Washburn University Policies, Regulations and Procedures Manual

A. General Topics

 
Table of Contents

1.  Equal Educational and Employment Opportunity - General
2.  Harassment - Sexual
3.  Harassment - General
4.  Equal Educational and Employment Opportunity/Harassment - Complaints
5.  Conflict of Interest
6.  Drug Free Workplace
7.  Smoke Free Workplace
8.  Alcoholic Liquor and Cereal Malt Beverage
9.  Internal Audits
10.  Sensitive Information Protection and Identity Theft Prevention
11.  Reporting Wrongful Conduct and Protection from Retaliation
12.  Tuberculosis Control and Prevention
13.  Social Media
14.  Kansas Open Records Act
15.  Religious Accommodations

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1. Equal Educational and Employment Opportunity—General.

1.1 University Commitment. Washburn University is committed to providing an environment for individuals to pursue educational and employment opportunities free from discrimination and/or harassment.  The University prohibits discrimination on the basis of race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, or marital or parental status.  Each unit within the University is charged with conducting its programs and activities in accordance with the University commitment to equal opportunity for all.

1.2 Equal Educational Opportunity. Equal educational opportunity includes,but is not limited to, admissions, recruitment, extracurricular programs and activities, counseling and testing, financial aid, health services, and employment.

1.3 Equal Employment Opportunity. Equal employment opportunity includes, but is not limited to, recruitment, hiring, assignment of duties, tenure and promotion determinations, compensation, benefits, training, and termination.

1.4 Responsibility. Responsibility for monitoring and implementation of this policy is delegated to the Equal Opportunity Director (EOD); however, all Employees will share in the specific activities necessary to achieve these goals.

1.4.1 The Equal Opportunity Director is Dr. Pamela Foster, Morgan Hall Room 202.  Phone: 785-670-1509.  Email:  eodirector@washburn.edu

2. Harassment—Sexual. 

2.1 Responsibility. All individuals must be allowed to pursue their activities at the University free from sexual harassment, unwelcome sexual advances and sexual violence.  Such conduct will not be tolerated.  All individuals must be allowed to pursue activities at the University free from harassment based on color, race, religion, age, national origin, ancestry, disability, sex, marital or parental status, genetic information, sexual orientation or gender identity.  Responsibility for maintaining a harassment free campus environment rests with all Employees and Students, and others while on the University campus or involved in University-sponsored activities. 

Any faculty member, or individual in an Administrative Position, or supervisor position who becomes aware of sexual harassment on campus or during University-sponsored activities must take steps to prevent its recurrence and must report the matter to the Equal Opportunity Director.  Failure to do so is a violation of this policy.  Any Employee who becomes aware of sexual harassment on campus or during University-sponsored activities should report the matter to the Employee’s supervisor and/or the Equal Opportunity Director

2.1.1Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: 

  • Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment;
  • Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual;
  • Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment;
  • Such conduct emphasizes the sexuality of an individual in a manner which prevents or impairs that individual’s full enjoyment of work and/or educational benefits, environment, or opportunities; or,
  • Such conduct is ini the form of sexual violence.

2.1.2  Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

  • The conduct has the purpose or effect of interfering with the individual’s work or academic performance, or of creating an intimidating, hostile, or offensive working or educational environment;
  • Imposed by an Employee or agent of the University and denies, limits, conditions, or provides different aid, benefits, services, or treatment; or,
  • Imposed by a third party upon an Employee or Student who is engaged in a University-related activity.

2.1.3  Sexual Violence is defined as physical sexual acts perpetrated against an individual's will or where the individual is incapable of giving consent due to the victim's use of drugs or alcohol or an intellectual or other disability.  Examples include, but are not limited to, rape, sexual assault, sexual battery and sexual coercion.

2.2  Employee Harassment. Section 703 of Title VII of the Civil Rights Act of 1964 defines harassment on the basis of sex.

2.3  Student Harassment. Sexual harassment of students is a violation of Title IX of the Education Amendments of 1972, which prohibits sex discrimination in education.

2.4  Complaints. Complaints of sexual harassment are to be made to the Equal Opportunity Director, Dr. Pamela Foster, Morgan Hall Room 202. Phone: 785-670-1509. Email: eodirector@washburn.edu
(See Section 4 below.) 

3. Harassment—General. 

3.1 Responsibility. All individuals must be allowed to pursue activities at the University free from harassment based on race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information or marital or parental status. Responsibility for maintaining a harassment free campus environment rests with all Employees and Students, and others while on the University campus or involved in University-sponsored activities.

All individuals must be allowed to pursue their activities at the University free from sexual harassment, unwelcome sexual advances and sexual violence.  Such conduct will not be tolerated.  All individuals must be allowed to pursue activities at the University free from harassment based on color, race, religion, age, national origin, ancestry, disability, sex, marital or parental status, genetic information, sexual orientation or gender identity.  Responsibility for maintaining a harassment free campus environment rests with all Employees and Students, and others while on the University campus or involved in University-sponsored activities. 

3.1.1 Harassment is defined to have occurred when, on the basis of race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information or marital or parental status a hostile or intimidating environment is created in which verbal or physical conduct, because of its severity and/or persistence, is likely to interfere significantly with an individual’s work or education, or affect adversely an individual’s living conditions. 

3.2 Legal Implications.

3.2.1 Harassment of an Employee is a violation of Section 703 of Title VII of the Civil Rights Act of 1964 which defines harassment on the basis of sex.

3.2.2 Sexual harassment of a Student is a violation of Title IX of the Education Amendments of 1972 which prohibits sex discrimination in education. 

3.3 Complaints. Complaints of harassment (as defined in this section)are to be made to the Equal Opportunity Director, Dr. Pamela Foster, Morgan Hall Room 202. Phone: 785-670-1509. Email: eodirector@washburn.edu
   Complaints must be filed within 180 days of the latest alleged incident. (See Section 4 below.) 

3.4 Harassment—Complaint Procedures. Individuals who believe they may be or are victims of harassment in violation of the University’s equal opportunity/harassment policies, should promptly take one or more of the steps outlined in the complaint procedure. It is not necessary for all steps to be taken or to be taken in order. Nothing in these procedures shall be construed as preventing any individual from pursuing any other legal action. (See Section 4 below.)

4. Equal Educational and Employment Opportunity/Harassment—Complaints.  Complaints of discrimination and/or harassment are to be made to the Equal Opportunity Director, Dr. Pamela Foster, Morgan Hall Room 202. Phone: 785-670-1509. Email: eodirector@washburn.edu 

4.1 Complaint Procedures. Individuals who believe they may be or are victims of discrimination or harassment in violation of the University’s equal opportunity and harassment policies should promptly take one or more of the steps outlined below, as applicable. It is not necessary for all steps to be taken or to be taken in order. Nothing in these procedures shall be construed as preventing any individual from pursuing any other legal action.

4.1.1 Any retaliation against an individual who files a complaint of discrimination/harassment or against individuals who participate in the proceedings is strictly prohibited.

4.1.2 The Equal Opportunity Director may become aware of an incident of alleged discrimination/harassment even though not reported by the alleged victim. Incidents of discrimination/harassment pose legal risks to the University. Therefore, the University retains the right to conduct investigations into alleged incidents of discrimination/harassment and take appropriate measures. This is true even if the alleged victim is unwilling or chooses not to report or to pursue the matter.

4.1.3 The complainant will be notified of the disposition of the complaint at each stage of the process. If a finding of discrimination/harassment is made, appropriate corrective and remedial action will be taken.

4.2  Self Help. The complaint procedure does not require the complainant to confront the alleged perpetrator in any manner or for any reason prior to initiating a formal grievance. The complainant may elect to employ self-help measures. One course of action by individuals who believe they have been discriminated against/harassed by someone is to inform that person emphatically the conduct is unwelcome, offensive, violates University policy, and must stop. There are two methods by which this may be done. An individual may:

  • Personally inform the person either verbally or in writing; or,
  • Ask a supervisor or the EOD to notify the person.

4.3 Consultation and Evaluation.  Individuals who believe they may be or are a victim of discrimination/harassment may contact the EOD. This should be done normally within 10 days of the alleged incident giving rise to the complaint. The consultation/evaluation has several purposes.

4.3.1 To help the individual in determining if the perception of discrimination/harassment is valid;

4.3.2 To discuss the rights, under the policy, of both the individual and the person against whom the allegation is made;

4.3.3 To discuss possible methods the individual could undertake to address and to eliminate the unwanted conduct (whether or not it is discrimination/harassment); and,

4.3.4  To advise the individual. The EOD will:

  • Help the individual determine what courses of action exist if an issue of discrimination/harassment is believed present.
  • Assure the individual that all complaints will be promptly and thoroughly investigated and decided within the time frames set forth below at each stage of the process.
  • Advise the individual that a complaint normally must be filed within 10 business days:

◊ Of the incident giving rise to the complaint; or,
◊ 
Following consultation with the EOD in 4.3 above.

  • Notify the individuals that retaliation for having exercised their rights under this policy is strictly prohibited.
  • Advise the individual of the EOD’s conclusion regarding whether or not an issue of discrimination/harassment is present. The conclusion will be based upon all of the information presented and gathered.

4.4 Confidentiality. The EOD shall take steps to keep information confidential to the greatest extent possible. No assurance of complete confidentiality may be given.

4.5 Document Retention. Records will remain with the EOD for a minimum of three years.

4.6 Informal Complaint Procedure. 

4.6.1 An informal complaint may be filed by the individual believing to have been the victim of discrimination/harassment, normally within 10 business days:

  • Of the incident giving rise to the complaint; or,
  • Following consultation with the EOD in 4.3 above.

4.6.2 Or, the EOD may take action when the informal complaint procedure is deemed necessary. The EOD’s determination will be based upon the information and evidence provided by the alleged victim.

4.6.3 The complaint procedure identifies the alleged victim as the “complainant” and the alleged offender as the “respondent.” 

4.6.4 The EOD initiates the following actions in no particular order, normally within 10 business days of the filing of the informal complaint:

  • Apprising the respondent of the charge of discrimination/harassment;
  • Eliciting from the respondent an explanation of what occurred from the respondent’s perspective;
  • Gathering any other information or conducting any investigation or interviews the EOD deems to be necessary;
  • Attempting to facilitate a solution acceptable to both the complainant and the respondent;
  • Taking such other steps deemed appropriate by the EOD;
  • Advising the individual of the EOD’s conclusion regarding whether or not an issue of discrimination/harassment is present, based on the information presented in the investigation;
  • Making a written record of the informal procedure. Any resolution will be maintained in the EOD office for a minimum of 3 years; and,
  • Notifying the complainant and the respondent that retaliation for having exercised their rights under this policy is prohibited.

4.6.5 A formal complaint may follow if a solution to the situation acceptable to the complainant cannot be reached. The request must be submitted in writing to the EOD within 10 business days from the completion of the informal complaint procedure.

4.7 Formal Complaint Procedure.

4.7.1 An individual’s request for a formal complaint procedure will be given to the President. The request:

  • Must be in writing;
  • May be submitted by either the complainant or the EOD on the complainant’s behalf;
  • Shall be delivered to the respondent at the same time it is delivered to the President; and,
  • Shall be granted by the President unless it appears some other disposition satisfactory to the complainant can be made.

4.7.2 The President will furnish the EOD, normally within 10 days from the date the request is granted, a list of 7 University Employees from which one member of a hearing committee will be selected.

4.7.3 The hearing committee will be established, normally within 20 business days of the individual’s request. THE EOD will coordinate the selection process. First, the complainant shall select one University Employee to serve on the hearing committee. The respondent then shall select one University Employee to serve on the committee. The third member shall be selected as follows:

  • The first and second members will alternate eliminating one name at a time from the list of 7 University Employees furnished by the President, starting with the person selected by the complainant until only one of the names remains. This individual becomes the third committee member.

4.7.4 The first meeting of the hearing committee normally will be scheduled by the EOD within 10 days of the selection of the hearing committee, at which time the committee will set the hearing date. Time is of the essence in scheduling and conducting the hearing.

4.7.5 All committee members will serve without compensation. Wage and hour Employees’ service on such committee shall be deemed hours worked. 

4.7.6 Reasonable provisions will be made for individuals to appear as witnesses at the hearing.

4.7.7 A record will be kept of the proceedings of the hearing. 

4.7.8 The committee will deliberate in private and render its decision, normally within 10 days of the hearing.

4.7.9 Legal counsel, on behalf of either party, may serve only in an advisory capacity, and may not represent nor participate in the hearing.

4.7.10 The decision of a majority of the committee shall be the decision of the whole. The decision shall be considered final and binding upon both the complainant and the respondent. 

4.8 Appeal Procedure. The decision of the committee may be appealed by either party by filing a written notice of appeal with the EOD specifying the basis for the appeal within 10 days of the decision.

4.8.1 The EOD shall promptly notify the Vice Presidents of the University who shall serve as an appeals committee.

4.8.2 The appeals committee shall consider the complete record of the hearing and render a decision, normally within 10 business days of receipt of the notice of appeal. It will not conduct a hearing. Its decision shall be final.

4.8.3 The hearing and appeal committees’ decision shall have no effect upon any other individual not participating in the specific complaint, nor will it operate to change any University policy or procedure. 

4.8.4 Each decision shall be reviewed in due course by appropriate University policy-makers to determine if any policy change should be made.

4.8.5 Full and complete documentation of any complaint shall be retained by the EOD for a minimum of 3 years.

5. Conflict of Interest.

5.1 Purpose. The purpose of these regulations and procedures is to:

  • Provide examples of conduct which is deemed to constitute actual or apparent conflict of interest;
  • Describe the process by which disclosure of actual, potential or apparent conflicts of interests, are to be made by University Employees or representatives; and,
  • Describe enforcement of the conflict of interest policy.

5.2 Definition. For the purpose of these regulations and procedures the following definition applies.

5.2.1  “Conflict of interest” means the existence of an Employee’s financial or personal considerations which may, or may appear to, impair or compromise the performance of the Employee’s duties as a University Employee for or on behalf of the University.

5.3 Types of Conflict. A conflict of interest, or apparent conflict of interest, exists when an Employee or person acting for or on behalf of the University:

  • Seeks personal gain through his/her employment at the University;
  • Engages in non-university employment or consulting activity for himself/herself or for another which impairs:

◊ His/her ability to fulfill her/his obligations to the University as an Employee; or,
◊ T
he Employee’s judgment in the performance of University duties and responsibilities.

5.4 Personal Gain. The following are examples of conduct which present a conflict of interest when personal gain accrues to the Employee or a member of his/her family or others with whom he/she is associated.

5.4.1 A person uses, or attempts to use:

  • His/her position with the University to achieve a material and/or financial benefit for himself/herself or others;
  • University property, resources or services, including but not limited to, University offices, office supplies, telephone, equipment, computing resources, for personal and private purposes to achieve a material or financial benefit for himself/herself or others;
  • University Employees, Students, contractors, or volunteers to achieve a material or financial benefit for himself/herself or others; and,
  • Any confidential information acquired in connection with University related activities or University employment to achieve material or financial benefit for himself/herself or others, or for other unauthorized purposes.

5.4.2 A person directly or indirectly solicits, receives or accepts anything of more than nominal value from any person or organization seeking to do business with or have an association with the University. Exceptions are:

  • Registration for an event at which the Employee is making a presentation or providing a service, as an Employee of the University, to the event sponsor;
  • Promotional items, such as coffee cups, pens, pencils, mouse pads, etc;
  • Textbooks, software, and instructional materials to be reviewed by teaching faculty;
  • An award, plaque, certificate, memento or similar item given in recognition of the Employee’s charitable, civic, professional, personal private, public or political achievements;
  • Food and/or beverage of nominal or reasonable amount given to or consumed by an Employee at a single meal or event; or,
  • The President or his/her designee may grant additional exceptions, in writing, when he/she determines, upon the basis of the facts presented:

 The benefit accruing to the individual is of nominal value; and,
 The exception will not impair either the individual’s or University’s ability to conduct business ethically, fairly and impartially; or,
 When the requested exception is a common and generally accepted practice in public higher education institutions.

5.5 Other Employment and Activity. The following are examples of non-University employment or activity, either with or without compensation, which impairs the ability of an individual to perform his/her obligations as an Employee or representative of the University.

5.5.1 Employment or other activity which occurs at times during which the Employee normally is to perform his/her obligations for the University.

5.5.2 Employment, without the approval of the applicable Major Academic Unit Dean and the VPAA, in a teaching capacity on a full-time or part-time basis with another higher education institution.

5.5.3 Employment or activity individually or with another person or entity providing goods or services which are in competition with goods and/or services provided by the University.

5.6 University Disclaimer. In all employment or activities outside of an Employee’s University employment, each Employee functions in his or her individual capacity, without the support of the University, and is solely responsible for his/her acts.

5.7 Disclosure—Creation of University Financial Obligations. All persons recommending or involved in creating any financial obligation of the University, including but not limited to the purchase of goods or services, contracts obligating the University, and leases, shall disclose to their supervisor the nature of any relationship whatsoever they may have with any vendor, contractor or lessor. A financial obligation in which an Employee or representative of the University has an interest will only be entered into if:

  • It is deemed to be in the best interests of the University; and,
  • Such person’s interest with the other party will not conflict substantially or materially with such person’s discharge of his/her University responsibilities.

5.8 Disclosure—Conflict with Duties. All persons considering non-university employment or other activity which may create a conflict of interest have a duty to disclose any actual or potential conflict to their supervisor by submitting a written statement describing the nature of the potential conflict.   Supervisors who become aware of such actual or potential conflict with the University by persons within their supervision have a duty to request such individuals provide such a written statement.

5.9 Disclosure Advice. Any person who is in doubt whether he/she is confronted with an actual or potential conflict of interest should seek the advice of his/her supervisor or the appointing authority for his/her position to determine if the interest could conflict impermissibly with the person’s obligation to the University.

5.10 Annual Disclosure. All officers of the University or its Board of Regents, deans, directors and those persons identified by the President shall annually submit a completed “Annual Conflict of Interest Disclosure Statement” to the Vice President for Administration and Treasurer.

5.11 Enforcement.

5.11.1 The ultimate responsibility for the enforcement of the policies and regulations on conflicts of interest is that of the President who may delegate authority for enforcement to other University officials.

5.11.2 Violations of the policy or regulations, include, but are not limited to:

  • The failure to file timely disclosures;            
  • Filing incomplete, erroneous, or inaccurate disclosures; or,
  • Failure to comply with prescribed procedures for managing or resolving conflicts or potential conflicts of interest.

5.11.3 Violations shall subject the person to disciplinary sanctions which may include, but are not limited to, suspension from or termination of employment.

5.12 Examples. Examples of situations in which a conflict of interest will be deemed to exist.

5.12.1 The use of the Employee’s or individual’s official title of employment or the University’s name, or any of the University’s component parts, including any of the University’s graphics, in any situation other than in the conduct of official University business.

5.12.2 The use of any University resource, including but not limited to University stationery, the University’s address, phone number, fax number or electronic mail address as a contact point for personal or private business use.

5.12.3 The use of the University’s name, its tax exempt status or its tax exempt number to purchase good or services for personal or private business use.

5.12.4 The use of University resources in such a way as to interfere with, or cause harm or damage to, another person, institution, or company within or outside the University community.

6. Drug Free Work Place

6.1 Purpose. To set forth regulations and procedures developed to ensure compliance with the Drug Free Workplace Act of 1988. 

6.2 Definitions. The following definitions apply to Drug Free Work Place.

6.2.1 “Controlled Substance” means a controlled substance identified in Schedules I through V of the Controlled Substance Act ( 21 U.S.C. 812 ). These include, but are not limited to:

  • Marijuana;
  • Amphetamines;
  • Heroin; and,
  • Cocaine or its derivatives.

6.2.2 “Conviction” means a finding of guilt, including a plea of nolo contendere, or the imposition of a sentence, or both, by any court having jurisdiction over violations of federal or state criminal drug statutes.

6.2.3 “Criminal Drug Statute” means any federal or state law prohibiting the unlawful manufacture, distribution, sale, dispensation, use, or possession of any controlled substance.

6.2.4 “Workplace” means property owned or in control of the University.

6.3 Prohibition. The University shall not tolerate substance abuse or use which imperils the health and well-being of its Students and Employees or threatens the University’s mission, therefore, the following are prohibited:

  • The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance in the workplace or while the Employee is on duty, on official University business, or on standby duty; and,
  • Reporting to work or performing work for the University while impaired by or under the influence of controlled substances or alcohol.

6.4 Disciplinary Action. An Employee will be disciplined when:

  • Found to have violated the prohibition stated above; or,
  • Convicted for violation of a criminal drug statute for a violation occurring in the workplace. 

6.4.1 An Employee’s participation in an approved drug abuse or rehabilitation program will be considered in determining the disciplinary action to be taken. The participation may be voluntary or involuntary.

6.5 Drug Free Awareness Program. The Director of Human Resources shall establish and administer an ongoing drug free awareness program as required by law. 

6.5.1 The Director shall cause notice to be posted stating:

  • The University’s policy prohibiting the unlawful manufacture, dispensing, use or possession of controlled substances in the workplace;
  • The dangers of the use and abuse of drugs in the workplace; and,
  • That the Employees who violate the policy or who are convicted of a criminal drug statute for a violation in the workplace shall be subject to disciplinary action up to and including termination.

6.5.2 The Director shall prepare, and make available to all Area Heads, a list of available drug counseling or rehabilitation programs in the Topeka/Shawnee County area.

6.6 Federal Grant Related Requirements.

6.6.1 Each Employee in an area participating in a federal grant activity shall be provided a copy of the Drug-Free policy statement by the Principal Investigator.

6.6.2 Each Employee in an area participating in a federal grant activity shall be notified, in writing by the Employee’s Area Head, that as a condition of employment in the federal grant activity each Employee will:

  • Abide by the terms of the policy statement; and,
  • Notify the Area Head of any of the Employee’s criminal drug statute conviction for a violation occurring in the workplace no later than 5 calendar days after the conviction.

6.6.3 The Employee’s Area Head shall notify, or cause to be notified, any contracting agency of an Employee’s conviction within 10 days after receiving notice of the conviction.

7.  Smoke Free Work Place.

7.1  Purpose.  To set forth the regulations and procedures for the implementation of the University’s policies regarding smoking.

7.2  Smoking Restrictions.  Smoking shall be prohibited:

  • In all buildings including not only the public, but also the private areas of Student housing, buildings owned or leased by the University, and balconies of all buildings;
  • In University owned or leased vehicles and other mobile equipment with an enclosed or enclosable driver/passenger compartment.  This shall include, but not be limited to, passenger vehicles, trucks, vans, buses, and powered carts;
  • Within 10 feet of any building entrance/exit or air handling units;
  • In Athletic and recreational venues;
  • In outdoor dining areas;
  • In outdoor gathering areas such as patios, gardens, and courtyards designated as non-smoking areas; and,
  • In outdoor areas in which a scheduled event is occurring.

7.3  Smoking Designations.  The VPAT or designees shall determine smoking areas where ashtrays and other smoking litter appliances shall be placed.  Such areas shall not be located within 10 feet of any building entrance/exit or air handling units.  In determining areas, consideration shall be given to:

  • Pedestrian traffic patterns;
  • Pedestrian safety;
  • ADA accessibility; and,
  • Aesthetics.

7.4  No Smoking Signs and Other Notifications. 

7.4.1  The Director of Facilities Services shall place theinternational no smoking symbol sign at the entrance of each building, and other locations designated as non-smoking areas.

7.4.2  The following Employees shall be responsible for advising the designated groups of the University’s smoking regulations:

  • Those who schedule use of University facilities shall be responsible for advising Non-University Groups inquiring about use of University facilities;
  • The Director of Human Resources or designee or the VPAA or designee shall be responsible for advising prospective Employees;
  • Directors of Admissions or designee(s) shall be responsible for advising prospective Students of the University’s smoking regulations;
  • The VPAT or designee shall be responsible for advising Employees at the time of adoption of these regulations;
  • The VPSL or designee shall be responsible for advisingStudents at the time of adoption of these regulations; and,
  • Those Employees who arrange for third parties to provide services on University owned or leased property shall be responsible for advising said parties.

7.5  Responsibility For Enforcement.  The following shall be responsible for enforcement of these regulations:

  • The Director of University Police or designee(s);
  • Department Heads;
  • Supervisors of functions/areas of University business; and,
  • Organizers or designee(s) of activities/events.

7.6  Complaints of Violation. 

7.6.1  When reasonable attempts by a Department Head, supervisor, or organizer as listed in 7.5 above to get proper cooperation from an individual or individuals who are in violation of these smoking regulations have failed, University Police shall be immediately notified of the violation.

7.6.2  Other individuals may complain of violations to anyone of those responsible for enforcement as listed in 7.5 above.

8. Alcoholic Liquor and Cereal Malt Beverage. 

8.1 Purpose. To set forth regulations and procedures governing the selling, serving, and consumption of alcoholic liquor and cereal malt beverages on University owned or controlled property.

8.2 Prohibited. Except as authorized by the Board herein, the possession and consumption of alcoholic liquor and cereal malt beverages is prohibited.

8.3 Definitions. The following definitions apply to these regulations and procedures.

8.3.1 “Alcoholic Liquor” means alcohol, spirits, wine, beer, and every liquid or solid, patented or not, containing alcohol, spirits, wine, or beer and capable of being consumed as a beverage by a human being, but shall not include, any cereal malt beverage.

8.3.2 “Cereal Malt Beverage” means any fermented, but undistilled liquor brewed or made from malt or from a mixture of malt or malt substitute, but does not include any such liquor which is more than 3.2% alcohol by weight.

8.3.3 “Event” means a prearranged function not advertised to the general public and limited in attendance to members of the sponsoring individual and the sponsor’s guests.

8.3.4 “Guest” means the spouse of the person sponsoring the event, individuals invited to attend such event by the sponsor, or, in the event an event is sponsored by an organization, invited personal friends of a member of the organization sponsoring such event.

8.3.5 “Member” means an individual belonging to a sponsoring organization.

8.3.6 “Sale” means any transfer, exchange, or barter in any manner or by any means whatsoever for a consideration and includes all sales made by any individual, whether principal, proprietor, agent, servant or Employee.

8.3.7 “Sponsoring Organization” means a corporation, association or legal entity sponsoring an event.

8.4 Exceptions. 

8.4.1 Alcoholic liquor and cereal malt beverages may be served and/or consumed:

  •         At an event occurring in or on the non-classroom instruction areas or grounds adjacent to
             non-classroom instruction areas or other areas designated in these regulations;
  •         With approval of the President obtained at least 15 days in advance of the event date; and,
  •         When the alcoholic liquor/cereal malt beverage is furnished by the University’s dining
             services provider.

8.4.2 For University approved tailgating during University home athletic game days, the alcoholic liquor and/or cereal malt beverages may be provided by the tailgaters. Such beverages shall be in non-breakable containers for personal consumption of members of the tailgaters’ party only.

8.5 Designated Areas. Alcoholic liquor and cereal malt beverages may be served and/or consumed at an event only in or on the following designated areas:

  • President's residence and adjacent grounds;
  • International House;
  • White Concert Hall foyer;
  • Carole Chapel;
  • Mulvane Art Museum and Mulvane Art Museum foyer;
  • Lobby area adjacent to Libation Station and the lobby area adjacent to the administrative offices of the Law School building;
  • Memorial Union meeting rooms and adjacent lobbies;
  • Bradbury Thompson Alumni Center;
  • Gray University Theatre foyer;
  • Hospitality areas of the Bianchino Pavilion;
  • McPherson Room in Petro Allied Health Center;
  • Lee Arena in Petro Allied Health Center;
  • Athletic Conference Room; and,
  • All outdoor areas of the University's campus; provided, however, the sponsoring organization shall designate and identify, subject to approval by the President, a specified area within which the consumption of alcoholic liquor and cereal malt beverages shall be limited.

8.6 Serving Alcoholic Liquor and Cereal Malt Beverage. The individual/sponsoring organization shall:

  • Ensure that alcoholic liquor or cereal malt beverages shall be served in compliance with applicable state and local laws;
  • Have appropriate procedures to limit serving and consumption of alcoholic liquor and cereal malt beverages to individuals 21 years of age or older; and,
  • Have appropriate procedures for removal or disposal of alcoholic liquor and cereal malt beverages immediately following the sanctioned function.

8.6.1 All alcoholic liquor and cereal malt beverage service must be provided by the University’s dining services provider except as provided in 8.4.2 above. 

8.6.2 All events with alcoholic liquor and cereal malt beverage service must include the availability of non-alcoholic beverage(s). 

8.6.3 The individual/sponsoring organization shall ensure individuals in attendance at an event shall not carry alcoholic liquor and/or cereal malt beverages outside the area in which they are being served.

8.6.4  When alcoholic liquor and/or cereal malt beverages are being served, except for tailgating activities as provided in 8.4.2, special signage is required. As a special service University Scheduling shall:

  • Request the designated outdoor area be physically marked with a temporary enclosure and signage restricting the possession and consumption of alcoholic liquor or cereal malt beverage within the space so marked; and,
  • Coordinate with the University's dining services provider to provide signage for use in buildings restricting the possession and consumption of alcoholic liquor and cereal malt beverage to the room(s) for which permission has been granted.

8.6.5 If deemed to be in its best interest, the University or its provider shall, without penalty:

  • Refuse service of alcoholic beverages to an individual; or,
  • Discontinue service of alcoholic beverages at a function.

9.  Internal Audits.  For the purpose of maintaining proper accounting and management controls and efficient systems and procedures, the VPAT or VPAT designee shall conduct internal audits when the VPAT determines an audit is appropriate.

10.  Sensitive Information Protection and Identity Theft Prevention.

10.1  Purpose.  To set forth regulations and procedures for the administration and use of sensitive information and personally identifiable information and the establishment of an identity theft prevention program consistent with Board policies and applicable laws and regulations.

10.2  Definitions.  For the purpose of these regulations and procedures the following definitions apply.

10.2.1  "Covered Account" means the extension of credit by the University to an individual for the purchase of goods or services involving multiple payments or transactions.

10.2.2  "Personally Identifiable Information" means information in any format, electronic or printed, pertaining to an individual by which the identity of the individual may be obtained and includes, but is not limited to, Social Security Number, the University WIN number, date of birth, birth name.

10.2.3  "Red Flag" means an indicator of potential fraud or threat for identity theft, including but not limited to:

  • Alerts, notifications, or warnings from a consumer reporting agency;
  • Suspicious documents; and,
  • Suspicious personally identifiable information.

10.2.4  "Sensitive Information" means information in any format, printed or electronic, relating to an individual concerning the individual including, but not limited to the individual's personally identifiable information, academic performance, employment performance, credit transactions or history, credit card numbers, payroll information, or medical information.

10.3  Use of Sensitive Information.

10.3.1 When sensitive information is being used in printed format, University contractors and Employees shall:

  • Lock cabinets, drawers, or storage spaces containing such information when not in use;
  • Lock storage rooms and record retention areas at the end of the workday and at times when the rooms or areas are unsupervised;
  • Ensure documents containing personally identifiable information may not be viewed or accessed by a member of the public or other individual having no need to know such information; and,
  • Discard documents, or copies of such documents, containing personally identifiable information, upon useful life of the document by placing in a locked shred bin or immediately shredding it using a mechanical cross cut shredding device.

10.3.2 When sensitive information is used in electronic format, University contractors and Employees shall:

  • Ensure such documents may not be viewed by members of the public or any individual having no need to know such information on computer monitors or other devices used to access and view such information;
  • Provide access to such information to persons having a legitimate need to know such information;
  • Store such information in a location requiring the use of a password to access it; and,
  • Include a confidentiality statement in any email transmitting such information to a University contractor or Employee;

10.4.  Identity Theft Prevention Program.

10.4.1  The Administration periodically shall review the University's business functions to determine whether the University offers or maintains covered accounts. 

10.4.2  The Administration periodically shall conduct a risk assessment of its functions involving covered accounts taking into consideration:

  • The method of opening such accounts;
  • The methods provided to access such accounts;
  • Experience of incidents of identity theft;
  • Methods of identity theft; and,
  • Appropriate supervisory guidance.

10.4.3  The Administration shall identify red flags which might evidence a potential instance of fraud or the risk of identity theft with respect to covered accounts. Employees and individuals involved in transaction involving covered accounts shall be provided a list of such red flags. Such red flags may include, but are not limited to:

  • Alerts, notification, or warnings from a consumer reporting agency including, but not limited to:
◊ A fraud or active duty alert from a consumer reporting agency in response to a request for a consumer report;
◊ Notice of a credit freeze from a consumer reporting agency; or,
◊ Notice of address discrepancy from a consumer reporting agency.
  • Suspicious documents, including, but not limited to, a document which:
◊ Appears to have been altered or forged;
◊ The description or photograph on such document is not consistent with the appearance of the individual presenting the document; or,
◊ Information on the document is not consistent with other information concerning the individual in the possession of the University.
  • Suspicious personal identifiable information provided inconsistent when compared with external sources used by the University which may include, but is not limited to:
◊ Non-matching addresses;
◊ Social Security Number (SSN) has not been issued or is on the Social Security Administration's Death master File;
◊ SSN provided matches an SSN furnished by another individual; and,
◊ Personal identifiable information provided inconsistent with other such information furnished by the individual.

10.4.4  When a red flag is detected, the contractor of Employee shall gather all related documentation and present to the VPAT for investigation and determination of whether the activity is authentic or fraudulent.

10.4.5  When a red flag activity is determined to be fraudulent, the VPAT or designee(s) shall take action deemed appropriate to eliminate or minimize exposure to liability which may include, but is not limited to:

  • Cancellation of transaction;
  • Notification to, and cooperation with law enforcement personnel;
  • Determination of liability; and,
  • Notification to individual.

10.4.6 The Administration will review and revise the Identity Theft Program periodically and/or as needed.

10.5  Staff training.  Staff training shall be conducted by the VPAT for all contractors, Employees, and individuals for whom it is reasonably foreseeable they may come into contact with covered accounts and/or personally identifiable information. 

11.  Reporting Wrongful Conduct and Protection from Retaliation Washburn University is committed to providing an environment that allows individuals to make good faith disclosures of unlawful acts or violation of University policies, regulations and procedures, including financial irregularities, free from retaliation.  Employment action or any other action that would have been taken regardless of disclosure of information are not prohibited.  The report of wrongful conduct will be investigated and the rights of the Employees protected.  Reports that are frivolous, vindictive, and without support or merit may result in disciplinary action.

11.1  Reporting allegations.  Employees or Students who have knowledge of specific acts which they reasonably believe violate federal, state or local law or which violate the policies, regulations and procedures of Washburn University may report those acts to University Counsel: Morgan Hall, Room 208C, 785-670-1712, or the appropriate University official as shown below:

Sexual Harassment, Discrimination or other Equal Opportunity issues:
Director, Equal Opportunity:  Morgan Hall, Room 308A, 785-670-1509

Environment, Health or Safety:
Director, Safety Planning:  Memorial Union, 785-670-1779

Misuse of Funds or Financial Irregularities:
Vice-President for Administration:  Bradbury Thompson Alumni Center, Room 208, 785-670-1634; AND,
Chair, Washburn Board of Regents

Student Misconduct:
Dean of Students:  Morgan Hall, Room 104, 785-670-2100

NCAA Violations:
Director of Athletics:  Petro Allied Health Center, Room 200, 785-670-1974

11.2  Retaliation prohibited.  Employees or Students who engage in retaliatory conduct against one who has reported allegations pursuant to these regulations will be subject to disciplinary actions pursuant to established University procedures, up to and including termination of employment or Student status.

11.3  Confidentiality.  It is the obligation of administrators and supervisors to whom allegations are reported to maintain confidentiality to the extent possible.

12.  Tuberculosis Control and Prevention

12.1  Purpose.  To set forth regulations and procedures established to control and prevent the spread of tuberculosis (TB) among Students.

12.2  Definitions.  The following definitions apply to these regulations and procedures.

12.2.1  “Primary Hold” means the prevention of a Student from registering for future semesters and from having transcripts released or degree conferred.

12.3  Screening.  All new Students and all Students who have traveled for 90 or more consecutive days to one or more of the countries which present a high risk of contracting TB (See Section 11.9 below) shall be screened to assess the Student’s risk for TB.

12.4  Primary Screening.  All Students shall undergo a two part screening upon first entry into MyWashburn. 

12.4.1  An online screening shall be an initial assessment of the Student’s risk for TB by asking if the Student:

  • Has one or more of the following signs or symptoms of active TB disease:

                        v Unexplained elevation of temperature for more than 1 week;
                        v Unexplained weight loss, night sweats, or persistent cough for more than 3 weeks; and/or,
                        v Long-lasting cough producing blood;

  • Has knowingly had contact with a person diagnosed with active TB; or,
  • Was born in or has spent 90 or more consecutive days in a country with endemic TB (high-risk country).

12.4.2  A computer search of the Student’s records shall be done upon the Student’s first entry into MyWashburn.  The purpose of this search shall be to determine the country(s):

  • Where the Student has attended educational institutions; and,
  • In which the Student is showing a return address and/or emergency contacts.

12.5  Secondary Screening.  A Student who answers yes to any question(s) in the primary screening or whose records show a relationship to a high risk country shall be permitted to register for classes, but shall be required to undergo a secondary screening at the University’s Student Health Services (SHS) within 30 days after the primary hold is placed.

12.6  International Travelers.  This section applies to any Student traveling to a high-risk country for 90 or more consecutive days.

12.6.1  Such Students shall be counseled regarding risk of TB exposure by SHS.  Additionally, the Student shall be offered a baseline TB test before departure, which test shall be at the expense of the Student.

12.6.2   Such Students shall be required to undergo one of two medical tests, at the expense of the Student, sometime between 60 and 90 days after return.  The test shall be:

  • The Skin Test if no Bacillus Calmette-Guerain (BCG) vaccination; or,
  • Interferon Gamma Release Assay (IGRA) test if received BCG.

12.7  Application of Restrictions.

12.7.1  SHS shall obtain a list of Students who fall within one or both of the two circumstances described in 12.7.2.

12.7.2  SHS shall place a primary hold on a Student’s account when the:

  • Student has given a positive answer to any of the questions listed in 12.4.1 above; or,
  • Screening by computer search finds the Student has a return address and/or emergency contacts in a high risk country.

12.7.3  Any Student suspected of having active TB disease, based upon the secondary screening at SHS, shall not be allowed to physically attend classes or use University facilities until cleared by the Shawnee County Health Agency (SCHA).  (See Section 12.8 below.) 

12.7.4  When a Student is suspected of having active TB disease, SHS shall notify and refer the Student to the SCHA.

12.8  Secondary Screening Procedures.  The procedures which shall be followed by SHS and subsequent action by the Student shall be as follows:

  • The questions presented to the Student in the primary screening shall be repeated, with more detailed attention to potential TB exposure history;
  • When the Student is deemed by SHS to be at low risk, SHS shall release the primary hold;
  • If it is determined the Student does have risk of infection, the Student must undergo TB testing at the Student’s expense.  The test shall be:
                    v Skin test if no BCG;
                    v IGRA if had BCG.
  • If test is negative, SHS shall remove the primary hold on the Student’s account;
  • If test is positive, the Student shall be referred to the SCHA for further evaluation and possible treatment;
  • Upon receipt of records from SCHA, the SHS shall remove the primary hold when such records indicate the Student was examined at SCHA and was determined to be at:
                   v Low risk of infection; or,
                   v Risk for infection, but declined treatment of Latent TB Infection.
                   v Risk for infection and has been treated.

12.9  High Risk Countries.  Any Country NOT here listed is considered as having endemic TB.

Albania

America Samoa

Andorra

Antigua and Barbuda

Australia

Austria

Bahamas

Barbados

Belgium

British Virgin Islands

Canada

Chile

Costa Rica

Cyprus

Czech Republic

Denmark

Dominica

Fiji

Finland

 

France

Germany

Greece

Grenada

Hungary

Iceland

Ireland

Italy

Jamaica

Luxembourg

Malta

Nauru

Netherlands

New Zealand

Norway

Saint Kitts and Nevis

St. Lucia

Samoa

 

 

Slovakia

Slovenia

Spain

Sweden

Switzerland

Turks and Caicos Islands

United Kingdom of Great Britain & North Ireland

United States Virgin Islands

United States of America

Wallis & Futuna Islands

(List provided September, 2011 by Kansas Department of Health and Environment.)

13.  Social Media Regulations.

13.1  Purpose.  To set forth regulations and procedures for the use of social media by Departments, University Groups, Employees, and Students when such use is  intended to further the mission of the University.

13.2  Definitions.

 13.2.1  “Account Manager” means the individual primarily responsible for entering and monitoring content of a specific University social media account.

13.2.2  “Service mark” means the distinctive letter, word, phrase, logo, or symbol used to distinguish services the University provides from services provided by other organizations.

13.2.3  “Social Media” means  a group of internet based applications or services which allow the creation and exchange of user-generated content.  Examples include, but are not limited to, Facebook, Twitter, YouTube, and blogs.

13.2.4  “Social Media Account” means a specific social media site established for the purpose of  furthering the mission of the University.

13.2.5  “Trademark” (mark) means a distinctive letter, word, phrase, logo, symbol,  or nickname, associated with the University and used on products, and can be distinguished from those of other organizations.  “Trademark” also includes intellectual property rights held by the University.

13.3  Approval.  Approval to establish and maintain a social media account shall be required.

13.3.1  Approval or denial of proposed social media accounts shall be by the  Director of University Relations or designee.

13.3.2  Social media accounts which exist as of the effective date of these regulations shall be reviewed and shall be subject to denial of continued use or required modification.

 13.3.3  The request for approval shall be submitted by the Department Head, University Group president or chairperson, or the Employee or Student, and shall include:

  • Name of the account manager;
  • Purpose of the account; and,
  • Proposed name of the account.

13.3.4  The approval process shall include review of:

  • Any logos submitted;
  • How the account is to be publicized; and,
  • The University’s official social media directory to ensure a similar account does not already exist.

13.4  Use of University Trademark. Neither the University mark nor the service mark shall be used in University social media site accounts without prior approval by the Director of University Relations.  (See Subject P. Trademark Licensing for additional regulations.)

13.4.1  When submitting requests to the Director of University Relations for use of the University trademark, include the following information:

  • Marks or service marks to be used; and,
  • A brief statement of how it/they would be used.

 13.4.2  The University mark or service mark includes, but is not limited to, the following:

  • Washburn University;
  • Washburn Institute of Technology;
  • Washburn Ichabods;
  • Washburn Lady Blues;
  • Washburn Tech;
  • Ichabods;
  • Lady Blues;
  • WU; and,
  • BODS.

13.4.3  Use of a University mark or service mark without prior approval by the Director of University Relations or designee may result in suspension of approval for continued use of the site as a social media account.

13.5  Content.  University social media accounts serve as electronic representations of the University, and the content posted must conform to the following.

13.5.1  The social media account shall not include:

  • Misleading, false, or otherwise untrue statements;
  • References endorsing the use of illegal drugs or alcohol;
  • Posts which are self-promoting for purposes not University related or which are focused on marketing third party offerings;
  • Harassing or discriminatory posts regarding race, color, religion, age, national origin, ancestry, disability, sex, marital or parental status, sexual orientation, or gender identity (See Subject A. General Topics. Topics 2 and 3);
  • Inappropriate interactions such as, but not limited to, postings of obscene or vulgar language;
  • Confidential or privileged information or any information that would violate an individual right to privacy or the Family Educational Rights to Privacy Act (FERPA); or,
  • Information which is confidential or proprietary to the University or to any third party that has disclosed information to the University.

13.5.2  The social media account shall include:

  • Content primarily focused on the sponsoring Department or other University Group, or University activity, and which is consistent with the goals or mission of the University;
  • Disclosure that any personal opinion(s) do not represent the official position of the University;
  • Consistent branding by including the:
    • Statement, “An official account of Washburn University;” (except for recognized Student Organizations the statement shall be “A recognized student organization of Washburn University.”)
    • University name; and,
    • Color Pantone 654 for print or Color Pantone 281 for Web-Use when using a custom background; and,
  • Account manager contact information.

13.6.  Administrative Responsibilities.

13.6.1  Social media accounts shall not be routinely monitored by the Administration or designees, however response shall be made to complaints that an account poorly represents the University, and if appropriate, corrective action shall be taken.

13.6.2  The Director of University Relations shall provide support to account managers by:

  • Providing or directing account managers to information related to establishing and using social media accounts;
  • Providing suggestions for maintaining an active account; and,
  • Responding to questions from account managers regarding the social media account and its use.

13.6.3  The Director of University Relations shall register each social media account in the University’s official social media directory.

13.6.4  Account managers shall be responsible for all content the account manager posts and shares.

14.  Kansas Open Records Act.  

14.1  Purpose.  To set forth regulations and procedures for the administration of the provision of public records to those who request access to such. 

14.2  Official Record Custodian.  The VPAT shall be the University’s Official Record Custodian (ORC) and shall be responsible for the maintenance of public records, regardless of whether such records are in the ORC’s actual personal custody and control.

14.2.1  The ORC may designate an Employee to carry out the custodial duties of the ORC.

14.2.2  The administration of the duties of the ORC shall be consistent with K.S.A. 45-215 et seq and amendments.

14.3  Freedom of Information Officer.  The University Counsel shall be the Freedom of Information Officer (FIO) and shall respond to individuals seeking access to University records.

14.4  Procedure for Fulfilling Request. 

14.4.1  When a request to inspect and/or obtain a copy of a public record is received by an Employee, the Employee shall immediately inform the Department Head.  The Department Head in turn shall immediately inform the ORC and the FIO.

14.5  Fees.  The following fees may be charged for providing access to or furnishing copies of public records:

  • Scanned or copied documents                                           $  0.20 per page;
  • Postage/shipping, $0.50 plus actual charges                     $  1.50 minimum;
  • Facsimile                                                                              $  0.80 per page;
  • Electronic data retrieval                                                       $50.00 per hour;
  • Access/inspection costs are determined on case by case basis.

15.  Religious Accommodations. 

15.1  Purpose.  To set forth regulations and procedures for reasonably accommodating Employees and Students for purposes related to their sincerely held religious beliefs (Religious Accommodation).

15.2  Religious Accommodation for Employees.  Consistent with the University’s respect for the right of an Employee to adhere to a system of religion, the University prohibits discrimination against an Employee because of a sincerely held religious belief. 

15.2.1  University supervisors/Department Heads shall provide to each Employee reasonable accommodation for religious observance with regard to work requirements unless the accommodation would:

  • Create an undue hardship on the University; or,
  • Fundamentally alter the nature and requirements of a job.

15.2.2  Examples of a reasonable accommodation for religious observance include, but are not limited to:

  • Adjusting a work schedule; and,
  • Modification of required dress.

15.2.3  Each Employee shall be responsible for satisfying all requirements of the position regardless of any religious accommodation granted at the request of the Employee.

15.2.4  Employees shall request of their supervisor/Department Head permission to take time off work no less than one week in advance of the date of the  religious holiday to be observed.

15.2.5  The time off may be taken without pay, or with pay if sufficient personal leave accumulation exists, or made up with an approved alternative work schedule, provided the alternate schedule does not create overtime hours.

15.2.6  In recognition that religion is a private matter, supervisors/Department Heads shall make every reasonable attempt to respect the Employee’s privacy when making the accommodation. 

15.2.7  Supervisors/Department Heads shall have the right to request the Equal Opportunity Director obtain documentation from the Employee’s religious leader which:

  • Attests to the date/time of the conflict or the reason for the requested accommodation; and,
  • Confirms the Employee has a sincerely held religious belief.

15.2.8  If the Employee and Supervisor cannot agree upon an accommodation, the Employee may bring the matter to the attention of the Equal Opportunity Director in order to attempt to reach a mutually agreeable solution. 

15.2.9  Any complaint of discrimination may be brought to the Equal Opportunity Director as set out in the Washburn University Policies, Regulations and Procedures Manual Section A. General Topics 1.4.

15.3  Religious Accommodation for Students.  Consistent with the University’s respect for the right of a Student to adhere to a system of religion, discrimination against a Student because of the Student’s sincerely held religious belief will not be permitted. 

15.3.1 University faculty members shall provide a reasonable accommodation for religious observance with regard to academic work requirements unless the accommodation:

  • Would create an undue hardship on the University; or,
  • Fundamentally alter the nature and requirements of a course.   

15.3.2  In recognition that religion is a private matter, faculty members shall make every reasonable attempt to respect the Student’s privacy when making the accommodation. 

15.3.3  Examples of a reasonable accommodation for religious observance include, but are not limited to:

  • Re-scheduling an examination or allowing a make-up examination for the Student;
  • Altering the time and/or date of a Student’s class presentation;
  • Arranging for flexibility in assignment due dates;
  • Altering an attendance policy; or,
  • Allowing a Student to complete an alternative assignment for missed class work. 

15.3.4  Faculty members may require the Student be responsible for satisfying all requirements, academic objectives, and prerequisites as defined by the faculty member and the University regardless of any accommodation granted at the request of the Student.

15.3.5  The faculty member shall have the right to request the Equal Opportunity Director obtain documentation from the Student’s religious leader which:

  • Attests to the date/time of the conflict; and,
  • Confirms the Student has a sincerely held religious belief.

15.3.6  The Student must provide the faculty member a request for a reasonable accommodation for religious observance within a reasonable time prior to the needed accommodation.  Students are expected to:

  • Examine the course syllabus of potential conflicts with holy days or religious observances and to notify the instructor within the first week of classes (or as soon thereafter as possible) of conflicts that may require an absence; and, 
  • Make arrangements in advance with the faculty member to make up any missed work or class assignments within a reasonable time period.      

15.3.7  If the Student and the faculty member cannot agree upon an accommodation, the Student may bring the matter to the Department Chair (or Dean, depending upon the school) for a decision.  If there is still no agreement, the Student may bring the matter to the attention of the Equal Opportunity Director in order to attempt to reach a mutually agreeable solution. 

15.3.8  Any complaints may be brought to the Equal Opportunity Director as set out in the Equal Opportunity Discrimination Complaint Procedure (www.washburn.edu/statements-disclosures/complaint-procedures.html)