SECTION 3
GENERAL MATTERS
3.1 Faculty, staff, and administration relations
"The body is a unit, though it is made up of many parts; and though all its parts are many, they form one body. So it is with Christ. For we are all baptized by one Spirit into one body ‑‑ whether Jews or Greeks, slave or free ‑‑ and we were all given the one Spirit to drink.
"Now the body is not made up of one part but of many. If the foot should say 'Because I am not a hand, I do not belong to the body,' it would not for that reason cease to be part of the body. And if the ear should say, 'Because I am not an eye I do not belong to the body,' it would not for that reason cease to be part of the body. If the whole body were an eye, where would the sense of hearing be? If the whole body were an ear, where would the sense of smell be? But in fact God has arranged the parts in the body, every one of them, just as he wanted them to be. If there were all one part, where would the body be? As it is, there are many parts, but one body." ‑‑ I Corinthians 12:12‑20 (NIV)
Houghton College is an educational institution, but it is also a community of faith and learning. The smooth operation and internal witness to the Spirit's presence in this institution depends upon the interdependence, the respect, and the mutual support of all elements of the college community. No one's job description, whether staff, faculty, or administration can exclude a reference to others. For each one to function efficiently and effectively there must be developed understandings and the element of Christian patience with each other. As Christian brothers and sisters, we must work out points of possible friction at the personal level. Differences should not be shared with others who are not directly involved in the relationships, and careful attention must be given to honesty, to professional ethical practices, and to Christian principles.
The college admits students of any race to all rights, privileges, programs and activities generally accorded or made available to students at the respective campuses, and the college does not discriminate on the basis of race or sex in administration of its employment practices, educational policies, admissions policies, scholarship and loan programs, and athletics and other college administered programs. The college reserves its rights to operate as a church‑related institution and to develop policies consistent with the religious tenets of its sponsoring denomination, The Wesleyan Church.
In compliance with Title VII of the Civil Rights Act of 1964, as amended by the Equal Employment Opportunity Act of 1972, and Executive Order 11246, as amended by Executive Order 11375, Houghton College adopts the following policy: Houghton College is an Equal Opportunity Employer and shall not discriminate against any person because of race, color, sex, age, marital status, national origin, or physical handicap, except as such conditions may constitute bona fide occupational or assignment qualifications. The college will state its position as an Equal Opportunity Employer through all advertising and job notices.
Houghton College affirms its position as a Christian college of the liberal arts, asserts its right to employ persons who subscribe to the intent, mission, and statement of faith and community responsibilities of the college. Each vice president and every other person who has hiring authority is responsible to ensure that all personnel policies and practices assure that equal opportunity is achieved. Such individuals are also responsible to shelter any employee or applicant for employment, promotion, and term tenure from any form of discrimination within such policies and practices.
3.3.2.1 Affirmative action committee
1. The members of this committee shall be appointed by the president.
2. Duties of the committee include responsibilities to:
a. Implement an Affirmative Action Plan.
b. Review the Affirmative Action Plan.
c. Review the annual Affirmative Action Progress Reports.
d. Provide advice and support to the Affirmative Action Officer and the president on institutional
matters relating to Affirmative Action.
3.3.2.2 Affirmative action officer
1. The Affirmative Action Officer will be a full‑time employee, will serve a two‑year term and will be appointed by the president.
2. The Affirmative Action Officer will be a permanent voting member of the Affirmative Action Committee.
3. It shall be the responsibility of the Affirmative Action Officer to develop and implement employment and communication procedures.
4. Duties of the Affirmative Action Officer include:
a. Reviewing the process utilized by personnel selection committees who are involved in hiring, promotion, and tenure decisions.
b. Serving as an ombudsman to academic and administrative personnel concerned with employment practice problems.
c. Reviewing advertisements for job vacancies submitted by academic and administrative areas.
d. Supervising the development of data bank (file) concerned with equal opportunity employment.
e. Serving as a liaison between the college, state, and federal affirmative action enforcement agencies.
f. Serving as a liaison between the college and minority and women's organizations.
g. Reviewing, in conjunction with the Affirmative Action Committee, Houghton College's Affirmative Action Plan in a manner consistent with institutional personnel and program review policies.
h. Developing procedures for both internal and external dissemination of information concerning the college's affirmative action policy.
i. Identifying and cataloging all procedures used by such search committees and division or department heads to identify and attract qualified minority and women applicants.
j. Serving as a resource person to college employees regarding grievance procedures as outlined in the college grievance policy. Such grievances must pertain to issues relating to affirmative action.
k. Submitting annual Affirmative Action Progress Reports to the office of the president and the Affirmative Action Committee.
With regard to the recruitment and hiring of faculty, administration, and staff, the following procedures are to be utilized:
1. All members of the college community are to be informed of the college's status as an Equal Opportunity Employer. Thus, when vacancies occur, the appropriate chair, dean, or administrator will be responsible to include among the recruiting sources those specializing in women and minority placement. The Affirmative Action Officer will serve in an advisory capacity for purposes of hiring personnel and assisting selection committees to identify these sources.
2. Each person completing a job application will also be asked to complete a page with race and sex data. As each position is filled, the affirmative action data sheets related to that position search will be sent to the Affirmative Action Officer.
3. Standard formats used for advertising job vacancies in different locations and publications will include an Affirmative Action Statement approved by the Affirmative Action Committee.
4. The Affirmative Action Officer will submit an annual report to the Affirmative Action Committee summarizing the sex and ethnic background of applicants and new hires, both full‑ and part‑time.
In order to assure continuity within the provisions of the college's policy on nondiscrimination in employment, the following procedures are in effect:
3.3.2.4.1 Internal dissemination
The statement of Houghton College's nondiscrimination policy is included in the following documents:
a. The faculty handbook.
b. The staff handbook.
c. Houghton's employee application forms.
In order to make all elements of the policy for affirmative and equal employment known and understood by everyone in all categories of college employment,
a. Contractual provisions are reviewed for their compliance with the Affirmative Action Policy.
b. Notice of Affirmative Action Policy is posted on college bulletin boards.
c. Affirmative Action matters are periodically discussed with recruitment and hiring committees, tenure review committees, and all persons who by position or function have a direct impact on personnel decisions, for he purpose of explaining Houghton's affirmative action policies and to assure implementation of the same.
d. Procedures for affirmative action in recruitment and employment are reviewed with hiring supervisors.
It is the practice that college publications picture men and women and both minority and non‑minority faculty, administration, staff, and students.
3.3.2.4.2 External dissemination
The college's commitment to affirmative action and equal employment is emphasized in dealing with sources of recruitment.
1. All advertising for new employees at all levels contains a statement that the college is an equal opportunity and affirmative action employer.
2. All application forms disseminated to prospective employees state that the college is an equal opportunity institution.
3. Promotional communications circulated by the college show both minority and non‑minority men and women when faculty, staff, administration, and students are pictured. (Adopted 4/7/89)
3.4 Statement on romantic involvement between faculty and students
Houghton College suggests that faculty, administrators, and staff exercise great care in relationships with students. Romantic relationships, appropriate in other circumstances, may be inappropriate in a professional situation because of the unequal levels of power between the faculty member or officer and the student.
The difference in power makes it impossible to be certain that the relationship is truly welcome or consensual. In a subordinate position, with a future depending on a positive evaluation, a student may find it difficult to refuse even a casual request from a faculty member or supervisor. In addition, where a romantic relationship exists, other students may believe that the student is receiving preferential treatment.
If a student inappropriately initiates a relationship in order to induce preferential treatment, it is the responsibility of the faculty member or supervisor to discourage and refuse such overtures, and to maintain appropriate professional boundaries at all times.
Where a relationship is deemed by the involved parties to be appropriate -- that is, where none of the above concerns are relevant -- the faculty member or supervisor may wish to enter voluntarily into an accountability arrangement with another faculty member or supervisor.
(April 26, 1993)
3.5 Policy on Sexual Harassment
Preamble: Sexual harassment in any situation is reprehensible. However, it is particularly damaging when it exploits the educational dependence and trust between students and faculty or other college employees, and it is especially inappropriate and hurtful in a Christian academic community. When the authority and power inherent in any official college relationship, whether overtly, implicitly, or through misinterpretation, is abused in this way, there is potentially great damage to the aggrieved individuals, to the person or persons complained of, and to the educational climate of the institution.
3.5.1. Statement of Policy
3.5.2. Definition: Sexual Harassment
3.5.2.1.1 Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or participation in a college-sponsored educational program or activity; (2) submission to or rejection of such conduct by an individual is used as the basis for employment or academic decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual's employment or academic performance or creating an intimidating, hostile, or offensive working or educational environment.
3.5.3. Campus Awareness, Education, and Prevention
Campus awareness, education, and prevention regarding sexual harassment are covered under section III of the Policy on Sexual Assault. Please refer to the policy for further information.
3.5.4. Scope of Policy
Houghton's harassment policy applies to, and will be enforced against, perpetrators who are current students and/or college employees for any incident during an enrollment or employment period.
3.5.5. Reporting Process
3.5.5.1 General. Complaints about sexual harassment will be responded to promptly and equitably. The right to confidentiality of all members of the college community will be respected insofar as possible. If you believe you are a victim of sexual harassment, contact the Sexual Harassment Officer. This individual is located in the Human Resources Office.
3.5.5.2 The Sexual Harassment Officer will listen to your complaint and outline your options for processing your complaint.
3.5.5.3 You have several options available to you: some form of personal confrontation, the “informal” process, or the “formal” process. The Sexual Harassment Officer will assist you in whichever option you choose.
3.5.5.4 Informal Process You may immediately voice your concern to the person whose actions you find offensive or to the administrative head of the department in which you are an employee or student. If you choose to bring the matter to the administrative head, he/she will meet with you and the accused for mediation/reconciliation within 10 working days from the complaint.
3.5.5.5. Formal Process An individual who wishes to file a formal complaint of sexual harassment can do so by contacting the Sexual Harassment Officer. The complaint must be received within 6 months of the date of the latest incident.
3.5.5.5.1 Action begins by the complainant signing a complaint report documenting the alleged incident of harassment. The Sexual Harassment Officer will then appoint a three person investigative team (two members of which must be the same gender as the complainant) from the ranks of the appropriate faculty, staff, or student teams. The Sexual Harassment Officer will also select a senior administrator to oversee the investigation. This individual will initiate the proceedings, monitor the investigation, and take appropriate action as outlined in the investigative team report.
3.5.5.5.2 Note: Should the accused be a senior administrative officer, the Sexual Harassment Officer will contact the Chair of the Board of Trustees, or the Chair’s designee, to act as the overseeing officer. The Chair, or designee will select (following policy guidelines regarding team composition) an investigative team from the membership of the Board and oversee the investigation. The Chairman will act on the team’s findings and recommendations for final disposition (to include the decision to involve or inform administrative officers of the Wesleyan Church). Any appeals will be made directly to the Executive Committee of the Board. The decision of the Executive Committee will be final.
3.5.5.5.3 The investigative team will meet within 10 working days (excluding college breaks) of the complaint and must report its findings and recommendations as soon as possible and in no case more than 30 days following the written complaint.
3.5.5.5.4 The Senior Administrator in charge will prepare and file the Official Summary Report. This and all other documentation (Investigative Team’s report, letters, etc.) will be filed with the Sexual Harassment Officer within seven working days, and housed in the Human Resources Office. All documentation should be housed in a separate locked file (non-employee/student file) and the complainant and accused made aware that this is not a personnel file.
3.5.5.5.5 In cases where the recommended action includes changes in employment, the senior administrator in charge will notify the college president and the senior administrator where the accused works or is a student to communicate the decision and to take appropriate action.
3.5.5.5.6 The final decision made by the senior administrator may be appealed by the investigative team, the accused, or the complainant to the President of the College.
3.5.5.5.7 An individual who is found guilty of a charge of sexual harassment will be subject to action such as:
(1) Initial and sustained counseling by a professional counselor.
(2) Letter of reprimand (a copy of which must become part of the personnel/student record);
(3) Change in employment status, grade, or rank (for faculty/staff) or suspension (for students) for repeated but less-serious harassments; Non-issuance of contract, abrogation, or termination of contract, or revocation of tenure (for faculty/staff) or expulsion (for students) for flagrant and/or repeated offense;
(4) Non-issuance of contract, abrogation, or termination of contract, or revocation of tenure (for faculty/staff) or expulsion (for students) for flagrant and/or repeated offense;
(5) Civil action for any offense which violates law.
3.5.6. Problem Resolution
3.5.6.1 Any student who feels that a sexual harassment report (involving either a faculty member or an employment supervisor) did not receive prompt and equitable response following a formal complaint should contact the Vice President for Student Life.
3.5.6.2 Any college employee or spouse with a similar concern should contact the senior administrator (Dean or Vice President) under whom the harassed individual works.
3.5.7. Reprisals and False Complaints
Any
student or employee making reprisals against a student or employee for reporting
or bringing a complaint of sexual harassment will be in violation or this policy
and subject to discipline. In addition, it is a violation of this policy to make
a false report or charge against a student or employee. Such false reports will
be subject to disciplinary action.
Policy on Sexual Harassment: In Accordance with Title IX; Educational Amendments of 1972
For additional information on Houghton College’s sexual harassment policies and procedures, visit the Student Life Office website: www.houghton.edu/offices/student_life, then click on Policies.
The Houghton College Catalog is published by the office of the dean of the college. In addition to general information, the college Catalog contains the following major sections: admission information; financial information; scholarships, grants, and loan funds; academic information. It also lists trustees, faculty, and other administrators.
The Catalog contains the principal academic policies and procedures of the college and a large section of it is devoted to the courses of instruction, giving the general education requirements, the requirements for majors and minors, course numbers, descriptions, and prerequisites. It is designed to be the working academic document of reference for faculty and students relative to the students' academic program.
The Faculty Handbook is designed to be an integrating force among all faculty and to serve as a common reference for all who are involved in faculty matters. It includes the latest available information as of the publication date. However, to publish is to be immediately non‑current, so revision and updating will be required often. To facilitate this, each section has independently numbered items. Dated replacement items will be furnished as they are produced.
The dean of the college is the handbook's publisher, and all revisions, new material, or editorial comments should be addressed to the dean’s office.
All new faculty are expected to read the handbook in its entirety, and veteran faculty should maintain a working familiarity with its contents. It contains information concerning administrative structure, campus policy, faculty responsibilities, and contractual matters.
The office of the dean of the college prepares and distributes a small newsletter called the Faculty Herald one or two days prior to each scheduled faculty meeting. The dean of the college is the editor of the Faculty Herald.
Individuals or committees who wish to have material included in the Faculty Herald must provide typed copy (preferably in electronic form) to the dean's office before noon on the Thursday prior to the faculty meeting. Faculty members are urged to maintain a personal file of Faculty Herald copies.
The college currently operates its academic year on a two‑semester calendar, and Mayterm. The fall semester begins in late August or early September. It concludes prior to the Christmas vacation. The spring semester commences in early January and concludes in very early May.
The Calendar Committee of the Curriculum Review Committee formulates the specific calendar and presents it to the Curriculum Review Committee for consideration. The Curriculum Review Committee then makes its recommendation to the faculty. The calendar is approved by faculty action usually two or three years in advance.
Mayterm: The spring semester is followed by an optional Mayterm of three to four weeks’ duration. Students may enroll for one or two courses taught in a concentrated schedule.
Reading day: Currently, the college concludes each of its two semesters by a Reading Day following the last day of formally scheduled classes.
Final Four Days: After Reading Day, there are several designated academic days during which each course must meet for one two‑hour session. This academic block is termed the Final Four Days and is set aside for teachers to use at their own discretion. It may be used for a unit examination or a final comprehensive examination; it may be a final class of greater length; or it may be a discussion of the material of the course. Faculty members are not permitted to dismiss their classes for this last session or to excuse individual students from attending. Occasional requests for exception must be approved well in advance by both the appropriate department chair and the dean of the college. (Permission must also be granted for the infrequent change in the scheduling of one's class.) The Final Exam schedule is printed with each semester's Master Schedule of Classes and faculty should consult it for inclusion in each class syllabus.
The Calendar Policy was developed to promote the availability of a variety of enriching activities for the college community and give guidelines for their scheduling.
Ultimate supervision of the college activity calendar has been given to the Student Life Council by the Constitution of Houghton College.
1. The Policy and the Calendar Coordinator
The master calendar of college activities is kept in the Student Life office and maintained by the calendar coordinator. It includes academic calendar dates as received from the Curriculum Review Committee and all other events scheduled by students, faculty, and staff of the college to be held between August 15 and May 31. College activities scheduled to be held between June 1 and August 15 are scheduled by the conference coordinator.
The calendar coordinator provides a service that includes
‑ interpreting calendar policy for groups planning activities
‑ coordinating the scheduling of activities
- supplying up-to-date information on college events -- the quality of this service is dependent on the
cooperation of groups which are scheduling activities.
2. Who should schedule? Any group or individual planning one of the following must work with the calendar coordinator to schedule such an event.
a. an on‑campus activity held after 6:00 p.m. (except regularly scheduled classes).
b. a special activity on campus held before 6:00 p.m. which involves a significant percentage of the
college community or facilities.
c. an off‑campus activity/meeting/retreat, etc., which will involve students.
3. How to schedule an activity
a. Decide what you want to do, when are possible dates and times, and where it should be held.
b. Come to the Student Life office to look at the calendar and discuss your plans with the calendar
coordinator.
c. Pick up a yellow scheduling form.
d. Students must get approval from their advisors, the Cultural Life Committee or the Student Life Council
if needed.
e. Make facility reservations and get signature of the appropriate person.
f. Confirm arrangements of activity (sign contracts, etc.).
g. Return completed form to the calendar coordinator. Calendar space cannot be reserved until this form has been received by the Calendar Coordinator.
h. Then publicize the event.
1. Academic calendar
The Calendar Committee, a subcommittee of the Curriculum Review Committee, sets up the academic calendar, and it is confirmed by faculty. This includes: beginning and ending dates, vacations, Reading Days, and the Final Four Days.
2. Activities Calendar
Each September a working calendar is set up for the following academic year. This calendar includes academic dates and fixed events such as Homecoming, WMF New Vision Week, Christian Life Emphasis Week, Winter Weekend, etc. Events for the following year are scheduled in accordance with priority given them in the calendar policy and the general scheduling deadlines listed below:
Athletic events February 1
Artist Series March 1
School of Music April 1
CAB major events May 15
Lecture Series May 15
All other activities May 30
All calendar requests which are to appear in the printed college calendar must be submitted to the Calendar Coordinator by May 30 for fall semester; October 1 for spring semester.
3.10.2 Policy
1. Exclusive events: Christian Life Emphasis Week, student body prayer meetings, Junior/Senior Banquet and class parties (one class party per semester), Artist Series (3 per semester), major CAB events (3 per semester), and WMF New Vision Week. No organized activities except regularly scheduled classes may be scheduled opposite exclusive events. During CLEW, the starting time for regularly scheduled evening classes will be no earlier than 75 minutes following the beginning of the CLEW service. Only minor activities (involving fewer than 50 people) may be scheduled after such events unless special permission is granted by the Student Life Council.
2. Restricted events: Opera performance, Houghton Invitational Basketball Tournament, Lecture Series, Fine Arts Week performances, Scholarship Evening performance. Only minor activities (50 people or less) and regularly scheduled classes may be scheduled opposite a restricted event.
3. Open events: Retreats, athletic events, recitals, CAB movies, and other minor events (study breaks, Spots), dramatic productions, banquets, Madrigal Dinners, Winter Weekend, Senior Honors Reception, club activities and School of Music concerts and recitals. There are no restrictions on scheduling activities opposite open events.
1. Weekly: Regularly scheduled classes are not to be held during the 11:50-12:40 period on Thursdays. This time is set aside for co‑curricular and faculty development activities. Since certain activities are regularly scheduled, and in order to avoid undue conflicts, the Student Life Council generally approves evening activities in accordance with the following policies for each night of the week:
a. Monday Athletic events
Recitals
School of Music concerts
b. Tuesday Student body prayer meetings
Student Government Association meetings
c. Wednesday WMF prayer groups
Club meetings
Recitals
School of Music concerts
Athletic events
Study breaks
d. Thursday Academic activities take precedence (tests, lectures, films, etc.)
Lecture Series
English Expression Club
Study breaks
e. Friday Lectures
Class parties
f. Friday or CAB events
Saturday Artist Series
Athletic events
Major musical events
Films
English Expression Club
School of Music concerts
Senate spots
2. Annually: These events are typically scheduled during the following months (Code: E for Exclusive events, R for Restricted, O for Open):
a. September Class retreats (O): Scheduled the weekend before fall CLEW, which is usually the first full weekend of fall semester, Friday 5 p.m. ‑ Sunday morning.
Christian Life Emphasis Week (E): Scheduled Tuesday through Sunday, usually the first full week of classes in September and January (Saturday night is not an exclusive meeting).
b. October Homecoming: Scheduled the first or second weekend of October. Dates/activities should have the approval of the Executive Director of Alumni. Friday night is considered Artist Series night, Saturday night is planned by CAB in conjunction with the Homecoming Committee.
Founders' Day: An all‑college academic convocation designed to honor persons and traditions that have shaped Houghton's past and focus attention on the college's mission.
c. November WMF New Vision Week (R): Scheduled first full week in November, Tuesday through Friday.
d. December Madrigal Dinners (O): Held early in December. Usually Friday and Saturday in Buffalo and Thursday through Saturday at Houghton.
e. January Christian Life Emphasis Week (E): First full week of classes in January.
f. February Winter Weekend: Scheduled the weekend nearest to Valentine's Day. Sponsored by Student Government Association.
g. March Junior‑Senior Banquet (Exclusive except for freshman/sophomore class parties): Date for banquet and class parties is set by the Calendar Coordinator and the Student Life Council.
Fine Arts Week (R): Scheduling under consideration.
h. April Houghton Youth Weekend (O): First weekend after spring vacation (Friday p.m. ‑ Sunday a.m.). Coordinated by Church Relations and the Admissions office.
i. May Senior Skip (O): Wednesday through Friday the last week prior to Commencement.
j. Summer Activities scheduled to occur between May 30 and August 15 are cleared and coordinated through the conference coordinator.
(Approved April 1982)
The chapel services are, in a sense, the family worship time of the college. Student attendance is required and regularly monitored. Although faculty attendance is not checked in a legalistic manner, faculty members contribute much to the chapel program by their presence, which is therefore expected. The Faculty Affairs Committee has asked that department chairs encourage each faculty member to attend on a regular basis.
The Board holds firmly that all truth is God's truth, and that in the long event God's truth will be vindicated as compared with error. But humanity, even at its wisest, is immensely capable of being deceived into accepting error through non‑rational factors, and the personality and methods of a committed advocate are often more important in the acceptance of propositions than is the matter of intrinsic truth.
The presence of error, and in fact evil, in our environment seems to be allowed by God as a part of man's probation. Though not originated by Him, it is yet permitted by Him and is subject to His providential control. The Scriptures caution against unwarranted exposure by individuals themselves and especially against the bringing of such exposure to others.
In a liberal arts college dedicated to the proclamation of the truth it seems to us a serious waste of resources and open to possible harmful results to permit the use of the college for the advocacy of error.
There is not the time in college to become familiar with all error or even all serious error, much less to hear it advocated by those who espouse it. The Board feels that those errors which impinge most closely upon the various academic disciplines can be presented adequately and fairly by informed and capable faculty members, and that we are under no obligation to provide error a "sporting chance," with an opportunity for its strongest presentation, which must of necessity involve deception or attempted deception.
We, therefore, ask the president to use his judgment to see that speakers are not invited to the campus to oppose important truths for which the college stands, and that persons who come for such a purpose without invitation shall be asked to desist or leave the campus. Notwithstanding the above, in a classroom situation where the teacher has repeated access to the same group of students, he may bring in occasional resource persons to represent positions not held by the college provided such plans are first cleared with the president. Such presentations shall be in keeping with the educational aims of the class and not with a view to sensationalism.
(Approved June 1971)
3.13 Honorary Degrees and Honors
3.13.1 Honorary degrees
§ The names of candidates for honorary degrees are to be brought to APC for consideration.
§ APC deliberations shall be guided by dual purpose: honoring individuals who deserve to be honored, and bringing honor to the college.
§ APC approval of honorary degree candidates requires a ballot vote with at least two-thirds voting in favor of the recommendation.
§ The candidates approved by the APC shall be recommended to the faculty during a November faculty meeting.
§ The recommendations of the APC require approval by the faculty and the trustees.
§ The actual degree and its conferral are at the discretion of the President of the college.
(Note: The significance of November is that it follows Founders' Day in October yet is long before Commencement in May, thus reducing the chances that this decision is a matter of urgency regarding the scheduling of a speaker.)
The criteria for selecting candidates for degrees shall include the following:
1. He or she should be academically qualified and should not be considered on a public relations basis only.
2. He or she should be a person who has made a significant contribution to society or who has achieved distinction in a field widely affecting human welfare.
3. The character of a candidate, as far as it is known, should be in accord with basic Christian principles.
(12/10/03)
3.13.2 Distinguished service awards
In addition to giving honorary degrees, Houghton College shall confer upon some persons a Distinguished Service Award. This might be a plaque with lettering to indicate the nature of the distinction. Candidates shall be elected by the trustees upon nomination by the Academic Affairs Committee and recommendation of the president, and the candidates may include persons who have given out standing service to a church, to the college, to a mission field, and/or to society.
For both the honorary degree and the Distinguished Service Award, the Academic Policies Council should send to the faculty members copies of the names of candidates whom the Committee is considering, so that faculty members who wish to comment on them may send their observations in writing to the Committee.
The planning process at Houghton College is an ongoing responsibility of the President's Advisory Board. All planning is based on the college's mission statement, and all plans will be approved by the Board of Trustees.
Although broad‑based participation and consensus in planning will be sought, the principal goal of the planning process is to facilitate informed judgment and purposeful decision‑making by those charged with the planning responsibility. The prime purpose of planning is to accomplish the college's mission and achieve the institutional goals. Institutional budgeting will be based on institutional plans.
The college's planning task force, which consists of the President's Advisory Board plus a small number of special advisors, has published a Planning Manual. Please refer to this manual for planning process assumptions, definitions, and procedures.
3.14.1 Budgeting Process for Houghton College
1. Each department and administrative office will prepare an annual statement of objectives prior to beginning the annual budgeting process.
2. The President's Advisory Board will act as a plans coordinating agency, as specified in the college's Constitution. It will recommend to the president the goals and objectives for the year. The president, in turn, will recommend the annual plan to the trustees for their approval.
3. The president will initiate the annual budgeting process, through notice by the vice president for finance, and he will issue budgeting guidance as appropriate.
4. The chair or supervisor of each department or administrative office will work with his or her assigned faculty and/or staff to prepare the agency's proposed budget, and he or she will submit a copy of the proposal through the appropriate administrator for review, approval, and submission to the vice president for finance.
5. As needed, the dean of the college shall convene the academic cabinet (the dean of the college and division chairs), to conduct retrenchment‑contingency reviews of the academic programs in light of enrollment and budget projections. The conclusions reached by this group will be shared with the faculty for review and comment before making final recommendations to the president. Following the faculty discussion, the academic cabinet will recommend to the president appropriate revisions and adjustments which will reflect major economic or enrollment constraints and market place realities, consistent with the college's mission and goals.
6. The Financial Affairs Council will provide advice and assistance to the vice president for finance and controller on budgeting matters, as specified in the college Constitution.
7. The vice president for finance will inform the President's Advisory Board of the budgetary decisions being made and of the impact of these decisions on college plans.
8. The vice president for finance will recommend an annual budget to the president, who may use the Administrative Committee as a source of response and advice.
9. The president has sole and final responsibility for annual budget which is proposed to the trustees; the trustees have final approval authority, as specified in the Constitution.
3.15 Cycle of Review of Academic Majors
Since the 1984 self‑study all academic programs in the college are scheduled for a five‑year review and evaluation. The evaluation and review cycle is published by the Academic Dean's Office.
Each year, the study will begin in January. The faculty in each of the programs will prepare a review of objective data and address several subjective questions, using a five‑page outline that gives direction to the project. Also, alumni from the preceding five graduation classes and current majors and minors will be asked to complete a survey instrument. Results will be tabulated and analyzed, and a summary will be written, discussed within the department, and forwarded to the Academic Dean's Office by September 1 each year.
3.16 General Policy regarding Endowed chairs
Endowed chairs are funded by the respective donors to advance one or more academic dimensions of Houghton’s mission. Faculty members selected to hold such chairs are given high honor by their peers and the entire college community.
(11/13/02)
3.16.1 Moreland Chair in Biology
(01/16/03)
3.16.2 Van Gorden Chair in Communication and Writing
The size of load reduction for the Van Gorden Chair shall be set at the time of appointment in a manner consistent with and specified in the approved project; release time shall be flexible as a given project may require more disproportionate investment of time at various points during its tenure. Generally reduction shall be Ľ to ˝ load.
(04/24/03)
3.17 Distinguished Professorships
Houghton College has established Distinguished Professorships as a means of recognizing current faculty members who exemplify the mission of the college. Individuals selected to hold such Distinguished Professorships are given appropriate honor by their peers and the entire college community. In naming the Distinguished Professorship, the college also recognizes those who have given to the institution, either faithful service or financial resources.
The following general policy shall apply to all individuals holding the designation of Distinguished Professor.
1. A Distinguished Professorship may be created by the Board of Trustees upon the recommendation of the president. Such proposal should include:
a. the title of the Distinguished Professorship,
b. the specific group of faculty eligible for appointment to this award,
c. the amount of funding (endowed or unendowed) necessary for the establishment of the Professorship, and
d. any requirements/perquisites to be attached to this Professorship beyond those listed below.
2. Distinguished Professorships shall be held by faculty members without respect to formal rank or position and shall be designated in broad established academic disciplines rather than specific issues or topics. The designations would usually relate to departmental titles (e.g. Distinguished Professor of History, Distinguished Professor of Fine Arts).
3. The tenure for Distinguished Professorship shall be three years. If an individual holding the Professorship leaves the employ of the college during the term, the remainder of the term is voided and a successor for a new three‑ year period will be selected.
4. Qualifications for nomination to a Distinguished Professorship include:
a. evidence of professional growth and development,
b. demonstrated ability as an effective teacher,
c. clear statement of philosophy of Christian liberal arts, and
d. evidence of application of a personal Christian liberal arts philosophy.
5. Nominations for the designation of Distinguished Professor should come from a secret ballot of the full‑time faculty teaching in the department where the Professorship is granted. By March 15 in the year preceding the appointment, these nominations should be referred to the Academic Policies Council, which in consultation with the president will recommend a nominee to the faculty and the Board of Trustees for ratification.
6. Distinguished Professors shall be installed at the Founders' Day Convocation following their appointment. An inscribed medallion (to be retained by the faculty members) will be given to the faculty members to wear at academic convocations during the tenure of their appointment.
7. Individuals designated as Distinguished Professors will give a public presentation (lecture, recital, etc.) during the tenure of their appointment.
8. Other specific responsibilities and perquisites may be established for specific Distinguished Professorships, based upon the desires of the donor and the amount of endowment supporting the Professorship.
Note: Currently we have two Distinguished Professorships, the Mabel Barnum Davidson Professor of Fine Arts and the Robert I. Davidson Professor of Social Science.
Each faculty member will be called upon at some time to serve as an official representative of the college (or a subdivision of it) in some external activity. Assignments may include such activities as taking part in a conference, workshop, seminar or other public program; serving on some external council or committee; assisting in student recruiting; or helping to solicit financial support for the college. In addition, each faculty member is an unofficial ambassador for Houghton College and for Jesus Christ every time he or she steps off campus.
Because of his or her affiliation with Houghton College, each faculty member (like each staff employee, student, or alumnus) represents the college to all persons who know of that affiliation. In fact, if any individual is the sole Houghton person known by someone outside the college, then that outsider's perception of the quality or stature of Houghton will be nothing more than a magnified view of the actions or performance of the one known individual. Therefore, everyone must be aware constantly of the exceptionally strong public relations force which he or she represents, and each must examine his or her conduct and standards in light of possible impact on the capacity of the college to achieve its mission.
All keys to college buildings are obtained through the Office of Safety and Security. Only authorized personnel may have keys, which will be assigned only for use by the specified key holder. No faculty member is permitted to have duplicate keys for personal use. Keys cannot be transferred from one faculty member to another.
Please pick up keys from the campus security office when needed and return them to the office at the designated time after use. Keys are a trust which each faculty member, administrator, and staff member should carefully guard. Keys should not be loaned to students or to unauthorized personnel. Only selected individuals may have grand master keys. The security of the college buildings, property, equipment, and records depends on the strict control of keys.
Carelessness in the handling of keys has resulted in loss to the college. Please guard the confidence placed in you in the proper use of keys. Keep them in a safe place.
The college telephone system utilizes Direct Inward Dialing Service (DID). Callers outside the college may reach you direct by dialing 567-9 and the first three digits of your extension number. You should inform those who call you of your DID number to fully utilize this capability.
The college telephones are to be used only for institutional calls. If an occasion arises when it is necessary to make a personal call or send a personal fax, please abide by the following procedure:
1. Dial 15
2. Dial your personal telephone account code (obtain from Telephone Services)
3. You will get a dial tone
4. Dial 9-XXX-XXXX for calls within the 585 area code.
5. Dial 9-1-XXX-XXX-XXXX for calls outside the 585 area code.
We are billed 95 cents for each information call. Please include these as a personal call if they are such.
All long distance calls, personal or business-related will be assessed a charge of 9 cents per minute.
3.21 Travel on Behalf of the College
Houghton College recognizes the importance of efficient, economical, safe and reliable arrangements for those who travel on college-sponsored activities. The following policies were created with those characteristics in mind. That said, a particular college group or department should feel free to institute more detailed parameters to effect improved economy and/or safety for a specific trip(s). The resources conserved by careful management of travel allow more employees to benefit from travel opportunities and, ultimately, save the college money.
I. Preparing for a College-related trip
A. Planning Ahead
Ideally, reservations for domestic airfare, lodging, and car rental should be made at least 21 days before departure. This helps to maximize savings opportunities and ensure availability of cars and rooms. Similarly, international travel arrangements may require 60-90 day advance preparation. Planning ahead can assist in determining if the trip can be shared with another college employee and whether savings for lodging and/or car rental, etc. can be realized.
B. Using the Internet
Web sites like Orbitz, Expedia and Travelocity often provide lower fares than those available through traditional travel agents. Choose a site that does not assess additional booking fees. Specific airline sites (Southwest, Air Tran) may offer fares not found in other locations. In general, the college does not support the use of travel agents for anything other than group or international travel.
C. Spouse/children inclusion
Some college travel may facilitate a spouse accompanying the employee. If the spouse assists the traveler in carrying out his or her primary requirements for the trip, the spouse may, with a supervisor's permission, accompany the traveler at college expense. Absent such "primary assistance" to the traveler, the incremental cost of a spouse's travel is charged to the traveler personally. As a general rule, children of employees are not to accompany their parents on college business. If they do, the college cannot reimburse their expenses.
D. Advances
If the employee will be away overnight, it may be helpful to obtain a cash advance before leaving. Cash advances may be obtained at the bank, with proper form, supervisor signature and approval by the Accounting Department. Such approval is subject to guidelines for cash reimbursement outlined below, including the need to present the advance request to Accounting before 4PM to be able to collect the advance at the bank by 9:30 AM the next day. Keeping receipts and documenting meal participants, purposes and destinations is very important when accounting for advances. A new (second) advance will not be provided while an unreconciled advance remains outstanding. Plan to reconcile all advances within two days of your return from a trip.
II. Travel by Car
A. College fleet
The college maintains a fleet of various late-model cars to suit the needs of those traveling while on college business. A car is reserved by calling the Nielsen Center office (x6450) or by e-mailing "college fleet". For trips greater than one day in length, it is wise to make a reservation at least one week before departure. Leaving a car at the airport for more than five days may limit availability of cars for other travelers. If such an extended trip is anticipated, use of a personal car or arranging to be dropped off and picked up is advised.
Each college car has a packet that contains the NYS registration, insurance card, mileage card, accident report form and a MasterCard. The MasterCard is for gas or emergency auto repair only and is NOT to be used for any other travel expenses. Filling the car up with gas at the Houghton Minimart is a necessary courtesy for the next driver. Completing the mileage card also saves fleet administrators time and frustration
B. Personal car usage
Employee vehicles can be used for college business if a college car is unavailable or, as identified in II A above, one has to park a car for an extended period of time. Otherwise, it is expected that travel for Houghton College will be accomplished by a college fleet vehicle. The College also allows employees to use personal cars if a reimbursement will not be requested. If a personal car is used, the employee's insurance will be considered primary, with the non-owned auto component of the college insurance policy coming into play after individual insurance has been exhausted. The current reimbursement rate for personal car usage is thirty cents per mile and is adjusted from time to time.
C. Safety considerations
Drive with care, recognizing your limitations. Schedule trips to avoid extended late night travel. While it may seem obvious, mapping out routes prior to leaving is advised. At a minimum, this ensures that maps needed for the trip have been secured. Driving aggressively or speeding is unacceptable. The Houghton logo should convey a positive witness. Drivers will be responsible for all moving violations and parking tickets incurred while on college business or while driving a college vehicle.
III. Travel by Air
A. Restricted versus unrestricted fares
"Non-refundable" tickets are often the most economical. Changing such a ticket, however, can be expensive, with fees up to $100. It is thus recommended that restricted fares be used judiciously, when one has confidence that the trip will come off. Certain carriers, most notably Southwest, do not have fare restrictions. Use such carriers as much as feasible. Jet Blue is also an economical and flexible carrier.
B. Class of ticket
College travelers are expected to fly using the most economical class of seats. Typically this is designated as "coach" or "economy". A traveler who uses coupons or frequent flier miles to upgrade a seat may do so, as long as the cost of travel is not increased as a result. If the traveler is not comfortable flying in a prop plane, he or she will be allowed to travel using jets only by presenting to his or her supervisor a comparison of cost between a prop flight and a jet for the same destination. The supervisor must then approve the reservation before the ticket is purchased. This process is necessary because the cost differential could be substantial, prompting the supervisor to consider another traveler for the trip.
C. Frequent flier program participation
While personal membership in frequent flier programs is encouraged and the traveler may retain awards personally, accumulating miles on one airline does not merit overpaying for a ticket. In general, fliers are to book the most economical fare, even if it requires an additional change of planes or it precludes receipt of frequent flier miles. Many hotels post frequent flier miles as well. Again, paying more for a frequent flier mileage hotel is not considered appropriate.
D. Booking flights
Often the airlines themselves offer better fares than other providers, including travel agents. Consider using one of the Internet sites listed in I. B. above to gather information about flight times and costs. Then, to book the flight and possibly avoid a booking fee, go to the specific airline's site. If the trip is for an extended period of time and flexibility exists as to the specific time of departure and return, consider bidding for the flight cost using priceline.com or economytravel.com. The off-campus programs office may be helpful for you in determining the best resource to use.
E. Travel to and from the airport
A college car should be used to get to and from the airport. It is acceptable to leave the college car in paid parking during your trip if trip length is no more than five days. Otherwise, it is acceptable to use a personal vehicle or to have someone drop you off and pick you up at the airport. The traveler should park in a safe location, with competitive daily rates. One option is a "Park and Fly" arrangement available at the Sleep Inn and other hotels near the Buffalo airport, and the Comfort Inn near the Rochester airport. Should one be booked on an early flight out of Buffalo or Rochester, it may pay to stay at a Sleep Inn or comfort Inn the night before and park the car at the hotel for free during the trip.
IV. Lodging
A. Finding the best rates
Many hotels/motels offer special Internet rates, as well as discounted rates for AARP and AAA members (if the traveler is a member of these organizations). Discounts for colleges and universities (known as E&I rates) are available through the Administrative Services Office (x3300). Sometimes one can use Priceline.com or Hotwire.com to bid for a low hotel rate. Travelers are encouraged to be creative in finding the lowest rate possible whenever traveling on college business.
B. Acceptable brand names
The college would like its employees to be safe and comfortable when traveling, and this applies to hotel choices as well. Brand names such as Hampton Inn, Choice Hotels (Comfort Inn, Sleep Inn, etc.) and Fairfield Inn usually offer reasonable prices and comfortable rooms. In addition, these chains often include a continental breakfast in the price of a room, allow for efficient on-line booking, and offer frequent traveler programs/upgrades. Less expensive chains should be avoided for safety reasons and more expensive chains should be avoided as well unless special rates are in effect (but be sure to consider hidden costs like parking fees at downtown hotels when deciding what kind of rate is "special.")
C. Conferences
Often, it is more convenient to stay in a hotel that hosts a conference to be attended by the traveler. This is acceptable, even though the rates for lodging may exceed normal amounts. As an alternative, the traveler may wish to evaluate the cost of staying elsewhere and renting a car to get to and from the conference. By doing so, the trip could be more productive and cost-effective. Another possibility involves exploring sharing a room with a colleague from another institution who is attending the same conference; by sharing a room both colleges benefit and the employees may enjoy additional fellowship.
D. Sharing rooms
The college does not require its employees to share rooms with each other. Sometimes sharing a room with another faculty or staff member is acceptable to both parties and can save budgetary money for travelers. It is generally inappropriate for employees to share rooms with students. It is also unacceptable for members of the opposite sex to share a room, unless they are married to each other.
E. Safety considerations
The safety of college employees and guests is of utmost concern. Travelers should thus consider the following when choosing lodging options:
1. Interior hallways tend to be safer than exterior ones
2. Should a desk clerk announce your room number within earshot of another guest, request another room assignment.
3. If you're unfamiliar with the area where you are staying, ask a veteran traveler from the college staff (advancement, admission, athletics, etc.).
4. Saving $20 per night on a room should not result in a thirty-mile drive in heavy traffic every day. Economy and convenience should be carefully weighed when choosing a hotel.
V. Food
Your department will probably assign cost parameters for meals. Normally, budgetary constraints will dictate that which is possible and reasonable for a particular trip. The College expects, absent word to the contrary, that the cost of two meals per day should approximate what a fast-service restaurant charges. It is also expected that one meal, (typically dinner) will cost more. Applying this standard means that, breakfast should not exceed six dollars, lunch nine dollars and dinner fifteen dollars, yielding a $30 per day guideline for meals while away from home overnight. Again, certain department parameters may limit these amounts and specific entertainment requirements may add to them. Whatever the situation, the per diem guideline will not automatically be given to the traveler. Receipts are necessary in all cases.
VI. Rental Cars
A. Reservations
Internet reservations are usually the most efficient and economical way to reserve a rental car. As a member of E & I Cooperative, the college receives discounts from National, Hertz, Budget, and Alamo. Coupons and discount cards are available upon request from the Administrative Services Office. AAA and E&I discounts should be used wherever possible to obtain the lowest rate for a car. With fleets sometimes reduced, planning early is important to ensure availability of vehicles.
B. Approved car classes
An intermediate sedan is typically sufficient for the needs of college travelers. Unless a compelling reason exists to rent a more expensive car, the additional cost of an SUV, luxury or sports car may have to be borne personally by the traveler.
C. Insurance
Decline the additional insurance coverage. A wallet-sized card that indicates the college insurance carrier is available from the Administrative Services Office (x3300). Always plan to fill the car up with gas prior to your return. Should your trip be of sufficient length, you might opt to prepay for a tank of gas to save money and extra effort at the time of return.
VII. Reimbursement
A. Qualified expenses
Only legitimate expenses, incurred while traveling on behalf of the college are reimbursable. For meals, non-taxable reimbursement is available for an employee in two cases: First, the employee is away from home overnight on college-related travel. Second, the employee is entertaining another person for college purposes and the other person is either not an employee of the college or, if a college employee is not a peer of the employee. In other words, there should be some difference in position within the college for the meal of two employees to be reimbursable on a non-taxable basis.
Guidelines for taxable reimbursement are put forth by the Financial Affairs Council from time to time. Such reimbursements are limited to day-trips (not overnight) by employees for college business. Personal costs including souvenirs, entertainment for the primary benefit of the traveler, clothing, health and beauty aids are not to be charged to the college.
B. Substantiation
Documentation is required for all expenses to be reimbursed by the college. This Includes receipts, a statement of business purpose and the naming of those persons outside of the college (or at a different employment level within the college) who were entertained or fed. PLEASE COLLECT AND KEEP RECEIPTS!
C. Meal reimbursement requirements
The college, subject to documentation, can reimburse meals of the employee as long as the traveler is away from home, overnight. IRS requirements disallow tax-free reimbursement for meals the employee eats by him or her self when traveling to and from a business destination within one day. The Financial Affairs Council has approved a policy for the treatment of such costs. The policy requires the entertainment of another person at each meal where reimbursement is requested for a trip that does not involve an overnight stay. Please refer to that policy for more specific guidance.
D. Expense reports
Use only approved college expense reports, completing them legibly, completely and honestly. Business purposes for each trip, along with the names of those entertained is important. Reports are to be signed by the traveler and supervisor. They must also be signed by the Accounting Department prior to reimbursement. As a rule, Accounting will not sign them on the spot but allows reports submitted by 4 PM to be reimbursed at the bank by 9:30 AM the next day. Reimbursement by check is encouraged and may be required by accounting if the amount exceeds $500.
VIII. Summary
These policies and their associated guidelines are designed to assist travelers with the typical issues they may be confronted with while traveling for the college. Some departments may be more specific with travel policies to effect better economy and consistency. This is acceptable as long as such policies do not result in excess costs over the recommendations outlined herein.
In general, our travelers should reflect the reputation that Houghton College desires to convey to outsiders. We want our employees to be safe. We desire their transportation to be free from mechanical failures. A good night's rest is important for our travelers, as is good food. These standards can be met or exceeded with lower cost providers who have a national reputation. It is this believed that, by following these policies, safety, convenience and economy can be maximized.
(February, 2004 by Financial Affairs Council)
I. CHOOSING A VENDOR
We use a formal purchasing system with purchase requisitions and small purchase order forms.
We have established accounts with many vendors. These vendors have our tax-exempt form already on file. In most cases our vendors do not require prepayment before shipping but will invoice us for payment within 30 days of delivery. This gives you time to inspect product, approve payment and get paper work to us for processing.
Because we have so many established and available vendors please do not spend time "hunting" for another source. Sometimes there are unique products or services that may require this but please request suggestions before spending your valuable time looking.
Some vendors hold a preferred status while others are undesirable. This is due to their history of service provided, product quality and/or pricing.
Some purchases will need Tech Services approval. This happens when equipment maintenance is required and/or system integration may be effected.
II. FORMS
Which form do I use?
A. Small SO (Small Order) forms are for orders up to $1.000.00 and have preassigned numbers. The Purchasing Office records who has which numbered forms and this helps track ordering.
B. Large PR (Purchase Requisition) forms are for orders over $1,000.00 and are NOT prenumbered but must be assigned a number by the Purchasing Office.
III. FILLING OUT FORMS
A. Get a person’s name, a quote number or faxed quote whenever possible and include on or with all paperwork.
B. Be sure freight is quoted or at least estimated on your total.
C. Fill out form in full. Include quantity, catalog/order numbers if available and description. Be sure to extend line totals and total the entire order.
D. Is delivery critical? Be sure to include that info on the form so vendor has no excuse for late delivery when they accept the order.
E. Is there a set up fee for printed materials? Is there a labor fee involved and is there a limit if the project is taking longer than expected? Include this information.
F. READ THE FORM and fill it out completely.
IV. AUTHORIZATION
A. Faculty and staff must have signatures from Cost Center Managers on the SO/PR form approving the purchase.
B. Students must have their Treasurer's signature on the SO/PR form approving the purchase. If the purchase is over $100.00 it also requires the signature of their Advisor and if it exceeds $500.00 the signature of the Controller is required as well. Please call Accounting or the Purchasing Office if you are unsure of whom these people are.
If these requirements are not followed the purchaser may become personally responsible for the payment of said purchase.
C. Account numbers are always required and should be checked to confirm that funds exist to make payment on purchases. The account number to use is assigned by the Cost Center Manager or Treasurer.
D. If your Cost Center Manager is unavailable for a signature (and ONLY in the case of an emergency order) call the Purchasing Office for help.
V. PLACING YOUR ORDER
A. Our vendors are required to reference our purchase order number. If the order has been faxed, which is your first and best way of placing the order, they have the order number. If the order is called in, please remember to tell them they must reference the purchase order number or payment maybe delayed and possibly denied.
B. You may fax, mail or phone in an order under $1,000.00 when you have completed the paperwork and have the required signatures. The Purchasing Office will place all orders over $1,000.00 after assigning a purchase order number. Please indicate on the purchase requisition how this order is best placed; fax, phone or mail.
C. Color-coding helps communicate the current status of your order. Please read the instructions on the top of your small order form and follow them. The same rules apply to the large order forms.
1. Yellow copies indicate the order has been placed and are sent to the Purchasing Office immediately.
2. Pink copies are to be retained by the department or student group for their records and as a reference for reorders and warranty.
3. Goldenrod copies are sent to the Purchasing Office when you have checked your order and it's OK to pay.
4. White copies are for the vendor if a mailed copy is required and is the clearest copy for faxing.
5. If we do not hear from you within three weeks of placing the order payment will be made to retain our good standing with our vendors.
6. Multiple orders to the same vendor that add up to over $1,000.00, use the same account number and are placed on the same day are not acceptable. This is considered a large PO and must be placed by the Purchasing Office.
7. A purchase requisition submitted to the Purchasing Office generally has a next day turn around.
VI. RECEIVING YOUR ORDER
A. Check your order within three days of delivery in order to verify that the correct product was sent and was sent undamaged.
B. Send the packing slip to the Purchasing Office.
C. Send the goldenrod copy of the order when it is complete. Your comments and signature on these are helpful as well.
D. Inform the Purchasing Office of all cancellations on orders, delivery delays, returned or replaced products or damaged deliveries as soon as possible.
(Note: The college is not responsible for any orders placed in the name of the college without following proper purchasing instructions.)
(March, 2005)
It is the policy of the college that the college's name not be used by any individual in such a way as to imply that the college endorses the individual's personal preference or belief. When a member of the college community is quoted by the press or signs a political advertisement in favor of a candidate, he should not identify himself either by his Houghton College title or address in such advertisement, as such identification erroneously implies endorsement of the individual's choice. The official letterhead of the college may be used only for Houghton College business.
All requests for minor repairs to buildings, equipment, and grounds are to be made directly to the maintenance office. Written orders are then prepared for each request and distributed to the proper members of the maintenance staff. This procedure gives an orderly basis for planning the work, recording time and materials, and for follow‑up. Requests are not made directly to the maintenance personnel. Requests for major remodeling must be cleared in advance with the VP for Finance. In most cases, these should be identified as objectives in an annual budget planning process and be approved during the fiscal year prior to their implementation.
Appropriate Use of Computing and Network Resources
The Houghton College computing and network resources are provided primarily for the use of college students, faculty and staff. These are intended to be used for educational purposes and to carry out the legitimate business of the College. Appropriate use of the resources includes instruction, study assignments, research, communication and the official work of the campus organizations and agencies of the college. In each area of our campus community users are expected to use Houghton College’s computer resources first and foremost for tasks related to their respective roles. In addition, access to the network may be provided to alumni and members of the local community for the purpose of communicating with college students and employees and for accessing college information resources and the Internet.
The privilege of using the campus and network computing resources provided by the college is not transferable or extendible by members of the college community to people or groups outside the college without the explicit approval of the Director of Technology Services or the Houghton College Computer Committee.
Those who use the computing and network resources are required to behave in their use of the technology in a manner consistent with mature Christian behavior and the college's Standards for Community Life as well as federal and state law. This includes the use of campus personal computers and terminals, departmental computing facilities, general-use computers, printers, campus network resources, and networks throughout the world to which the college provides computer access. Improper use of college computing and network resources will result in disciplinary action.
Houghton College’s computer labs are provided specifically to meet the following needs of the student body:
1. To serve as a tool in a classroom environment for teaching computer related skills.
2. To serve as a resource for completing academic work assignments
3. To provide a facility for research utilizing the larger resources of the Internet
4. To provide for greater communication among the students and with their family and friends both locally and globally.
These activities are listed here in specific priority order. Users are expected to respect this hierarchy and yield the use of systems to others with higher priority needs. Excessive use of systems for recreational Internet browsing, e-mail or game playing is to be avoided.
Access to e-mail systems is provided by Houghton College for communicating electronically. Use of such capabilities is a privilege afforded to students, employees and guests of the college. Any attempt to falsify the source of an e-mail message (i.e. make a message appear to come from someone who did not send it) will result in disciplinary action.
Sending chain letters across the Internet is a waste of Internet bandwidth and may be illegal. Anyone who transmits a chain letter to the Internet from a Houghton domain account will have their account privileges suspended pending further investigation. Anyone receiving a chain letter from someone else on the Internet should immediately report the incident to the Network Manager or the Director of Technology Services.
For any computer account, you are responsible for the use made of that account. All accounts are required to be protected from unauthorized access by the use of a password. You are responsible for guarding against unauthorized use of your account. If you discover that someone has made unauthorized use of your account, you should immediately report the intrusion to the network manager, system administrator or the Director of Technology Services. Do not tell your password to anyone else or give them access to your account, including members of your own family.
Information stored on Houghton College’s computers and network equipment is private property. Some of it is personal property (email messages, class assignments, term papers, etc.) and some of it is the property of Houghton College (information produced by, or for, Houghton College employees in carrying out the legitimate business of the college.) Along with the privilege of using the college’s computer and network resources comes the responsibility to honor the privacy of other people’s information. Attempts to browse, copy, or modify files or passwords or attempts to discover passwords belonging to other people or organizations, whether at Houghton College or elsewhere, will result in strict disciplinary action.
Access to information stored on Houghton College’s computers and network equipment is controlled by assignment of accounts and passwords. These accounts and passwords are controlled by the network manager and system administrators. This security information is the property of Houghton College. If you know about or learn about a hole in system or network security, you have an obligation to report this information to the network manager, system administrator or Director of Technology Services. Failure to do so may result in disciplinary action. Any attempt to access, copy or modify this security information or to obtain system privileges to which you are not entitled or any action which interferes with the supervisory or accounting functions of the systems or that is likely to have such effects will result in appropriate disciplinary action. Technology Services personnel may routinely monitor an individual's computer use, although they do not routinely examine files or read electronic mail in an individual's account. However, they have the right to do so and will do so in the event computers are or are believed to be misused. Evidence of misuse will be reported. Please use your account wisely.
Use of college owned or provided equipment for the viewing or accessing of pornographic or otherwise offensive material is strictly forbidden. This applies to any screen display or printing of images, sounds or messages that could reasonably be considered pornographic or offensive. Any person, whether student, employee or guest of the college, who is caught accessing such material using college owned equipment or network resources will be appropriately disciplined.
Use of college owned or provided equipment to transmit pornographic, harassing or otherwise offensive material is strictly forbidden. This applies to any screen display or printing of images, sounds or messages that could reasonably be considered pornographic, harassing or offensive. Any person, whether student, employee or guest of the college, who is caught transmitting such material, whether requested by the recipient or not, will be appropriately disciplined.
The College presents for your use many programs and data which have been obtained under contracts or licenses stating that they may be used but not copied, cross-assembled, or reverse-compiled. In addition, other institutions and individuals on attached networks make software available under similar conditions. You are responsible for determining that programs or data are not restricted in this manner before copying them in any form, or before reverse-assembling or reverse-compiling them in whole or in any part. If it is unclear whether you have permission to copy such software or not, assume that you may not do so.
Computer viruses are man made programs or program fragments which are potentially damaging to computer based information and resources. All users need to be sensitive to the ease of spreading viruses and should take steps to insure that files and disks are virus free. If you suspect that any file, disk or system that you are using is infected with a virus you should report it immediately to the system administrator, network manager or Director of Technology Services. Anyone found creating, modifying or willfully disseminating computer viruses, Trojan horses, worms or other willfully destructive or deceptive programs on Houghton College computers or network resources will be strictly disciplined.
The computing and network resources of the College may not be used for commercial purposes without the explicit approval of the Director of Technology Services and the Houghton College Computer Committee.
Any person using Houghton College computing or network resources that in any way violates this appropriate use policy is subject to any or all of the following disciplinary actions:
1. Verbal or written warning to the offender.
2. Restriction of system access for a specified period or until acts of restitution have been performed.
3. Revocation of all system privileges for a specified period.
4. Statement of charges sent to the Dean of Students (for student offenders) or to the appropriate director or college Vice President (for employee offenders) which could lead to other penalties depending on the seriousness of the offense.
Appeals - Users wishing to contest an administrative decision made concerning their account or use of Houghton College computers and network resources have the following appeal path:
Contact the network manager, or system administrator who disabled the account
Submit an appeal, in writing, to the Director of Technology Services
Submit an appeal, in writing, to the Houghton College Computer Committee
Questions - If you have questions about the "Appropriate Use" of computer resources and networks at Houghton College, you should contact either the Director of Technology Services or a member of the Houghton College Computer Committee. The current version of this policy is available on the college home page.
Revision 1.0 - Approved May 1997