NSU Faculty Handbook
11.0 ACADEMIC AND ADMINISTRATIVE SUPPORT
11.1 University Resources
The University Libraries exist primarily to support the curriculum and to provide information resources to the faculty and students of Northeastern. The Library Faculty Handbook delineates the structure, services, and policies of the library. Books are checked out to faculty members, with identification cards, for the remainder of the semester. One week check out is available for periodicals. Interlibrary loans and computer searches are provided free to faculty members.
Other library services include ordering materials, reference service, document delivery, compiling bibliographies, and instructing classes. Questions about library services should be directed to the resource coordinator assigned to each academic unit.
11.12 Clerical Services, Student Employees
All requests for clerical assistance and/or teaching support are to be made to the dean of the faculty member's college. Approved requests will be sent to Student Financial Services which coordinates student employment.
Faculty members utilizing Northeastern Printing Services must send an Interdepartmental Purchase Order (IDPO) to the print services through the office of the college dean. An estimate must be included on the IDPO. The personnel in Printing Services need two (2) weeks after the receipt of the order to complete an average job. Purchase requests for off-campus printing must be approved in advance by the Director of Public Relations.
The NSU Bookstore in Tahlequah is located on the main level of the University Center. In addition to being the major source for textbooks and school supplies, it also carries a wide variety of office supplies, NSU logo clothing and spirit items, best selling trade books, and other gifts and novelties.
The NSU Campus Bookstore in Broken Arrow is located in Building A; the NSU Campus Bookstore in Muskogee is located in the main building next to the NSU Library. Hours of operation, services provided, and inventory vary by location (call for information).
The primary mission of NSU Career Services , through partnerships with employers, graduate schools, faculty and alumni, is to empower students and alumni to be self-sufficient in utilizing and marketing their education, skills and experiences to achieve life-long career success. The Career Center offers a variety of services to all majors and at all stages of their careers. Staff members build and maintain relationships with alumni and employers who can provide internships, entry level positions and opportunities for experienced professionals. Numerous career fairs, on-campus recruiting, resume writing and interviewing workshops are held during the academic year.
Services and resources are available at www.nsuok.edu/careerservices and on the Tahlequah and Broken Arrow campuses.
Several offices on campus coordinate testing service. See the University Catalog and the Graduate Catalog for information regarding the types of tests and the offices responsible for these services.
11.17 Research, Scholarly Activities, and Faculty Development
11.171 Institutional Review Board (IRB) formerly HEAC (Human Experimentation Advisory Committee)
Any research project or survey research using human subjects that is to be presented or published; is grant or contract supported; represents a thesis, honors or capstone project; or utilizes human participants from outside of a specific classroom exercise is to be reviewed and approved prior to the collection of any data. As per federal guidelines, the Institutional Review Board (IRB), formerly the Human Experimentation Advisory Committee (HEAC), is the NSU standing committee that reviews all applications for research with human subjects. The IRB website, with policies, applications, and instructions is located at www.nsuok.edu/IRB/ and must be consulted prior to conducting any human subject research affiliated with NSU.
11.172 Biosciences Research Facility (BRF)
The Biosciences Research Facility (BRF), administered through the Office of Academic Affairs, serves as a catalyst for development of new investigations and procedures in the biomedical sciences. The BRF supports legitimate anatomy and/or physiology teaching or research experiences conducted at Northeastern. Live vertebrate animals used in a Northeastern-sponsored activity must be housed and cared for in this facility. Guidance for activities conducted and funds expended is provided by the University Animal Welfare Committee. For information, contact the BRF Director.
11.173 University Animal Welfare Committee
The University Animal Welfare Committee (UAWC) is the Institutional Animal Care and Use Committee (IACUC) required by the USDA and Public Heath Service (PHS) to approve all university research and teaching activities involving federal funds which use live, warm blooded vertebrate animals. The IACUC is required to monitor the use of animals in teaching activities as specified by USDA regulations, review all research projects proposed for PHS support, and evaluate institutional facilities used in the housing of animals. Approval from the UAWC must be obtained prior to beginning any federally funded research on regulated animals and the UAWC has the responsibility to monitor the use of animals in teaching activities and assure compliance with the University Policy Regarding the Use of Dead Animals and/or Dead Animal Parts. Full policies of the University Animal Welfare Committee can be found at http://arapaho.nsuok.edu/~uawc/. An "Animal Research and Use Request" is available at the URL identified above.
11.174 Local Mini-Grants, Research Committee
The Faculty Research Committee solicits proposals and reviews grant requests for Northeastern's Mini-Grant Program. After the merit review of requests, the Committee recommends funding levels and sends its recommendations to the Vice President for Academic Affairs. The Committee is charged with assisting faculty and academic administrators in facilitating and funding research projects.
Faculty who desire to pursue external funding requests should first consult with the Office of Research and Sponsored Programs (pre-award) and their dean to define the administrative direction that the request must take. Some requests to private foundations or companies may be routed through the Vice President for Academic Affairs to the NSU Foundation. Most public, and many private sector requests for contracts and/or grants must go to the vice president through the pre-award routing process in the Office of Research and Sponsored Programs. Once awarded, grants are administered through the Office of Research Administration.
The Faculty Development Committee solicits requests for funds from full-time faculty. Each academic unit is awarded a percentage of the total funds available based upon the number of full-time faculty in the unit. Guidelines regarding the faculty development process are distributed to each faculty member at the beginning of the fall semester.
11.18 University Communications
Public Relations is a coordinating center for promotion of and publicity for the University. Each faculty member is expected to participate in maintaining a good relationship between the University and the citizens of Oklahoma. Faculty should communicate information of interest concerning themselves, other faculty, students, or the institution in general through Public Relations.
The primary purposes of the NSU Alumni Association are to lend support to the total program of the University and sustain ongoing relationships. Membership dues support scholarships, awards to alumni for outstanding achievement, annual homecoming festivities, and special projects. The Alumni Association has a biannual publication entitled, Imprints. The Alumni Association offices are located in the Gene Branscum Alumni Center on the east edge of campus.
The student newspaper of Northeastern State University should serve the purpose of gathering, intelligently examining and disseminating information in order to promote all aspects of the university and to act as a forum for discussion of current events and issues.
It is understood that The Northeastern is not an instrument of public relations for the university; however the editors and members of the staff should be clearly cognizant that what is printed is not only a reflection of themselves but the university community, which they serve.
Regular bulletins or memoranda regarding operational plans or procedures and news items are issued from the President's office. Notices of an official nature often come from other offices and are sent via campus mail or e-mail. Except for emergencies, classes should not be interrupted for the delivery of messages.
The Northeastern State University Catalog is the official publication of the University and is available in the Admissions and Records Office and on the NSU website (Undergraduate Catalog). The Northeastern State University Graduate Catalog represents the graduate programs and is available at the Graduate College office and on the NSU Graduate College website (Graduate Catalog). Both of these catalogs describe the instructional program and are the authority for academic requirements and regulations. Each dean is responsible for seeing that the instructional program provided in the college conforms to the catalog specifications and that such regulations and requirements are followed in the college. Changes regarding institutional policy of a local nature must be authorized by the administration. Any changes in curriculum recommended by the faculty or their representatives must be authorized by the Board of Regents of the Regional University System of Oklahoma and the Oklahoma State Regents for Higher Education, before being published in either Catalog.
The official University calendar announcing the opening and closing dates of all terms and dates of regularly recognized holidays is printed in the Northeastern State University Catalog.
A master calendar of campus activities is maintained on the NSU website. Persons scheduling events of interest to the University community are encouraged to contact the NSU website coordinator.
A schedule of classes offered and final examination times are provided for each summer, fall, and spring semester. Schedules are available in print and online prior to the start of each semester.
11.19 Electronic Media and Services
Northeastern follows generally accepted standards regulating electronic media and services which are accessed through the University. Electronic media may not be used for knowingly transmitting, retrieving or storage of any communications of a discriminatory or harassing nature, or which are derogatory to any group, or which are obscene, or are of a defamatory or threatening nature, or for any other purpose which is illegal or contrary to the institution's interest. Northeastern's "Acceptable Use Policy for NSUnet and Internet" governs the use of all University-owned computer equipment, software, and communications networks. All employees sign this statement which contains the following policies for NSU network traffic:
- The purpose of the network is to support University-related communication, research and other scholarly activities.
- Commercial use (e.g., want ads, for sale ads, for rent, chain letters) is not acceptable.
- Any use which adversely affects the operation of NSUnet and/or the Internet or jeopardizes the performance of the network or its use by other members may be judged improper. Due to equipment capacity limitations the document size may be limited.
- Mass distribution of materials using campus-wide Listserv (e.g., all faculty and staff - 00000000; or all students - 00000000S) would require the approval of the appropriate dean or director. Sub-groups (e.g., all faculty - 00000000F, individual colleges, individual departments; all staff - 0000000E) would not require prior approval. All mass distributions must meet the criteria listed in A & B above.
- A C&T "List Server Implementation Checklist" form must be completed and submitted in order for C & T to establish any new campus-wide Listserv.
Electronic media services at NSU are intended primarily for educational and professional use. When transmitting information electronically, employees should be aware that such communications are not entirely confidential or private. Accordingly, highly sensitive information should be transmitted by other means. Further, employees must respect the confidentiality of other individuals communicating electronically. Use of the institution's services should be in a manner that will not cause network congestion or significantly hamper others from gaining access to the system.
E-mail accounts are assigned individually to University employees and must not be given to another individual. No communications may be sent which attempt to hide or misrepresent the identity of the sender. Since e-mail addresses are identifiable and attributable to Northeastern, users must be aware that all communications are to be presented in a manner that will not reflect negatively on the University or that would disclose confidential information. Employees found to be abusing the privileges of access to electronic media or services at NSU will be subject to discipline and/or risk losing the privilege.
11.192 The World Wide Web and Web Pages
Northeastern does not regulate the content of material available on the WWW, and this material does not necessarily reflect the opinions or views of NSU. Employees are expected to exercise appropriate judgment and sensitivity as to how such material is used and assume full responsibility for what is examined, posted, or copied from this service. Employee actions while using this service must not violate University policies or federal, state, or local laws.
Official NSU web pages must follow NSU Policies for World Wide Web home pages and are approved by the appropriate administrative unit. Links from the NSU home page are approved by the NSU website coordinator. Each web document author must comply with copyright laws, obscenity laws, defamation laws, harassment laws, the Right to Privacy Act, NSU standards and policies, and any appropriate Federal, State, or local laws regulating computer and telecommunications use. NSU equipment cannot be used for commercial, political, or religious purposes. Northeastern State University reserves the right to remove any web pages that do not comply with the above standards or that post information which reflects negatively on NSU.
Voice Mail Service at Northeastern State University consists of two components: 1) broadcast message service
and 2) distribution lists messages.
- Broadcast Message Service -- Broadcast message service is operated by the Office of Computing and Telecommunications to notify the entire campus community of pending outages, changes to the telephone systems, new services and emergency announcements related to unique situations. Messages must have appropriate administrative approval. Computing and Telecommunications will broadcast approved messages in this category.
- Distribution List Messages -- Individually-created distribution list messages should be limited to those people directly affected by the content. For example, committee-related announcements are appropriate but announcements about routine and/or repetitive services and activities are not appropriate. The typical distribution list will include fewer than fifty (50) people. Special approval for longer lists must be obtained through the Office of Computing and Telecommunications. Efforts to subvert the overall intent of the policy are discouraged and may result in disciplinary action. Responsible resource management precludes the use of Voice Mail as a marketing tool.
There are several University services available for marketing and publicity within the University community. These services, and the contact persons, are indicated below.
- NSU Website
Contact: NSU Website Coordinator
The NSU website may be used for pre- and post-event publicity of campus activities. - Tahlequah Cable Television - Channel 99
Contact: Video Technology Services
The campus television station may be used to publicize activities and events through cable television to the Tahlequah area. - NSU Public Relations
Contact: NSU Public Relations
Public Relations can assist in promoting and photographing events that need to be presented to the public. - NSU Scoreboard Message Center
Contact: NSU Sports Information/Promotions Director
The scoreboard message center may be used for brief announcements related to campus events. - University Center Marquee
Contact: University Center Director's office.
11.2 Faculty Use of Buildings, Equipment, and Supplies
Facilities at Northeastern are available for the use of students, faculty, and Oklahoma citizens, primarily for educational purposes. In order to insure judicious and responsible use of facilities, certain guidelines apply. The highest priority goes to activities sponsored by the University as a part of educational programs or approved student activities. Such programs may be assigned University space according to University policy. Free janitorial service will be provided.
11.22 Activities Not Directly Sponsored by Northeastern
Activities not directly sponsored by the University that are of a public service are often assigned space at no cost. Faculty sponsoring such activities should make a request to the Vice President for Academic Affairs for the use of academic space or to the Dean of Student Affairs if non-academic space is required.
11.23 Dues-Charging Organizations
University-sponsored organizations that charge their members fees or dues will be permitted to use Northeastern facilities for their regular meetings for the charge of any additional custodial services required by the course of the meeting, so long as the revenues generated from these fees or dues are used only for the purposes of better equipping the organization or meeting its general expenses. Any organization using the facilities in this manner may be required to submit a financial report to the Director of Business Affairs.
University-sponsored activities designed to generate revenue through admission fees will mandate the payment of a reasonable fee for facility use. Financial reports for such activities may be requested from the sponsor(s) by the Director of Business Affairs.
11.25 Payment for Facility Use
Collections and disbursements involving the rental of space from or fee for service payments to the University will be processed by the Business Affairs Office. The only exception shall be for activities conducted in the University Center. University Center personnel will approve facilities use requests and shall collect any fees or payments due. Requests for space assignments for activities sponsored by Northeastern should be filed three (3) days prior to the date the space is needed and may be filed an academic year in advance.
Requests for certain space will require approved supervision dictated by safety standards. Reservation of space in University facilities require that persons using Northeastern property abide by all pertinent regulations concerning the use of such space and that the reserving organization will be liable for any damages resulting from such use.
11.3 Purchasing Procedures
Purchasing procedures must be followed due to statutory requirements and to ensure vendor payment. The only persons authorized to obligate the University are the Purchasing Agent, Vice President for Administration, and/or the President.
A faculty member ordering supplies or equipment in the name of the University without a valid Purchase Order will be personally liable for the expense.
11.31 Requisitions and Purchase Orders
All requisitions for procurement from off-campus vendors are entered into the online purchasing system. Instructions for data entry and approval procedures are found in the purchasing system manual provided by the Purchasing Department.
Each requisition is processed, and a purchase order form is generated then mailed to the vendor. Under special circumstances, the Purchasing Agent will expedite the order.
11.32 Interdepartmental Purchase Orders (IDPO)
Purchases from on-campus vendors utilize interdepartmental purchase orders (IDPO). These requisitions are entered into the online purchasing system in the same manner as off-campus vendor requisitions and follow the same approval hierarchy as any other purchase requisition.
Solicitors and sales persons of non-educational material should not contact faculty without prior arrangements made through the Purchasing Agent. All such solicitations are discouraged during working hours. Sales displays and advertising samplings are not permitted without approval of Purchasing.
11.4 Fire Regulations
Fire protection for the individual University campuses is provided by the community in which the campus is located. Fire extinguishers are placed in the halls of each University building. Every faculty member should be familiar with their location as well as the presence of fire escapes and other safeguards.
11.5 Furniture and Equipment
When necessary to move equipment from one classroom to another, a written request should be made to the dean having inventory responsibility for the equipment.
State-owned supplies and equipment, as well as any other property for which the University is held responsible, are not to be removed from the campus except in those cases when they are necessary to carry out an instructional or University-sponsored activity scheduled off campus as a planned event of the University.
Before accepting equipment or other "gifts" on behalf of the University, faculty must have prior approval from the dean and the Vice President for Academic Affairs. An authorization form, available in college offices, must be completed before receiving any material.
11.6 Maintenance
Requests for climate control on the Tahlequah campus when the University is closed, or for special activities, should be filed with the Director of Physical Plant at least two (2) days in advance of the activity. Similar requests at the Muskogee and Broken Arrow campuses should be made through Northeastern's administrative offices at those sites. Every effort should be made to conserve energy.
Custodians are responsible to the Assistant Vice President for Administration. Minor suggestions may be made directly by faculty to custodians, but requests for major repairs on the Tahlequah campus should come in writing from the dean to the Director of Physical Plant and from the chief academic officer of the Muskogee and Broken Arrow campuses.
Building/office keys on the Tahlequah campus are available through the Office of the Assistant Vice President for Administration. Keys for the Muskogee and Broken Arrow resident faculty are available through the Administrative Office at NSUM and from the Assistant Vice President for Administration at Broken Arrow. Since University buildings contain valuable records and equipment, keys should never be loaned to anyone. When a key is no longer needed it should be returned. Duplicates of keys are not to be made outside of the University locksmith service. When a faculty member terminates service at the University, all keys must be returned before the final salary check is released.
NSU maintains a fleet of vehicles that may be reserved for official University business on a reservation basis (see 8.61).
A need for emergency repairs should be reported directly to the Director of Physical Plant. For repairs other than emergencies, faculty members at the Tahlequah campus should file requests in the college office and, at the branch campuses, should contact the Administrative Office at Muskogee and Academic Affairs Office at Broken Arrow.
11.7 Emergencies
Northeastern has an EMERGENCY OPERATIONS MANUAL which contains procedures to enhance protection of lives and property through effective use of University resources. Types of emergencies covered by the Manual include storm/tornado, fire, unexpected utility failure, civil disturbances, violent or criminal behavior, chemical or radiation spill, handling of bomb threats, explosion, downed aircraft on campus, and earthquake. All emergency operations are coordinated by the University's Department of Public Safety/Campus Police. Faculty encountering such an emergency should contact that office (see 11.74). In addition, each building has a building coordinator who should be contacted in the event of an emergency.
The following persons act as building coordinators in the event of an emergency or disaster in a building. In emergency situations the person on the list for the respective building should be contacted. All buildings indicated are on the Tahlequah campus (the Broken Arrow and Muskogee campuses are listed separately).
- · ADMINISTRATION BUILDING - Office of the President, ext. 2000
- · BUSINESS & TECHNOLOGY - Dean of Business & Technology, ext. 2900
- · EDUCATION BUILDING - Dean of Education, ext. 3700
- · FINE ARTS BUILDING - Dean of Liberal Arts, ext. 3600
- · HEALTH & PHYSICAL EDUCATION BUILDING
- · NORTH GYMNASIUM - Department Chair, Health & Human Performance, ext. 3950
- · SOUTH GYMNASIUM - Director of Athletics, ext. 3900
- · HASKELL HALL - Dept Chair, Psychology, ext. 3015
- · JAZZ LAB - Dean of Liberal Arts, ext. 3600
- · JOHN VAUGHAN LIBRARY (Tahlequah) - Director of Libraries, ext. 3132
- · JOURNALISM BUILDING - Director, Public Relations, ext. 2888
- · NET BUILDING - Director of Computing & Telecommunications, ext. 5900.
- · OPTOMETRY BUILDING -Dean of Optometry, ext. 4000
- · SCIENCE BUILDING - Dean of Science and Health Professions, ext. 3800
- · SEMINARY HALL - Dean of Liberal Arts, ext. 3500
- · SHAWNEE STREET THEATRE - Dean of Liberal Arts, ext. 3600
- · SPECIAL SERVICES BUILDING - Dean of Science and Health Professions, ext. 3800
- · UNIVERSITY CENTER - Director of the UC, ext. 2500
- · UNIVERSITY PLAYHOUSE - Dean of Liberal Arts, ext. 3600
- · NSU-BROKEN ARROW - Associate Vice President of Broken Arrow Campus, ext. 6101
- · Assistant Vice President of Administration, ext. 6100
- · NSU-MUSKOGEE - Dean, Muskogee Campus, ext. 5000
11.72 Emergency Telephone Messages
Emergency telephone numbers for both on-campus departments and off-campus services are printed on the inside front cover of the Campus Directory.
The Student Health Center is located east of Haskell Hall Annex on the Tahlequah campus. A school nurse is available Monday through Friday for consultation, assessment and treatment of minor injuries and illnesses. A physician is available weekly during scheduled hours. For appointments or service information, contact the Student Health Center, ext. 2126. See also section 10.31.
11.74 Department of Public Safety/Campus Police
The NSU Department of Public Safety/Campus Police is responsible for the safety and protection of the students, employees, and property of Northeastern State University. The Police Officers are state certified and are empowered to enforce all state and federal laws as well as University regulations.
The NSU Department of Public Safety/Campus Police is located at the corner of Grand and Crafton Streets in Tahlequah. Officers are on duty seven (7) days a week, 24 hours a day. Emergency telephone numbers for Tahlequah, Muskogee, and Broken Arrow campuses are printed on the inside front cover of the University Phone Directory.
11.8 Lost and Found
The Library at each campus, Admissions and Records Office, and University Center maintain lost and found services. The NSU Department of Public Safety/Campus Police is designated for storage and disposition of lost articles. Items not claimed within 60 days will be donated to a local charitable organization.
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