of Akron Press Catalog, p. 3).

    Emergency Procedures

    Bierce Library Emergency Evacuation Procedures

    Of possible technological hazards, fire is the most common. Bierce Library is equipped with an addressable Simplex Fire Alarm System that has audible horns and strobes. This fire alarm system is tied directly to The University of Akron Police Department (UAPD) Dispatch Center by way of a game well box system that transmits a signal directly to the UAPD dispatcher on duty.

    The following steps are recommended for incidents of fire and may limit property damage and threat to life:

    General Library Evacuation Procedure for Daytime Business Hours

    Upon Discovery of Smoke or Fire

    • Pull the closest fire alarm. Fire alarm pull stations are located near every exit and stairwell throughout the building.
    • The Circulation Dept staff will do the following: make an evacuation announcement over the library public address system instructing staff and patrons to exit the building, via the nearest emergency exit, in a safe and orderly manner; and flip the lights on and off several times on each floor of the library to gain patron attention (Not to be performed if the odor of natural gas has been reported).
    • Help evacuate patrons to the nearest emergency exit. This may include performing a quick visual check of nearby study carrels, study rooms, and restrooms or visually and verbally directing patrons to the nearest emergency exit. Do not stop to argue with a patron that will not leave; instead, report them to your Rally Point Leader.

    Each floor in Bierce Library has at least four emergency exits. Exits are marked with glowing indicator signs that read “EXIT.” DO NOT use elevators when evacuating from the Bierce Library Building.

    • Follow designated evacuation routes to exit the building during a fire alarm. If primary evacuation route is impassable or unsafe, use secondary evacuation route.

     

    All employees should be familiar with their assigned evacuation routes.

    • Attempt to close doors to confine or reduce the spread of fire and smoke and to prevent possible water damage.
    • During evacuation, the alarm may be silenced; however, you should continue to evacuate the building. No one is permitted to re-enter the building until the UAPD, Akron Fire Dept (AFD), or Environmental Occupational Health and Safety (EOHS) has given the “all clear.”

    According to The Ohio Revised Code, The Ohio Fire Code, and The University of Akron Fire Alarm Policy, once a fire alarm sounds in a building it is unlawful to remain in that building. Everyone must evacuate the building. No Exceptions.

    All persons must move at least 100 feet away from the building. Never stand near or block emergency exits.

    Rally Point Procedure

    • Once you have evacuated the building, calmly proceed to your assigned emergency evacuation rally point. Patrons may elect to gather at the rally points, but it is not mandatory. Patrons are free to leave if they choose to do so. Student employees must remain at their assigned rally points until dismissed. In case of severe/inclement weather, rally inside the entrance of your assigned rally point.
    • All rally points should have one of the Library’s two-way radios. This will allow contact between rally points to be achieved without sending runners. All satellite departments in the library which were issued radios should make sure to bring them to their designated rally points upon evacuation.

    Rally Point Assignments

    The following departments/persons will rally at LEIGH HALL (1): Coffee Shop; Dean’s Office; ILL; Laptop Circulation; Main Circulation; OhioLINK; Periodicals (Farruggia); and Systems (Glennon).

    The following departments/persons will rally at OLIN HALL (2): Cataloging; Collection Management; Government Documents; Help Desk; Microforms; Reference (LaRose and Robinson); and Teaching & Training.

    The following departments/persons will rally at ARTS & SCIENCES (3): 52C; Acquisitions; AVS; Classroom Services; and UA Press.

    Rally Point Leaders

    Leigh Hall Rally Point (1) Phyllis O’Connor (330)608-5686 Olin Hall Rally Point (2) Mike Tosko (330)780-5031 A & S Rally Point (3) Jim Kelly (330)328-5462

    Substitute Rally Point Leaders:

    Leigh Hall Rally Point (1) Shelle Davis (330)212-3895 Olin Hall Rally Point (2) Frank Bove (330)327-6062 A & S Rally Point (3) Steve Brusso (330)203-7932

    Trained Staff Fire Suppression Procedure

    “ABC” fire extinguishers are located within all stairwells on all three levels of Bierce Library.

    • Pull the closest fire alarm. Fire alarm pull stations are located near every exit and stairwell throughout the building.
    • If you do not feel confident in using a fire extinguisher or are not trained to use a fire extinguisher, then DO NOT ATTEMPT TO FIGHT A FIRE. Instead, evacuate the building via the nearest emergency exit and proceed directly to your assigned rally point.
    • If you feel that there is no immediate threat to your safety and you are properly trained on how to use a fire extinguisher, then you may try to extinguish a fire using only ONE fire extinguisher.
    • If you are successful in extinguishing the fire, then immediately report to LEIGH HALL RALLY POINT (1) and let the Rally Point Leader know that the fire has been extinguished. Continue to your assigned rally point when finished.
    • If you are unable to extinguish the fire, then evacuate the building via the nearest emergency exit. Proceed directly to your assigned rally point. Let your Rally Point Leader know that you attempted to extinguish the fire and the exact location, size, etc. of the fire.

    Procedures for Evacuating Persons with Disabilities or Impairments

    Library staff should bear in mind that persons with disabilities or impairments may be present in the library during an evacuation. Safe and reasonable measures should be followed to ensure a successful evacuation of those persons.

    Hearing Impaired Persons

    The Bierce Library Building is equipped with both audible and visual alarms that will activate during a fire alarm; however, persons with hearing impairments may not perceive or see the signal. To alert them, try using the following alternative methods of communication:

    • Use hand gestures to indicate what is happening and where to exit.
    • Write a note alerting the person of the evacuation and where to find the nearest emergency exit. (Sample script: “FIRE! Go out the front door to your right. NOW).

    Visually Impaired Persons

    Tell the person the nature of the emergency and offer your arm for guidance. Acting as a “sighted guide” is a preferred evacuation procedure. As you walk, tell the person where you are and where obstacles are located. When you reach safety, orient the person to the location and ask if further assistance is needed.

    Persons with Physical Disabilities

    Most persons with physical disabilities should be able to evacuate safely with little or no assistance if they are located on the 1st floor; however, persons located on the ground, second, or third floors may require additional assistance.

    Be aware that some persons have minimal mobility and that lifting may be dangerous to their well-being. Some individuals have very little upper trunk and neck strength. Persons with respiratory ailments may need assistance moving to an area of refuge. They should be given priority assistance, as their ability to breathe may be in peril.

    Areas of Refuge

    All perimeter stairwells in Bierce Library are designated areas of refuge for persons who are unable to evacuate the building during an emergency. Each stairwell is equipped with an emergency telephone.

    • Guide, escort, or place injured persons, persons with physical disabilities, or persons with respiratory ailments to an area right next to the doorway of the staircase. Persons with disabilities should not be guided into the stairwell while library patrons are evacuating down the stairs, as this may pose a danger to both those evacuating, and those guided into an area of refuge.
    • If you know of or have placed a person or persons in one of the designated areas of refuge, inform your Rally Point Leader immediately once you have safely evacuated the building.

    Procedure for Persons Unable to Reach an Area of Refuge

    • Remain Calm.
    • If unable to reach an enclosed stairwell, crawl into the nearest office or study room. Close the door and place clothing/towels around door openings.
    • Open or break exterior window(s).
    • Crouch or lie on the floor.
    • Call UAPD at 330-972-7123 from your cell phone or call 911 from any on-campus phone.

    Building Coordinator Responsibilities

    • When the fire alarm sounds, begin the evacuation process immediately.
    • While evacuating the building provide assistance, as you deem reasonable, to other building occupants along your path of travel to your designated rally point.
    • Along your evacuation path, you may perform a quick visual check of nearby study carrels, study rooms, and restrooms or visually and verbally directing patrons to the nearest emergency exit. Do not stop to argue with a patron that will not leave; instead, report them to emergency authorities.
    • Report to Rear Loading Dock Entrance and make contact wit UA safety forces.
    • Establish contact with Rally Point Leaders and emergency authorities.
    • Contact Rally Point Leaders (via Two-way Radio) to find out the following: accountability of all library personnel; the names and locations of persons requiring medical attention; whether any persons are known to be in one of the designated areas of refuge; and any other important information.
    • Update emergency authorities with the information gathered from Rally Point Leaders.
    • Maintain communication with Rally Point Leaders and emergency authorities.
    • If the UAPD, AFD, or EOHS gives the “ALL CLEAR,” instruct Rally Point Leaders to allow library staff and student employees only to re-enter the building.

    Instruct library staff and student employees to perform a quick sweep through the building to gather abandoned laptop computers, purses, etc. and bring all found items to the Circulation Department.

    • If any areas of the Bierce Library Building have been damaged, notify PFOC immediately at 330-972-7415.
    • Coordinate patron re-entry.
    • If building re-entry is not allowed and the building is closed for the day, then notify Rally Point Leaders of current situation.
    • Call the Provost Office at 330-972-7593 to inform them that the library has been evacuated and that the building has been closed.
    • Record the names of people that need to retrieve their personal belongings from inside the library and the location of those items.
    • Coordinate with emergency officials to determine when and if people will be able to retrieve their belongings. Notify Rally Point Leaders.

    Rally Point Leader Responsibilities

    • When the fire alarm sounds, evacuate the building immediately.
    • Report immediately to your assigned rally point.
    • Establish contact with the Building Coordinator and other Rally Point Leaders.
    • Determine if any persons at your rally point require medical attention. Designate someone to stay with each injured person and to record his or her pertinent personal and medical information.
    • Begin accounting for all library personnel assigned to your rally point.
    • Ask staff and student employees if they know of or have placed a person or persons in one of the designated areas of refuge. If so, immediately notify Building Coordinator (at the Loading Dock) or an emergency authority.
    • Contact the Building Coordinator to report the following: accountability of all library staff and student employees; the names and locations of persons requiring medical attention; whether any persons are known to be in one of the designated areas of refuge; and any other important information.
    • Maintain communication with the Building Coordinator and other Rally Point Leaders.
    • If the UAPD, EOHS, or AFD gives the “ALL CLEAR”, then the Building Coordinator will instruct Rally Point Leaders to allow library staff and student employees only to re-enter the building.
    • Instruct library staff and student employees to do a quick sweep through the building to gather abandoned laptop computers, purses, etc. Bring all found items to the Circulation Department.
    • Assist the Building Coordinator with patron re-entry.
    • If re-entry of the building is not allowed, then inform your assigned library personnel.
    • Record names and phone numbers of library personnel who need their personal belongings retrieved from inside the building, as well as the location of those items. Report information to the Building Coordinator.
    • Wait for further instructions.

    General Library Evacuation Procedure for Evening/Weekend Staff

    Upon Discovery of Smoke or Fire

    • Pull the closest fire alarm. Fire alarm pull stations are located near every exit and stairwell throughout the building.
    • Evacuate the building.

    Each floor in Bierce Library has four emergency exits. Exits are marked with glowing indicator signs that read “EXIT.” DO NOT use elevators when evacuating from the Bierce Library Building.

    • Attempt to close doors to confine or reduce the spread of fire, smoke, and to prevent possible water damage.
    • During evacuation, the alarm may be silenced; however, you should continue to evacuate the building. No one is permitted to re-enter the building until the UA Police Dept, Akron Fire Dept, or Environmental Occupational Health and Safety has given the “all clear.”
    • Once outside the building, calmly proceed to LEIGH HALL RALLY POINT (1). Patrons may also gather at the rally point, but it is not mandatory. Patrons are free to leave if they choose to do so. Student employees must remain at the rally point until dismissed.

    According to The Ohio Revised Code, The Ohio Fire Code, and The University of Akron Fire Alarm Policy, once a fire alarm sounds in a building it is unlawful to remain in that building. All persons must evacuate the building. No Exceptions.

    All persons must move at least 100 feet away from the building. Never stand near or block emergency exits.

    Evening/Weekend Duty Staff Responsibilities

    • Make an emergency evacuation announcement over the library public address system instructing library staff and patrons to exit the building via the nearest emergency exit in a safe and orderly manner.
    • While evacuating the building provide assistance, as you deem reasonable, to other building occupants along your path of travel to your designated rally point.
    • Along your evacuation path, you may perform a quick visual check of nearby study carrels, study rooms, and restrooms or visually and verbally directing patrons to the nearest emergency exit. Do not stop to argue with a patron that will not leave; instead, report them to emergency authorities.
    • Report to Leigh Hall Rally Point(1) and take command.
    • Establish contact with emergency authorities.
    • Determine if any persons at your rally point require medical attention. Designate someone to stay with each injured person and to record his or her pertainant personal and medical information.
    • Begin accounting for library staff and student employees.
    • Ask staff and student employees if they know of or have placed a person or persons in one of the designated areas of refuge.
    • Update emergency authorities with the following information: accountability of library personnel; the names and locations of persons requiring medical attention; whether any persons are known to be in one of the designated areas of refuge; and any other important information.
    • Maintain communication with emergency authorities.
    • If the UAPD, EOHS, or AFD gives the “ALL CLEAR,” allow library staff and student employees only to re-enter the building.
    • Instruct student employees to do a quick sweep through the building to gather abandoned laptop computers, purses, etc. and bring all found items to the Circulation Department.
    • Coordinate patron re-entry.
    • If any areas of the Bierce Library Building have been damaged, notify PFOC immediately at 330-972-7415.
    • If building re-entry is not allowed and the building is closed for the day, then notify staff and student employees.
    • Call the Building Coordinator at 330-703-0828 to inform him that the library has been evacuated and that the building has been closed.
    • Record the names of people that need to retrieve their personal belongings from inside the library and the location of those items.
    • Coordinate with emergency officials to determine when and if people will be able to retrieve their belongings. Notify staff and student employees.
    • Wait for further instructions.


    Shelter in Place Procedure

    The shelter in place procedure is designed for use during a HAZMAT or terrorist incident that has occurred in close proximity to Bierce Library. The procedure for sheltering in place is as follows:

    • The Building Coordinator will make an announcement over the public address system notifying building occupants of the shelter in place order given by University of Akron Police Department (UAPD) or Environmental Occupational Health and Safety (EOHS) Office.
    • If the Building Coordinator is absent or unable to perform his or her duties, then another library employee on duty should assume the role of Building Coordinator.
    • Use the following shelter in place announcement script:

    “May I have your attention please…The UAPD has ordered Bierce Library occupants to shelter in place because of a (HAZMAT or terrorist incident) that has occurred in close proximity to Bierce Library. Please report immediately to the first floor lobby for further instructions.”

    • The Building Coordinator will immediately contact PFOC Energy Center at 330-972-7249 and request a shut down of all the HVAC air handlers for the building.
    • During regular business hours, the Ground Floor Coordinator will ensure that the Audio Visual Department HVAC air handler is shut down before reporting to the lobby; otherwise the Building Coordinator will perform this task.
    • During regular business hours, Rally Point Leaders will sweep the floors to verify that all building occupants are assembled in the lobby; otherwise, student assistants will perform this task.
    • The Building Coordinator will direct building patrons and staff towards the lobby and maintain order there.
    • Once all building occupants are assembled, the Building Coordinator will announce that anyone who chooses not to follow the shelter in place order may exit the building via the N.W. Book Drop exit (only).
    • The Building Coordinator will relay updates on the situation as they are received to building occupants.
    • Depending on the nature of the contaminant released, it may be necessary to move up in the building, or descend to lower levels of the building. These specific instructions will be communicated by local and/or University authorities in the event of a toxic release. In addition students, faculty, staff and visitors should be directed to close all doors and lock all windows.
    • All building occupants should remain in the lobby area until the UAPD, EOHS, or other emergency authority has given the “all clear.”


    Lockdown Procedure

    The lockdown procedure is designed for use during an active shooter, hostage, or terrorist situation inside the Bierce Library. Offices, conference rooms, study rooms, and classrooms are preferable for use during a lockdown. LIBRARY STAFF SHOULD NOT WAIT FOR A LOCKDOWN ANNOUNCEMENT. An announcement may or may not be made; therefore, if you feel that it is safe to do so, quietly alert nearby persons to the situation and explain to them the lockdown procedure. The lockdown procedure is as follows:

    • If possible, move into a room that has a door that can be locked
    • Barricade the door and any windows with furniture.
    • Cover glass, if window is present.
    • Move away from the door and stay low to the ground.
    • If possible, Call the UAPD at ext. 7123 or 911 (campus phone), or 330-972-7123 from your cell phone, or by radio (if one present in your area).

    Report the following:

    • Your location
    • How many people are with you
    • Known injuries
    • Description of emergency situation
    • Description(s) of shooter(s)
    • Location(s) of shooter(s)
    • DO NOT EXIT THE ROOM until law enforcement or other emergency personnel are able to escort you out.
    • If you cannot find something to hind behind, try to exit the building when the shooter(s) is not in your immediate area. (Judgment Call)
    • Re-locate to another building as quickly as possible once you have exited the building.
    • Do not remove personal property from the building unless instructed to do so by the UAPD or EOHS.
    • Call the UAPD at ext. 7123 or 911 (campus phone) to report the situation.
    • Wait for further instructions.

    Emergency Evacuation Summary Chart

    (colors are just to make the chart easier to read--they do not represent anything)

    Emergency Evacuation Summary Chart, July, 2008
    Department/PersonPrimary ExitSecondary ExitDesignated Rally PointRally Point Leaders
    Zip Support Center N.W. Book Drop S.E. Stairwell(near Tutoring Svcs) Arts & Sciences (3) Jim Kelly
    Acquisitions W. Patio N.W. Book Drop Arts & Sciences (3) Jim Kelly
    Carson/Tutoring Svc Offices/Stokes N.W. Book Drop S.E. Stairwell(near Tutoring Svcs) Arts & Sciences (3) Jim Kelly
    Cataloging N.E. Stairwell(near Aby’s Office) S. Commons(near Robinson’s office) Olin Hall (2) Mike Tosko
    Classroom Services Handicap Exit N.W. Book Drop Arts & Sciences (3) Jim Kelly
    Coffee Shop Main Exit S. Coffee Shop Leigh Hall (1) Phyllis O’Connor
    Collection Management N.E. Stairwell(near Aby’s Office) S. Commons(near Robinson’s office) Olin Hall (2) Mike Tosko
    Dean’s Office Main Exit W. Patio Leigh Hall (1) Phyllis O’Connor
    Media Svcs/Farruggia/Fines Arts Bib N.W. Book Drop S.E. Stairwell(near Tutoring Svcs) Leigh Hall (1) Phyllis O’Connor
    Government Documents S.E. Stairwell(near Gov Docs) S. Commons(near Robinson’s office) Olin Hall (2) Mike Tosko
    Tutoring Services S.E. Stairwell(near Tutoring Svcs) N.W. Book Drop Olin Hall (2) Mike Tosko
    ILL W. Patio N.W. Book Drop Leigh Hall (1) Phyllis O'Connor
    Glennon S.E. Stairwell(near Tutoring Svcs) N.W. Book Drop Olin Hall (2) Mike Tosko
    Laptop Circulation N.W. Book Drop Central Stairs Leigh Hall (1) Phyllis O'Connor
    LaRose S.E. Stairwell(near Gov Docs) S. Commons(near Robinson’s office) Olin Hall (2) Mike Tosko
    Main Circulation Main Exit W. Patio Leigh Hall (1) Phyllis O'Connor
    Laster S.E. Stairwell(near Tutoring Svcs South Commons(Near Robinson’s Office) Olin Hall (2) Mike Tosko
    OhioLINK S.E. Stairwell(near Gov Docs) N.W. Book Drop Leigh Hall (1) Phyllis O'Connor
    Beckham/Smith S. Coffee Shop South Commons (Near Robinson’s Office) Olin Hall (2)/Leigh Hall (1) Mike Tosko/Phyllis O’Connor
    Reference S. Coffee Shop S. Commons(near Robinson’s office) Olin Hall (2) Mike Tosko
    Robinson S. Coffee Shop S. Commons(near Robinson’s office) Olin Hall (2) Mike Tosko
    Systems W. Patio N.W. Book Drop Leigh Hall (1) Phyllis O’Connor
    Systems Assistant (77B) N.E. Stairwell(near Aby’s Office) N.W. Book Drop Leigh Hall (1) Phyllis O’Connor
    Teaching and Training S. Coffee Shop S. Commons(near Robinson’s office) Olin Hall (2) Mike Tosko
    UA Press N.W. Book Drop Central Stairs Arts & Sciences (3) Jim Kelly

    (colors are just to make the chart easier to read--they do not represent anything)

    Rally Point Leader Cell Phone Numbers

    • Mike Tosko 330-780-5031
    • Phyllis O'Connor 330-608-5686
    • Jim Kelly 330-328-5462

    Snow and Inclement Weather

    As a service to its students and employees, The University of Akron has a 24-hour message line to provide continually updated information on class cancellations, temporary relocations, emergency closings and weather advisories. The number is 330-972-SNOW (7669) or TDD/Voice 330-972-6238. Please call 330-972-SNOW instead of the Library, University Police, or any other UA phone number for information on closings. Also, major Akron area radio stations will make school closing announcements, as will major network television stations.

    Training Seminars on Campus

    There a number of places on campus that contribute to the professional development of University of Akron employees. Seminars and workshops focus on topics ranging from software training to workplace environment issues to best practices in the classroom. Some of the places on campus that regularly offer such training are listed below. These seminars do not cost anything, but normally require you to reserve a place ahead of time.

    Instructional Technology and Human Resources Seminars

    You can log into the Information Technology Services (ITS) seminar page at https://www-old.uakron.edu/seminars/ (use your UA Net i.d.).

    Both ITS and Human Resources together have a voluminous list of seminars, usually at least one a day. Technology-related seminars are normally held at the Computer Center on campus. All seminars have a limited number of seats, and you can reserve your place online on the ITS page. Technology training sessions may cover topics like instruction in new programs, like Microsoft Office 2007 or Springboard, the University's Learning Management System adopted in 2008. Human Resources seminars range from orientation for new employees to e-mail etiquette to customer service issues.

    Institute for Teaching and Learning Seminars (ITL)

    ITL seminars can be found on their homepage at http://www.uakron.edu/itl/.

    ITL seminars often include visiting speakers, lecturers, and workshop leaders from all over the country. These events are also announced via campus e-mail lists and UA E-Mail Digests. Contact information for reserving a place at these seminars is included in these e-mails. Topics of these seminars range from motivating students to working with foreign students to how to create effective multiple choice questions.

    Departing Policies—what to do when you leave the job

    The Department of Human Resources on campus has a Clearance Form that will help you ensure that you have completed all of the necessary steps before you leave the University: http://www.uakron.edu/hr/docs/ClearanceForm.pdf