VII. MISCELLANEOUS ADMINISTRATIVE POLICIES

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Officers of the university and its schools, and associates and assistants in administration, are expected to be available for duty regularly except during their annual vacations and on the regular staff holidays, unless they have made other arrangements with the president.

From time to time the president of the university calls for the attendance of university personnel at special convocations. For certain of these convocations, the president may prescribe the wearing of academic garb.

Officers of the university and its schools, and associates and assistants in administration, are not eligible for tenure in their administrative positions. Administrators who teach, however, may obtain tenure status as faculty on the conditions outlined in policies #2:135 and 2:320.

Officers of the university and its schools, associates and assistants in administration, who engage in instruction or research or who are active in academic service, may be granted a sabbatical leave (see policy #2:346:2) or advanced study leave (see policy #2:346:1). Application is made to the president (See policy #2:348).

Andrews University requires its officers and employees to be in harmony with the denominational policy (NAD P35 & GC E85) on conflict of interest. Annually, officers and employees with fiduciary obligations associated with university funds and resources are expected to sign and abide by a declaration of compliance with the policy.

The University Bylaws and Board Governance Manual identify where responsibility lies for employment decisions.

Appointment of a president is made by the Board of Trustees after consideration by a search committee appointed by the trustees as per policy #2:142:6:5. The Board of Trustees also has authority to dismiss the President. The other officers of the Corporation (Provost, Treasurer, and Corporate Secretary) are appointed by the Board of Trustees on the recommendation of the President and can be dismissed as an officer of the Corporation by the President and/or the Board of Trustees.  Employment decisions related to all other employees has been delegated to the President, although through its consent agenda the Board of Trustees reviews and gives final approval to the hiring of all salaried administrators, faculty and staff.

Procedures for appointment and dismissal of employees follow the procedures outlined in the relevant sections of this working policy.

When a salaried staff vacancy is anticipated within a given vice presidential area, the relevant vice president shall review the job description and advertise the position for a minimum of fifteen (15) days through the Office of Human Resources. The vice president shall authorize the relevant school and/or department(s) to appoint a search committee using the considerations below. (See also #2:142).

1. Maintain a small committee membership, normally 3-7 persons.
2. Consult with the following:

1. those who work under the person whose position is vacant or is becoming vacant.
2. academic and non-academic peers who work closely with the person whose position is becoming vacant.
3. supervisors of the person whose position is vacant or is becoming vacant.
4. the vice-presidents who work closely with the person whose position is vacant or is becoming vacant.

The search committee shall report its recommendations to the relevant vice president. The vice president shall then review and verify the recommendations, consulting with the other vice presidents of the university (if appropriate). When a decision has been reached, the vice president will convey the decision on the recommendations to the search committee with reasons where appropriate, and recommend the appointment to the president. The Andrews University Board of Trustees, at the recommendation of the president, votes appointments of salaried staff.

Posters and other promotional pieces will be monitored in each building as follows:

The custodian in the custodian’s office administers the lost and found service. Lost articles are held until claimed; articles not claimed before May 15 annually are disposed of by sale if they have been in the office at least one month. The proceeds accrue to the custodian department under the direction of the controller.

The university maintains an Emergency Operations Plan, which details the university’s readiness for emergencies. The plan defines an emergency as any accident or incident that would interrupt a significant portion of the university’s normal operation.

The plan seeks to minimize the immediate adverse effects of an emergency. It seeks to protect life and property of the university and its faculty, staff and students. It encompasses the establishment of an emergency operations center, emergency warning and communication, temporary shelter and Dining Services, emergency medical services and emergency maintenance.

Copies of the plan are only available internally on a need to know basis to avoid access by any individual whose access could compromise safety and may be obtained from the office of human resources, the safety department, or the vice president for financial administration.

The purpose of this policy is to establish the conditions under which the university may be closed in whole or in part to identify who are authorized to declare such a closure and to establish a remuneration policy for staff to apply during periods of closure. See also policy #2:40:2.

Conditions, which might indicate a delay in beginning the school and/or workday or a closure/class cancellation during the day, include:

Weather Related and Natural Disasters: When travel to and from the campus is or is predicted to become impossible or dangerous or when highways are declared closed by the local law enforcement.

When any weather-related condition either is or is anticipated to be so severe as to make residing on the campus or traveling to and from it a danger that should be avoided to the maximum extent possible.

Disruption of Campus Services: When a utility service vital to the conduct of affairs is disrupted for a prolonged period. (The disruption could involve electric, water, heating, cooling or any other vital utility.)

Conditions that might indicate closing activities in specific buildings, while not at the same time closing the entire campus, include

Weather Related and Natural Disasters: When a condition has left a building(s) in uninhabitable condition or in a condition of questioned safety.

Disruption of Campus Service: When a disruption of a utility is such as to make the use of a building(s) impractical for a significant period of time.

When the University is in session, the decision to close the University or cancel classes is made by the president (or the designated office in his/her absence) in consultation with the provost (or the one designated to operate in his/her absence) and Campus Safety.

When the University is not in session, the decision to close the university is made by the president (or the designated office in his/her absence) in consultation with the vice president for financial administration (or one designated to operate in his/her absence) and Campus Safety. (This includes weekends, holidays and vacations.)

The decision to close the University will most frequently be relayed via AU Alert, which includes notification by office telephones, voice and text messages to cell phones (if provided), email and a banner on the University website. Notifications will also be posted on University social media. Notifications will be posted/shared with regional radio and television stations and posted as a recording on the University’s emergency hotline. The office of the vice-president involved in the closure decision will arbitrate any problems the closure may create.

If it is anticipated that the campus can be re- opened during the day the closure is declared, that fact will be included in the announcement. Instructions will be given as to how and when the re-opening can be verified.

For purposes of remuneration, non-weather-related closure will be considered to have been made after the beginning of the workday. (See also Remuneration below in policy #1:726:6).

Essential workers are certain employees who have been notified by their department head that they required to work during a weather closure involving the entire campus. This could be any worker, but most frequently would be from the Plant Services, the Library, Public Safety, Dining Services, and/or residence halls. If you were not informed that you need to remain at work and you choose to continue working during a weather closure, you are not considered an essential worker. Under certain circumstances the University may provide transportation, if needed, to essential workers. Essential workers who work during a weather closure will be paid for hours worked and will be given paid leave time equivalent to time worked during a weather closure.

When the closure/cancellation of classes involves the entire campus, certain essential workers may be required to continue working. Most frequently this would involve Plant Services, Campus Safety, Dining Services and residence hall employees. Under certain circumstances the university may provide transportation to essential workers.

1. Hourly rated employees may be paid for up to two days during the period of an announced closure.
2. The first day will be from the announced time through the remainder of the day, or until the closure is ended on that day. (A closure may begin and end on the same day.)
3. The second day will be from the announced time until the closure is ended or to the end of the employee’s workday.
4. In the case of a Friday closure, employees will report one-half day or only the hours the employee would normally have worked.
5. Employees should report only the hours they would have worked during the closure period. Those hours should be recorded on the clock, or by such other manner as may be used in the employee’s department.
6. If a closure is extended beyond two days, subsequent hours may be reported as paid leave, up to the accrued hours in the employee’s paid leave bank.

If closure is announced after an hourly rated employee has reported for his/her regular shift, he/she may be paid for all the hours he/she would have normally worked on that day. That time should be reported on the regular time card or by such other method as may be used in the employee’s department. If the closure is announced to terminate during an employee’s shift the hours of the closure may be reported.

If the closure is continued on a subsequent day(s), an employee entitled to paid leave may report the hours he/she would have worked on the application for paid leave form, provided there is sufficient time in the paid leave bank.

See Announcement on Closure above for remuneration during non-weather related closure.

If closure is announced on the previous day, or by not later than 7:00 a.m. on the day of the closure, an hourly rated employee who would normally work on that day may report the hours he/she would have worked on that day on the application for paid leave form, provided sufficient time remains in the paid leave bank. Non-weather related closure will be considered to have been made after work is begun.

Salaried employees’ wages will not be reduced for the time lost because of a closure.

Recognizing that the University may be open when travel to and from the campus is hazardous for some students, faculty should exercise leniency in rescheduling of tests and submission of assignments during such times.

The university seeks or maintains accreditation with appropriate national, regional, and professional accrediting associations that respect the objectives and ideals of Andrews University. Decisions regarding accreditation are made by the Andrews University Board of Trustees upon the recommendation of the president after consultation with the provost and appropriate deans and faculties with respect to the need for accreditation and its advantages to the university.

The provost shall coordinate accreditation self-studies or, after appropriate consultation with the president, delegate the same to appropriate deans, associates in academic administration, departments or individuals.

Compliance with professional accreditation standards is monitored by the appropriate dean and department faculty and includes timely submission of required fees and documentation. In the event that substantive changes occur or are anticipated to occur in a program which has been accredited, or in the legal authority or accreditation status of the institution, timely notification will be provided to the accrediting organization. Changes required to bring a program into compliance with accreditation standards will be made within the timeframe required by the accrediting organization. Changes creating significant mission or fiscal impact will be subject to approval of the Board of Trustees.

Overview:

International flags represent the countries of the international students that come to school here at Andrews University. The flags fly on the flag mall five times a year, including international student week, May & August Graduation, University Dedication Convocation, and Alumni Homecoming weekend. The flag of the country of origin for the president and provost are flown in a prominent location at the PMC end of the flag mall. They are raised and lowered by a crew of IMC student workers who consider it an honor to raise the international flags.

Availability:

The flags are stored at the IMC building and are available for groups and campus entities. There is a loan contract that must be filled out by the person or group requesting use of the flags. Listed below are the requirements for borrowing flags and instruction for their use.

Requests for flags to be displayed on the flag mall at times outside the five established dates should be referred to Cabinet for approval. The requesting organization pays the cost of flag pole installation, raising and lowering each day, and general wear and tear on flags.

Flags, wooden poles, and stands are also borrowed by international clubs, local schools and churches to highlight various international special events.

Andrews University’s collection of international flags represents the countries of origin of our student body and staff.  There are approximately 130 flags in the collection.  There are 66 poles on the international flag mall.  Generally new flags are acquired before graduation.  The list of international students graduating is reviewed making sure to have the appropriate flag for each graduate.

Integrated Marketing and Communication develops and maintains policies and procedures concerning the use of flags on campus.

The Office of Campus Safety is responsible for raising or lowering the United States flag; Integrated Marketing and Communication raised and lowers the international flags on campus.

The flag code adopted by Congress in 1942 and subsequently amended governs the use of the United States flag on campus. This code specifies conditions, days and times for raising and lowering the flag. A copy of this code is available for review at the Office of Campus Safety.

The current 4’ x 6’ Andrews University ceremonial flag, which is double-sided, gold-tasseled and gold-fringed, is used as determined by the president. At such times, appropriate standard bearers and flag-stands are employed under the supervision of the Office of Integrated Marketing and Communication.

Andrews University annually flies the flags of its international students in the flag quadrangle on occasions such as the following:

1. Spring and summer Graduation weekends
2. University Dedication Convocation
3. Inauguration of the president
4. Alumni weekend
5. International Student Sabbath
6. Other special occasions declared by the president

The Office of Integrated Marketing and Communication is responsible for the custody and care of all Andrews University ceremonial flags and its collection of international flags.