Policy Administration

> 2-001.4 University Policy Development


POLICY STATEMENT:
The University of Central Florida is governed by state and federal statutes, rules of the Florida Board of Governors, and university regulations. The university must adopt policies and related procedures to dictate and guide the operations of the university when statutes, rules, and regulations do not provide specific guidance or do not offer procedures or implementation directives necessary for efficient university operations. The University of Central Florida Policies and Procedures Manual is the official repository of university policies and related procedures. It may be reviewed online at http://www.policies.ucf.edu .

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Human Resources and Employee Benefits

> 2-002.2 University Holidays


POLICY STATEMENT:
New Year’s Day — January 1
Martin Luther King, Jr., birthday – third Monday in January
Memorial Day—last Monday in May
Independence Day — July 4
Labor Day — first Monday in September
Veterans Day — November 11
Thanksgiving Day — Fourth Thursday in November
The day after Thanksgiving Day — Fourth Friday in November
Christmas Day — December 25

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> 3-001.2 University Benefits for Retired Employees


POLICY STATEMENT:
The University of Central Florida is committed to providing continued university benefits in support of our retired employees. To receive continued benefits, retirees must make the appropriate request and are subject to all applicable fees, laws, regulations, and university policies covering use and receipt of the benefits. The university reserves the right to amend or terminate benefits at any time.


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> 3-002.2 Salary Overpayment Penalty


POLICY STATEMENT:
To prevent salary overpayments, university department personnel who are responsible for payroll must verify the accuracy of all payroll data prior to submitting and certifying the payroll to Human Resources. Failure to comply with Human Resources data submission deadlines or transmitting inaccurate data to Human Resources may result in Human Resources’ charging the department 25 percent of the amount that needs to be recovered..

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> 3-003.1 Deductions from Salary of Exempt Employees


POLICY STATEMENT:
Employees who are classified as exempt from the overtime provisions of the FLSA are paid on a salary basis at a rate intended to compensate the employee for all hours worked during the pay period. While the salary may be subject to review and modification from time to time, the salary will be a predetermined amount that will generally not be subject to deductions based on variations in the quantity or quality of the work performed, except for voluntary payroll deductions.

The university does not allow deductions from pay that violate the FLSA.



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> 3-008.1 Employment of Relatives


POLICY STATEMENT:
The overall employment policy of the university supports equal opportunity and affirmative action and UCF is committed to maintaining a fair and professional work environment free of conflicts of interest. In accordance with UCF’s employment policies, the basic criteria for employee selection or promotion shall be appropriate qualifications in terms of education, experience, training, and performance, consistent with UCF’s needs. Relationships that meet the definition of relative, as set forth by this policy, shall constitute neither an advantage nor a disadvantage to selection, promotion, salary level, or other conditions of employment. Appointment of relatives is permitted, however, no person shall be employed by, transferred to, or promoted where a direct or indirect supervisory relationship would exist, or when other situations exist which place relatives in circumstances of actual or reasonably foreseeable conflict between the interests of the university and the interests of the relatives.

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> 3-010 Eligibility for Overtime Compensation


POLICY STATEMENT:
The University of Central Florida complies with the Fair Labor Standards Act (FLSA) and applicable state laws in designating the status of employees who are eligible for overtime payments and in making overtime payments as specified in federal and state laws and related regulations.

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> 3-112.1 Additions to Salary of Exempt Employees for Special Events


POLICY STATEMENT:
Employees designated by the university as exempt shall not receive additional compensation for performing services related to their primary employment at special events. The university expects that salaried exempt employees will perform duties as assigned without additional compensation, and such duties include work performed outside normal work hours and beyond forty hours in a work week. When possible, to accommodate the need for work performed outside normal work hours, supervisors are encouraged to use flexible work schedules.

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> 3-402 Response to Job-Related Employee Illness or Injury


POLICY STATEMENT:
The University of Central Florida has a vital interest in maintaining a healthy and safe environment for its students, faculty members, staff members, and visitors. To this end, the university works constantly to identify, mitigate, and when feasible, eliminate potential hazards. In spite of these efforts, university employees may sustain injuries or become ill due to the conditions of their job. Since job-related injuries or illnesses are not covered under the State Group Insurance Plan, it is imperative that unit supervisors and employees sustaining a job-related injury or illness follow the procedures described in this policy.

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> 3-505.1 Payment of Moving Expenses


POLICY STATEMENT:
Moving expense payments for household effects up to a total of 15,000 pounds are considered perquisites and can be made only upon prior approval by the provost or appropriate vice president. Moves in excess of 15,000 pounds must be approved in advance by the president. The approval of moving expense requests is not automatic and is granted only when it is determined that the move is in the best interest of the university.

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Legal, Compliance, and Administration

> 2-100.4 Florida Public Records Act: Scope and Compliance


POLICY STATEMENT:
It is the policy of the University of Central Florida to comply with Florida's public records law and Florida’s retention schedules for public records. All documents and other written materials that are made or received pursuant to law or that are made or received in the transaction of official university business and are used to perpetuate, communicate, or formalize knowledge are public records, which, regardless of form, are open for public inspection unless the legislature has specifically exempted them from disclosure. Most documents, including email messages and text messages, created or received by University of Central Florida employees in connection with official business are public records. Unless a public record is exempt by statute from disclosure pursuant to the public records statute, it must be produced to any person upon request. Before documents are released pursuant to a public records request, any exempt documents or exempt information contained within documents must be removed.

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> 2-101.1 University Regulation Development


POLICY STATEMENT:
When a unit, college, or division of the University of Central Florida, or the University of Central Florida Board of Trustees, makes a statement of general applicability that implements, interprets, or prescribes the duties and powers of the Board of Trustees in relation to the conduct or action of constituents or the public, that statement must be prepared as a university regulation and approved by the Board of Trustees or its designee.

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> 2-102.2 Contract Review


POLICY STATEMENT:
To minimize legal and financial risk, the General Counsel’s Office or designee must review every contract to ensure that the terms are appropriate. Certain contracts that have been pre-approved by the General Counsel’s Office may be executed without further review by the General Counsel’s Office or designee.

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> 2-103.1 Use of Copyrighted Material


POLICY STATEMENT:
The University of Central Florida requires faculty, staff, and students to abide by applicable copyright law.

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> 2-104 Retention of External Legal Counsel


POLICY STATEMENT:
The General Counsel is responsible for the provision of all legal advice, counsel, and representation for matters involving the University or matters within the official responsibilities of any officer or employee of the University. External legal counsel may be retained only through the General Counsel to protect the University’s legal interests. All contact with external counsel shall be under the auspices and at the direction of the General Counsel. The General Counsel shall review all invoices or requests for payment from external legal counsel.

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> 2-105.1 Identity Theft Prevention


POLICY STATEMENT:
The University of Central Florida maintains an Identity Theft Prevention Program pursuant to the Federal Trade Commission's Red Flags Rule, which implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003.

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> 2-106 Communication with Prosecuting Authority


POLICY STATEMENT:
The Office of the General Counsel represents the University of Central Florida Board of Trustees with regard to criminal matters involving the university. The Office of the General Counsel is the only office authorized to communicate to any prosecuting authority whether the university will press or waive criminal charges where the university is the victim of a crime.


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> 2-107.2 Signature Authority Policy


POLICY STATEMENT:
A valid delegation of authority from the president or other university official listed herein provides individuals with the authority to enter into contracts with external entities on behalf of the university. Individuals who enter into contracts without signature authority may be subject to disciplinary action up to and including termination. Such individuals may also be personally liable.

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> 2-600 Political and Campaign Activities


POLICY STATEMENT:
Current state laws and regulations prohibit state employees from using state resources to participate in political campaigns or activities including lobbying and political solicitation of any kind. As individuals, UCF employees are encouraged to support candidates or issues of their choice and participate in the democratic process as a privilege of citizenship, but they must not in any way associate these activities as formal representation or endorsement by the university.

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> 2-700 Reporting Misconduct and Protection from Retaliation


POLICY STATEMENT:
The University of Central Florida is committed to a culture of integrity, compliance, and accountability that encourages the highest standards of ethical behavior. Members of the university community are therefore expected to conduct all university activities and business in an honest, ethical, and lawful manner. When members of the university community become aware of or have reason to suspect university activities and business are not conducted according to these expectations, UCF expects and encourages members of the university community to make good faith reports of suspected misconduct.

Because the university expects all reports of misconduct to be made in good faith, an employee who knowingly makes a false report or provides false information during an investigation may be subject to disciplinary action up to and including termination.

Retaliation against anyone who, in good faith, reports misconduct, or who participates in an investigation of misconduct, is strictly prohibited. The university will take all reasonable and necessary actions to protect members of the university community who have filed good faith reports of misconduct. Disciplinary action resulting from self-reported misconduct is not considered to be an act of retaliation.

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> 2-800 Fraud Prevention and Detection


POLICY STATEMENT:
The university is committed to the highest standards of ethical behavior. Acts of fraudulent behavior can be costly and may erode the public’s trust and confidence in the integrity of the institution. It is the policy of the university to objectively investigate any misuse of university resources and any suspected fraudulent acts and to take appropriate disciplinary or legal action.

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> 2-900 International Academic Agreements


POLICY STATEMENT:
All international academic agreements must be reviewed and approved by the appropriate units and the Office of Internationalization before being submitted to the president’s office for final review and approval.

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> 2-901 UCF Policy for All Foreign Nationals


POLICY STATEMENT:
The University of Central Florida complies with and enforces all federal statutory and regulatory requirements related to foreign nationals and their dependents, including requirements by the U.S. Internal Revenue Service, U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Department of State, U.S. Immigration and Customs Enforcement, U.S. Customs and Border Protection, U.S. Department of Labor, and the Federal Bureau of Investigation. The ISC is the designated office at UCF in charge of compliance and administration of all processes related to an individual’s status as a foreign national and has final authority on all such matters. All university departments and units must process requests and documentation related to foreign nationals through ISC.

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> 2-902 Study Abroad Programs


POLICY STATEMENT:
The UCF Office of International Studies is responsible for the administration and overall management of UCF study abroad programs and must approve all study abroad programs prior to travel abroad. The Office of International Studies shall establish procedures relating to the safety and welfare of the students, faculty members, and staff members; uniform compliance with applicable laws; consistency with UCF policies and regulations; and furtherance of the UCF mission and goals.

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> 2-903.1 Travel to Restricted Destinations


POLICY STATEMENT:
Travel to countries for which a U.S. Department of State travel warning or health related travel alert has been issued and for which university funds will be used or academic credit provided must have prior approval by the provost or designee.

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> 3-115.1 Alcoholic Beverages on Campus


POLICY STATEMENT:
In accordance with Regulation UCF-4.035, the University of Central Florida prohibits the unsafe or unlawful service, distribution, possession, or consumption of alcoholic beverages on campus. Members of the university community, vendors, and visitors are obligated to adhere to the requirements of state statutes, local ordinances, and university regulations and policies that regulate the service, possession, and consumption of alcoholic beverages. The university will cooperate in the enforcement of these legal requirements.

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> 3-119.1 Weapons on University Property and at University Events


POLICY STATEMENT:
The University of Central Florida prohibits the possession, use, or storage of weapons on property owned or controlled by the University of Central Florida, including in a vehicle brought onto university property, on one’s person, or in one’s office or residence hall. Additionally, the University of Central Florida prohibits the possession, use, or storage of weapons at events sponsored or hosted by the University of Central Florida, except as outlined in this policy.

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> 3-120 University Smoke-Free Policy


POLICY STATEMENT:
The University of Central Florida prohibits smoking on all university owned, operated, leased, and/or controlled properties in order to maintain a healthy and safe environment for its faculty, staff, students, and visitors.

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> 4-504.2 Reporting a Potential Conflict of Interest or Conflict of Commitment in Research


POLICY STATEMENT:
University faculty members, Executive Service employees, postdoctoral associates, Administrative and Professional employees, University Support Personnel System employees, Other Personnel Support employees, and affiliates engaged in both sponsored and non-sponsored research, must disclose conflicts of commitment, outside activity, and financial conflicts of interest to designated officials. All university employees (including students) and affiliates planning to participate in or are participating in sponsored and non-sponsored research activity must comply with federal regulations and state statutes in regard to disclosing, managing, and reporting significant financial interests. All employees engaging in research must annually or within 30 days of discovering, acquiring, or committing to a new financial interest or commitment, report potential conflicts of interest or commitment, or the appearance of a conflict. University faculty members, Executive Service employees, postdoctoral associates, Administrative and Professional employees, University Support Personnel System employees, Other Personnel Support employees, and affiliates responsible for the design, conduct, or reporting of research must complete conflict of interest training prior to engaging in research. Training must occur at least once every four years or sooner if an applicable change occurs. The Office of Research & Commercialization is charged with oversight of the conflict of interest and commitment program for research and is responsible for applicable policies, procedures, guidelines, and training to communicate the program requirements. In addition, the Office of Research & Commercialization is responsible for the review of disclosures and, when applicable, the review and approval of monitoring and management plans. The Office of Faculty Relations is charged with the oversight of the academic conflict of interest and commitment program.

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Contracts, Grants, and Purchasing

> 3-107.1 Procurement, Use, and Possession of Hazardous Materials and Radiation-Producing Equipment


POLICY STATEMENT:
The Department of Environmental Health and Safety (EHS) is the designated authority for compliance with applicable hazardous materials and radiation-producing equipment regulations. Individuals acting on behalf of the university are responsible for the proper procurement, use, storage, security, record keeping, compliance, and any other requirements related to hazardous materials and radiation-producing equipment.

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> 3-302 Printing Services


POLICY STATEMENT:
Business Services administers printing services operations through the UCF Printing Services department. To ensure quality control and the consistent image of the university, all external print jobs must be forwarded to Printing Services for quotation and execution.

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Advancement and Development

> 2-202.1 UCF Foundation Solicitation of Charitable Gifts


POLICY STATEMENT:
Fund-raising encompasses all gift solicitations on behalf of the university and generally supports and encourages both unrestricted gifts to the university and designated gifts to academic and other university programs. All gifts designated to benefit the university will be directed to the University of Central Florida Foundation. Development employees who regularly solicit gifts on behalf of the university report to the Vice President for Alumni Relations and Development. No solicitation can be made by any other individual for charitable contributions to the university without prior authorization from the Vice President for Alumni Relations and Development, or designee, for solicitations in excess of $5,000 or which involve a cost to the university. Development employees are held to the highest standards of ethical conduct in fund-raising, are trained and educated in ethical fundraising standards and principles, and are provided with resources to remain familiar with professional standards, including the Council for Advancement and Support of Education (CASE) Code of Ethics, the CASE Donor Bill of Rights, and the CASE Principles of Practice for Fundraising Professionals at Educational Institution.


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> 2-206.1 UCF Foundation Donor Recognition


POLICY STATEMENT:
The Foundation is responsible for the applicable donor recognition for gifts to the Foundation to benefit the university. It is the Foundation’s policy to recognize donors in a timely and consistent manner. See the Foundation’s Donor Recognition Policies for additional details.

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> 6-002 News Releases and Media Relations


POLICY STATEMENT:
To promote a consistent message in the news media, the University of Central Florida has designated the Office of News and Information to serve as the primary contact for news media issues and for coordinating the dissemination of news information to the public. The office is staffed to assist university organizations and individuals in their relationships with the news media and is responsible for ensuring university-wide compliance with this policy.

In addition, the University of Central Florida expects that university employees, boosters, donors, and volunteers will make clear when communicating individual viewpoints or opinions to news media that such viewpoints or opinions are not those of the university, unless the individual has been authorized by the university to speak on its behalf.

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Facilities and Safety

> 3-100.1 Building Evacuation


POLICY STATEMENT:
Occupants of university buildings must evacuate when alarms are sounded or when emergency authorities or the building manager initiate evacuation. While employees should not endanger themselves during evacuations, they should assist with the evacuation of others who require assistance and should be aware of building exits.

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> 3-101 Building Coordinators


POLICY STATEMENT:
Each university building shall have a designated building coordinator who facilitates communications with building occupants and campus administrative offices regarding general building issues.

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> 3-103.1 Fishing on UCF Properties


POLICY STATEMENT:
The University of Central Florida does not permit fishing in any body of water located within the physical boundaries of the campuses.

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> 3-104.2 Display of Flags


POLICY STATEMENT:
A combination of custom and law governs the use of federal and state flags. It is the policy of UCF to ensure that flags displayed on UCF campuses are displayed in accordance with all laws and with generally accepted flag etiquette to ensure proper respect.

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> 3-108 Safe Combinations and Access


POLICY STATEMENT:
Combinations for all designated safes equipped with combination locks should be kept in the office of the Physical Plant Locksmith.

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> 3-109 University Building and Fire Code Compliance


POLICY STATEMENT:
All renovations, remodels, additions, alterations, or new construction on any UCF campus, whether done by internal or external entities, must be approved by the Environmental Health and Safety Building Code Administrator to ensure compliance with building and fire codes. The Environmental Health & Safety Building Code Administrator is the university authority for all building code issues at the university. The Environmental Health & Safety Fire Safety Coordinator is the UCF liaison with the State Fire Marshal, who is the legal authority for all fire code issues.

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> 3-110 University Casualty and Property Insurance


POLICY STATEMENT:
It is UCF policy to retain appropriate property and casualty insurance policies to protect the university, its buildings and property. Environmental Health & Safety (EH&S) is the designated department responsible for the oversight of these policies. University departments may not, on their own, purchase insurance policies on the open market; but they are encouraged to work with EH&S to ensure that insurance policies are secured. EH&S manages neither personal insurance accounts for staff or students nor maintenance agreements for equipment.

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> 3-111 Energy Sustainability


POLICY STATEMENT:
The Sustainability & Energy Management Department is the UCF point of contact and liaison for all federal, state, local, and State University System energy conservation and sustainability initiatives. All new building construction, renovations, remodels, additions, or alterations on any UCF campus, whether done by internal or external entities, must be approved by the Director of Sustainability & Energy Management and must comply with the requirements outlined in this policy. Additionally, requirements involving energy conservation are to be followed by all university members, including students, staff, faculty, visiting scholars, and campus visitors.

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> 3-115.1 Alcoholic Beverages on Campus


POLICY STATEMENT:
In accordance with Regulation UCF-4.035, the University of Central Florida prohibits the unsafe or unlawful service, distribution, possession, or consumption of alcoholic beverages on campus. Members of the university community, vendors, and visitors are obligated to adhere to the requirements of state statutes, local ordinances, and university regulations and policies that regulate the service, possession, and consumption of alcoholic beverages. The university will cooperate in the enforcement of these legal requirements.

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> 3-116 Emergency Notification (UCF ALERT System)


POLICY STATEMENT:
Only authorized personnel can operate, activate, or de-activate the UCF ALERT System.

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> 3-117 Continuity of Operations (COOP)


POLICY STATEMENT:
The University of Central Florida, as a recipient of Department of Homeland Security funds, is required to submit annually all COOP Plans to the FDEM for review. It is the policy of the State of Florida, and thereby the University of Central Florida, to be prepared to respond to any emergency or threat thereof that may disrupt operations.

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> 3-119.1 Weapons on University Property and at University Events


POLICY STATEMENT:
The University of Central Florida prohibits the possession, use, or storage of weapons on property owned or controlled by the University of Central Florida, including in a vehicle brought onto university property, on one’s person, or in one’s office or residence hall. Additionally, the University of Central Florida prohibits the possession, use, or storage of weapons at events sponsored or hosted by the University of Central Florida, except as outlined in this policy.

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> 3-122 Campus Safety and Health Policy


POLICY STATEMENT:
It is the policy of UCF to maintain a safe and healthy campus and to conduct all university-related activities in compliance with applicable requirements for safety and health from federal, state, or local agencies. Observing campus safety and health policies and procedures is the responsibility of every member of the university community. Supervisors have an elevated responsibility to ensure all individuals under their direction have the necessary knowledge, skills, and training to perform or participate in university-related activities. The Department of Environmental Health and Safety (EH&S) is the designated office at UCF in charge of administration of and compliance with all health and safety regulations.

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> 3-123 University Landscape Planning, Design, and Installation


POLICY STATEMENT:
The Department of Landscape and Natural Resources (LNR) is the UCF point of contact and liaison for all campus landscape design, irrigation design and construction, and plant installation. Landscape or hardscape features related to new building construction, renovations, remodels, additions, and alterations, whether done by internal or external entities, must be reviewed by the director of Landscape and Natural Resources or the director’s designee. This review serves to ensure that all projects comply with existing standards, operational procedures, and specifications outlined in this policy, and that any deviations from existing standards receive appropriate review and approval.

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> 3-400.2 Non-Research Animals on Campus


POLICY STATEMENT:
To ensure a safe and healthy environment for the university community it is the policy of the university to maintain animal control. As such, an animal must be under physical restraint and attended at all times to be allowed on campus. An individual who brings an animal onto university property or property controlled by the university is responsible for damage or injury caused by that animal and appropriate disposal of animal waste. If an animal disrupts the campus educational process, administrative process, or other campus functions, the owner or responsible party must remove the animal from campus immediately. With the exception of service animals and those animals excluded by this policy, animals are not allowed in university buildings. The abandonment of animals on any UCF campus is strictly prohibited.

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> 3-401 Bomb Threat or Suspicious Package


POLICY STATEMENT:
UCF is committed to providing and maintaining a safe campus environment for faculty, staff, students, and the community. Members of the university community are expected to report suspicious activities immediately to the UCF Police Department (911), and must understand and follow basic emergency procedures when confronted with suspicious substances or packages, such as Improvised Explosive Devices (IED), or bomb threats. All personnel must be familiar with the UCF Bomb Threat Plan and the UCF Building Evacuation Policy and Procedure.

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> 3-506 Missing Student Notifications


POLICY STATEMENT:
It is the policy of the University of Central Florida that the UCF Police Department will generate a missing person report and initiate an investigation immediately upon receipt of notification that a student who resides in on-campus student housing may be missing. After investigating a missing person report and determining that the student has been missing for 24 hours, and no later than 24 hours after the student is determined to be missing, UCF will notify the students’ designated missing person contact.

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> 3-507 Designation of Personnel for Emergencies


POLICY STATEMENT:
The University of Central Florida (UCF) makes safety for our university community a top priority. When interruptions in normal university operations occur as a result of an emergency, the university will exercise efficient use of its resources to ensure the safety and welfare of the university community, continuity of key operations, and the protection of university property. To accomplish this, UCF has identified four distinct categories of designated personnel who may be needed to perform duties on campus during an interruption in normal operations: First Responders, Critical Personnel, Essential Personnel, and Continuity Personnel. Designated personnel must complete training, maintain personal emergency plans, and are required to report to work when notified. Faculty, staff, and contracted employees not designated in these categories are expected to listen to and comply with requests from designated personnel and should not report to campus during emergencies unless authorized or notified. Failure to comply with this policy may result in appropriate disciplinary action up to, and including termination.

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Financial

> 2-205.1 Spending of UCF Foundation Funds


POLICY STATEMENT:
All persons expending Foundation funds will ensure the purpose of all expenditures is to benefit the university. In addition, payments from Foundation funds will be consistent with applicable donor restrictions and comply with state and federal regulations and Foundation policies.

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> 3-113 Investments


POLICY STATEMENT:
The university establishes its investment parameters in accordance with sections 1011.42(5) and 218.415, Florida Statutes, and the UCF Investment Policy Manual. The vice president for administration and finance or designee will consolidate, where practicable and allowable, cash balances and investments from all funds covered by this policy to minimize risk exposure and maintain liquidity while maximizing investment earnings.

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> 3-121 Electronic Funds Transfer Policy


POLICY STATEMENT:
The Controller’s office is responsible for the daily management of university bank balances and the general oversight of Electronic Funds Transfer (EFT) activity. All university employees involved with direct deposits and payment of funds transmitted electronically are required to comply with the UCF Electronic Funds Transfer Procedure Manual. This policy is adopted pursuant to Florida Statute 1010.11 and sets forth the university’s written policies prescribing a system of accounting, internal controls, and operational procedures for the execution of EFTs.

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> 3-200.1 Receipt and Deposit of Funds by Departments; Types of Funds Accepted


POLICY STATEMENT:
The University Controller’s office is the only entity authorized to establish bank accounts or other financial relationships in the university’s name and is the designated custodian of all university funds. Departments are prohibited from depositing university funds in outside financial institutions. Departments that have demonstrated a valid business purpose for receiving funds should seek approval from Finance and Accounting prior to receiving funds. Finance and Accounting is responsible for ensuring that departments are authorized to collect funds and that department personnel have been properly trained in the receipt and handling of funds. Departmental management is responsible for implementing proper collection practices and internal controls.

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> 3-205.1 Reimbursement for Travel Expenses


POLICY STATEMENT:
Subject to appropriate documentation, university approvals, and state-imposed limits, the university will pay reasonable and necessary travel and conference expenses incurred as a result of official university business. Accordingly, all official University of Central Florida travel should be planned so the best interests of the university are served at the most reasonable costs.

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> 3-206.4 Credit Card Merchant Policy


POLICY STATEMENT:
University merchants are required to comply with the procedures contained within the online UCF Credit Card Merchant Procedures Manual. These procedures are designed to protect cardholder data; maximize the university’s compliance with its merchant services provider contract, which includes compliance with the Payment Card Industry’s Data Security Standards (PCI DSS) and the various credit card brand standards; and to ensure appropriate integration with the university’s financial and other systems. Each university merchant’s dean, director or chair (DDC) or their appropriate designee is responsible for compliance with this policy and the related procedures in the “UCF Credit Card Merchant Procedures Manual.” The person assigned as the appropriate designee must have a sufficient level of management authority within the department.

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> 3-207.1 Departmental Authorization Lists


POLICY STATEMENT:
Individuals authorized to perform financial functions for assigned departments and projects must be listed on the DAL. The DAL must be verified annually and updated timely whenever staff changes occur.

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> 3-209.1 Concessions Funds


POLICY STATEMENT:
The University of Central Florida Concession Fund derives its income from commissions earned on receipts from vending machines on campus. Concession funds may be expended for general purposes that serve the higher education interests of the university. A concession fund budget is approved annually. The budget may be allocated for authorized expenditures by the president to the vice presidents, deans, and others as selected by the president.

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Technology and Communications

> 4-001.1 Retention Requirements for Electronic Mail


POLICY STATEMENT:
All documents and other written materials that are made or received pursuant to law or that are made or received in the transaction of official university business are public records, which, regardless of form, must be retained and made available for public inspection upon request, unless an exemption applies. Electronic mail messages qualify as public records if they meet these criteria. Florida's public records law offers a challenge to the use of email because often email is exceptionally informal. Official email, whether public or transitory, should be deleted only after it has been retained for the correct period of time as determined by the retention schedule. Each employee is responsible for ensuring that the employee’s email is managed in compliance with the public records law, including retention requirements.

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> 4-002.1 Use of Information Technologies and Resources


POLICY STATEMENT:
The University of Central Florida's computing and telecommunications resources provide a wide range of capabilities for students and employees to communicate, store, and process information that is essential to the academic, research, and administrative functions of the university. It is the policy of the University of Central Florida that all students and employees use these resources ethically, responsibly, and in compliance with all applicable federal and state laws, university policies, and as prescribed by this policy’s procedures.

Any violation of this policy and procedures may result in immediate loss of network and computer access privileges, seizure of equipment, or removal of inappropriate information posted on university-owned computers or university-supported Internet sites. In addition to these corrective actions, failure to comply with this policy and procedures may result in disciplinary action up to and including termination.

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> 4-003.1 Telecommunications Services


POLICY STATEMENT:
University telecommunication services are administered by the Department of Computer Services and Telecommunications (CS&T). CS&T is the solely authorized provider of telecommunications services for the university. Telecommunications services include but are not limited to telephony, data network (Local Area Network), data circuits (Wide Area Network), cable TV, smartphone support, infrastructure cabling, Internet service, Internet2, Florida LambdaRail, E911, Digital Antenna Systems (DAS), and two-way radio communications. No communications systems or services may be interconnected with UCF communication systems or provided to the university as an enterprise solution without the prior approval of CS&T.

Any violation of this policy and procedures may result in immediate loss of network and computer access privileges, seizure of equipment, or removal of inappropriate information posted on university-owned computers or university-supported Internet sites. In addition to these corrective actions, failure to comply with this policy and procedures may result in disciplinary action up to and including termination.

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> 4-005.1 University Archives


POLICY STATEMENT:
It is the policy of the University of Central Florida to preserve the institutional memory of the university by maintaining a complete archive of its history and accomplishments and to preserve that history in the University Archives.

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> 4-006.1 Broadcast Distribution of Electronic Mail


POLICY STATEMENT:
Authorization to distribute a broadcast electronic mail message may be granted only by the president, the provost, a university vice president, the UCF Police, the Department of News and Information, Information Technologies & Resources, or the UCF Office of Environmental Health & Safety. Broadcast electronic mail must be limited to messages that are timely and of great importance to the campus community.


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> 4-007 Security of Mobile Computing, Data Storage, and Communication Devices


POLICY STATEMENT:
It is the policy of the University of Central Florida to protect assets, such as mobile computing and communication devices, from loss or theft and to protect restricted data that may reside in such devices from unauthorized access.

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> 4-008 Data Classification and Protection


POLICY STATEMENT:
Data are critical assets of the university. All members of the university community have a responsibility to protect the confidentiality, integrity, and availability of data generated, accessed, modified, transmitted, stored, or used by the university, irrespective of the medium on which the data resides, such as electronic, paper, or other physical form. It is the policy of the University of Central Florida to classify types of data in use at the university and to provide the appropriate levels of information security and protection.

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> 4-009.2 Cellular Telephone Acquisition and Use


POLICY STATEMENT:
Employees whose job requires them to use a cell phone for university business, as outlined in this policy, will be eligible to receive an allowance for the purchase of a cell phone and a monthly reimbursement for the cost of cell phone service, a university-provided cell phone in lieu of receiving reimbursement for using a personal cell phone service, or reimbursement for business calls made with an employee-owned cell phone.

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> 4-010 Student Email Policy


POLICY STATEMENT:
Electronic mail is a timely and effective means of communicating with students. All university employees and offices that use electronic mail to send official communications to students will use the students’ Knights E-mail addresses.

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> 4-011 Radio Frequency Spectrum


POLICY STATEMENT:
Radio frequency spectrum is a critical resource that must be managed to eliminate or reduce interference that can cause service degradation of communication systems or devices. All acquisitions of devices or systems that radiate or receive radio frequency energy by university entities must be approved by UCF Computer Services & Telecommunications to provide spectrum coordination and avoid radio frequency interference. Computer Services & Telecommunications is the authority for university radio frequency spectrum management. This office is also the UCF liaison with the Federal Communications Commission and other governmental authorities.

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> 4-012 Collection and Use of Social Security Numbers


POLICY STATEMENT:
The University of Central Florida is committed to ensuring the privacy of confidential information it collects and maintains on students, employees, and others. Social Security Numbers are sensitive data that are required by many university business processes but whose misuse or inadvertent disclosure can pose privacy risks to individuals as well as compliance or reputational risks to the university. It is the policy of UCF to request and use SSNs only as required for the performance of the university’s duties and responsibilities and to secure this information from inappropriate release or disclosure.

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> 4-013 Communications Room and Telecommunications Utility Vault Security and Access


POLICY STATEMENT:
All communications rooms and telecommunications utility vaults, as defined below, are to be secured and used exclusively for university enterprise voice, data, and CATV services and the supporting cabling and electronics infrastructure. The university’s enterprise communications networks support critical applications and services including telephony, wired and wireless data, CATV, and life safety applications. Communications rooms must not be used for storage of non-enterprise communications hardware or material. Any activity in these rooms (MDF and IDF) not conducted or approved by Computer Services & Telecommunications (CS&T) can result in loss or impairment of these critical services or compromise information security.

All communications rooms must be locked at all times. The rooms are under the control and management of CS&T and are to be secured by university-approved locking devices. If a mechanical lock is used, it must have a Great Grand Master (GGM) core. Communications rooms shared by Facilities and Safety (electrical, HVAC, and custodial) will be secured in a manner mutually agreed upon by CS&T and Facilities and Safety.

CS&T is responsible for managing access to all telecommunications rooms. CS&T will facilitate any access control changes for any locking device or access to a communications room door using standard university procedures. Tampering with telecommunications equipment will result in appropriate disciplinary action.

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Research

> 4-202.1 Human Research Protections


POLICY STATEMENT:
All research conducted by the university’s faculty members, staff members, and students that meets the federal definition of human subjects research must be reviewed and approved by the UCF Institutional Review Board, or its designated reviewing authority, prior to any research engagement with human participants. Entities and/or individuals outside of the university engaged (conducting or supporting) in human subjects research in collaboration with university investigators must have an assurance or other acceptable means of compliance approved by the Office for Human Research Protections (OHRP) within the US Public Health Service (e.g., Individual Investigator Agreement).


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> 4-209 Export Control Policy


POLICY STATEMENT:
The University of Central Florida is committed to compliance with federal export control laws, regulations, and sanctions. The Office of Research & Commercialization (ORC) is the designated authority charged with compliance oversight of U.S. export control requirements for sponsored program activities and has final authority on such matters. Individuals acting on behalf of the university are responsible for the proper handling, transfer, access, storage, control and dissemination of export controlled hardware, software, information, technology, and technical data to destinations and persons outside of the U.S., as well as in some cases, to foreign nationals at the university engaged in instruction, conducting research, or providing service activities.

The Office of Research Compliance, a unit within the ORC, is the functional administrative unit charged with the responsibility for oversight of compliance and recordkeeping of all applicable exports and regulated transactions with sanctioned individuals, entities, and countries. UCF personnel are responsible to adhere to the protocols, policies, and procedures issued by the Office of Research Compliance when export or trade sanction regulations apply and must properly handle export controlled hardware, software, information, technology, or technical data by regulating access, use, storage, and disposal.

The civil and criminal penalties associated with violating export control regulations can be severe, ranging from administrative sanctions including loss of research funding to monetary penalties to imprisonment for individuals. Anyone found to have engaged in conduct contrary to this policy is subject to disciplinary action by the university up to and including dismissal or expulsion and civil or criminal prosecution.


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> 4-211 Research Misconduct Policy


POLICY STATEMENT:
University faculty members, staff members, students, and affiliates will not fabricate, falsify, or plagiarize in proposing, performing, or reviewing research, or in reporting research results. The university and its faculty members, staff members , students, and affiliates engaged in research activity will fully comply with federal agency regulations, state ethical statutes, and university policies and procedures in conducting research and will report allegations of research misconduct to the research integrity officer for review. University faculty members, staff members, and students responsible for the design, conduct, or reporting of the research must meet federal and university research misconduct training requirements. The university will foster research integrity by providing research misconduct training to faculty members, staff members, and students engaged in research activity, and informing them of the university’s policies and procedures regarding responsible conduct in research.


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> 4-504.2 Reporting a Potential Conflict of Interest or Conflict of Commitment in Research


POLICY STATEMENT:
University faculty members, Executive Service employees, postdoctoral associates, Administrative and Professional employees, University Support Personnel System employees, Other Personnel Support employees, and affiliates engaged in both sponsored and non-sponsored research, must disclose conflicts of commitment, outside activity, and financial conflicts of interest to designated officials. All university employees (including students) and affiliates planning to participate in or are participating in sponsored and non-sponsored research activity must comply with federal regulations and state statutes in regard to disclosing, managing, and reporting significant financial interests. All employees engaging in research must annually or within 30 days of discovering, acquiring, or committing to a new financial interest or commitment, report potential conflicts of interest or commitment, or the appearance of a conflict. University faculty members, Executive Service employees, postdoctoral associates, Administrative and Professional employees, University Support Personnel System employees, Other Personnel Support employees, and affiliates responsible for the design, conduct, or reporting of research must complete conflict of interest training prior to engaging in research. Training must occur at least once every four years or sooner if an applicable change occurs. The Office of Research & Commercialization is charged with oversight of the conflict of interest and commitment program for research and is responsible for applicable policies, procedures, guidelines, and training to communicate the program requirements. In addition, the Office of Research & Commercialization is responsible for the review of disclosures and, when applicable, the review and approval of monitoring and management plans. The Office of Faculty Relations is charged with the oversight of the academic conflict of interest and commitment program.

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Academic Affairs

> 2-902 Study Abroad Programs


POLICY STATEMENT:
The UCF Office of International Studies is responsible for the administration and overall management of UCF study abroad programs and must approve all study abroad programs prior to travel abroad. The Office of International Studies shall establish procedures relating to the safety and welfare of the students, faculty members, and staff members; uniform compliance with applicable laws; consistency with UCF policies and regulations; and furtherance of the UCF mission and goals.

The University of Central Florida Policies and Procedures Manual is the official repository of university policies and related procedures. It may be reviewed online at http://www.policies.ucf.edu.

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> 2-903 Travel to Restricted Destinations


POLICY STATEMENT:
Travel to countries for which a U.S. Department of State travel warning has been issued and for which university funds will be used or academic credit provided must have prior approval by the Provost or designee.

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> 4-400.2 Final Exams


POLICY STATEMENT:
A final examination should be given in each course that is taught. In courses in which a final exam per se may be inappropriate, an alternative final assessment may be used. Regardless of the type of mechanism employed for final assessment, each faculty member will meet with his or her class for the scheduled number of sessions as published in the university calendar and semester schedule, including the final examination period.

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> 4-401.1 Make-Up Assignments For Authorized University Events or Co-curricular Activities


POLICY STATEMENT:
Students are frequently asked to represent the university in authorized events and activities. In some cases, this participation conflicts with the students' course assignments and requirements. It is university policy that faculty members offer a reasonable opportunity for such students to complete missed classroom deadlines or assignments, including written or oral examinations, quizzes, term papers, or other assignments. Furthermore, the make-up assignment and grading scale should be equivalent to the missed assignment and its grading scale. No penalty due to absence may be applied to these make-up assignments.

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> 4-402 Grading Policy


POLICY STATEMENT:
It is the policy of the University of Central Florida to allow faculty members to award plus and minus grades in undergraduate and graduate classes.

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> 4-403 Course Syllabi


POLICY STATEMENT:
Syllabi inform students about what is expected of them to meet course requirements and must be disseminated to students in all courses in an appropriate written form e.g., hard copy or Web version. Syllabi may be among the materials used to evaluate a faculty member’s teaching effectiveness. In addition, the Southern Association of Colleges and Schools Criteria for Accreditation require that a syllabus be placed on file in the department for each course taught and that (s)tudents must be provided written information about the goals and requirements of each course, the nature of the course content, and the methods of evaluation to be employed.

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> 4-405.1 Coursepacks


POLICY STATEMENT:
The university will make all coursepack materials available for purchase in the UCF Bookstore for the benefit of students.

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Student Affairs

> 3-115.1 Alcoholic Beverages on Campus


POLICY STATEMENT:
In accordance with Regulation UCF-4.035, the University of Central Florida prohibits the unsafe or unlawful service, distribution, possession, or consumption of alcoholic beverages on campus. Members of the university community, vendors, and visitors are obligated to adhere to the requirements of state statutes, local ordinances, and university regulations and policies that regulate the service, possession, and consumption of alcoholic beverages. The university will cooperate in the enforcement of these legal requirements.

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> 3-119.1 Weapons on University Property and at University Events


POLICY STATEMENT:
The University of Central Florida prohibits the possession, use, or storage of weapons on property owned or controlled by the University of Central Florida, including in a vehicle brought onto university property, on one’s person, or in one’s office or residence hall. Additionally, the University of Central Florida prohibits the possession, use, or storage of weapons at events sponsored or hosted by the University of Central Florida, except as outlined in this policy.

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> 4-300.1 SEVIS Compliance


POLICY STATEMENT:
The University of Central Florida complies with all federal statutory and regulatory requirements related to international students with F-1 visas and their dependents and related to international students and scholars with J-1 visas and their dependents, including compliance with the requirements to participate in the Student and Exchange Visitor Information System established by the United States Immigration and Customs Enforcement office.

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> 4-404 Awarding of Degrees Posthumously


POLICY STATEMENT:
A student who dies while actively pursuing an undergraduate degree may be considered for a posthumous undergraduate degree if he or she is in good academic standing at the time of death, has a 2.0 grade point average or better, and is within at least 15 semester hours or the final term of completion of all requirements for the degree.

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> 4-406 Degree Revocation


POLICY STATEMENT:
The University of Central Florida reserves the right to revoke any UCF degree awarded to any student. Reasons for degree revocation may include academic dishonesty, grade change, administrative error, disciplinary misconduct, or student request.

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> 6-001 Financial Assistance for Students


POLICY STATEMENT:
The Office of Student Financial Assistance is responsible for the coordination of all federal, state, private, and institutional financial resources for students.

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Faculty Affairs

> 4-202.1 Human Research Protections


POLICY STATEMENT:
All research conducted by the university’s faculty members, staff members, and students that meets the federal definition of human subjects research must be reviewed and approved by the UCF Institutional Review Board, or its designated reviewing authority, prior to any research engagement with human participants. Entities and/or individuals outside of the university engaged (conducting or supporting) in human subjects research in collaboration with university investigators must have an assurance or other acceptable means of compliance approved by the Office for Human Research Protections (OHRP) within the US Public Health Service (e.g., Individual Investigator Agreement).

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> 4-500 Non-Unit Faculty Evaluation


POLICY STATEMENT:
Non-unit faculty members in full-time, benefits-accruing positions shall be evaluated by their supervisor at least annually on their overall performance in fulfilling their assigned responsibilities. Evaluations shall be considered in decisions relating to salary, retention, assignment, and promotion.

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> 4-502.1 Faculty Emeritus Status


POLICY STATEMENT:
Faculty who wish to be considered for emeritus status must be retiring or have retired from UCF, have been a permanent employee at UCF for a minimum of five years, have tenure at UCF, and have held the rank of professor or associate professor at UCF for a minimum of five years immediately prior to retirement.

Non-tenure track faculty who wish to be considered for emeritus status must be retiring or have retired from UCF, have been a permanent employee of UCF for a minimum of five years, and hold the rank of professor, associate professor, university librarian, or associate university librarian at UCF for a minimum of five years immediately prior to retirement.

An applicant for emeritus status must have made major professional contributions while at UCF, remained active, and achieved eminence so that the title Emeritus will be an honor to the individual and to the university.

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> 4-504.2 Reporting a Potential Conflict of Interest or Conflict of Commitment in Research


POLICY STATEMENT:
University faculty members, Executive Service employees, postdoctoral associates, Administrative and Professional employees, University Support Personnel System employees, Other Personnel Support employees, and affiliates engaged in both sponsored and non-sponsored research, must disclose conflicts of commitment, outside activity, and financial conflicts of interest to designated officials. All university employees (including students) and affiliates planning to participate in or are participating in sponsored and non-sponsored research activity must comply with federal regulations and state statutes in regard to disclosing, managing, and reporting significant financial interests. All employees engaging in research must annually or within 30 days of discovering, acquiring, or committing to a new financial interest or commitment, report potential conflicts of interest or commitment, or the appearance of a conflict. University faculty members, Executive Service employees, postdoctoral associates, Administrative and Professional employees, University Support Personnel System employees, Other Personnel Support employees, and affiliates responsible for the design, conduct, or reporting of research must complete conflict of interest training prior to engaging in research. Training must occur at least once every four years or sooner if an applicable change occurs. The Office of Research & Commercialization is charged with oversight of the conflict of interest and commitment program for research and is responsible for applicable policies, procedures, guidelines, and training to communicate the program requirements. In addition, the Office of Research & Commercialization is responsible for the review of disclosures and, when applicable, the review and approval of monitoring and management plans. The Office of Faculty Relations is charged with the oversight of the academic conflict of interest and commitment program.

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> 4-505 Reporting of Substantive Change


POLICY STATEMENT:
The University of Central Florida maintains compliance with the Southern Association of Colleges and Schools Commission on Colleges of the (SACS-COC) policy, Substantive Change for Accredited Institutions of the Commission on Colleges, through the appropriate and timely reporting on areas of substantive change.

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