Policies

A. General Topics

For most operational questions, please refer to the Regulations and Procedures 

Table of Contents
  

1. Equal Educational and Employment Opportunity

2. Sexual Harassment and Harassment Policy

3. Drug Free Work Place

4. Smoke Free Work Place

5. Alcoholic Liquor and Cereal Malt Beverage

6. Conflict of Interest

7. Internal Audits

8.  Sensitive Information Protection and Identity Theft Prevention

9.  Reporting Wrongful Conduct and Protection from Retaliation

10. Tuberculosis Control and Prevention

11.  Social Media

12.  Kansas Open Record Act

13.  Religious Accommodations

14.  Bulletin Boards and Posting

15.  Behavioral Assessment


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1. Equal Educational and Employment Opportunity. Washburn University is committed to a policy of equal educational and employment opportunity without regard to race, color, religion, age, national origin, ancestry, disability, sex, marital or parental status, genetic information, sexual orientation or gender identity. Each unit within the University is charged with conducting its practices in conformity with these principles.

1.1 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.

1.2 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. Positive action shall be taken to assure the full realization of equal opportunity for all Employees of the University.

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

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

1.4 Complaints. Complaints of discrimination are to be made to the Equal Opportunity Director, Dr. Pamela Foster, Morgan Hall Room 202. Phone: 785-670-1509. Email: eodirector@washburn.edu

2. Sexual Harassment and Harassment Policy.

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.

2.2 Sexual Harassment Defined. Sexual 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; or,
  • 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.

2.3 Unwelcome Sexual Advances Defined. 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, or,
  • It is imposed by an employee or agent of the University and denies, limits, conditions, or provides different aid, benefits, services, or treatment.

2.4 Sexual Violence Defined.  Sexual violence refers to 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. 

2.5 Harassment Defined. Harassment is defined to have occurred when, on the basis of color, race, religion, age, national origin, ancestry, disability, sex, marital or parental status, genetic information, or sexual orientation/gender identity, 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. 

2.6 Complaints. Complaints of sexual harassment or harassment (as defined above)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. 

2.7 Establishment of Regulations. The Administration shall develop regulations and procedures consistent with this policy.

3. Drug-Free Workplace. 

3.1 Policies. This statement sets forth the policies applicable to the unlawful use, possession, manufacture or sale of controlled substances in the workplace.

3.2  Establishment of Regulations. The Administration shall establish regulations and procedures governing the unlawful use, possession, manufacture or sale of controlled substances in the workplace consistent with Board policies and applicable laws and regulations. 

3.3 Drug-Free Awareness Program. The Administration shall establish a drug-free awareness program as required by the federal Drug-Free Workplace Act of 1988.

4.  Smoke Free Workplace.  The Administration shall establish regulations and procedures regarding smoking on property owned or leased by the University consistent with Board policies, and applicable laws and regulations.

4.1  Buildings.  Smoking shall be prohibited in all buildings owned or leased by the University.  This shall include buildings used for the purpose of housing Students. 

4.2  Vehicles.  Smoking shall be prohibited in University owned or leased vehicles and other mobile equipment with an enclosed or enclosable driver/passenger compartment.

4.3  Outdoor Areas.  In outdoor areas owned or leased by the University, smoking shall be prohibited:

  • Within 10 feet of any building entrance/exit or air handling units;
  • In athletic and recreational venues;
  • In outdoor dining areas; and,
  • In other specific outdoor areas determined by the Administration.

4.4  Smoking Designations.  The Administration shall place ashtrays and other smoking litter appliances in outdoor areas designated for smoking.  In determining areas designated for smoking, consideration shall be given to pedestrian traffic patterns, pedestrian safety, ADA accessibility, and aesthetic issues.

4.5  Informational Material and Signage.  The Administration shall make available the University's smoking policy and regulations to Employees, prospective Employees, Students, prospective Students, volunteers, and visitors.  

5. Alcoholic Liquor and Cereal Malt Beverage

5.1 Policies.  This statement sets forth the policies applicable to the possession, serving, and consumption of alcoholic liquor and cereal malt beverages on University premises.

5.2 Establishment of Regulations.  The Administration shall establish regulations and procedures governing the possession, serving, and consumption of alcoholic liquor and cereal malt beverages on University premises consistent with Board policies and applicable laws and regulations.

5.3 Serving 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.

5.4 Nonalcoholic Beverages.  Nonalcoholic beverages must be provided at all events at which alcoholic liquor and/or cereal malt beverages are served.

6. Conflict Of Interest.

6.1  Purpose. This statement sets forth policies applicable to conflict of interest and ethical conduct in the operation of University business.

6.2 Establishment of Regulations. The Administration shall establish regulations and procedures governing conflict of interest and standards of conduct consistent with Board policies and sound and equitable business. These regulations and procedures shall serve to ensure University business is conducted fairly and impartially and confidence in the University is maintained by its many constituents.

6.3  Ethical Conduct. Employees and others acting for and/or on behalf of the University shall conduct themselves in an ethical manner, beyond reproach, exemplifying the principles of professionalism, honesty, trustworthiness, respect, and accountability.

6.4 Conflict of Interest. No Employee or other person acting for or on behalf of the University shall engage in any activity which is in conflict with, or appears to be in apparent conflict with, the interests of the University in dealing with any person or entity having or seeking to have any relationship with the University.   A conflict of interest may exist in any situation in which financial or personal considerations of an individual may compromise or appear to compromise such individual’s judgment in the performance of his/her duties for and/or on behalf of the University, creating actual or apparent impropriety, creating negative publicity and/or having the potential of loss or harm to the University including, but not limited to

  •  Loss of confidence in the University;
  •  Monetary loss; or     
  •  Erosion of Employee morale.

6.4.1 All persons involved in projects receiving federal funds shall review and comply with applicable federal laws, regulations and/or federal agency conflict of interest policies.

6.5 Supervisor’s Role. Each supervisor shall ensure all persons acting for or on behalf of the University under his or her supervision are familiar with this policy and with the policies and procedural requirements of his/her position. 

6.6 Disclosure 

6.6.1 Each person acting for or on behalf of the University shall promptly and fully disclose any conflict, or potential conflict, of interest she or he has or may have individually, as a family member, or through other relationship with others and refrain from participating in any matter to which the conflict pertains until the conflict has been resolved in the best interests of the University.  

6.6.2 Certain designated Employees of the University shall, on an annual basis, make a disclosure of all business interests, affiliations, or relationships which could reasonably give rise to a conflict of interest, or an apparent conflict of interest with the University.

6.7 Disciplinary Action. Disciplinary action, which may include suspension from or termination of employment, shall be taken when conduct by a person acting for or on behalf of the University is deemed to violate this policy and its regulations.

6.8 Enforcement. Enforcement of this policy is the ultimate responsibility of the President who may delegate authority for enforcement to other University officials.

7. Internal AuditsFor the purpose of maintaining proper accounting and management controls and efficient systems and procedures, the Administration shall, as it deems appropriate, conduct internal audits of University operations.

8.  Sensitive Information Protection and Identity Theft Prevention. 

8.1  Purpose.  To set forth policies to protect University and individuals from loss or damage, including identify theft, arising from the disclosure of sensitive information related to Employees and Students and establishing an identity theft prevention program.

8.2  Establishment of Regulations.  The Administration shall establish regulations and procedures for the use of sensitive information or personally identifiable information in conducting the business of the University and for implementing an identity theft prevention program consistent with Board policies and applicable laws and regulations.

8.3  Administrative Review.  The Administration shall periodically review the programs and procedures established to ensure compliance with these polices and related regulations, and shall periodically update regulations and procedures in response to changes in risks.

8.4  Security of Information.  The regulations shall require secure storage of printed sensitive information and secured access to sensitive information in electronic format.

8.5  Identity Theft Prevention.  The regulations shall include reasonable procedures designed to:

  • Identify relevant patterns, practice, or specific activity which indicates possible existence of identity theft (red flags) for accounts which are designed to permit multiple payments or transactions;
  • Detect red flags; and,
  • Respond appropriately to any red flags detected to prevent and mitigate identity theft.

9.  Reporting Wrongful Conduct and Protection from Retaliation.  Washburn University is committed to a policy prohibiting retaliation for good faith disclosures of unlawful acts or violation of University policies, regulations and procedures, including financial irregularities.  This policy does not prohibit an employment action or any other action that would have been taken regardless of disclosure of information.  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 constitute a violation of this policy and may result in disciplinary action.

9.1  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

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

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

10.  Tuberculosis Control and Prevention.  The Administration shall establish regulations and procedures governing the control and prevention of tuberculosis among Students consistent with Board policies and applicable laws and regulations.

10.1  Screening.  A system of screening shall be established, the purpose of which shall be to identify the possibility of existing tuberculosis infection or past exposure to tuberculosis.

10.1.1  The screening shall be done on entering Students and on Students who have traveled for 90 or more consecutive days in countries with endemic Tuberculosis.

10.2  Restrictions.  When evidence indicates a Student may have active tuberculosis, the Administration shall prevent the Student’s physical presence in University classes or facilities until said Student is cleared by the Shawnee County Health Agency.  Further, when any Student fails to follow prescribed procedures set forth in the screening process, the Administration shall impose appropriate restrictions on that Student until the Student has complied.

11.  Social Media

11.1  Purpose.  To set forth policies for the creation and management of official Washburn University social media accounts/sites, as well as for proper content published and shared using these accounts.  An official Washburn University social media account/site is one which carries the official university brand and speaks on the behalf of the University. This policy does not address the personal use of social media services by faculty, staff or students when not acting on behalf of the University.  The University encourages the use of social media to strengthen its connection with current and future students, parents, alumni, donors, Employees, and the community.

11.2  Establishment of Regulations.  The Administration shall establish regulations and procedures governing the development and maintenance of social media sites such as, but not limited to, FaceBook, Twitter, YouTube, and blogs, which are used to further the University's mission. 

11.3  Permitted Participants.  University Departments, University Groups, Employees, and Students are permitted to use social media sites within the established regulations.

12.  Kansas Open Records Act.  The Administration shall allow inspection and provide copies of public records of the University consistent with K.S.A. 45-215 et seq and amendments. 

12.1  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.

12.2  Freedom of Information Officer.   The University Counsel shall be the Freedom of Information Officer and shall respond to individuals seeking access to University records.

13.  Religious Accommodations.

13.1  Purpose.  To set forth policies applicable to the provision of reasonable accommodations to Students and Employees with respect to their religious beliefs.

13.2  Establishment of Regulations.  The Administration shall establish regulations and procedures governing the reasonable accommodation to Employees and Students for observances of special significance to their sincerely held religious beliefs.  These regulations and procedures shall be consistent with Board policies, applicable laws and regulations, and fair and equitable practices.

13.3  Reasonable Accommodation.  Employees’ sincerely held religious beliefs shall be subject to reasonable accommodation with respect to work schedules and other workplace requirements.  Students’ sincerely held religious beliefs shall be reasonably accommodated with respect to academic requirements and scheduling.

13.4  University Commitment.  Washburn University is committed to respecting the religious beliefs and practices of all members of the University community and prohibits discrimination by its Employees or Students on the basis of religion.

14.  Bulletin Boards and Posting.

14.1  Purpose.  To set forth policies promoting the use of bulletin board type postings as an effective, efficient, and inexpensive medium of communication within the University.

14.2  Establishment of Regulations.  The Administration shall establish regulations and procedures for the use of bulletin boards, building walls, and other appropriate University facilities for the posting of flyers, posters, sidewalk chalk messages, and other similar material, consistent with Board policies and applicable laws and regulations.

14.3  Safety Issues.  The regulations shall include provisions for protecting the safety of individuals and University property.

15.  Behavioral Assessment

15.1  Purpose.  The purpose is to set forth the policies for reporting, assessing, and responding to concerns regarding Student or Employee behavior that is troubling, disruptive, or threatening to individuals or the University community. 

15.2  Establishment of Regulations.  The Administration shall establish regulations and procedures governing the reporting, assessing, and responding to behavior that is troubling, disruptive, or threatening to the University community.

15.3  General Statement.  The safety and security of University Employees, Students, and visitors are very important.  Threats, threatening behavior, acts of violence, or any conduct which disrupts another’s work or academic performance or the University’s ability to execute its mission will not be tolerated.

15.3.1  Any individual who makes threats, exhibits threatening or disruptive behavior, or engages in violent acts on University-owned or controlled property may be removed from the premises pending the outcome of an investigation.  Threats, threatening or disruptive behavior, or other acts of violence executed off University-owned or controlled property but directed at Employees, Students, or members of the public while conducting official University business is a violation of this policy.  Off-site threats include, but are not limited to, threats made via the telephone, fax, electronic or conventional mail, or any other communication medium.

15.3.2  Violations or retaliation for reporting violations of this policy will lead to disciplinary action that may include suspension or expulsion, dismissal, arrest, and prosecution.  In addition, if the source of such inappropriate behavior is a member of the public, the response may also include barring the individual(s) from University-owned or controlled premises, termination of business relationships with that individual, and/or prosecution of the individual(s). 

15.4  Behavioral Assessment Team.  The President shall appoint a University Behavioral Assessment Team to assess and respond to behavioral concerns and violations of this policy.

15.5  Responsibility.  The University Counsel will convene the University Behavioral Assessment Team monthly, or more frequently as needed.  When notified of a threat or act of violence, the University Behavioral Assessment Team will initiate a prompt review assessing the level of concern and formulate a plan in response.

15.6  Confidentiality.  The University Behavioral Assessment Team will keep information confidential to the greatest extent possible.