Executive Summaries

101 Personnel Policies of General Application

Full-time faculty and staff members are eligible for a waiver of tuition and fees during periods of normal employment, not to exceed three courses per year, provided that the courses do not interfere with normal employment obligations.

The University of North Carolina at Charlotte does not make advances against anticipated salary.

It is improper for a faculty member, instructional assistant, or other University employee to participate in the instruction, evaluation, or supervision of a student with whom there is an amorous relationship or familial relationship. Violation of this policy may result in disciplinary procedures.

Related persons who are exempt personnel shall not serve concurrently within the institution in any case where one related person would occupy a position having responsibility for the direct supervision of the other related person. The policy lists relationships classified as "Related Persons."

All hiring, promotion, and advancement decisions and personnel actions shall be made in accordance with the principles of equal opportunity. The University's philosophy concerning equal employment opportunity is affirmed and promoted in the University's Affirmative Action Plan.

So that persons retiring from employment at the University may receive benefits promptly, the employee must file an application for retirement sufficiently in advance of the established retirement date. The Personnel Department provides assistance and advice to all University employees regarding retirement matters.

Workers' compensation provides benefits to employees who are injured or contract occupational diseases while carrying out the duties and responsibilities of their employment. The University handles all claims for Workers' Compensation in a timely and equitable manner. This policy sets forth responsibilities for processing and monitoring Workers' Compensation claims and procedures for properly filing a claim for Workers' Compensation. Such claims should be submitted to the University Benefits Office for review and processing.

State law protects the confidentiality of employee personnel records. It also provides employees with the right to review their own personnel files. Specific rights for employees who believe that this file includes inaccurate or misleading records are discussed. Specific information about an employee must be supplied to any member of the public who requests it. Campus administrators who handle personnel files must follow statutory requirements for providing access to and for storing, transmitting, and destroying such files.

The University encourages employees experiencing personal problems, including emotional illness, alcohol and drug abuse, marital discord, and financial problems to seek professional assistance. This policy establishes an Employee Assistance Program (EAP) for employees of the University. Joint responsibility of the program is shared by the Department of Human Resources and theCounseling Center.

Budgets for all University programs will be developed annually and promulgated by the Budget Office before the beginning of the fiscal year. The Director of Personnel has the responsibility for reviewing position requests.

This policy establishes a program of "Staff Employee of the Year" awards. Two awards, each consisting of a plaque and a cash award, are given each year. Nominations may be submitted to the Director of Personnel by any permanent employee of the University.

Applicable to employees exempt from the State Personnel Act, this policy tracks State law and Board of Governors rules that require applicants for employment to be honest in representing their credentials and other qualifications when they apply for University employment. The applicant must sign a promise to that effect included as part of the employment application. UNC Charlotte administrators must keep certain records showing that they have verified credentials and other job qualifications. If fraud or misrepresentation is discovered, the applicant must be dropped from consideration. An employee who falsifies such information and thereby receives employment is subject to dismissal.

The purpose of this policy is to allow employees to assist one another in case of a crisis involving a serious medical condition. A University employee experiencing a serious and prolonged medical illness who has exhausted all available sick and vacation/annual leave may apply or be nominated to receive additional leave transferred from the vacation/annual leave account of another employee.

For full-time EPA faculty and staff members, the salary approved by the Board of Governors is the full compensation to be expected during the period of appointment. This policy describes the very limited circumstances in which such an individual may be eligible for additional compensation for additional services, and the procedures related to such payments. Individuals with less than full-time appointments can increase their commitment up to full-time with additional compensation, but they may not exceed full-time commitment status unless authorized as an exception in this Policy.

This policy provides concise definitions for each type of research appointment which may be made for faculty members, post-doctoral fellows, staff members, and students, and provides a reference to the procedures to be followed in making each type of appointment.

This Policy replaces PIM-47. It converts some longstanding operating rules for reporting annual leave into a University Policy so that affected employees have a readily-available reference.

The purpose of this policy is to provide nursing mothers who are employees with a private place and reasonable break time to express breast milk for her nursing child for up to one year after the child’s birth.  This policy is in accordance with the U.S. Department of Labor Wage and Hour Division and the Patient Protection and Affordable Care Act (PPACA) which amended Section 7 of the Fair Labor Standards Act (FLSA).

(Because formerly numbered University Policy 102.2, Conflicts of Interest and Commitment, was recently revised to be applicable to both EHRA employees and designated SHRA employees, it is no longer appropriate to include it in Chapter 102 of the University Policy series, which applies only to faculty and EHRA employees. Therefore this policy has moved to Chapter 101, Personnel Policies of General Application, and is now designated as University Policy 101.24.)

Faculty and staff are encouraged to engage in appropriate outside research or non-research activities if the activities are consonant with the objectives of the University. Outside activities and financial interests must be arranged so as not to interfere with the primacy of University commitments. Likewise, employees should avoid conflicts of interest that affect the interests of the University, or compromise objectivity in carrying out University responsibilities. Faculty and staff must complete the Annual Conflict Evaluation forms and submit the forms to their department chairs/unit supervisors no later than October 1 of each year. Updated forms must be submitted throughout the year if changes arise.

102 Faculty and Other Employees Exempt from the State Human Resources Act

Faculty and professional staff members should undertake external activities for pay only if they do not create a conflict of interest or commitment with the individual's obligations to the University, do not involve inappropriate use of University resources or name, and do not claim University responsibility for the activities. A notice of intent to participate in such activities, including disclosure of financial interests, must be submitted to, and approved by, the individual's department head prior to engaging in the activities.

University EHRA employees who wish to run for or hold any elective or appointive public office are subject to regulations adopted by the Board of Governors. Before becoming a candidate for or occupying most offices, employees must make certain disclosures and receive various approvals on a prescribed schedule, or risk disciplinary action or dismissal.

Annual and sick leave for faculty depends on whether the employment is for a nine-month faculty member, a twelve-month faculty member, or  post-doctoral fellow. Employees are responsible for submitting leave requests to the appropriate approving supervisor.

This policy outlines criteria necessary for one to be considered for emeritus status. It also discusses conditions of appointment, procedure, privileges, and allocation of departmental resources.

This Policy addresses how faculty with academic year (9-month) appointments with qualifying conditions are covered under the Family and Medical Leave Act (FMLA). 

This Policy sets forth the personnel policies for a large group of University employees who are not faculty members and are not subject to the State Human Resources Act. It lists general terms and conditions of employment for employees in the category, including types of appointments, methods of termination of appointment, grievance review, and holiday and leave entitlement.

This University Policy covers voluntary and involuntary relinquishments of duties by Senior Academic and Administrative Officers, as identified at UNC Charlotte in University Policy 102.9, with the exception of the Chancellor. In accordance with Board of Governors Policy 300.1.6 and Regulation 300.1.6[R], University Policy 102.8 addresses four circumstances of voluntary and involuntary relinquishments of duties by SAAOs (other than the Chancellor): retreat to a faculty position, reappointment of an administrator without faculty retreat rights, separation from the University, and retirement.

UNC Board of Governors Policy 300.1.1 establishes certain conditions of employment for those individuals classified as senior administrative officers at the University.

This policy intends to make clear the terms of employment for Postdoctoral Fellows such as salary, benefits, and length of employment, as well as clarify their status as employees.  Postdocs are required to sign the “Agreement for Temporary Postdoctoral Fellow Appointment” form (AA-35).

This policy provides that the Board of Trustees is authorized to determine items of non-salary compensation for the Chancellor, and that the Chancellor is authorized to determine such items for other employees.

This new University Policy is in accordance with UNC Board of Governors Policy 300.2.8, which requires that each constituent institution adopt policies and regulations in accordance with federal and state law and consistent with the Board of Governors policy.

This Policy has been established to address non-FMLA personal leaves of absence for nine-month faculty.

103 Employees Subject to the State Human Resources Act

The classification of positions subject to the provisions of the State Personnel Act (SPA) is a joint responsibility of University managers, supervisors, administrators, and the University Human Resources Department, with final classification authority residing with the Office of State Personnel (OSP).

All SPA employees will be appraised at least annually by the immediate supervisor of the employee and reviewed by a higher level supervisor, as appropriate. This describes the objectives, components, and related responsibilities for the Performance Management System.

University employment responsibilities are primary for any permanent classified (SPA) staff employee working full time. Those employees engaging in secondary employment should obtain prior approval from the Chancellor, via a completed "Request for Approval of Secondary Employment" form. A copy of the form is attached to the policy.

Chapter 200 Academic Policies

The University extends its services to the community via University-sponsored continuing education activities. This policy guides the development and operation of continuing education programs by the University in collaboration with community partners.

Normally, the completion of a course will include a final examination; however, it is the instructor's prerogative not to have an examination if the course organization is such that an examination is not appropriate. The official examination schedule will be published by the University Registrar each semester.

The University encourages its faculty and post-doctoral fellows to pursue external support for research, training, action, and faculty development projects. External support for these activities is provided through grants, contracts, and cooperative agreements. Such arrangements must be reviewed and approved by the President of The University of North Carolina, who has delegated to the Chancellor the authority to approve grant applications. The Chancellor has authorized the Director of Research to approve grant contract applications and agreements. This details the procedure for preparing grant or contract applications and includes the Internal Processing form and an outline of the Proposal Approval Process.

The development, selection, and organization of textbooks, documents and instructional materials for a class is a matter of a faculty member's professional judgment. In some cases, the preparation and sale of such materials to students raises concerns of potential copyright violations and conflicts of interest. This policy describes University procedures for addressing these concerns, specifies the primary criteria for selection, and lists actions required of the faculty to ensure appropriate and timely selection of materials. Both federal law[1] and University of North Carolina[2] policies require that institutions take steps to control the cost of instructional materials; a list of current best practices designed to mitigate costs to students is provided below and their use strongly encouraged. 

 

[1] Higher Education Opportunity Act Textbook Guidance, June 8, 2010: http://ifap.ed.gov/dpcletters/GEN1009FinalTextbookGuidance.html

[2] Report on the Cost of Textbooks, March 2013: http://old.northcarolina.edu/finance/textbooks/Report_on_the_2013_Cost_of_Textbooks.pdf

This Policy authorizes the Director of Continuing Education to provide a discount, not to exceed 50%, on the registration fee for courses offered by that office to be charged to any "qualified employee," as that term is defined in the policy.

This Policy sets forth the bases for selection of students and the procedure for applicants to appeal denials of admission.

Chapter 300 Research, Intellectual Property, and Information Technology

The University has an interest in inventions made by faculty, staff, or students that are conceived as a part of or as a result of University research or involve the use of University time, facilities, staff, or materials. Faculty, staff, and students must disclose their inventions to the University and avoid making private agreements that conflict with their University-related patent obligations. Public disclosure of inventions is limited to protect patent rights, and prompt notification to the appropriate officials is necessary if publication or public use is planned. Inventors may request waiver of University rights in an invention. Otherwise, the University shares revenues from patents or inventions with the inventors, exclusive of royalties. The University Patent Committee is charged to make decisions including whether to seek patents on University inventions. Rights to copyrightable material are the property of the creator, except in the case of computer software, audiovisual material, or where a sponsored agreement requires otherwise.

This policy sets standards for responsible use of the University website, web page format, accessibility, links to non-University websites, use of the University name and registered marks on the University website, hosting of websites for external entities, University data, and individual web pages on the University website.

The purpose of this policy is to ensure the appropriate use of the University's email system by its students, faculty, and staff.  It addresses personal use of email, limitations on the use of email, archiving email, official University email communications, and user responsibilities.

Members of the University community who perform or cause the performance of copyrighted music are responsible for assuring compliance with copyright laws as well as the specific administration requirements listed in this Policy Statement.

All UNC Charlotte research involving human subjects must be conducted in accordance with accepted ethical and professional standards. The University's Institutional Review Board for Research on Human Subjects (“IRB”) must review such research before its execution and must monitor the ethical propriety of such research. The IRB is charged to ensure that all such research is conducted in compliance with federal regulations regarding research with human subjects, and it has the authority to approve, require modifications in, or disapprove any research involving human subjects conducted under University auspices. Implementation procedures are described in the Guidelines for Research, which is updated periodically by the Office of Research Compliance.

Board of Governors rules apply to University contracts with private firms for individual research projects, as well as to arrangements for research consortia or research partnerships. Research conducted under such arrangements must be consistent with the University's basic missions, and must preserve integrity, impartiality, and objectivity in research. The University may agree to protect sponsors' proprietary information only upon a decision by the Chancellor followed by a report to the President. No such agreement may interfere with publication or defense of students' research thesis or dissertations. Secret or classified research must be avoided except in rare instances and must be approved by the Chancellor and reported to the President.

UNC Charlotte supports and encourages full freedom, within the law, of inquiry, of research and publication, and of teaching. The policy of the University is that research and educational activities carried out by its faculty and staff will be characterized by the highest standards of integrity and ethical behavior. It is also University policy to make full disclosure to all affected parties where research data or other items of information related to University projects or programs have been falsified or otherwise misrepresented. Procedures described in this will be followed where it is alleged that there has been a failure to meet those standards.

The experimental use of laboratory animals plays an essential role in University research and education efforts. The University recognizes and accepts its legal and ethical obligations for the humane treatment of animals used in its classrooms and laboratories. To meet these obligations, the University has established an Institutional Animal Care and Use Committee (IACUC). The IACUC, appointed by the Institutional Official, is recognized as the principal point of communication about laboratory animal and use issues for the University.

This Policy provides general guidance on the protection of University information. This Policy is especially focused on protecting sensitive University information and is intended to require those responsible to safeguard these resources in an appropriate manner.

The University occasionally offers equity to young companies as a means of enabling these companies to license University technology. However the University better recognizes the financial risk and the generation of conflicts of interest and conflicts of commitment associated with such acquisitions. This policy reduces the potential for real or perceived conflicts of interest by removing inventors, departments, colleges, and campus administrative offices from the management and sale of equity.

This policy intends to avoid unnecessary loss or injury resulting from use of university laboratories by individuals who do not have appropriate training, supervision, or authorization.  Only those individuals authorized under this policy are permitted in specified university laboratories.

This Policy provides that at UNC Charlotte centers and institutes are established or discontinued at the discretion of the Chancellor, following review or evaluation by the Centers & Institutes Committee and recommendation by the Provost. The process is managed by the Vice Chancellor for Research and Economic Development in accordance with procedures established by the Centers and Institutes Committee.

Reviewed by the Staff Organization and approved by the Faculty Council at one of its last meetings of the 2000-2001 academic year, this policy was developed in accordance with the UNC Board of Governors’ comprehensive new policy on copyrights. It establishes the Faculty Copyright Education and Policy Committee and a copyright dispute resolution mechanism. In addition, the policy provides guidance on copyright infringement and fair use. Finally, it establishes parameters for ownership of various types of copyrightable works by faculty, staff, and students. This policy is subject to modification as the result of further discussion with the Faculty during next year.  Additionally, the Provost will call for a review of the policy after two years of operation under its terms.

This Policy establishes when the University will provide payment for employee use of mobile communication devices (MCDs) when required to support business activities of the University, along with related administrative requirements. It is drafted with the intention of complying with Internal Revenue Service (IRS) and other applicable statutes, regulations and guidance.

Chapter 400 Student and Alumni Matters

The General Alumni Association of The University of North Carolina at Charlotte is the recognized official alumni association. This policy details procedures and regulations applicable to The Alumni Association.

Federal law and regulations require that "education records," including almost all University records which relate directly to a student, must be held in confidence. The student, however, has a legal right of access to his/her own education records. Faculty members and administrators who have a legitimate educational interest may have access to a student's confidential records without the student's permission, but in most other cases the written consent of the student is required before access may legally be permitted. Students have certain rights to correct or delete inaccurate or misleading information in their education records.

This policy defines the rights of students in settling problems and differences through an orderly grievance procedure. The Office of the Dean of Students serves as a resource center for those seeking information regarding grievance and appeal mechanism.

This Policy describes guidelines to be followed to provide an orderly, effective and caring response in the event of the death of a student.

It is the responsibility of all Students, staff, faculty and members of the University community to ensure an atmosphere of learning, social responsibility, and respect for human dignity. This is achieved by providing positive influences and constructive development for current and aspiring members or participants of any group or organization at UNC Charlotte.  Hazing is counterproductive to the positive learning environment the University seeks to create.

The purpose of the Code of Student Responsibility (the Code) is to protect the campus community and to maintain an environment conducive to learning. University rules for student conduct are discussed in detail. The procedures followed for any Student, Student Organization or Group charged with a violation of the Code, including the right to a hearing before a Hearing Panel or Administrative Hearing Officer, are fully described.

The academic integrity standards for students at UNC Charlotte are the subject of this policy. Descriptions of each form of academic integrity violation are provided as well as the penalties, procedures for handling cases, penalties which may be imposed, and appeal procedures. Students and faculty members are expected to be familiar with the provisions of this Code.  Click here for .pdf version

This Policy establishes a process and procedures for the involuntary withdrawal of students who, for reasons pertaining to mental or physical health, engage in behavior that presents a direct threat of harm to the health or safety of others.

This Policy was developed in response to a recently-enacted North Carolina law, codified at NC General Statute 116-11(3a), which requires UNC Charlotte to (1) authorize a minimum of two excused absences each academic year for religious observances required by the faith of a student; and (2) provide students the opportunity to make up any tests or other work missed due to an excused absence for a religious observance. In order to facilitate compliance with this new law while mitigating the burden on faculty, the Policy establishes a procedure for students to request accommodations for religious observances through the submission of a request form prior to the census date of each semester.

Chapter 500 Nondiscrimination

It is the policy of the University that educational and employment decisions that affect a student, faculty member, or staff member are based on relevant and appropriate factors and cannot be based on that individual’s protected status, whether the status is protected by law or by University policy.  The policies and procedures that apply to alleged discrimination at the University are listed at the end of this University Policy.

Consistent with the requirements of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, as amended, the University shall operate its programs, activities, and services to ensure that no qualified individual with a disability shall be excluded from participation in, be denied benefits of, or be subjected to discrimination solely by reason of his/her disability. This regulation also sets forth procedures for complaints of discrimination based on disability.

This regulation declares that University educational and employment decisions about a student, faculty member, or staff member cannot be based on the individual's sexual orientation, gender identity, or transgender status. Complaints about violations of this standard are directed to the Director of Human Resources for employees and to the Dean of Students for students.

The University is committed to ensuring an environment for all employees and students that is fair, humane, and respectful. Behaviors that inappropriately assert sexuality as relevant to employee or student performance will not be tolerated, as they are violations of both law and University policy. This policy provides the definition of sexual harassment and sets forth employee and student responsibilities for creating and maintaining an environment free of sexual harassment. The University has established an Advisory Committee on the Prevention of Sexual Harassment and the Sexual Harassment Education and Awareness Program. This policy also includes detailed grievance procedures for filing complaints of sexual harassment.

The University recognizes the right to freedom of speech and seeks to provide a fair, humane, and respectful environment for students, faculty, and staff from which violence or the threat of violence is eliminated. Thus, the University prohibits the face-to-face use of "fighting words" by a student, faculty member, or staff member to harass any person or persons on the University campus or other property under University control. Persons accused of violating this policy are subject to disciplinary action through applicable disciplinary procedures.

601 University Property, Resources, Facilities, and Services

Supplies, equipment, and materials purchased for the University which should be used or expended only in the exercise of official responsibilities on behalf of the University.

Library use and borrowing privileges are extended to the University community, defined as trustees, faculty, students, and staff, in addition to members of the Foundation Board, the Board of Governors, University Boards and Committees, Library Associates, Patrons of Excellence, Friends of UNC Charlotte, Members of the Alumni Association, and UNC Charlotte retired faculty and staff. Immediate family members of all staff eligible for University identification cards may also acquire library use identification cards. North Carolina residents may also acquire borrowing privileges with an application and a fee.

Administrative staff are employed to conduct the affairs of the University. The use of administrative staff to provide support for private business or for personal correspondence is improper.

University-established residence halls are managed by University staff to ensure protection of the rights of students to study, sleep, and function as a part of a living-learning community. This community of students is subject to policies for reasonable limits on levels of noise, visiting by guests, and merchandising activities.

The buildings and grounds of the UNC Charlotte campus are provided to enable the institution to accomplish its mission as a public institution of higher education. This policy sets forth University regulations governing the scheduling and reserving of facilities by members of the University community and others.

The flags of the United States of America and the State of North Carolina will fly on the campus of the University. The Department of Police and Public Safety is responsible for raising and lowering the flags and for seeing that they are flown in a manner consistent with federal and state laws and University policies.

The University has a variety of sources of funds including but not limited to state appropriations, tuition, fees and other receipts, gifts, and capital funds.  Each of the fund sources are integral to carrying out the University’s mission.  This Policy defines the hierarchical authoritative level of guidance on the management and use of all operating funds.  In addition, this Policy defines the overarching principles for expending University operating funds.  

This policy is to regulate the distribution of materials, solicitations, sales, the use of bulletin boards and displays on campus, for both Affiliated and Non-Affiliated Groups as defined in University Policy 601.6.

This policy describes procedures and regulations for reporting surplus inventory to the University. Surplus property items become the property of the Inventory Control Section and are to be disposed of accordingly. Differing guidelines for auxiliary funds, general fund accounts, and trust funds are also described.

The Purchasing Department has the sole authority to place purchasing orders for the supply of a product or service on behalf of the University. Requests for purchases must be submitted to the Purchasing Department on a purchase requisition, which may be prepared and submitted electronically. The Purchasing Procedures Manual provides detailed instruction on electronic requisitioning.

The responsibility for the acquisition, protection, and disposal of University assets lies with the Vice Chancellor for Business Affairs. To acquire government surplus or excess property, the requesting department must prepare a Purchase Requisition and a form entitled "Supplemental Data for Acquisition of Surplus, Excess, or Gift Property."

The University protects freedom of expression, peaceful picketing and demonstration, and peaceable assembly. Deliberate destruction of property, threats or intimidation against others, or violence intended to disrupt normal University operations will not be tolerated. This policy describes the procedures for responding to such intentional obstruction or disruption, and describes the rights of persons charged with violations of the standard.

The University acquires a substantial portion of the software used on campus computers under specific license agreements. These agreements clearly define the terms and conditions under which the software can be used. It is a violation of University policy for individuals within the University, or authorized external users of campus computers or services to use, copy or redistribute any software except as specifically authorized by the applicable license agreement.

The University has statutory obligations to record, control, and account for equipment purchased with University funds. Those items with a purchase cost of $5,000 or more and an expected life of two or more years will be given an inventory number, entered in the Fixed Assets Report, and physically inventoried on an annual basis.

Facilities and Administrative (F&A) (also known as indirect or overhead) costs are the general support expenses relating to research and sponsored programs that are incurred for common objectives of the University and therefore cannot be readily identified with a particular sponsored award. This new policy provides that F&A costs will be reimbursed by a federal sponsoring agency at their UNC Charlotte negotiated F&A rate. The University expects all non-federal sponsored programs to be reimbursed for their full costs, both direct and F&A.

This Policy outlines the University philosophy on debt, establishes the framework for approving, managing, and reporting debt and provides debt management guidelines.

602 Finances and Gifts

Direct deposit enrollment is mandatory for all individuals paid through UNC Charlotte’s payroll system. All UNC Charlotte employees who are receiving their pay by paper check shall be required to enroll in direct deposit by entering their direct deposit information into Banner Self-Service or by completing and submitting the Direct Deposit Enrollment and Change Form to Payroll prior to June 1, 2009. In accordance with federal requirements regarding direct deposit of payroll, UNC Charlotte employees may select the financial institution of his/her choice to accommodate the receipt of direct deposit payments. All employees currently receiving their pay by direct deposit shall continue to be enrolled in the University’s direct deposit program.

To achieve its vision of excellence and augment state appropriations, The University of North Carolina at Charlotte actively seeks contributions, including gifts and loans of real and personal property and gifts-in-kind, from individuals, foundations, corporations, and other entities. Such benefactions enable the University to further and fulfill its mission and vision.  The University intends to carry out the donors' intentions respecting all gifts in a manner that provides the greatest benefit to the University and enhances the University's reputation and attractiveness as a recipient of such gifts. To this end, all members of the University community must coordinate their efforts effectively.

This University Policy provides for the establishment and use of petty cash funds and change funds and addresses the issues of accountability, security, replenishment, and appropriate uses of petty cash funds and change funds.

All receipts will be substantiated by issuing pre-numbered receipts or tickets, or by the use of a cash register.

The University has no authority to use the funds allocated to it by the State of North Carolina for the purpose of making contributions to the campaigns of non-profit or non-affiliated organizations.

This Policy addresses mandatory vs. voluntary cost sharing, and distinguishes between voluntary committed cost sharing and voluntary uncommitted cost sharing. These are important distinctions, and faculty who are anticipating cost sharing in proposal budgets should review this new Policy.

With the completion of the Travel Manual, Business Affairs has developed this Policy Statement on Travel Authorization and Reimbursement to serve as an overarching statement regarding the purpose and scope of the travel manual, and the responsibilities of University employees while in travel status as well as the responsibilities of individuals and offices that participate in the travel authorization and reimbursement process. This is the University’s initial policy statement and procedure manual related to University travel, and it documents in one place the related federal, state, and University requirements.

603 Contracts

The Chancellor has the authority to execute contracts, financial documents, and other official documents necessary for the conduct of the University's business. Identical authority has been delegated to the Vice Chancellor for Business Affairs. No person is authorized to execute such documents on behalf of the University unless authority to do so has been delegated in writing by the Chancellor or other University official authorized to make such delegation.

The University will not solicit or culminate a contractual procurement relationship with the immediate family member of any employee of the University. However, this does not prohibit such person from acting as a subcontractor or as a supplier to the successful bidder of a project or purchasing action.

604 Vehicles

The operation of certain special purpose vehicles by University employees for University purposes is regulated by Federal and State laws. No University employee may operate any vehicles 1) designed to transport 16 or more persons including the driver, 2) having a gross vehicle weight of 26,601 or more pounds, or 3) used to transport hazardous waste.

UNC Charlotte has a fleet of State-owned vehicles to provide necessary transportation for official business that is sanctioned and sponsored by the University. This policy lists the category of persons who are eligible to drive State-owned vehicles and lists conditions for use of those vehicles.

This policy governs the use of "Service Vehicles" on campus.

All vehicles owned by the University or assigned to it by the State must be maintained consistent with prescribed State procedures and manufacturer's recommendations. This policy delegates responsibilities for vehicle maintenance to the appropriate departments.

605 Public Records, Open Meetings, Privacy, and Publicity

The Office of Public Relations is the University's agent for communicating with the campus community and with off-campus publics through the mass media. Members of the University community are cautioned against representing themselves as speaking for the institution when approached for information by the media. The Office of Public Relations provides assistance when responding to mass media inquiries.

HIPAA is a 1996 federal statute with many purposes related to health care information. The new University policy primarily affects matters of privacy and confidentiality of health care information related to the health care activities of the Brocker Health Center and certain university offices that provide support services to Brocker Health Center.

Unless specifically exempted by law, the records of the University are "public records," defined by State law. Accordingly, they must remain in the custody of the University and be disposed of only as provided by State law. The implementation of this policy has been delegated the University Archivist. The Archivist, with the Chancellor's approval, promulgates guidelines and procedures for the handling of records. Each campus administrator is responsible for assuring that policies and procedures are in place for adherence to segments of this policy.

This University policy sets forth the policy and procedures related to retention of University records subject to a legal hold due to either a discovery order or pending or anticipated litigation.

The Office of University Communications and its Marketing Services Department, specifically, are responsible for reviewing and approving major University communications, including publications, marketing materials, advertisements, and other products in any medium, including websites and other digital media published to electronic devices, that represent the University externally, and are distributed publicly.

Two copies of all published material issued by the University must be sent to the University Archives by the Printing Department when the job is completed.

Meetings of the UNC Charlotte Board of Trustees and its committees are generally required to be open to the public and to meet requirements for advance public notice. This policy sets forth the procedures for providing public notice of such meetings.

This policy sets forth the University's policy and procedure in responding to public records requests.

Chapter 700 Safety and Health

It is a violation of State criminal law and University policy to possess or carry any Weapon, as defined below, on the University Campus, except as otherwise specifically provided by law. 

The University voluntarily engages in a compliance program with the Occupational Safety and Health Act of North Carolina. This program is designed to provide a safe and healthy working, teaching and learning environment, as well as an atmosphere of safety and health awareness. This policy delegates responsibilities for compliance, implementation, and planning and financing.

In consideration of the personal safety and well-being of the UNC Charlotte campus community, and in accordance with applicable state and federal laws, this Policy establishes requirements for accessibility, behavior, and treatment of animals on campus.  

This policy establishes procedures and regulations dealing with food storage, preparation and consumption in University facilities, offices, laboratories, residence halls, and all areas other than the designated Food Service dining and vending areas.

This Policy governs the possession and consumption of Alcoholic Beverages on Campus. 

Most campus buildings are "smoke-free." In other buildings, smoking may be permitted in areas specified by a building representative appointed by the Chancellor. Smoking can never be permitted in classrooms, conference/seminar rooms, building corridors, restrooms, or any public areas of the Library.

Circumstances beyond University control, such as lightning and other inclement weather, may cause partial or total utility outages on the campus. However, where routine maintenance, repairs, or new system connections are planned, an announcement of the scheduled outage will be distributed in advance by the Physical Plant.

This policy establishes manageable limits on the size and complexity of outdoor events on campus, in an effort to afford the campus community the opportunity to experience safe and enjoyable outdoor activities.

This policy describes the University's program to address the awareness needs of students, faculty and staff with regard to the use of illegal drugs and alcohol abuse. It reminds all members of the University community of their responsibilities for maintaining a drug free environment. The statement also describes the minimum penalties which will be imposed for particular categories of drug offenses, based on the Policy on Illegal Drugs adopted by the Board of Governors of the University of North Carolina.

The primary purpose of the Brocker Health Center is to provide health care for those persons currently enrolled as students at the University. The Health Center is also the primary contact for employees who are hurt on the job or become ill because of an occupational exposure.

This policy establishes guidelines to accomplishUNC Charlotte’s goal of reducing solid waste going from the campus into landfills.  The policy describes UNC Charlotte’s recycling plan and a recycling program. A copy of the recycling plan is available from the Recycling Office, and information about the recycling program is available online.

This policy describes planning and implementation of control practices for the prevention of laboratory-acquired infections in all UNC Charlotte research programs involving biohazardous agents. The policy has been established to ensure safe handling of biohazardous agents and the appropriate assessment of potential risks.

This Policy provides guidelines for the authorization and use of security cameras on UNC Charlotte property.

The purpose of this policy is to take affirmative steps to safeguard and protect minor children from potential abuse while visiting the UNC Charlotte campus, attending University-offered programs and events, or participating in third party programs and activities that utilize campus facilities.

Chapter 800 University Policies of General Application

Violation of University policy is grounds for disciplinary action. For students, disciplinary penalties may be as severe as permanent expulsion. For faculty and staff members, disciplinary penalties include dismissal from employment. For organizations, the penalty may be the withdrawal of official recognition.

Balancing free expression rights so that speakers may speak, audiences may hear, and protestors may protest at campus speech events is the subject of this policy. It deals with such issues as whether the event is open or closed to the public, and whether identification may be required to permit attendance. It describes different forms of protest or other participation which will be permitted, describes those actions, which will be considered disruptive because they interfere with the rights of others, and lists possible responses to disruptive acts. The Chancellor may designate another person to make determinations about security and the necessity for and selection of moderators, and to eliminate the necessity to appoint a committee.

This Policy sets forth policy and procedures related to reporting suspected improper activities by University employees and protecting those members of the University community who report such improper activities from retaliation.

This Policy sets forth UNC Charlotte’s commitment to ethical, legal, and professional behavior in all dealings both inside and outside the University.  It is applicable to all members of the University community.