Facilities and Safety

Missing Student Policy

Title: Missing Student Policy
Policy Owner: UConn Police Department
Applies to: Faculty, Staff, Students
Campus Applicability:  Storrs
Effective Date: August 18, 2016
For More Information, Contact Deputy Chief Maggie Silver
Contact Information: 860-486-4800
Official Website: http://www.police.uconn.edu/

If a member of the university community has reason to believe that a student is missing, whether or not the student resides on campus, all possible efforts will be made to locate the student to determine his or her state of health and well-being through the collaboration of UConn Police, Dean of Students Office, Residential Life staff, and local law enforcement.

At the beginning of each year or upon matriculation, all students are given the opportunity to identify an individual to be contacted by the University in case of emergency.

This contact information is subject to the University’s FERPA Policy. (See: http://policy.uconn.edu/?p=368).

In addition, consistent with Clery Act requirements, all students living in on-campus housing are also given the option each year, or upon moving into on-campus housing, to designate a confidential contact for use in case the student is reported missing.  Although the same contact may be provided for both purposes, by law the missing student contact is distinct from the general emergency contact provided by all students, and is held to a higher standard of confidentiality than the general emergency contact.  It will be accessible only to authorized University personnel, and disclosed only to law enforcement personnel in furtherance of an investigation.  To help ensure timely and complete notification and investigation of all missing student situations, confidential missing student contact should be provided or updated at: https://student.studentadmin.uconn.edu/psp/CSPR/EMPLOYEE/HRMS/c/CC_PORTFOLIO.SS_CC_EMERG_CNTCT.GBL.

If a member of the university community has reason to believe that any student is missing they should immediately contact UConn Police at 860-486-4800.  

In missing persons cases, time is of the essence. Hence, we urge the community to contact UConn Police immediately upon suspicion that an individual is missing.  The UConn Police Department is committed to begin an investigation upon the first report.

The UConn Police department will initiate formal investigation or contact the appropriate law enforcement agency.

UConn Police will communicate and collaborate as appropriate with one or both of the following departments:

  • Dean of Students Office at (860) 486-3426
  • Residential Life Staff at (860) 486-9000

Within 24 hours of the determination that a residential student is a missing person, UConn Police will:

  • Notify the local law enforcement agency with jurisdiction, if other than UConn Police;
  • Notify the student’s designated missing person contact;
  • If the student is under the age of 18 years and is not emancipated, notify the student’s custodial parent or guardian

However, if the student is under 18 and is not an emancipated individual, UConn Police will notify the student parent or guardian as well as any other designated missing person contact.

 

Parking and Vehicles on the Grounds of the University of Connecticut, Rules and Regulations for the Control of

Title: Rules and Regulations for Control of Parking and Vehicles on the Grounds of the University of Connecticut
Policy Owner: Transportation, Logistics, and Parking Services
Applies to: Faculty, Staff, Students, Visitors
Campus Applicability:  Storrs and Regional Campuses
Effective Date: July 11, 2017
For More Information, Contact Transportation, Logistics and Parking Services
Contact Information: (860) 486- 3628
Official Website: https://park.uconn.edu/

The complete Rules and Regulations for the Control of Parking and Vehicles on Campus (Revised 11.21.18) are available in PDF.

Approved by the Board of Trustees on August 8, 2012.

Revised July 11, 2017 and approved by the President’s Cabinet.

Working Alone Policy

Title: Working Alone Policy
Policy Owner: Division of Environmental Health and Safety
Applies to: University Students
Campus Applicability: Storrs, Regionals, Law School
Effective Date: January 2013
For More Information, Contact Environmental Health and Safety
Contact Information: (860) 486-3613
Official Website: http://www.ehs.uconn.edu/

POLICY STATEMENT

No student is permitted to Work Alone in an Immediately Hazardous Environment.

REASON FOR POLICY

This policy has been developed to minimize the risk of serious injury while Working Alone with materials, equipment or in areas that could result in serious injury or an immediate life-threatening hazard.

APPLIES TO

This policy applies to undergraduate, graduate, and post-doctoral students performing academic or research related work at the University of Connecticut Storrs, regional campuses and the Law School.

DEFINITIONS

Working Alone means an isolated student working with an immediately hazardous material, equipment or in an area that, if safety procedures fail, could reasonably result in incapacitation and serious life threatening injury for which immediate first aide assistance is not available.

Immediately Hazardous Environment describes any material, activity or circumstance that could cause instantaneous incapacitation rendering an individual unable to seek assistance.  Examples include but are not limited to: potential exposure to poisonous chemicals and gases at a level approaching the IDLH (Immediately Dangerous to Life & Health); work with pyrophoric and explosive chemicals; work with pressurized chemical systems; entering confined spaces; work near high voltage equipment; work with power equipment that could pinch or grab body parts and/or clothing; etc.

Unit Managers are managers, supervisors, principle investigators, faculty, Department Heads and others who are responsible for assigning work to students that involve potential exposure to immediately hazardous environments.

Safety Content Expert is a safety professional from the UConn Department of Environmental Health and Safety (EHS).  EHS provides guidance to Unit Managers and their designees regarding the proper classification of campus activities as Immediately Hazardous or not; and provides safety information regarding proper procedures and personal protective equipment needed.

Direct Observation means the assigned second person is in line of sight or close hearing range with the individual working in an Immediately Hazardous Environment.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and Bylaws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements and the University of Connecticut Student Conduct Code.

RESPONSIBILITIES

Unit Managers are responsible for identifying the risks and conditions that may place a student in an Immediately Hazardous Environment.  If unsure about a specific task or location, Unit Managers are advised to contact EHS to assist in recognizing/evaluating risks, and to help in developing appropriate hazard controls. The Unit Manager is also responsible to see that personnel are properly trained, proper procedures are in place, and that proper personal protective equipment is readily available and use is mandatory. This is documented by means of the Workplace Hazard Assessment form.

If the task/area is deemed a Working Alone situation, the Unit Manager must either:

a) Assign a second person for the duration of the immediately hazardous task or for work in immediately hazardous locations (confined spaces, elevated work area, etc.); or

b) Reschedule the work to a time when others are available to help monitor the welfare of the assigned student.

All personnel are responsible for notifying the Unit Managers of situations that present the possibility of a student Working Alone in an immediately hazardous environment.

Personnel assigned to keep watch must provide Direct Observation at all times while students are in an Immediately Hazardous Environment to prevent a Working Alone situation.

Students are directly responsible for adhering to all safety procedures, wearing appropriate personal protective equipment and to be current in training requirements.  Students shall not Work Alone in an area or on tasks that have been recognized as an Immediately Hazardous Environment.

Environmental Health & Safety (EHS) personnel shall, upon request, assist in identifying Immediately Hazardous Environments and Working Alone situations.  EHS shall assist in the anticipation, recognition and evaluation of hazards and provide expertise in developing controls to prevent injuries to personnel.  EHS will verify submitted area Workplace Hazard Assessment during routine inspections.

Recommended Safety Information Resources

Refer to the EH&S website for additional workplace safety requirements:

Policies, programs and procedures

Training

Forms

Alcohol and Other Drugs, Policy on

Title: Alcohol and Other Drugs, Policy on
Policy Owner: Department of Wellness and Prevention Services
Applies to: Students, Employees, Others
Campus Applicability: All Campuses except UConn Health
Effective Date: January, 2018
For More Information, Contact Department of Wellness and Prevention Services
Contact Information: (860) 486-9431
Official Website: http://www.wellness.uconn.edu/

 

In accordance with the Drug Free Schools and Campuses Act passed by Congress, the University of Connecticut is required to provide enrolled students, faculty and staff with various pieces of information regarding the unlawful use of drugs or alcohol on University property. The following information describes legal sanctions, health risks, available assistance and treatment avenues as well as University-imposed disciplinary standards.

Drug Free Schools and Campuses Act Notification Letter, September 2018

POLICY HISTORY

Editorial Revisions January 2021 December 21, 2021

Use Of Space Heaters in University Buildings

Title: Use Of Space Heaters in University Buildings
Policy Owner: Environmental Health & Safety/UConn Fire Department
Applies to: Faculty, Staff, Students, Others
Campus Applicability: Storrs and Regional Campuses, and the Law School
Effective Date: February 6, 2012
For More Information, Contact Division of Environmental Health and Safety
Contact Information: (860) 486-3613
Official Website: http://www.ehs.uconn.edu/

PURPOSE

As stated in the University’s Health and Safety Policy, the University of Connecticut is committed to providing a healthful and safe environment for all activities under its jurisdiction. In keeping with this commitment, the University has developed this policy to protect the University community and its visitors from the significant fire and workplace safety risks posed by the use of space heaters.  This policy is in keeping with the requirements of the Connecticut Life Safety and Building codes and ConnOSHA and CT Department of Public Health regulations.

SCOPE

This policy applies to the use of space heaters by faculty, staff, students, and others in University-owned buildings at the Storrs and regional campuses and at the Law School.

POLICY STATEMENT

Space heaters pose serious fire and electrical hazards, and are not efficient from an energy use standpoint; therefore, the use of space heaters at the University is strongly discouraged. Their use should be reserved for times of heating system failures rather than as a means for supplementing an existing heating system.

University building occupants should first contact Facilities Operations Work Order Control (6-3113) to request assistance in adjusting the temperature of an area.  If Facilities Operations personnel determine that the work area cannot be heated to the satisfaction of the occupant(s), the temporary use of space heaters will be allowed with the following exceptions:
Space heaters are not permitted in residential occupancies unless issued by permit through the UConn Fire Department in emergencies.  Space heaters are not permitted, under any circumstances, in laboratories, inpatient units, storage areas, or areas not actively occupied by people.  However, space heaters will be permitted in laboratory office spaces.

ENFORCEMENT

The University Fire Department and the Department of Environmental Health and Safety reserve the right to inspect and declare “unapproved” any space heater that creates a safety hazard or is inappropriate to a particular location, based on specific circumstances or legal requirements.  If warranted, space heaters may be removed from service and taken to a designated storage area for later collection by its owner and subsequent removal from the University.

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES

Approved Heaters

In order to ensure that all space heaters meet current safety guidelines, the University Fire Department and the Department of Environmental Health and Safety have approved a limited selection of space heaters for use within the University, which are available at Central Stores.

See approved space heaters here.
Effective Fall Semester 2003, all other space heaters currently in use must be taken out of service.  Department-owned heaters must be turned in as surplus to Central Storrs.  Privately owned heaters must be removed from the University.

Safe Use and Care

  • BEFORE OPERATING A HEATER, ALWAYS READ AND FOLLOW THE MANUFACTURER’S OPERATING INSTRUCTIONS.
  • To prevent overloading an electrical circuit, a space heater must be plugged into a circuit that is rated for 15 amps or more.
  • Always turn off a heater and unplug it when you leave the office.  NEVER leave an operating heater unattended.
  • Before use, ensure that the heater is clean and not covered with dust.  The cord must be in good condition and not frayed.
  • NEVER use an extension cord or power strip with a space heater.  It should be plugged directly into a permanent wall outlet (receptacle). Exception: Radiant Panel heaters may be used with extension cords or power strips rated for 15 amps or more.
  • Never run a power cord under a carpet or floor mat.
  • NEVER use a heater where flammable materials or vapors may be present.
  • Do not use space heaters under desks or in other enclosed spaces.
  • Do not place a heater near combustible materials such as papers, fabric, plastics, or office furniture.
  • Do not place a heater in or near wet areas or in high traffic areas such as exit ways.
  • ALWAYS maintain safe distance clearances around space heaters, as directed by the manufacturers’ instructions.
  • Inspect space heaters at least annually and have them repaired, as needed, by a qualified electrician.
  • Heaters that cannot be repaired must be discarded with the plug cut off to prevent inadvertent use by others.
  • Avoid placing space heaters near room thermostats.

Emergency Closing Policy

Title: Emergency Closing Policy
Policy Owner: Office of the President, Office of the Provost, EVPA/CFO
Applies to: Faculty, Staff, Students, Others
Campus Applicability:  All campuses except UConn Health
Effective Date: August 27, 2015
For More Information, Contact Office of Faculty & Staff Labor Relations and the Department of Human Resources
Contact Information: (860) 486-5684 and (860) 486-3034
Official Website: http://www.hr.uconn.edu/

 

PURPOSE AND APPLICATION OF POLICY

During inclement weather and other emergency situations at the University of Connecticut, the safety of our students, faculty, and staff is paramount. At the same time, the University has very important research, teaching, service, and outreach missions, and must maintain continuous and effective business operations. With due consideration to safety, the University will remain open and operate normally to the greatest extent possible. Faculty, staff, and students should evaluate their own circumstances carefully, exercise appropriate judgment, and take responsibility for their safety when making decisions during inclement weather.

The purpose of this policy is to provide direction to the University community in the rare circumstances when the University Administration decides to close some or all University campuses, delay opening the University or particular campuses, release employees early, or cancel classes. This policy also explains how employees will be notified of the University’s decisions, and clarifies expectations regarding attendance and performance of job-related duties. The policy applies to the entire University community, including administration, faculty, staff, and students, at all campuses except UConn Health.

POLICY STATEMENT

Decisions to alter the University’s normal operations and schedule for all campuses are made jointly by the President’s Office, Provost’s Office, and Executive Vice President and Chief Financial Officer (EVPA/CFO). Decisions about such alterations are made with full input from Public Safety and Facilities Operations and Building Services for all campuses. Careful consideration will be given to the particular conditions and circumstances at each campus, and decisions will account for variations that may exist among the situations at different campuses.

When the Governor of Connecticut closes state agencies, releases state employees from work, or restricts road travel due to weather conditions, the University implements releases or cancellations to conform with this guidance.

When the University is open and operating normally, all employees are expected to make every effort commensurate with their personal safety to be at work. Individual academic departments and administrative units are not permitted to close and release employees. Those decisions will be made on a university-wide basis. Departments, regional campuses, and units may cancel special events they sponsor at their discretion, and are responsible for communicating such cancellations.

If an emergency occurs that may require an adjustment in work schedules for an individual unit or small number of units (such as a power outage or flood in a single building), employees should work from another location if possible. Supervisors must obtain permission from the President’s Office, Provost’s Office, and Executive Vice President and Chief Financial Officer (EVPA/CFO), as appropriate, before releasing employees from work for more than a short period of time.

Notification

The University will make announcements about closings or delayed openings as soon as feasible, and generally no later than 5 a.m. When conditions change rapidly or unexpectedly, however, the University may need to make or update decisions about classes and business operations on short notice.

UConn’s Alert website, alert.uconn.edu, is the definitive source of information about the University’s operating status. All announcements regarding changes to the University’s operating schedule will be posted to this site as soon as decisions are made.

In addition to the Alert website, text message alerts may be issued regarding closings, cancellations, or delays. UConn community members should register to receive the University’s text message alerts.

Community members may also call the University’s 24-hour emergency closing information number, (860) 486-3768, to check the University’s operating status for all campuses. Second and third shift employees are urged to call this number for information.

Individual units are responsible for communicating decisions about whether any special events they sponsor are postponed or canceled. Community members should contact the sponsoring units directly for information about such events. This applies to athletic events, performances, conferences, lectures, presentations, workshops, and other events hosted by a sub-unit of the University.

Expectations for Employees

This section summarizes the information applicable to:

  • All Employees (except essential/emergency support services staff)
  • Class Instructors
  • Essential/Emergency Support Services Staff

All Employees (except essential/emergency support services staff)

When the University is open and operating normally, employees are expected to report to work. During inclement weather, employees are expected to plan accordingly, including accounting for extra time needed to travel to and from work. If an employee decides not to remain at or report to work because of concerns about travelling safely, employees may use vacation, personal, or other accrued time without advance approval. Employees must promptly notify their supervisors in these situations. Employees who anticipate childcare concerns may discuss in advance the possibility of flex time or telecommuting with their supervisors.

When the University directs employees not to report to campus during a closing, delay, or cancellation, employees will not be charged leave unless their time off was already scheduled and approved. If an employee is on a scheduled day off due to sick leave, vacation, personal time, earned time, or leave of absence without pay during an official University closing, delay, or early release, the employee’s time will be charged accordingly.

Since employees who are not on a pre-approved leave during a closing would normally be present at work, employees are expected to be accessible and responsive to their supervisors as needed during their regularly scheduled work hours. Supervisors may require that employees check and respond to email regularly and respond to work calls, and may expect that assigned work that can be accomplished remotely is completed on time regardless of emergency cancellations. Likewise, supervisors may make reasonable adjustments to be able to continue University business, including holding meetings by teleconference and handling normal business by email, and employees who would normally be present at work may be required to participate.

Class Instructors

All faculty at all campuses must abide by the University’s decision to remain open. If the University does not cancel classes, faculty are expected to hold classes as scheduled, except in circumstances when a faculty member determines that he or she is unable to travel safely to campus. In these exceptional cases, the faculty member must notify his or her dean and department head, and must also notify all students in the class. Faculty must not cancel class prior to the University’s decision about whether the University will alter its normal schedule. Faculty may elect to hold classes virtually using online methods.

Only the instructor of record for a class may decide to cancel a class. Teaching Assistants may not make independent decisions to cancel classes or other activities related to classes, but must consult with the faculty member for the course.

Instructional time that is cancelled is expected to be made up in accordance with the By-Laws, Rules, and Regulations of the University Senate. The University’s academic calendar includes specified “emergency closing make-up dates.” Faculty who plan to use these times to make up class must inform students as soon as possible and reserve a classroom through the Registrar’s Office. Faculty may also make up classes at other times, but must be sensitive to students’ availability to attend.

Faculty should respect the decisions of commuting students who decide not to travel to campus, or to leave class early in order to get home safely, and provide options for them to make up missed work. The Dean of Students Office is available to assist faculty and students with concerns about missed work.

Essential/Emergency Support Services Staff

Operations including public safety, residential and dining services, health services, animal care, facility maintenance, information technology services, student support services, transportation, and other important services may be required to continue even in severe weather or during other circumstances that require the University to close.

The University may designate employees as “Essential” employees (also known as “Emergency Support Services Staff”) if it determines their job functions are necessary or potentially necessary to conduct the University’s business even when the University is not operating normally. Employees designated as essential are typically expected to report to or remain at work when the University has a delayed opening, early release, or closure.

Individual Departments determine which, if any, of their employees are essential. Further, Departments may require all essential employees to report during any closure. Alternatively, Departments may develop a procedure that limits the number of essential employees required to report based on the nature or duration of the closure, the nature of the functions the Department performs, and the level of staffing needed. This approach is typically implemented through an “on call” notification system or a rotating assignment.

Departments are responsible for notifying essential employees annually of their designation. Employees hired into positions that are essential are first notified of their designation at the time of hire. In addition, the business needs of the University may change in ways that require other employees to be deemed essential even if they were not designated so at hire. In such cases, the Department will notify affected employees at the time of their designation. By October 1st of each year, Departments with essential employees must provide a list of these employees to the Office of Faculty and Staff Labor Relations and the Department of Human Resources.

Unless provided in the collective bargaining agreement or authorized by the Governor, the University is prohibited from awarding compensatory time or extra compensation to essential employees for working during their regularly scheduled hours when the University has a delay, early release, or is closed.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.

RELATED PROCEDURES AND POLICIES

Time and attendance procedures for employees and supervisors are posted on the Payroll Department website at www.payroll.uconn.edu.

Requirements with respect to instructional time and making up time are defined in the By-Laws, Rules, and Regulations of the Senate (http://policy.uconn.edu/2011/05/19/by-laws-rules-and-regulations-of-the-university-senate/) and the University’s Credit Hour policy (http://policy.uconn.edu/2012/08/22/credit-hour).

 

POLICY HISTORY

Policy adopted:

October, 2012

Revision:

November 26, 2014

August 27, 2015

 

Surplus Property Policy and Procedures

Title: Surplus Property Policy and Procedures
Policy Owner: University Business Services, Surplus Department
Applies to: Faculty, Staff
Campus Applicability: All campuses except UConn Health
Effective Date: June 7, 2021
For More Information, Contact UConn Surplus Department
Contact Information: (860) 486-3094
Official Website: http://www.surplus.ubs.uconn.edu/

PURPOSE

To establish the authority of the Surplus Department to administer the University’s property distribution program for the disposition of assets deemed surplus to operating needs in accordance with Federal Uniform Guidance regulations and Connecticut State statutes. This includes the authority to establish and maintain processes and procedures for the proper inventory control of the University’s tagged assets.

APPLIES TO

Faculty and staff of the University of Connecticut, Storrs and Regional Campuses. This policy does not apply to the deaccession of objects held by University Collections.

BACKGROUND

Proper disposition of State of Connecticut assets is required pursuant to Section 4a-57a of the Connecticut General Statutes. The University of Connecticut has the authority to disposition surplus, unused and/or unserviceable equipment and supplies in compliance with C.G.S. 4a-57a. The University of Connecticut Surplus Department (“the Surplus Department”) is responsible for administering the University’s Surplus Program and is authorized to make the determination regarding the disposition of items that are no longer utilized by University departments.

Effective July 1, 2018, Uniform Guidance (2 CFR §200) regulations apply to both the purchase and disposal of assets purchased by Principal Investigators (“PI’s”) using federal grant funds. Pursuant to the Guidelines for Surplus & Equipment Share Opportunities, the terms and conditions of grants may set forth specific requirements for the acquisition of equipment . Further, 2 CFR OMB part 200 Uniform Guidance 200.318 lays out the requirements for equipment purchases with federal funds. The rationale for these regulations is that shared use of existing equipment promotes availability of equipment on university campuses, reduces unnecessary duplication of equipment, and frees up federal funds to further the aims and objectives of the award. For more information, download Guidelines for Surplus & Equipment Share Opportunities.

DEFINITIONS

Assets: Items or equipment that are deemed either Capital, Controllable, or Non-controllable and owned by the University. Assets can be tangible including cash, investments, etc.

Capital Equipment: Tangible, non-expendable, personal property having an anticipated life of one year or more with a unit acquisition cost of $5,000 or greater. Equipment is capitalized and depreciated on the University’s financial statements. Capital equipment includes, but is not limited to, lab and scientific equipment, furniture, tools and machinery, office and IT equipment, motor vehicles and boats, musical instruments, audio-visual equipment, athletic/fitness equipment and artwork.

Controllable Property Assets: Have a unit acquisition cost under $5,000 and are sensitive, portable, and theft-prone nature. This includes ALL computers (desktops, laptops, iPads, and Notebooks) and cell phones and may also include other types of equipment such as audiovisual equipment, televisions, projectors, communication equipment, data processing equipment, computer peripherals, scanners, and cameras.

Non-Controllable Assets: Non-electronic and electronic items with a cost under $5,000 that are not tagged or tracked as controllable property. When a department is ready to surplus non-controllable assets, which may include items such as office chairs or desks, they must enter the items into the asset tracking software to be processed by the Surplus Department.

POLICY STATEMENT

The Surplus Department shall make determinations regarding the best disposition of items based on condition and whether the item(s) may be reissued to another department, transferred to another state agency, placed in the Public Surplus Store, or donated to a nonprofit organization. Under no circumstances shall University property be discarded without proper disposition through the University’s inventory control and disposition software program.

The disposition of items acquired with grant funds must be performed in accordance with applicable federal regulations, sponsor requirements, and University policies. The Principal Investigator (PI) is responsible for assuring compliance with the specific requirements set forth by the sponsoring agency, federal regulations, and university policies.

ENFORCEMENT
Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES/FORMS
The Surplus Department uses the Asset Panda software program to streamline the surplus process and track all the University’s tagged assets. Departments declaring items as surplus must move the items from “active” to surplus within the Asset Panda Software. Items that are not in the Asset Panda Software require the departments to add the surplus items into the software prior to submission as surplus. The Asset Panda software then transmits the information to the Surplus Department for review and processing.

University departments shall comply with the following procedures in order to properly send items to the Surplus Department (by category):

• COMPUTERS: CERTIFICATION OF DATA INACCESSIBILITY: Due to increased vulnerability to the potential misuse of personal information stored electronically, before sending computers/electronic media to Surplus, all stored electronic data must be permanently destroyed. Departments must complete a Certification of Data Inaccessibility Form stating this process has been completed. The completion of the certification form is necessary to comply with confidentiality and copyright laws. Both steps must be completed before the Surplus Department can remove computers/electronic media.

Employees/Departments may not purchase computers/laptops/electronics directly from university departments. This includes cell phones and wireless devices. All computers/laptops/electronics must be processed through Surplus when an individual/department no longer needs the item.

• REFRIGERATION UNITS: Before sending refrigeration units to the Surplus Department, departments must enter a work order with Facilities Operations for removing refrigerants from the unit(s). The removal is required per state and federal environmental regulations and ensures the safety of ground water and the ozone. Departments must forward proof of the work order number with the entered item before the Surplus Department will schedule pickup.

• MOTORS: Before sending motors to the Surplus Department, departments must submit a work order to Facilities Operations for removing oils from the motors. The removal is required per state and federal environmental regulations and ensures the safety of ground water. Departments must forward proof of the completed removal with the entered item before the Surplus Department will schedule pickup.

The Surplus Department will attempt to remove those items intended for transfer to the Surplus Department items within two (2) weeks from the receipt of the Asset Panda entry. Departments wishing to remove their own items for Surplus must schedule an appointment with the Surplus Department. Under no circumstances can any item of property belonging to the University of Connecticut be scrapped or destroyed without approval by the Associate Director of Supply Chain or the Manager of the Surplus Department.

The Surplus Department will determine whether those item(s) sent to them will be recycled or made available to faculty, staff, or other state agencies through the surplus program.
Most items made available for use by other University departments may be inspected at the Surplus Showroom, located at 6 Ahern Lane, Mansfield Depot, CT. Showroom hours are posted on the Surplus Department website. Employee identification must be shown in order to obtain surplus items.
University departments may obtain surplus property and must provide their 7-digit Kuali (KFS) number for the items to be transferred to their respective department. The Surplus Department will deliver transferred items, if necessary, to University departments within two (2) weeks from the transfer date.
After 30 days, surplus items not transferred to other departments are eligible for alternate disposition methods as determined by the Surplus Department:

A. Public Sale Items: May be offered for public sale through the auction process or at a storefront location.
B. Other State Agencies: Representatives from other agencies of the State of Connecticut may visit the Surplus Property Showroom or the storefront location to obtain University surplus items. Payment can be made with a State of Connecticut Transfer Invoice, Form CO-608. Other State agencies are responsible for transportation of transferred property.
C. Scrap Items: May be scrapped, either through the existing University recycling program, or by other processes. Items designated as scrap may not be given away to any University employee or to any other interested party.

REFERENCES

Code of Federal Regulations Title 2, Subtitle A, Chapter II, Part 200
Connecticut General Statutes § 4a-57a. (Distribution of surplus state property)
Surplus Department Contact & Showroom Hours
University Policy: Sponsored Award Closeout
University Guidelines for Surplus & Equipment Share Opportunities
Asset Panda Request and Training

POLICY HISTORY

Policy created effective: 2004
Revisions: 2014; June 7, 2021 [Approved by President’s Cabinet]; editorial revisions July 26, 2021

 

Smoking Policy

Title: Smoking Policy
Policy Owner: Department of Human Resources; the Office of Faculty & Staff Labor Relations; the Division of Environmental Health and Safety
Applies to: Faculty, Staff, Students, Others
Campus Applicability:  All Campuses except UConn Health
Effective Date: June 7, 2016
For More Information, Contact Department of Human Resources or the Office of Faculty & Staff Labor Relations
Contact Information: (860) 486-5684 or 8478
Official Website: http://hr.uconn.edu or http://lr.uconn.edu

Reason for the Policy

The University of Connecticut recognizes that tobacco use is a leading cause of preventable illness, disease and death in the United States and that exposure to second-hand smoke also contributes significantly to preventable illness, disease and death.  This policy is in keeping with the University’s goal to provide a safe and healthy working and learning environment and it ensures compliance with Connecticut General Statute 31-40q(d) and 19a-342.

Policy Statement

Smoking is prohibited:

  1. In all University owned or leased buildings, facilities and vehicles.
  2. Within 25 feet of all campus buildings, including residence halls[1].

Signage communicating this policy must be posted within 10 feet of all building entries.

Definitions

For the purposes of this policy, “smoking” includes all tobacco-derived or containing products, including and not limited to, cigarettes, electronic cigarettes, cigars, pipes and similar products.

Compliance

All University employees, students, visitors, guests and contractors are required to comply with this policy.  Organizers of public events, such as conferences, meetings, public lectures, social events, and cultural events using campus facilities will be mindful of this Policy and encourage compliance.

Individuals in management or supervisory roles are responsible for communicating the policy to their employees and enforcing the policy in their respective area(s).  Those rare instances where an individual refuses to comply with this policy after being warned by the appropriate University officials should be handled in accordance with the status of the individual involved as follows:

  • Students should be referred to the Office of Community Standards for appropriate action. Please contact the Office of Community Standards at 860-486-8402 with questions.
  • Employees should be dealt with by the appropriate supervisor through the application of progressive discipline in accordance with the applicable collective bargaining agreement.  Please contact the Office of Faculty & Staff Labor Relations, 860-486-5684 with questions concerning how to deal with employee violations of this policy.
  • Contractors should be referred to their respective employers, Project Managers and/or Procurement for appropriate action. Contact Procurement Services at 860-486-2619 with questions.

No person who makes a complaint of a violation of this policy or who furnishes information concerning a violation of this policy shall be retaliated against in any manner.

Enforcement

Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the Student Code.

[1] For all new construction/major renovation buildings that will be registered for Leadership in Energy & Environmental Design (LEED) certification, smoking is prohibited in the building AND outside of the building except in designated exterior smoking areas. Those designated areas must be located at least 25 feet away from building openings (entries, windows, air intakes). For more information on the University’s commitment to sustainable design and construction, visit http://policy.uconn.edu/?p=3543.

Mail Service Policy

Title: Mail Service Policy
Policy Owner: Mail Services
Applies to: Faculty, Staff
Campus Applicability:
Effective Date: January 20, 2004
For More Information, Contact Mail Services
Contact Information: (860) 486-2024
Official Website: https://mailservices.uconn.edu/

University Mail Services operates in accordance with the Private Express Statutes as stated in 39 CFR, Code of the Federal Register.  University Mail Services handles USPS mail according to USPS policies governing the disposition of mail.

The use of University Mail Services is restricted to University business conducted by University personnel.  This includes the receiving and sending of mail which contains University business and is never available for personal use.

Incoming Accountable Mail Process

Title: Incoming Accountable Mail Process
Policy Owner: Mail Services
Applies to: Faculty, Staff, Students, Others
Campus Applicability:
Effective Date: August 18, 2004
For More Information, Contact Mail Services
Contact Information: (860) 486-2024
Official Website:  https://mailservices.uconn.edu/

 

Incoming USPS mail for the University of Connecticut, is handled in accordance with USPS DMM, Section D042.4.1 which states:

All mail addressed to a governmental or nongovernmental organization or to an individual by name or title at the address of the organization is delivered to the organization, as is similarly addressed mail for former officials, employees, contractors, agents, etc.  If disagreement arises where any such mail should be delivered, it must be delivered under the order of the organization’s president or equivalent official.

In addition to the above regulation, the USPS maintains the signatures of University Mail Services’ staff on PS Form 3801, naming the staff “Authorized Agents”, making them eligible to handle incoming, accountable mail for the University of Connecticut.

Accountable mail is released to the University upon signing the USPS Firm Sheet, recording such items, and the authorized agent also signs for any Return Receipts attached.  Although an option, University Mail Services does not sign for “Restricted Delivery Mail”.

Once prepared at University Mail Services for final delivery to the campus destination, a signature is obtained from the designated employee at the centralized mail stop for the building.

The accountable mail is then placed with the regular incoming mail for the receiving department.

In the event the actual recipient, indicated by either name or by title, chooses to refuse any accountable mail, such accountable mail must not be opened.  The refused piece must be marked “Refused”, placed in a new container and have new postage applied.  It is strongly recommended that this refused mail be sent Certified mail, or Registered if leaving the United States.

Federal Archive Guidelines require University Mail Services to maintain records as follows:

  1. a.       Incoming accountable records keep 2 years
  2. b.      Outgoing Certified records keep 2 years
  3. c.       Outgoing Registered records keep 3 years