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Human Stem Cell Research Approval

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Title: Human Stem Cell Research Approval
Policy Owner: Office of the Vice President for Research
Applies to: Employees, Faculty, Students, Other
Campus Applicability:  All Campuses
Effective Date: May 25, 2018
For More Information, Contact Office of the Vice President for Research
Contact Information: (860) 486-3001
Official Website: https://ovpr.uchc.edu/

REASON FOR POLICY

The purpose of this policy is to ensure that proposals for human embryonic stem cell (hESC) research and selected types of human induced pluripotent stem cell (iPSC) research are approved by the University’s Stem Cell Research Oversight (SCRO) Committee. This policy does not apply to primary cells isolated from human tissues that are not manipulated to become pluripotent.

The role of the SCRO Committee is to ensure that human embryonic stem cell (hESC) and selected types of human induced pluripotent stem cell (iPSC) research at all University of Connecticut campuses is well-justified and that inappropriate and/or unethical research is not conducted. The SCRO Committee facilitates the collaboration between researchers across University campuses by adopting nationally and internationally accepted standards designed to protect the University’s reputation for ethical and responsible research.

The review and approval of hESC research by the SCRO Committee (or its equivalent) is required by Connecticut law. The SCRO Committee review and approval is also required for all proposals funded by the State of Connecticut Regenerative Medicine Research Fund.

APPLIES TO

All University faculty, employees, students, postdoctoral fellows, residents and other trainees, and agents who supervise or conduct research involving hESCs and select types of iPSCs.

DEFINITIONS

Human Embryonic Stem Cell (hESC): Human embryonic stem cells are pluripotent cells that are self-replicating, derived from human embryos, and are capable of developing into cells and tissues of the three primary germ layers. Although human embryonic stem cells may be derived from embryos, such stem cells are not themselves embryos.

Human Induced Pluripotent Stem Cell (iPSC): Human induced stem cells are a type of pluripotent stem cell that have been artificially created by reprogramming non-pluripotent human cells through techniques that do not involve oocytes or embryos, e.g., through inserting genes into a somatic cell.

POLICY STATEMENT

All research projects in the following categories are required to obtain SCRO Committee approval before acquiring cells or cell lines and before commencing research:

  • All research involving hESCs and their derivatives;
  • All stem cell research involving human gametes and human embryos;
  • All stem cell research projects funded by the State of Connecticut, including those that do not use hESCs;
  • All in vitro human iPSC research involving the generation of gametes, embryos, or other types of totipotent cells; and
  • All in vivo research involving implantation of human iPSCs into prenatal animals or into the central nervous system of post-natal animals.

The SCRO Committee supplements but does not replace other University review processes (e.g., reviews by Institutional Animal Care and Use Committees (IACUC), Institutional Review Boards (IRB), Institutional Biological Safety Committees (IBC), etc.) and compliance with applicable legal requirements.

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, the University of Connecticut Student Code, and other applicable University Policies.

ADDITIONAL RESOURCES

Connecticut General Statutes §§ 4-28e and 32-41jj to 32-41mm, inclusive

NIH Stem Cell Information

POLICY HISTORY

Revisions: March 28, 2012; May 25, 2018 (Approved by President’s Cabinet)

Acceptable Use, Information Technology

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Title: Acceptable Use, Information Technology
Policy Owner: Information Technology Services/Chief Information Security Officer
Applies to: All University Information Technology Users
Campus Applicability: All campuses except UConn Health
Effective Date: August 30, 2021
For More Information, Contact UConn Information Security Office
Contact Information: techsupport@uconn.edu or security@uconn.edu
Official Website: https://security.uconn.edu/

BACKGROUND 

The University’s IT resources support many systems to fulfill the academic, research and administrative needs of the University’s constituents, including students, faculty, staff, and guests. These resources must be used in a responsible manner consistent with Federal and State laws and University policies. 

PURPOSE 

To define expectations of appropriate use and inform all users of information technology (IT) resources at UConn of their obligation to comply with all existing laws and institutional policies in their use of IT resources. 

APPLIES TO 

This policy applies to all constituents (students, faculty, staff, affiliates and guests) who use UConn’s information technology resources, including but not limited to wired and wireless networks, computer-based systems and services, printers/copiers, and cloud-based services. 

DEFINITIONS  

Access Point (AP): A networking hardware device that allows other Wireless (Wi-Fi) devices to connect to the University network. 

Information Technology (IT) Resources: Include but are not limited to: 

  • Systems and equipment such as computers, hard drives, printers, scanners, video and audio recorders, cameras, photocopiers and other related devices.  
  • Software such as computer software, including open-source and purchased software, and all cloud-based software including infrastructure-based cloud computing and software as a service.  
  • Networks such as all voice, video, and data systems, including both wired and wireless network access across the institution. 

    IoT: Internet of Things are devices that communicate across a network without direct human interaction. These include but are not limited to smart assistants, lightbulbs, appliances, and televisions. 

    POLICY STATEMENT  

    The appropriate use of UConn IT Resources focuses on three primary areas including: (1) the fair and equitable use of limited resources by all constituents; (2) individual responsibilities in the use of UConn IT resources; and (3) the appropriate use of IT resources in compliance with all applicable federal and state laws, university rules, regulations and policies. 

    All activities involving the use of UConn IT resources are not personal or private; therefore, users should have no expectation of privacy in the use of these resources.  Information stored, created, sent or received via UConn systems, including cloud-based systems, may be accessible when required by law, including requests made under the Freedom of Information Act (FOIA), the Family Educational Rights and Privacy Act (FERPA), subpoena, or other legal process, statute, or regulation. 

    ACCEPTABLE USE 

    • UConn provides IT resources to enable faculty, students, and staff to accomplish their university-related work and support the University’s mission. University equipment is to be used primarily in support of the University’s mission and may not be used to conduct commercial activities or any activity prohibited by state and federal law or University policy.  
    • UConn IT Resources may not be used for the illegal download, copying, or distribution of copyright materials without the copyright owner’s permission or where not permitted by fair use standards under the TEACH Act. 
    • Actions that negatively impact the ability of the University to operate or cause undue stress on IT resources are prohibited. These actions include but are not limited to interfering with the legitimate use of IT resources by others, introducing additional software or devices to any IT resource without appropriate authorization, or the mass mailing of unapproved email or other electronic communication. 
    • Do not intentionally seek or provide information or access to IT resources to which one is not authorized, nor assist others in doing so. Do not attempt to subvert or circumvent University systems’ security measures nor use University IT resources to subvert or circumvent other systems’ security measures for any purpose. 
    • Do not publish, post, transmit or otherwise make available content that is in violation of law or policy. The University cannot protect individuals against the existence or receipt of material that may be offensive to them. As such, those who make use of electronic communications are warned they may come across or be recipients of material they find offensive or objectionable. 
    • Do not violate the privacy of other individuals. This includes viewing, monitoring, copying, altering, or destroying any file, data, transmission or communication unless you have been given explicit permission by the owner. 
    • Do not forge, maliciously disguise or misrepresent your personal identity. This policy does not prohibit users from engaging in anonymous communications, providing that such communications do not otherwise violate the Acceptable Use Policy. University technology resources may not be used by employees of the University for partisan political purposes or presenting the impression the University has a particular political position except for those individuals authorized by the University as part of their formal responsibilities. 

      INDIVIDIUAL RESPONSIBILITIES 

      • Protect your data and the institution’s data 
      • Do not share your password with ANYONE or allow anyone else to use your account(s).  
      • Do not use anyone else’s account. 
      • Be vigilant in identifying and reporting various types of phishing attacks to gain access to your information. Store confidential and/or sensitive data on appropriate University approved services only. 
      • While UConn owned computers often are maintained by ITS and other University IT organizations, any personally owned devices connecting to the University network (including tablets, cell phones and IoT devices) are expected to be kept up to date with current operating system and software patches, as well as employing appropriate security measures which are automatically updated. 
      • Do not utilize UConn computing resources, including personally owned computers connected to UConn’s network for non-University related commercial activity.  
      • Users who connect personally owned computers to UConn’s network that are used as servers, or who permit others to use their computers, whether directly or through user accounts, have the additional responsibility to respond to any use of their server that is in violation of the Acceptable Use Policy. IT Resource administrators and those who permit the use of the computers by others are responsible for the security and actions of others on their systems. 

            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.  

            Individual or system access may be revoked at any time based on the decision of the Chief Information Security Officer or the Chief Information Officer to protect the confidentiality, integrity, and/or availability of UConn IT Resources.  

            PROCEDURES/FORMS 

            Questions about this policy or suspected violations may be reported to any of the following: 

            Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) 

            Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

            Information Security Office – https://security.uconn.edu 

            POLICY HISTORY 

            Policy created:  05/16/2012 

            Revisions: 08/24/2015; 08/30/2021 [Approved by President’s Senior Team]  

             

            Use Of Space Heaters in University Buildings

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            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

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            Title: Emergency Closing Policy
            Policy Owner: Office of the President, Office of the Provost, Human Resources Department
            Applies to: Faculty, Staff, Students, Others
            Campus Applicability: All campuses except UConn Health
            Approval Date: August 30, 2023
            Effective Date: August 31, 2023
            For More Information, Contact: Office of Faculty & Staff Labor Relations and the Department of Human Resources
            Contact Information: (860) 486-5684 or laborrelations@uconn.edu
            (860) 486-3034 or hr@uconn.edu
            Official Website: http://www.hr.uconn.edu/

            PURPOSE

            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 cancel classes; delay opening, release employees early, or close operations at some or all University campuses. 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, University Safety, and the Head of Human Resources. Decisions about such alterations are made with full input from University Communications 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 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 and Provost’s Office 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.

            The UConnALERT 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 UConnALERT website, advisory messages will be issued regarding closings, cancellations, early dismissals, or delays. UConn faculty, staff and students should visit alert.uconn.edu to register for cell phone text alerts, update their contact information, and obtain information related to emergency procedures and campus safety.

            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)
            • Faculty/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 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, respond to work calls, or attend virtual meetings, 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.

            Faculty/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 they are unable to travel safely to campus. In these exceptional cases, the faculty member must notify their 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; they 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 university 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 cease other operations.

            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 applicable 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 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

            Revisions:

            November 26, 2014
            August 27, 2015
            August 30, 2023 (Approved by the Senior Policy Council and the President)
            July 12, 2024 (Editorial revisions by University Compliance)

             

            Surplus Property Policy and Procedures

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            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

            Posted on by
            Title: Smoking Policy
            Policy Owner: Department of Human Resources
            Applies to: Faculty, Staff, Students, Others
            Campus Applicability: All Campuses, except UConn Health
            Approval Date: October 25, 2023
            Effective Date: October 25, 2023
            For More Information, Contact: Department of Human Resources
            Contact Information: (860) 486-3034 or hr@uconn.edu
            Official Website: http://hr.uconn.edu

            PURPOSE

            The University of Connecticut is committed to providing a safe and healthy working and learning environment that is free of tobacco products, environmental tobacco smoke, and other smoking-related by-products. In keeping with this commitment, and in compliance with Connecticut General Statutes §§ 31-40q(d) 19a-342 and 19a-342a, tobacco use and/or smoking of any kind, including e-cigarettes and vape pens is prohibited as set forth below.

            APPLIES TO

            All University employees, students, visitors, guests, and contractors are required to comply with this policy.

            DEFINITIONS

            Smoking[1]: For the purposes of this policy, “smoking” includes the use of cigarettes, cigars, pipes, electronic cigarettes (e-cigarettes), vape pens, and similar products.

            POLICY STATEMENT

            Smoking (including vaping) is prohibited:

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

            The University will post signage communicating these prohibitions within 10 feet of all building entries.

            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.

            Individuals in management or supervisory roles are responsible for communicating the policy to their employees and enforcing the policy in their respective area(s). If an individual refuses to comply with this policy after being warned by the appropriate University officials, then actions should be taken as follows:

            • Student violations: Contact the Office of Community Standards.

            Phone: 860-486-8402
            Email: community@uconn.edu

            • Employee violations: Contact the Employee Relations/Office of Faculty & Staff Labor Relations

            Phone: 860-486-5684
            Email: laborrelations@uconn.edu

            • Contractor violations: Contact University Business Services at 860-486-2619

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

            POLICY HISTORY

            Policy adopted: June 7, 2016
            Revisions: October 16, 2023

            [1] As a recipient of federal funding, the University is required to prohibit the use and/or possession of all federally controlled substances, including marijuana.

            Reimbursement of Recruitment Expenses Policy and Procedures

            Posted on by
            Title: Reimbursement of Recruitment Expenses Policy and Procedures
            Policy Owner: Committee formed by the Office of the Provost
            Applies to: Faculty
            Campus Applicability:  All Programs at all Campuses except UConn Health
            Effective Date: August 7, 2013
            For More Information, Contact Workforce Solutions/ Office of the Provost
            Contact Information: (860) 486-3034
            Official Website: http://hr.uconn.edu/

            Reason for Policy

            The University recognizes the competitive nature of the recruitment and hiring process, and, therefore, grants departments the flexibility to pay for or reimburse recruitment expenses for faculty or management-exempt administrator positions.

            The hiring process consists of three phases: the interview phase, the offer and acceptance phase, and the move phase. The interview and offer and acceptance phases constitute the recruitment process.  For expenses incurred in connection with the move phase, please see the Reimbursement of Moving Expenses Policy. Depending on the phase, payments vary and are subject to different tax rules.

            This policy allows for reimbursement and/or direct pay of one trip per recruitment phase.  Reimbursements for additional visits must be authorized by the President and/or Provost.

            The Interview Phase Policy Statement

            The interview phase commences upon the first interview and ends upon extension of a written offer to the candidate.  The date the request to hire is submitted is considered the extension of a written offer.

            Any department seeking to recruit for a position of sufficient importance may, with the approval of the Dean, Director or Department Head, pay full or partial travel expenses of candidates who must travel to interview for the position. All costs of the interview are the responsibility of the department.

            Following approval by the Dean, Director or Department Head, the department may proceed with arrangements for interviews. All candidates should be advised of allowable expenses prior to the interview.  Payments or reimbursements for companions during the interview phase are not permitted.

            The University’s Travel and Entertainment Policies and Procedures apply to candidate searches. Costs for airline tickets may be charged to the University contracted travel agency. Please refer to the University’s Travel and Entertainment Policies and Procedures for additional information regarding approved class of travel.

            Procedure

            Prior to the candidate’s visit to the University, or as soon as feasible, the sponsoring department should set up the candidate as a vendor using the Vendor Create process in the Kuali Financial System (KFS).  After the vendor has been created and the trip has been completed, a Disbursement Voucher needs to be initiated by the department.  Payment will disbursed by the Accounts Payable Department after appropriate routing and approval through KFS.  Claims for reimbursement must be itemized and original receipts supporting all claims must be included. The following information should also be included in the Disbursement Voucher:

            1. Vendor Number
            2. Date of interview
            3. Title of position
            4. Search number
            5. Itemization of expenses
            6. KFS Account Number and Object Code to be charged
            7. All supporting receipts must be scanned and attached to the Disbursement Voucher in KFS

            The Offer and Acceptance Phase Policy Statement

            The offer and acceptance phase occurs between the date of the extension of a written offer and the move phase, which is defined as the final one-way trip of the selected candidate and their family to the primary duty station.

            Once the job offer has been extended, and with the approval of the Dean, Director or Department Head, the following offer and acceptance related expenses may be requested for reimbursement for the employee and one immediate family member defined as a spouse or child:

            1. Transportation (please refer to Part 2 and Part 3 of the Travel and Entertainment Policies and Procedure.
            2. Lodging (please refer to Part 4 the Travel and Entertainment Policies and Procedures for guidelines regarding accommodations)
            3. Meals (please refer to Part 5 of the Travel and Entertainment Policy and Procedure)

            Such expenses incurred in connection with the offer and acceptance phase are considered Nonqualified (Taxable) Expenses subject to withholding of applicable income taxes, social security and Medicare taxes.  Reimbursements are included in taxable income and reported on the annual Form W-2. Any expenses incurred through any direct pay vendor, including Nathan Hale Inn or any contracted University booking agencies for air travel, need to be properly classified and reported to the Payroll Department as taxable income by the University department incurring the cost for the expenses or sponsoring the search.

            Procedure

            Requests for reimbursement of expenses incurred during the offer and acceptance phase should be submitted to the Payroll Department on the Recruitment Expense Reimbursement- RE form.  The Payroll Department will review the request to ensure compliance with this policy.  Reimbursement requests that do not have the required two signatures will not be processed.

            All claims for expense reimbursement must be supported by original receipts. Payment will be included in the employee’s paycheck.

            Please Note: Reimbursements using UConn Foundation funds, or other private sources, will be remitted to the University and paid to the employee as if they were University funds. Departments are permitted to supplement the cost of recruitment expenses from their own departmental funds.

            Approval

            The Board of Trustees originally approved the Reimbursement of Recruitment and Moving Expenses Policy on July 1, 2003. The Board of Trustees approved the Reimbursement of Recruitment Expenses Policy and Procedures on August 7, 2013.

            Public Participation at Board of Trustee Meetings

            Posted on by
            Title: Public Participation at Board of Trustee Meetings
            Policy Owner: Board of Trustees
            Applies to: Faculty, Staff, Students, Others
            Campus Applicability:
            Effective Date: January 5, 2004
            For More Information, Contact Board of Trustees
            Contact Information:  (860) 486-2333
            Official Website: http://boardoftrustees.uconn.edu/

            Under the conditions described below, the Board shall hear brief oral presentations from members of the public who wish to express their views on matters pending before the Board or on other issues of concern to the University.

            1. The agenda for each regular open meeting shall allot time for the Board to hear brief oral presentations from members of the public who request such opportunity.
            2. Requests to address the Board shall be made to the Chairman or the Executive Secretary of the Board preferably at least 24 hours before the beginning of the meeting, but in no case after the meeting has been called to order.  In signing up to address the Board, each speaker shall specify the subject to be addressed.
            3. The Chairman of the Board shall recognize each speaker in the order of signing up, request proper identification, maintain proper order, and require adherence to time limits.
            4. In public participation period, the Board shall not hear public comment regarding individual University employees, matters in litigation, or other subjects properly to be considered in executive session as specified under the statutes.
            5. At a special meeting of the Board, comment by members of the public shall be limited specifically to the purpose for which the meeting has been called.
            6. The Board will give due attention to all oral presentations from the public, but is neither required nor expected to respond immediately to questions or issues.

            Non-Discrimination Policy Statements for Publications, including Accessibility Statements for University Events and Section 1557 Statements for Health Programs

            Posted on by
            Title: Non-Discrimination Policy Statements for Publications, including Accessibility Statements for University Events and Section 1557 Statements for Health Programs
            Policy Owner: Office of Institutional Equity
            Applies to: All University Publications
            Campus Applicability:  All Campuses, including Regional Campuses and UConn Health
            Effective Date: June 13, 2017
            For More Information, Contact Office of Institutional Equity
            Contact Information: (860) 486-2943 (Storrs and Regionals)
            (860) 679-3563 (UConn Health)
            Email: equity@uconn.edu
            Official Website: http://www.equity.uconn.edu/

            Click here to view a PDF, Printer Friendly copy of this policy.

            Purpose

            All University publications describing or inviting participation in UConn programs or activities must contain one of the non-discrimination statements set forth below. The inclusion of the non-discrimination statement is required by federal regulations and is designed to make clear to current and future participants, beneficiaries, enrollees, applicants, patients, visitors and members of the public the University’s commitment to equal opportunity and access to its programs, activities, and health programs.

            The term “publications” includes, but is not limited to, printed, electronic or online materials or documents. With the understanding that publications are produced in different formats and sizes, including printed and electronic, the University has developed two forms of the non-discrimination statements: long and short. The selected form of the non-discrimination statement is generally dependent on the availability of space.

            Effort should be given to publish the long form to the maximum extent feasible. When options to provide the long form have been exhausted, the short form may be considered.

            The non-discrimination statement is embedded within the footer of all University website pages, therefore a non-discrimination statement is not required on individual departmental website pages.

            Any questions related to the University’s non-discrimination, AA/EEO policies, and reasonable accommodations process may be directed to the Office of Institutional Equity at (860) 486-2943 or equity@uconn.edu.

            ________________________________________________________________________

            General University Communications

            Long Form

            Required for books, booklets, brochures, catalogs, directories, and similar documents or publications that offer more flexibility in the use of space.

            The University of Connecticut complies with all applicable federal and state laws regarding non-discrimination, equal opportunity and affirmative action, including the provision of reasonable accommodations for persons with disabilities. UConn does not discriminate on the basis of race, color, ethnicity, religious creed, age, sex, marital status, national origin, ancestry, sexual orientation, genetic information, physical or mental disability, veteran status, prior conviction of a crime, workplace hazards to reproductive systems, gender identity or expression, or political beliefs in its programs and activities.  Employees, students, visitors, and applicants with disabilities may request reasonable accommodations to address limitations resulting from a disability. For questions or more information, please contact the Associate Vice President, Office of Institutional Equity, 241 Glenbrook Road, Unit 4175, Storrs, CT 06269-4175; Phone: (860) 486-2943; Email: equity@uconn.edu / Website: http://www.equity.uconn.edu.

            Short Form

            Required for publications with significant space limitations such as pamphlets, postcards, advertisements and one-page announcements (flyers and posters).

            UConn complies with all applicable federal and state laws regarding non-discrimination, equal opportunity, affirmative action, and providing reasonable accommodations for persons with disabilities.  Contact: Office of Institutional Equity; (860) 486-2943; equity@uconn.edu; http://www.equity.uconn.edu.

            _________________________________________________________________________

            Event Accessibility Statement

            General Information

            The following statement is intended for event-specific publications for the purposes of ensuring an opportunity for participants with disabilities to request accommodations and fully participate in the event or activity.

            The event accessibility statement is required for all publications that describe or invite participation in a University-sponsored event or activity, whether the publication is dispersed via print or electronic means, published on the Internet, or advertised using social media. Event materials should include both the non-discrimination statement and the event accessibility statement.

            For further information regarding policies and procedures for disability-related accommodations at University events, refer to the Center for Students with Disabilities Accessibility Checklist for Events at http://csd.uconn.edu/accessibility-checklist-for-events/.

            Event Accessibility Statement

            Required for all University-sponsored events.

            If you require an accommodation to participate in this event, please contact (INSERT SPONSORING DEPARTMENT CONTACT NAME) at (INSERT TELEPHONE AND EMAIL CONTACT INFORMATION) by (SPECIFIC DATE (suggestion: at least 5 days in advance)).

            _________________________________________________________________________

            Health Program or Activity Communications (Patient-Facing)

            General Information

            This section applies only to those University units that meet the definition of “covered entity” as defined in Section 1557 of the Affordable Care Act and their communications specific to patients or anticipated patients (i.e. communications aimed at members of the public advertising patient-related programs, services or activities). These requirements are specific to the following:

            • UConn Health – John Dempsey Hospital (JDH), UConn Medical Group (UMG), School of Dental Medicine Outpatient Clinics and all other UConn Health patient-related clinics and services;
            • UConn Student Health Services (Storrs campus);
            • UConn Speech and Hearing Clinic; and
            • UConn Fire Department.

            Publications and communications of health programs or activities subject to Section 1557 of the Affordable Care Act (covered entities) must include one of the non-discrimination statements set forth below.  The inclusion of the non-discrimination statement is specifically required by Section 1557 of the Affordable Care Act and is designed to advance health equity and reduce health care disparities.

            University units subject to Section 1557 must determine, within reason, which of their communications and publications are “significant” in the context of their health programs and activities. Examples of publications and communications considered to be “significant” include applications to participate in, or receive benefits or services from, a covered entity’s health program or activity, as well as written correspondence related to an individual’s rights, benefits, or services, including correspondence requiring a response.  Effort must primarily be given to publish the long version as stated below.

            Additional guidance and information regarding Section 1557 of the Affordable Care Act is available at https://www.hhs.gov/civil-rights/for-individuals/section-1557/index.html.

            _________________________________________________________________________

            Health Program or Activity Long Form (UConn Health)

            Required for significant publications and communications targeted to beneficiaries, enrollees, applicants, and members of the public which may include patient handbooks, outreach publications, or written notices pertaining to rights or benefits or requiring a response from an individual.

            UConn Health complies with all applicable federal laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. UConn Health does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.

            UConn Health:

            • Provides free aids and services to people with disabilities to communicate effectively with us, such as qualified sign language interpreters and/or written information in other formats (large print, audio, accessible electronic formats); and,
            • Provides free language services to people whose primary language is not English, such as qualified interpreters and/or information written in other languages.

            If you need these services, contact 860-679-2626 (TTY: 1-800-833-8134).

            If you believe that UConn Health failed to provide the above-described services or subjected you to discrimination, please contact Sarah Chipman, Interim Associate Vice President, Office of Institutional Equity, 16 Munson Road, MC 5310, Farmington, CT 06030-5310; Phone: (860) 679-3563; Email: equity@uconn.edu; Website: http://www.equity.uconn.edu You can file a grievance in person or by mail, phone or email.  If you need help filing a grievance, the Office of Institutional Equity is available to help you. Call 860-679-3563.

            You also can file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, electronically through the Office for Civil Rights Complaint Portal, available at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf, or by mail or phone at:  U.S. Department of Health and Human Services, 200 Independence Avenue, SW, Room 509F, HHH Building, Washington, D.C. 20201;
            1-800-868-1019, 800-537-7697 (TDD).  Complaint forms are available at http://www.hhs.gov/ocr/office/file/index.html.

            (Spanish) ATENCIÓN:  si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística.  Llame al 860-679-2626 (TTY: 1-800-833-8134).

            (Polish) UWAGA:  Jeżeli mówisz po polsku, możesz skorzystać z bezpłatnej pomocy językowej.  Zadzwoń pod numer 860-679-2626 (TTY: 1-800-833-8134).

            (Portuguese) ATENÇÃO:  Se fala português, encontram-se disponíveis serviços linguísticos, grátis.  Ligue para 860-679-2626 (TTY: 1-800-833-8134).

            (Italian) ATTENZIONE:  In caso la lingua parlata sia l’italiano, sono disponibili servizi di assistenza linguistica gratuiti.  Chiamare il numero 860-679-2626 (TTY: 1-800-833-8134).

            (French) ATTENTION:  Si vous parlez français, des services d’aide linguistique vous sont proposés gratuitement.  Appelez le 860-679-2626 (TTY: 1-800-833-8134).

            (Chinese) 注意：如果您使用繁體中文，您可以免費獲得語言援助服務。請致電 860-679-2626 (TTY: 1-800-833-8134).

            (French Creole) ATANSYON:  Si w pale Kreyòl Ayisyen, gen sèvis èd pou lang ki disponib gratis pou ou.  Rele 860-679-2626 (TTY: 1-800-833-8134).

            (German) ACHTUNG: Wenn Sie Deutsch sprechen, stehen Ihnen kostenlos sprachliche Hilfsdienstleistungen zur Verfügung.  Rufnummer: 860-679-2626 (TTY: 1-800-833-8134).

            (Hindi) ध्यान दें:  यदि आप हिंदी बोलते हैं तो आपके लिए मुफ्त में भाषा सहायता सेवाएं उपलब्ध हैं। 860-679-2626 (TTY: 1-800-833-8134) पर कॉल करें।

            (Russian) ВНИМАНИЕ:  Если вы говорите на русском языке, то вам доступны бесплатные услуги перевода.  Звоните 860-679-2626 (TTY: 1-800-833-8134).

            (Arabic) ملحوظة:  إذا كنت تتحدث اذكر اللغة، فإن خدمات المساعدة اللغوية تتوافر لك بالمجان.  اتصل برقم 860-679-2626 (TTY: 1-800-833-8134).

            (Greek) ΠΡΟΣΟΧΗ: Αν μιλάτε ελληνικά, στη διάθεσή σας βρίσκονται υπηρεσίες γλωσσικής υποστήριξης, οι οποίες παρέχονται δωρεάν. Καλέστε 860-679-2626 (TTY: 1-800-833-8134).

            (Tagalog) PAUNAWA: Kung nagsasalita ka ng Tagalog, maaari kang gumamit ng mga serbisyo ng tulong sa wika nang walang bayad. Tumawag sa 860-679-2626 (TTY: 1-800-833-8134).

            (Vietnamese) CHÚ Ý:  Nếu bạn nói Tiếng Việt, có các dịch vụ hỗ trợ ngôn ngữ miễn phí dành cho bạn.  Gọi số 860-679-2626 (TTY: 1-800-833-8134).

            (Albanian) KUJDES:  Nëse flitni shqip, për ju ka në dispozicion shërbime të asistencës gjuhësore, pa pagesë.  Telefononi në 860-679-2626 (TTY: 1-800-833-8134).

            (Korean) 주의: 한국어를 사용하시는 경우, 언어 지원 서비스를 무료로 이용하실 수 있습니다. 860-679-2626 (TTY: 1-800-833-8134)번으로 전화해 주십시오.

            Health Program or Activity Short Form (UConn Health)

            Required for postcards, tri-fold brochures, and pamphlets and other significant publications that are small-size, or where the long form is not feasible, targeted to beneficiaries, enrollees, applicants, and members of the public.

            UConn Health complies with applicable federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex.

            (Spanish) ATENCIÓN:  si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística.  Llame al 860-679-2626 (TTY: 1-800-833-8134).

            (Polish) UWAGA:  Jeżeli mówisz po polsku, możesz skorzystać z bezpłatnej pomocy językowej.  Zadzwoń pod numer 860-679-2626 (TTY: 1-800-833-8134).

            _________________________________________________________________________

            Health Program or Activity Long Form (Storrs: UConn Student Health Services, UConn Speech and Hearing Clinic, UConn Fire Department)

            Required for significant publications and communications targeted to beneficiaries, enrollees, applicants, and members of the public, which may include patient handbooks, outreach publications, or written notices pertaining to rights or benefits or requiring a response from an individual.

            (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department) complies with all applicable federal laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department) does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.

            (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department):

            • Provides free aids and services to people with disabilities to communicate effectively with us, such as qualified sign language interpreters and/or written information in other formats (large print, audio, accessible electronic formats); and,
            • Provides free language services to people whose primary language is not English, such as qualified interpreters and/or information written in other languages.

            If you need these services, contact (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            If you believe that (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department) failed to provide the above-described services or subjected you to discrimination, please contact Sarah Chipman, Interim Associate Vice President, Office of Institutional Equity, 241 Glenbrook Road, Unit 4175, Storrs, CT 06269-4175; Phone: (860) 486-2943; Phone: (860) 679-3563; Email: equity@uconn.edu; Website: http://www.equity.uconn.edu. You can file a grievance in person or by mail, phone or email.  If you need help filing a grievance, the Office of Institutional Equity is available to help you. Call 860-486-2943.

            You also can file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, electronically through the Office for Civil Rights Complaint Portal, available at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf, or by mail or phone at:  U.S. Department of Health and Human Services, 200 Independence Avenue, SW, Room 509F, HHH Building, Washington, D.C. 20201;
            1-800-868-1019, 800-537-7697 (TDD).  Complaint forms are available at http://www.hhs.gov/ocr/office/file/index.html.

            (Spanish) ATENCIÓN:  si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística.  Llame al (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Polish) UWAGA:  Jeżeli mówisz po polsku, możesz skorzystać z bezpłatnej pomocy językowej.  Zadzwoń pod numer (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Portuguese) ATENÇÃO:  Se fala português, encontram-se disponíveis serviços linguísticos, grátis.  Ligue para 860-679-2626 (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Italian) ATTENZIONE:  In caso la lingua parlata sia l’italiano, sono disponibili servizi di assistenza linguistica gratuiti.  Chiamare il numero (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (French) ATTENTION :  Si vous parlez français, des services d’aide linguistique vous sont proposés gratuitement.  Appelez le (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Chinese) 注意：如果您使用繁體中文，您可以免費獲得語言援助服務。請致電 (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (French Creole) ATANSYON:  Si w pale Kreyòl Ayisyen, gen sèvis èd pou lang ki disponib gratis pou ou.  Rele (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (German) ACHTUNG:  Wenn Sie Deutsch sprechen, stehen Ihnen kostenlos sprachliche Hilfsdienstleistungen zur Verfügung.  Rufnummer: (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Hindi) ध्यान दें:  यदि आप हिंदी बोलते हैं तो आपके लिए मुफ्त में भाषा सहायता सेवाएं उपलब्ध हैं। (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925 पर कॉल करें।

            (Russian) ВНИМАНИЕ:  Если вы говорите на русском языке, то вам доступны бесплатные услуги перевода.  Звоните (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Arabic) ملحوظة:   إذا كنت تتحدث اذكر اللغة، فإن خدمات المساعدة اللغوية تتوافر لك بالمجان.  اتصل برقم (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Greek) ΠΡΟΣΟΧΗ: Αν μιλάτε ελληνικά, στη διάθεσή σας βρίσκονται υπηρεσίες γλωσσικής υποστήριξης, οι οποίες παρέχονται δωρεάν. Καλέστε (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Tagalog) PAUNAWA: Kung nagsasalita ka ng Tagalog, maaari kang gumamit ng mga serbisyo ng tulong sa wika nang walang bayad. Tumawag sa (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Vietnamese) CHÚ Ý:  Nếu bạn nói Tiếng Việt, có các dịch vụ hỗ trợ ngôn ngữ miễn phí dành cho bạn.  Gọi số (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Albanian) KUJDES:  Nëse flitni shqip, për ju ka në dispozicion shërbime të asistencës gjuhësore, pa pagesë.  Telefononi në (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Korean) 주의: 한국어를 사용하시는 경우, 언어 지원 서비스를 무료로 이용하실 수 있습니다. (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925 번으로 전화해 주십시오.

            Health Program or Activity Short Form (Storrs: UConn Student Health Services, UConn Speech and Hearing Clinic, UConn Fire Department)

            Required for postcards, tri-fold brochures, and pamphlets and other significant publications that are small-size, or where the long form is not feasible, targeted to beneficiaries, enrollees, applicants, and members of the public.

            (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department) complies with applicable federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex.

            (Spanish) ATENCIÓN:  si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística.  Llame al (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

            (Polish) UWAGA:  Jeżeli mówisz po polsku, możesz skorzystać z bezpłatnej pomocy językowej.  Zadzwoń pod numer (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925

            Incoming Accountable Mail Process

            Posted on by
            Title: Incoming Accountable Mail Process
            Policy Owner: Mail Services
            Applies to: Faculty, Staff, Students, Others
            Campus Applicability: Storrs Campus
            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