Confidentiality of Library Patron Records

May 26, 2011

Title: Confidentiality of Library Patron Records
Policy Owner: The UConn Library
Applies to: Faculty, Staff, Students, Others
Campus Applicability: All
Effective Date: November 21, 2016
For More Information, Contact The UConn Library
Contact Information: (860) 486-2518
Official Website: http://www.lib.uconn.edu/

REASON FOR THE POLICY

The UConn Library is committed to the protection of all library patrons’ rights to privacy with respect to their use of library resources.

APPLIES TO

This policy applies to all University of Connecticut faculty, students, staff, administration, University affiliates, community borrowers and authorized library users who borrow materials from any of the ten (10) University of Connecticut Libraries (collectively, the “UConn Library”).

POLICY STATEMENT

It is the policy and practice of the University of Connecticut that personally identifiable information collected by any unit of the UConn Libraries relating to an individual library patron’s use of library collections and/or services will be kept confidential.  While such information may be used internally by employees and agents of the UConn Libraries as needed for the operation of the particular library, it will not be disclosed to third parties except with the express written permission of the library patron or pursuant to a lawfully issued court order.

This policy aligns with the principles of the American Library Association Code of Ethics, which endorses the confidentiality of library patron records.

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.

PROCEDURE

Library patron records are retained in accordance with the state record retention requirements established by the Office of the Public Records Administrator of the Connecticut State Library.

If the University is served with a subpoena, warrant, or court order (including court orders resulting from the surveillance provisions of the USA Patriot Act) compelling disclosure of library patron records, then such document shall be promptly referred to the University’s Office of the General Counsel.

Circulation Policies, University Borrowers

Title: Circulation Policies, University Borrowers
Policy Owner: University Libraries, Access Services
Applies to: Faculty, Staff, Students, Others
Campus Applicability:  Storrs and the 5 Regional Campuses
Effective Date: December 2, 2003
For More Information, Contact Library Circulation Desk
Contact Information: (860) 486-2518
Official Website: http://www.lib.uconn.edu/

PURPOSE

Describes the terms of library borrowing privileges for University borrowers.

APPLICABILITY

UConn faculty, staff, retirees, graduate and undergraduate students, and visiting scholars

YOUR ID CARD

A University ID or a library-issued Borrower ID is required to borrow books and to place recalls or holds.  Use of the ID indicates your agreement to observe library policies, which are designed to serve all users generously and equitably.  The ID is not transferable.  Please notify Circulation immediately if you lose your ID so we can block use by others.  University IDs and library-issued Borrower IDs may be replaced for a fee.

LOAN PERIODS

Faculty/Graduate Students/Staff/Retirees/Visiting Scholars: 90-day Loan

Undergraduate Students/Affiliates/Community Borrowers: 30-day Loan

RENEWALS

90-day Loans: renewable three times unless requested by another borrower.

30-day Loans: renewable twice unless requested by another borrower.

Renew online (via HOMER) or at the library.

RECALLING A BOOK

Recalling a book that is charged out is a service available only to UConn faculty, students, retirees, staff and affiliates of the University.  It is very important that recalled books be returned promptly.  Borrowers who are temporarily unable to respond to recall notices should make prior arrangements with Circulation.

PLACING A HOLD ON A BOOK

Any borrower may request that a circulating book be held for him or her when it is returned.

NOTICES

Reminder email notices are sent to all University borrowers alerting them that items are coming due and need to be returned or renewed.

SUSPENSION OF BORROWING PRIVILEGES

Privileges are automatically suspended when a borrower:

Has one overdue recalled book

Has reached the charged book limit:

300 books (UConn faculty/graduate students/honors undergraduate students)

150 books (All other UConn undergraduate students/staff/retirees/affiliates)

25 books (All other borrower categories)

Has an expired record

A suspension is lifted automatically when the condition causing it is rectified.

FINE RATES

Long overdue book (28 days or more overdue): $15 late return/billing fee (non refundable)

Overdue recalled book $5.00 a day/item; maximum of $50.

REPLACEMENT CHARGE

Long overdue books are billed at $95 per item plus a $15 nonrefundable late return/billing fee.  The $95 replacement cost is refundable, if the item is returned within one year of the billing date.

PAYMENT OF CHARGES

Bills for library charges are issued by and paid at the University Bursar’s Office (Wilbur Cross Building, Unit 4100, 486-4830).  Payments may be made in person during regular business hours or by mail.  Checks are payable to the University of Connecticut. No payments are accepted at the library.  Library charges for students appear on the next semester’s fee bill.  Charges must be paid in full before registration is permitted and official transcripts can be issued.

ADDRESS

All library circulation notices are distributed via email.  If you use an email address other than your University email address, you need to forward your UConn email to your non-University email address.  You may do this at: http://netid.uconn.edu If you need assistance, please call Circulation at 486-2518.

RETURNING BOOKS

Please return books to the Main Circulation Desk and, in the case of recalled books, directly to the staff person at that Desk.  When the library is closed, books may be left in the depository slots at the North and South entrances.  Return receipts are available upon request.

For more information about Babbidge circulation policy please contact Circulation Services:

Homer Babbidge Library
Access Services/Circulation U-1005C
369 Fairfield Road
University of Connecticut
Storrs, CT 06269-1005

Phone: (860) 486-2518
Fax: (860) 486-5636
Email: askcirc@libstaff.lib.uconn.edu

Athletics Employee Handbook

Title: Athletics Employee Handbook
Policy Owner: Division of Athletics
Applies to: Athletics Staff
Campus Applicability:  Storrs
Effective Date: August 2016
For More Information, Contact Division of Athletics
Contact Information: (860) 486-2725
Official Website: http://www.uconnhuskies.com/

 

The Division of Athletics Employee Handbook is currently being revised. Please check back soon for updates. Any questions pertaining to the handbook may be directed to Cheryl Bertora at (860) 486-2725 or Dan Gilinski at (860) 486-2050.

Assignment of Textbooks and Other Intellectual Property

Title: Assignment of Textbooks and Other Intellectual Property
Policy Owner: Office of the Provost
Applies to: Faculty
Campus Applicability: All Programs at All Campuses
Effective Date: October 29, 2010
For More Information, Contact Office of the Provost
Contact Information: (860) 486-4037
Official Website: http://provost.uconn.edu/

Background and reasons for the Policy:

The Code of Ethics for Public Officials precludes the use of one’s public position for personal financial gain.  This policy is intended to support compliance with the Code.

Purpose of Policy:

To provide guidance on the circumstances under which one may assign a textbook or other intellectual property authored or developed by the professor to a course s/he may teach.

Expected Institutional Outcome:

Compliance with the Code of Ethics

Applicability of Policy:

All Faculty

Policy Statement:

No public official or state employee shall use his/her public office or position or confidential information received through his holding such public office or position to obtain financial gain for himself/herself, his/her spouse, child, child’s spouse, parent, brother or sister or a business with which he/she is associated. Connecticut General Statutes Section 1-84(c) of the Code of Ethics for Public Officials.

In a course taught by a faculty member, the assignment of a required textbook s/he authored or of intellectual property s/he prepared may be interpreted as “obtaining financial gain for himself/herself” unless the faculty member receives prior approval for such use or directs any financial gain to a University of Connecticut student scholarship fund within thirty (30) days of receipt.  If the professor directs any financial gain to a University of Connecticut student scholarship fund, no review is needed.

Responsibilities:

All Faculty are responsible for compliance with this policy.  Deans and Department Heads should work with their faculty to ensure that the implementation guidelines (see below) are enforced.

Policy Implementation Guidelines:

Approval for use of a textbook or other intellectual property authored by the faculty member in a course taught by that individual should be obtained through a departmental or school/college review of the intellectual property in question. The review will address the appropriateness of this specific piece of intellectual property consistent with the guidelines established in Advisory Opinion No. 2001-7.  A small committee of faculty members, not subordinate to the professor, will complete the review, and a determination report will be filed with the Provost’s office.

Failure to comply constitutes a violation of the State ethics code and University policy and is subject to disciplinary procedures of both.

Administrative Review and Approval of Proposals for External Support

Title: Administrative Review and Approval of Proposals for External Support
Policy Owner: Office of the Vice President for Research, Sponsored Program Services
Applies to: Principal Investigators and all others involved in the submission of a sponsored program proposal
Campus Applicability:  All campuses except for UConn Health
Effective Date: June 24, 2015
For More Information, Contact Sponsored Program Services
Contact Information: (860) 486-3622
Official Website: http://research.uconn.edu

PURPOSE

The timely submission of proposals for internal UConn review and approval allows for thoughtful consideration and review of sponsored project proposals for compliance with University, Federal, State and sponsor policies.  Additionally, Sponsored Program Services professionals review proposals against the administrative requirements of the sponsor’s announcement, including budgets and budget justifications to identify potential administrative or financial challenges to the success of the proposal.

POLICY

All proposal submissions seeking external support for research and other sponsored projects must be submitted to the Office of the Vice President for Research (OVPR) Sponsored Program Services (SPS) for review and approval prior to submission to an external sponsor, even when institutional sign-off is not required by the sponsor.

All letters-of-intent and pre-proposal submissions seeking external support for research and other sponsored projects must be submitted to Sponsored Program Services for review and approval prior to submission to an external sponsor if the signature of an authorized official, a detailed budget, or cost share commitment is required.

Proposals submitted without SPS approval may be administratively withdrawn or the offer of funding (award) may not be accepted if the submission is found to be non-compliant with University, Federal, State or sponsor policies.

SPS requests a minimum of five (5) business days prior to the agency or submission deadline for review and approval of the full proposal, internal forms and budget.

The University of Connecticut reserves the right to withdraw any proposal or refuse acceptance of any award that does not comply with this policy.

ROLES AND RESPONSIBILITIES

The Director of Sponsored Programs and Faculty Services has overall responsibility for this policy.

The Principal Investigator accepts the responsibility for the timely submission of all proposals and pre-proposals that require SPS approval to SPS.

The Department Head, Center Director and/or Dean attests to the academic purposes of the proposed project and its appropriateness in terms of budget, committed effort, space and equipment.

The Director of Sponsored Programs and Faculty Services is the authorized signatory for all proposals for sponsored programs. In the absence of the designated official, arrangements are made to ensure timely signing by alternate University signatories.

Principal Investigators, Department Heads, Deans and other individuals as required are responsible for authorizing and signing internal processing documents, but are not authorized to sign a sponsored projects proposal as the institutional official on behalf of the University.

PROCEDURE/FORMS

See OVPR SPS website: Proposal Preparation & Submission Overview

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.

POLICY HISTORY

Policy created:  6/12/2008

Revised:           6/24/2015 (approved by the Vice President for Research)

 

Academic Course Work Taken by Faculty or Non-Teaching Professionals

May 24, 2011

Title: Academic Course Work Taken by Faculty or Non-Teaching Professionals
Policy Owner: Provost & Office of Faculty and Staff Labor Relations
Applies to: Faculty, Staff
Campus Applicability: Storrs and branch campuses
Effective Date: September 25, 2014
For More Information, Contact Office of Faculty and Staff Labor Relations
Contact Information: (860) 486-5684
Official Website: https://hr.uconn.edu/employee-relations/

Background and reasons for the Policy:

To provide guidance to faculty and non-teaching professionals on the circumstances under which they may take a course for credit during the employee’s regular work hours.

Purpose of Policy:

To support the University’s need to ensure effective delivery of instructional and other services for which faculty and non-teaching professional staff are hired and to mitigate against conflicts of commitment.

Expected Institutional Outcome:

To support uninterrupted delivery of programs, instruction and services.

Applicability of Policy:

Faculty and Non-Teaching Professionals.

Policy Statement:

No member of the faculty or non-teaching professional staff may take for credit any academic work at this institution or elsewhere during the employee’s normal work time/days, without written approval of his or her Dean or Director. The Dean or Director may consult with the Office of Faculty and Staff Labor Relations regarding flexible schedule options.

Responsibilities:

The Provost, Deans and Department Heads and other supervisors have a responsibility to support compliance with this policy by faculty and staff in their units.

Policy History

Supersedes version of policy effective 06/23/2008

Violence in the Workplace Prevention, Policy on

Title: Violence in the Workplace Prevention, Policy on
Policy Owner: Office of Faculty and Staff Labor Relations
Applies to: Faculty, Staff, Others
Campus Applicability:  Storrs and Regional Campuses
Effective Date: January 2, 2004
For More Information, Contact Labor Relations
Contact Information: (860) 486-5684
Official Website: https://hr.uconn.edu/employee-relations/

 

Background and reasons for the policy: The safety and security of all employees is of primary importance to   the University of Connecticut.  On August 4, 1999, the Governor of the State of Connecticut issued an executive order establishing a zero tolerance policy for workplace violence for all state agencies and public universities.

Workplace Violence is defined by this executive order as:

“Any physical assault, threatening behavior, or verbal abuse occurring in the work setting. It includes, but is not limited to, beatings, stabbings, suicides, rapes, near suicides, psychological traumas, such as threats, obscene phone calls, an intimidating presence and harassment of any nature such as being followed, sworn, or shouted at.”

This policy governs all University employees, persons who are permitted to work on University premises, at satellite locations or at University sponsored off-site events. This policy also governs persons operating state vehicles under the control of the University.  The entire Governor’s policy and related definitions are accessible via the following links:

The executive order: http://www.ct.gov/opm/lib/opm/olr/wpv/exc16.pdf

The Workplace Violence Prevention Manual:

http://www.ct.gov/opm/cwp/view.asp?a=2992&q=383254

Purpose of Policy: The University of Connecticut is committed to providing a workplace that is conducive to a safe and healthy environment supportive of our educational mission. This policy communicates the meaning of “workplace violence”, defines prohibited conduct and establishes potential consequences for violations. Additional resources are cited to provide direction on how to report incidents and offer sources of assistance and support to those impacted by workplace violence.

Expected Institutional Outcome: This policy will provide the University’s faculty, staff, students, contracted employees, visitors, vendors, volunteers and guests with an appropriately safe and healthy work environment, free from intimidation, harassment, threats and/or violent acts.

Applicability of Policy: This policy applies to all University of Connecticut employees and contractors.

Policy Statement: The University of Connecticut takes any act of violence seriously. The prevention of workplace violence is everyone’s responsibility. It is expected that University employees will maintain a workplace atmosphere of mutual respect and civility.

No person covered by this policy may engage in conduct intended to threaten, intimidate or harass a University employee. No person covered by this policy may possess a weapon or dangerous instrument while on any University worksite unless required to do so as a component of their job.  No person covered by this policy may use, attempt to use, or threaten to use a weapon or dangerous instrument. No person covered by this policy may cause or threaten to cause death or physical injury to any individual while at a University worksite.

Individuals who make threats, commit acts of violence or engage in other conduct defined as workplace violence, will be subject to appropriate disciplinary action up to and including dismissal as well as criminal prosecution if indicated.

Reporting Suspected Violations: Any act or incident that fits the definition of workplace violence outlined in this policy which occurs on the campus or at off-site locations under the University’s auspices or creates a risk to anyone at these sites must be reported immediately.  All employees are responsible for notifying the administration of any threats that they witness or receive.  Even without a specific threat, all employees should report any behavior that may be regarded as potentially threatening or violent or that could endanger the health and safety of others.

For more detailed instructions and resources regarding the University’s Workplace Violence Policy please contact the Office of Faculty and Staff Labor Relations at 860-486-5684.

Use of the Social Security Number at the University of Connecticut, Policy on

Title: Use of the Social Security Number, Policy on
Policy Owner: Information Technology Services / Chief Information Security Officer
Applies to: Faculty, Staff, Students
Campus Applicability: All campuses except UConn Health 
Effective Date: August 30, 2021
For More Information, Contact Director of IT Security, Policy and Quality Assurance
Contact Information: techsupport@uconn.edu or security@uconn.edu 
Official Website: https://security.uconn.edu

PURPOSE 

To protect the confidentiality and privacy of students and employees of the University of Connecticut regarding the collection, use, and disclosure of Social Security numbers. Social Security numbers have been used to uniquely identify students and employees in various University systems. As systems are updated and replaced, the reliance on Social Security numbers should be used only as required. 

APPLIES TO 

This policy applies to all University faculty, staff, students, student employees, volunteers, and contractors who have access to or have been assigned one of the roles defined in this policy. 

POLICY STATEMENT  

In order to protect the Social Security number of its students, staff, faculty and affiliates, the University of Connecticut will: 

  1. Discontinue the collection of Social Security numbers, except where necessary for employment records, financial aid records, and other business and governmental transactions as required by law or to satisfy a business requirement when permitted by law. 
  2. Develop a University of Connecticut identifier to be assigned to all students, faculty, staff and other individuals associated with the University, to uniquely and permanently identify the individual. This identifier will be considered public information and be assigned and distributed to the individual upon initial association with the University. It will be used in all electronic and paper data systems to identify, track and service the individual. 
  3. Ensure that no new systems or technology purchased or developed by the University of Connecticut  use the Social Security number as its primary key to the database, except where required by law. Any exemption to this policy must be approved by the Office of University Compliance. 
  4. Ensure that new systems or technologies purchased or developed by the University of Connecticut will use Social Security numbers as data elements only (not as keys to databases) when required by law or business necessity. Approval by the Council of Data Stewards is required for inclusion of the Social Security number in databases. 
  5. Ensure that all requests, either verbal or written, for which faculty, staff or students are required to provide their Social Security number contain or have appended to them a statement explaining the University’s request (i.e., the legal obligation on which the request is based, if there is one, and how the Social Security Number will be used).  
  6. Ensure that all requests, either verbal or written, for which faculty, staff or students are requested to voluntarily provide their Social Security number contain or have appended to them a statement explaining the University request and its purpose. The statement must indicate that no service or privilege will be withheld upon failure to provide the Social Security number and that the person may use the identifier provided by the University of Connecticut in place of the Social Security number. 
  7. Ensure that any request for any form or document that contains the Social Security number, where the Social Security number is not the primary reason for the request, be accompanied by a statement indicating that the Social Security number is not required and should be blanked out on the form or document prior to being provided. 
  8. Ensure that no new systems purchased or developed by the University of Connecticut display Social Security number visually, whether on computer monitors or on printed forms or other output, unless required by law. 
  9. Access to Social Security numbers in online systems must be restricted as appropriate and visible only for required or approved uses. 

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.  

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: 08/2008   

Revisions: August 30, 2021  [Approved by President’s Senior Team]

Use of Official Email Lists

Title: Use of Official Email Lists
Policy Owner: Information Technology Services
Applies to: Faculty, Staff, Students
Campus Applicability:  Storrs and Regionals
Effective Date: December 15, 2008
For More Information, Contact Information Technology Services
Contact Information: (860) 486-4357
Official Website: https://its.uconn.edu/

 

Background and Reasons for the Policy: In January 2001, as part of the University’s ongoing activities to improve communication and leverage its investment in technology, University ITS created Official Email Lists to help the University conduct its business with targeted audiences. In order to ensure that faculty, staff and students would not be inundated with mass e-mailings, oversight procedures were put in place to monitor the email messages being sent via the official email lists.

Purpose of Policy: The purpose of this policy is to ensure that the Official Email Lists are used in a manner consistent with the Electronic Communication policy and that email users are aware of the types of official lists available, the criteria to be used when communicating via the official lists, and the procedures for using the official lists.

Expected Institutional Outcome: It is expected that this policy will insure proper use of Official Email Lists and reduce costs and improve efficiency of information exchange with our students and employees.

Applicability of Policy: This policy applies to all members of the University community.

Definitions:

Official Email Lists: Official Email Lists are involuntary, closed membership, moderated lists created by University ITS. These lists are intended to provide a method for addressing official University announcements to targeted populations of students (undergraduate and graduate), faculty, employees, at Storrs, Regional campuses, School of Social Work and Law School via their officially assigned University of Connecticut email address (Personal name). These lists are not intended as discussion (“open forum”) lists.

Subscription to these lists is based on information in either the Student database or the Human Resources database. These lists are refreshed automatically on a regular basis to ensure that membership remains current.

List Moderator: List Moderator is an individual whose job it is to approve or reject messages sent to a moderated list.

Policy Statement: Official Email Lists are available for use by any University unit (department, office, center, etc.) or recognized University organization for the purpose of sending messages that pertain to university work or typical university information such as

  • Normal everyday work activities of the University
  • Messages concerning emergency, health and safety announcements
  • Messages pertaining to matters of university-wide policy
  • Messages of a timely nature having direct impact on large numbers of one or all of the following groups: University faculty, staff and students.

Messages sent to any of the Official Email Lists must emanate from within the UConn domain and be created by an individual with appropriate responsibility to the topic.

Messages submitted for transmission to any of the Official Email Lists will be reviewed for adherence to the criteria for that list by one of the list moderators designated by the Chief Information Officer. To be accepted for posting, messages should adhere to the General Formatting Guidelines. Moderators will not approve any message that does not adhere to the guidelines.

Messages sent to any of the Official Email Lists will be archived and made available for 1 year.

Responsibilities:

The Chief Information Officer is responsible for the oversight of these lists. Technical management of the lists resides in University ITS.

Individuals utilizing official email lists are expected to adhere to all applicable Federal and State statutes and University policies, including the University’s Electronic Communication policy, the Electronic Privacy and Disclaimer Notice policy and the University’s Individual Responsibilities with Respect to Appropriate Use of Information Technology Resources policy.

Moderators for the Official Email Lists are responsible for insuring that messages submitted for transmission meet the criteria for the list and adhere to the General Formatting Guidelines.

Enforcement and Review:

This policy will be reviewed on a bi-annual basis.

University Event Ticket Use

Title: University Event Ticket Use
Policy Owner: Office of the President
Applies to: Faculty, Staff
Campus Applicability: All Campuses, except UConn Health
Effective Date: June 22, 2011
For More Information, Contact Office of the President
Contact Information: (860) 486-2337
Official Website: http://president.uconn.edu/

 

Policy Objective:
Certain University employees and senior administrators are provided with University event tickets as part of their employment agreements.  Employees may also be eligible to purchase University event tickets because of their employment.  In general, such tickets are provided or available for purchase as a means to promote and encourage University personnel to participate in various University functions and events. This privilege has been extended with the expectation that such tickets will be for the personal or business-related use of University employees and, while these tickets are the personal property of the individuals receiving them, they are a valuable resource and are not intended as a means for employees to derive additional personal income from third parties.  This does not apply to tickets purchased or obtained by an employee in a manner that is open to the public.

Policy Statement:
Any University Department that provides season tickets to a University employee as part of that employee’s taxable employment compensation must provide the Office of the President with a list of all such employees.  These tickets are for the personal or university business-related use of the employee and may not be exchanged for other consideration.  This prohibits selling, bartering, trading or otherwise transferring tickets to another for anything of value and includes tickets for athletic, cultural and performing arts events.  Employees may not enter into any outside endorsement or consulting agreement that contains a provision or understanding regarding the exchange of event tickets.  Each department shall submit its list to the Office of the President prior to the start of the season and include the name of the employee and the number of tickets provided.

Employees who are eligible to purchase tickets because of their employment, rather than receive them as taxable employment compensation, are similarly prohibited from exchanging such tickets for other consideration.  However, employees who purchase such tickets may sell these tickets for no more than their purchase price.

Notwithstanding the above, personal event tickets may be donated to a charitable organization to be used for fundraising purposes (i.e., auction, raffle, etc.) provided that any donation of athletic event tickets receives the prior review and approval of the NCAA compliance office of the Division of Athletics.

NCAA Rules Committee

Division of Athletics Employees are prohibited by NCAA rules (NCAA Bylaw 13.8.1) from leaving event tickets at will-call or providing tickets directly or indirectly to:

  1. prospective or current student-athletes, their parents, relatives or friends;
  2. high school, two-year college or club coaches, their parents, relatives or friends; or
  3. sports agents, advisors, runners or individuals associated with sports agents or firms.

For further information and the complete text of NCAA Bylaw 13.8.1, please refer to the NCAA Division I Manual.