Tag Archives: policy

Updated policy—University Closings, Delays and Class Cancellations

Changes have been incorporated from the comment period and the University Closings, Delays and Class Cancellations policy is now final and posted.

The most significant change to the policy is compensation for most staff when classes are cancelled and campus is open. Based on history, this situation is a rare and infrequent occurrence.

President Martin said it best in his Feb. 12 email: “My firm belief is that everyone is committed to our students and our mission, and to moving toward a culture of joyful accountability where we trust each other, enjoy our work, and are committed to doing our best.” The changes to this policy foster trust and inclusion by providing employees the ability to make decisions about personal safety, without having to unduly worry about taking a vacation or personal day, in the rare instances where classes are cancelled and campus is open.

Please familiarize yourself with the updated policy. Questions? Review the FAQ, discuss with your manager, and/or contact Cindy Adams at cindy.adams@drake.edu or x3676.

—HR Team

Temporary campus ban on hoverboards

As we have all been made aware in recent weeks there are numerous reports of hoverboards overheating and catching fire. Many U.S. airlines have now prohibited the transport of hoverboards, and Amazon has decided to stop shipping many models. Until a time that the safety standards of these devices are improved, Drake has decided to institute a temporary ban on the use, possession, and storage of hoverboards. The ban applies to campus as well as Drake-owned real estate properties.

Thank you for your understanding as we work to keep our campus safe. If you would like additional product safety information on hove boards, view this statement from the Chairman of the U.S. Consumer Product Safety Commission.

—Submitted by Venessa Macro, Chief Administration Officer

Policy update

A change has been made to the existing University Closings, Delays, and Class Cancellations policy to recognize that when classes are cancelled, conditions are such that travel is difficult. Situations may vary based on where someone lives and proximity to plowed roads or public transportation. In those cases where classes are cancelled, but offices remain open, we want to ensure that employees are able to make decisions about personal safety without having to unduly worry about taking a vacation or personal day.

The updated policy is posted on the University-wide policy website for your review. Please forward comments and concerns regarding the policy to dupolicies@drake.edu. In keeping with the policy on Policy Development, Approval and Communication, the comments will be submitted as a part of the president’s review and approval process.

You can view the existing (not updated) policy here.

—Submitted by Andrea McDonough, Senior Administrative Services Specialist

From the Provost: Important end-of-semester updates

The Day Free for Study
As we approach the end of the semester, this is a reminder of Drake policy related to performance evaluation and grading (Faculty Manual 2.131) and the Day Free for Study:

  1. Student Records and Academic Information publishes a final evaluation schedule for the last week of fall and spring semesters. A two-hour evaluation period is designated for each class and all classes are expected to meet at the designed time and place for a final session. If a final examination is given in a class, it must be given during the designated final evaluations period. Deviations from the final evaluation schedule require authorization of the dean.
  2. The last class day prior to the beginning of the final evaluation period is designated as a “Day Free For Study”, commonly called “Dead Day.” During this time, no committee meetings (for which students or faculty unable to attend would be at a disadvantage) may be held, and classes do not normally meet. Individual colleges and faculty members may schedule voluntary review sessions for their classes, with the provision that attendance by students is voluntary and no new materials can be presented which will be included in the final evaluation. Laboratory reports and term papers previously assigned may be assigned due dates during the Day Free for Study. No final evaluations may be given during the Day Free for Study.

Commencement
The commencement ceremony for those students—graduate and undergraduate—graduating at the end of this semester will be held in The Knapp Center on Saturday, Dec. 19, beginning at 10 a.m. If faculty are planning on attending—as I encourage you to do—please plan to be in the Bell Center for robing and assembly no later than 9:30 a.m.

To assure that we have a sufficient number of chairs on the floor for faculty, please RSVP to https://drakefallcommencement2015.eventbrite.com no later than Tuesday, Dec. 15. Please, only RSVP is you DO plan to attend. As this is President Martin’s first commencement at Drake. I ask that you do him—and the students who have earned their degrees—the honor of your presence.

If you have any questions, please contact Nancy Geiger at x3095 or nancy.geiger@drake.edu.

Being Social
The final faculty/staff social of the semester will be held on Wednesday, Dec. 16, from 5 to 6:30 p.m., immediately following the campus community budget discussion (4–5 p.m.) in the Shivers Hospitality Suite. Please attend both the campus discussion, led by Chief Financial Officer Teresa Krejci and President Martin, and the social. It has been a long and productive semester, and it will be pleasant to end it in each other’s company. Nearby parking is available in Lot 2 east of Shivers at the NE corner of Forest and 25th Street.

—Joe Lenz, Interim Provost

Drake University Emergency Response Procedures

It is often said that knowing how to respond in an emergency situation can be the difference between life and death. Here at Drake, a number of departments work hard every day to prevent life threatening emergencies from happening. That being said, it is difficult to prevent all emergencies so it is important to have procedures in place should one occur. Preparing for an emergency is no easy task; each situation is unique and presents its own challenges. The Drake University Emergency Response Procedures document covers multiple possible emergency scenarios and should be used as the guideline when responding to emergency situations. It is the responsibility of every member of the Drake community to be familiar with the contents of the Emergency Response Procedures document and to understand what their role would be should an emergency occur at Drake. This article will outline the Emergency Response Procedures but will not cover every detail. The comprehensive version, called the , can be found on the Drake website through either the Campus Public Safety or the Environmental Health and Safety section.

Bulldog Alert: In the event of an emergency situation that threatens the Drake campus, an alert will be sent out via phone, text, and email. These alerts provide information and instructions regarding the situation. In order to receive Bulldog Alerts, your contact information needs to be up-to-date. You can change your contact information in the Campus Life tab on blueView (click on “Bulldog Alerts”). Please note that contact information will only be used to alert you of campus emergencies.

Medical Emergencies: In the event of a medical emergency it is important to remain calm. Never attempt to move a victim unless their current location places them in further danger. Should you need to contact first responders, call 911 or Drake Public Safety at 515-271-2222. Give the dispatcher your name and location along with as much information about the victim and situation as possible. You should not attempt first aid unless you are trained to do so. Attempting first aid without the proper training can lead to further injuries to the victim and possibly yourself. Always be aware of potential blood borne pathogens and use “Universal Precautions” to protect yourself.

Crimes on Campus: As members of the Drake community we all have the responsibility to report crimes on campus. If you are the victim of a crime, witness a crime, or notice any suspicious activity, you should immediately report it to Drake Public Safety: 515-271-2222. It is important to give as much detail as possible when reporting a crime in order to assist the responding personnel.

Tornados/Severe Weather: Severe weather often strikes with little or no warning, so it is crucial you pay attention to warnings and take them seriously. When a tornado warning is issued, the city of Des Moines will sound the tornado sirens. Warning times can vary drastically, so it is important to react immediately. Upon the warning being issued you should head to the closest severe weather shelter. Severe weather shelter maps are posted in hallways throughout all buildings on campus. If you find yourself outside, attempt to make it into a building. If there is not time to reach a building, find the lowest area around you and take shelter there, covering your head and face with your hands or a jacket. Never leave a shelter area until given the all clear by the appropriate authority.

Fire and Evacuation Procedures: In the event of a fire emergency it is important to remain calm. Attempt to put out small fires using a fire extinguisher if you have been trained and you can do so without putting yourself in danger. If the fire is too large or spreads too quickly you will need to exit the building by going out the nearest exit. If possible, pull the nearest fire alarm on your way out. It is a good idea to familiarize yourself with the exit routes of buildings that you frequently enter on campus. When exiting the building, always take the stairs—never attempt to use an elevator in an emergency evacuation procedure. If you find yourself becoming surrounded by smoke, drop down and stay as low as possible. Once outside the building, make your way to the designated meeting area and wait for further instructions. Never attempt to reenter a building until given the all clear by the proper authority.

Hazardous Chemical Spills: Chemicals used in the Drake laboratories present varying levels of danger for anyone who might come in contact with them. If you work with chemicals or you work in an area that houses chemicals, you should be familiar with the ways in which different hazards are identified. In the event of a hazardous chemical spill, follow the proper procedures to prevent unnecessary exposure and injuries. Report hazardous chemical spills to Drake Public Safety (515-271-2222) or Drake Environmental Health and Safety (515-271-3804). Only qualified personnel with proper training should clean up hazardous chemical spills. In the event of a large hazardous chemical spill, evacuate the area and report the spill. If you are unsure about whether to clean up a spill yourself, call the Environmental Health and Safety Department at 515-271-3804 or 515-271-3159.

Earthquakes: Although earthquakes are a rarity in Iowa, the possibility still exists. Even a small earthquake can cause significant problems. In the event that an earthquake occurs, do not attempt to evacuate the building until the shaking has stopped. If you are inside, find a safe spot against a sturdy wall and away from any potential falling debris. Find a safe exit once the shaking has stopped, and report to the designated evacuation site. If you are outside, move to a safe area away from potential falling debris.

Active Shooter: In the event of an active shooter on campus, making quick and decisive decisions is the key. You should always move away from the sound of gunshots. If you find yourself in the same building, attempt to exit the building if you have a safe path out, warning others as you leave. If you find yourself trapped, seek shelter in a room and lock the door. Allow others to seek shelter with you, but spread out and remain as quiet as possible until the police arrive. Never open the door without proper identification of the person outside. If you find yourself in a life-threatening situation, act with purpose and aggression.

Bomb Threat: Statistically speaking, most bomb threats are fake. However, it is still important to be prepared for such an event. If you are on the receiving end of a bomb threat, attempt to acquire as much information from the caller as possible, such as location of the bomb, what the package looks like, and who placed the bomb. If you notice a suspicious package, report it to Public Safety immediately.

Utility Failure: Utility failure pertains to situations that pose an imminent danger to life, health, and property. In some instances of utility failure normal evacuation procedures can be followed: only attempt to exit a building if you can do so safely. Keep items around, such as flashlights, that may come in handy should there be a power outage. Other utility failures including gas leaks need to be reported immediately. If you smell gas or think there is a gas leak, exit the building and report the situation to Drake Public Safety, 515-271-2222, or Drake Facilities Services, 515-271-3955.

By knowing how to respond to an emergency you greatly increase your chances of making it through unharmed. Every member of the Drake community is encouraged to be proactive when it comes to safety. Familiarize yourself with the Emergency Response Procedures and ask questions if you have any. Always pay attention to your surroundings and be on the lookout for potential dangers that if unchecked could lead to an emergency situation. If you do find yourself in an emergency situation, remember to remain calm and act quickly. The Environmental Health and Safety department would like to extend a special thank you to Drake Public Safety and Drake Facilities Services for their hard work and effort in putting together the Drake University Emergency Procedures and their continued efforts to keep the campus safe.

—Submitted by Chris Nickell, Director, Environmental Health & Safety

September policy highlight

NONDISCRIMINATION STATEMENT
The principles of equal access and equal opportunity require that all interactions within the University be free from invidious discrimination. Drake University therefore prohibits discrimination based upon race, color, national origin, creed, religion, age, disability, sex, gender identity, sexual orientation, genetic information, or veteran status.

As Drake employees, it is each of our responsibilities to read and understand the University’ policies. All employment-related policies are accessible from the Employee tab of blueView:
1. Log into blueView
2. Click on the “Employee” tab
3. Click on “policies”

Please take a few minutes to review this policy.

—Submitted by Cindy Adams, Associate Director, Human Resources

Updates to policy development and approval process

Policy development and approval processes are outlined in the recently approved Policy Development, Approval and Communication policy. One key change is the use of a comment period during the policy development process, giving the campus community an opportunity to comment on policies before they become final. A working group is also developing a new policy library that organizes University-wide policies by type for easier reference. Watch for more information regarding this resource later this fall.

The Food Service Exclusivity Policy has also been approved and is posted as part of the University-wide policy library. This policy outlines changes to Sodexo exclusivity for catering services and provides alternatives for on-campus catering.

—Submitted by Andrea McDonough, Senior Administrative Services Specialist

Process for Open Position Review updated

The Process for Open Position Review has been updated to reflect changes to the process. This process will enable us to meet FY16 budget targets with cost reductions of $500,000.

The intent of the Process for Open Position Review has not changed. The process is designed to ensure strategic alignment of open positions and requires rigorous review of job duties and tasks during the open period. This review includes how the position is configured in the context of current and future organizational needs and will require, in most cases, staff positions to remain open for a period of time.

Manager’s received an email with process details on Aug. 20.

Contact Gary Johnson (x4804) or Cindy Adams (x3676) with any questions.

—Submitted by Cindy Adams, Associate Director, Human Resources

Pending University policy open for 15-day comment period

The Food Services Exclusivity Policy is now available for your review and response. Please send your questions and/or comments to dupolicies@drake.edu. Your comments about the content of the policy help inform our decisions concerning approval and implementation of the policy. Comments will be shared with the owner of the policy for consideration.

The Food Services Exclusivity Policy states that Drake University is under contract with Sodexo to provide exclusive catering on campus paid with University funds. This exclusive contract was entered into on the basis that it is in the best interest of Drake. Sodexo is the sole provider for Drake catering, which includes not only large formal events, but also day-to-day items like staff meetings and box lunches. They provide different pricing and service levels from economical pick-up service to formal dinners. Sodexo catering remains competitive in the marketplace by providing a variety of options including new Simply to Go and A la Carte menus.

Recently, we worked with Sodexo to allow the use of alternate vendors for purchases under $25. Since Sodexo has the first right of refusal for food service on campus by contract, you must receive approval from them to use an alternate vendor for any food purchase over $25. The policy includes a form for this purpose.

The accounts payable guidelines will be altered to delete section 15, “Meeting/Event Where Food/Snacks Allowed.” The decision to serve food or snacks will be determined by each area in accordance with prudent stewardship of University funds.

—Submitted by Andrea McDonough, Senior Administrative Services Specialist

New allergens policy affecting campus

As classes get underway, it is important that the Drake community be aware of a new campus-wide policy: In order to accommodate the needs of individuals with severe allergies that rise to the level of a disability, Drake may at times implement restrictions on allergens, including latex, milk, peanuts, and wheat (a full list of allergens can be found in the policy linked below). Such restrictions could include prohibition of certain food and drink in classrooms, residence halls, or other campus spaces.

At this juncture, no widespread restrictions are in place, so students, faculty, and staff may proceed as usual, unless otherwise notified. In the case that you are asked to abide by certain restrictions, we ask that you do so immediately and respectfully. Creating and maintaining a campus community inclusive of all is vital to ensuring every student, faculty member, and staff member feels welcome and safe at Drake.

You may review the policy in its entirety here. For additional questions or concerns, please contact Michelle Laughlin, Coordinator of Student Disabilities Services, at michelle.laughlin@drake.edu or 271-1835.

—Submitted by Michelle Laughlin