Subject: Distribution and Use of Policies and Procedures
            Number: 100
            Issued by: Ms. Virginia Steel, Vice Chancellor for Business and Finance
            Date: July 15, 2005 (rev.)

1. This Policies and Procedures Manual is a compilation of official policies and procedures that apply to all faculty and staff on the Aiken campus. As of July 1,1990, this manual supersedes any previously issued USCA Policies and Procedures Manual.
2. Policies and procedures that are printed in the Faculty Manual, the Undergraduate Bulletin, and the Student Policies Manual are not duplicated here.
3. Revisions to the policies and procedures or new policies and/or procedures may be issued at any time by the Vice/Associate Chancellor promulgating the policy and shall be effective on the date of issue. Each new or revised policy should be put in Word format (latest used version) on a disk and given to the Finance Office. The Vice Chancellor for Business and Finance will notify the campus via e-mail when new or revised policies are issued.

4. The official version of the Policies and Procedures will be maintained by the Vice Chancellor for Business and Finance.

SUBJECT: Printing

Number: l01
Issued by: Jeff Jenik, Director of Campus Support Services
Date: June 28, 2000

Printing & Photocopying Policies:

 
1. Convenience Copiers (1-50 copies): These are the copiers that are located in various administrative areas and usually are used by multiple departments. The machines are operated by a control pad that track department and individual usage. Users are billed at the  rate of $.0425/copy. This cost includes paper.
2. Copy Center (recommended for 51-200 copies): A high-speed copier located in the Supply & Maintenance Bldg. Room #108. This
machine is to be used for orders that cannot be sent to USC Printing. The price schedule is attached.
3. USC Printing: USCA has an agreement with USC Printing to provide a wide range of printing & duplicating services. A price list for some of those services is attached. Only jobs that cannot be printed by USC Printing can be procured from an outside source.
4. Outside Vendors: Printing services not readily available from USC Printing may be obtained from local printing companies.
Departments MUST work with the Office of External Affairs to design the publication & obtain printing estimates.

Procedures

    A. Convenience Copiers
 

  1.  For paper or to add/delete an operator code, please call the Purchasing Office-ext. # 3253
  2.  For service please call the XEROX service number located on the copier.

     B. Copy Center
 

1.Prepare a Request for Photocopying form and deliver both copies along with material to be duplicated to the Copy Center.  Requests can also be made via e-mail.  Instructions can be obtained through the Purchasing office.
2. Material will generally be processed between 10:00 a.m. &2:00 p.m. Please call to schedule. Turnaround time for completion will normally be 24 hours.
3. The Copy Center will only process "copier ready" material on 8.5 x 11 or 8.5 x 14 white 20lb bond paper.

     C. USC Printing
 

 1. Complete Printing Request Form. Keep the last copy (goldenrod) for Dept. files. The canary copy will be returned showing the charges.
 2. Pick-Up & Delivery: USC Printing will pick-up/ deliver to the lobby of the Supply & Maintenance Bldg.  On  Monday, Wednesday  & Friday. between 9:00 & 10:00 a.m. Most jobs will be delivered to the department on the following shuttle with the exception of multi-color, large volume, detailed bindery, etc. Also, Friday pick-ups may not be returned until Wednesday. If you have, any questions concerning service or turn around please call USC Printing at 7-5146. Completed jobs will be delivered along with the normal material deliveries.
 3.Quick-Copy Jobs: Departments with frequent volume copy jobs may set up a blanket printing order. Submit a Printing Request indicating the beginning & ending date of the blanket order. Charges will only be billed at the end of the designated period. To use the blanket order you will use the Blanket Order Printing Request form.
 4. Electronic Submission: Departments with frequent volume copy jobs should work with the Office of External Affairs & the Purchasing Office to submit their work electronically to USC Printing. One-color (black ink only) copy jobs can be submitted to the Docutech printer at USC Printing.  Other copy/printing jobs can be submitted on disk or hard copy.

     D. Other

 
The Office of External Affairs will assist departments as needed with layout & design as well as consultation. All Publications and material intended for external audiences MUST be submitted to the Office of External Affairs for review prior to printing.
Office of External Affairs (Pickens-Salley House, ext.#3448):

Confidential Materials:

 Confidential materials such as tests will be returned in brown security paper. Please note on the Printing Request under additional information that this is confidential material. The request should be submitted in a sealed, confidential envelope addressed to USC Printing.
 

Letterhead, Envelopes & Business Cards:

The University has a standardized format for all letterhead, envelopes and business cards. To order please complete a Printing Request form and attach a sample with the correct information. USC Printing will fax you a proof to review before printing if there are any changes. Departments must use the regular Printing Request form, not a blanket order.

 
Paper Samples:

Paper sample books are available for review in the Purchasing Office & the Office of External Affairs.

 
Helpful Hints:

Blanket orders for printing should only be used by those departments that do high volume copying. (4 jobs per month).  To eliminate unnecessary paperwork, blanket orders should be set up for 6 or 12-month periods.
The Printing Request Forms may be handwritten. Please make sure that ALL copies of the forms are legible.
If you need a cost breakdown for a particular job, use the regular Printing Request Form.   Jobs that require additional services such as binding, folding, pre-press, etc. may require additional time. Please call USC Printing   (#7-5146) if you have questions.
Jobs submitted on the Friday shuttle most likely will be returned on Wednesday.

When sending material via inter-office mail, please clearly identify whether you are sending to USC Printing or to the USCA Copy Center.

SUBJECT: Advertising and Publications

Number: 102

Issued by: Dr. Deidre M. Martin, Assistant Chancellor of External Affairs and Special Projects

Date: May 16, 2001 (rev.)

The USC Aiken External Affairs Office is open from 8:00 a.m. until 5:00 p.m. Monday through Friday in the Pickens-Salley House. The goal of the USCA External Affairs Office is to effectively serve the campus by assisting faculty and staff with the production of materials that promote and accurately represent the University and its accreditation status. Services are provided by the External Affairs Office in the following areas: institutional advertising, publicity for university events, publication of brochures, flyers, etc. to promote campus activities, and publication of student recruitment materials.

INSTITUTIONAL ADVERTISING

The External Affairs office will, on an annual basis, plan, design and place advertisements for the purpose of advancing the image of the University and providing information to potential students. This advertising will be implemented based upon the annual marketing plan. The marketing plan will set forth the advertising goals and objectives of the Institution to conform to the estimated budget. This plan is written in coordination with the Assistant Chancellor for Enrollment Planning, the Director of Admissions, and the Marketing Advisory Committee and reviewed before implementation by the Chancellor. Specific statements about degree programs must receive approval by the academic department chair and Vice Chancellor for Academic Affairs.

The External Affairs Office will also work with faculty and staff to design and place advertisements, as needed, to promote specific campus activities (i.e. seminars, workshops, etc.). These advertisements should be approved by the Assistant Chancellor of External Affairs and Special Projects and must maintain the integrity and responsibility set forth by the University's institutional advertisements.

PUBLICITY FOR UNIVERSITY EVENTS

The External Affairs Office will work with faculty and staff to publicize events and activities on the campus, both internally and externally. This publicity may be in the form of press releases, press conferences, media kits, public service announcements on television, radio and cable, faculty and staff memos, listing on the University sign, Post Time Notes, flyers, brochures, etc. This publicity may also include photography services as provided by the External Affairs Office.

PUBLICATION OF BROCHURES, FLYERS, ETC.

The External Affairs Office will work with faculty and staff to produce publications needed to promote University programs, events and activities. This service can include copywriting, layout and design, and photography. The publication must be approved by the Department Head and the Assistant Chancellor of External Affairs and Special Projects and must maintain the integrity and responsibility of the University. The External Affairs office will also obtain bids and work with the selected printer until the publication's completion.

PUBLICATION OF STUDENT RECRUITMENT MATERIALS

The External Affairs Office will work with the Assistant Chancellor for Enrollment Management and the Director of Admissions (and other offices as appropriate) to produce materials needed for Student Recruitment activities. This service can include, but is not limited to, copywriting, layout and design, photography and printing of publications, scriptwriting of video materials, etc. The materials must maintain the integrity of the University. Recruitment materials should contain the following statement regarding the institution’s SACS accreditation and policies for affirmative action/equal opportunity.

The University of South Carolina Aiken is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools (1866 Southern Lane, Decatur, Georgia 30033-4097: Telephone number 404-679-4501) to award associate, baccalaureate, and master’s degrees.

The University of South Carolina Aiken provides affirmative action and adheres to the principle of equal educational and employment opportunity without regard to race, color, religion, sex, creed, national origin, age, disability or veteran status. This policy extends to all programs and activities supported by the University. The University of South Carolina has hereby designated as the Section 504 coordinator, the University Affirmative Action Officer located in the Human Services Division, University of South Carolina, Columbia, SC 29802. Any person who feels they qualify for special accommodations due to physical, learning or psychological disability should contact the Office of Disability Services at (803) 641 3609 for a free, confidential interview.
 

 

 

SUBJECT: USCA Outdoor Announcements Sign

Number: 103

Issued by: Dr. Deidre M. Martin, Assistant Chancellor of External Affairs and Special Projects

Date: August 6, 1999 (rev.)

 

 

The USC Aiken Outdoor Announcements Sign is the responsibility of the External Affairs office and is located on University Parkway in front of Parking Lot A.

 

Events critical to the operation of the campus, e.g., registration, special program announcement, etc., will receive priority consideration. other campus sanctioned units/organizations are eligible for using the sign on a first come, first served basis; however, announcements shouldn't remain posted for more than a two week period. Worthy community-wide service announcements will be accepted on a space-available basis.

 

PROCEDURE

 

1. A Form #54 must be submitted to the External Affairs Offices early as possible (at least two weeks prior to the event). Forms maybe obtained through the External Affairs Office.

 

2. The form shows the proposed announcement by lines on the sign. A maximum of six lines are available per sign with the capability of thirteen letters/spaces on each line. Abbreviations should be used whenever possible, e.g., Eth Ctr for Etherredge Center, SAC for Student Activities Center, and months of the year.

 

3. The individual or group submitting the request should note the ideal time for the sign to be put up and taken down.

 

 

SUBJECT: Sexual Harassment Policy

Number: 104

Date: 10/23/97

1. SEXUAL HARASSMENT

This policy is a USC policy for all campuses. The full text is found in EOP 1.02 of the

USC Policy and Procedures Manual.

 http://www.sc.edu/policies/eop102.html .

SUBJECT: Classified Employee Enrichment Fund

Number: 105

Issued by: CEA Executive Committee

Date: July 1, 1990

 

The Aiken Partnership of the University of South Carolina Aiken allocates money for Classified Employees Enrichment.

 

The Classified Employees Association Executive Committee and the Aiken Partnership Board agree that the requests for the funds will be competitive and will be judged on merit. The maximum amount of each award will be decided upon on an individual basis each year, depending upon the amount of money raised or allocated for this purpose. The funds will be equally divided between Fall and Spring semesters.

 

The Classified Employees Executive Committee is made up of the Chairman, Vice Chairman, Recorded and Nominating Chairperson of the Classified Employees Association. The Assistant Chancellor for Development will serve as an ex-officio member of the Classified Employees Enrichment Fund Committee.

 

GUIDELINES

 

l. Applications will be accepted from permanent classified employees contributing to the annual Family Fund.

2. Applications for reimbursement through the Classified Employees Enrichment Fund will be classified under three headings:

(a) Travel to professional meetings

(b) Seminars and workshops fees

(c) Tuition and book reimbursement for undergraduate and graduate courses at USCA and other area institutions of higher learning limit one course per academic year and a passing grade in the course must be attained).

 

3. Applications for the Classified Employee Enrichment Fund should be submitted to the Chairman of the Classified Employees Association Executive Committee at least two weeks in advance of the anticipated travel, seminar or workshop or at the completion of a undergraduate or graduate course.

 

 

Application PROCESS

 

Application for the Classified Employee Enrichment Fund should include:

 

1. A memo addressed to the Classified Employees Association Executive Committee of no more than two pages in length. The memo should provide the committee with all pertinent information as well as a statement regarding how the professional meeting, workshop, seminar or course will benefit the applicant's job performance.

2. Copies of other support documents such as brochures announcing seminars or courses of study or letters of invitation to speak at a professional meeting.

3. Receipts for the expenses of travel, workshops, seminars, or courses. In the case of professional meeting travel, a copy of the Travel Authorization Form (TA) should be submitted with the application. The original TA should be processed according to existing procedures prior to the time of travel.

 

 

DISBURSEMENT OF CLASSIFIED EMPLOYEES ENRICHMENT FUND

 

The applicant will be notified in writing of the committee's decision after the names of recipients have been considered and approved.

 

The Classified Employees Enrichment Fund will be disbursed by the USCA Development office after the approval of the request. After receiving written notification of the request's approval, the applicant should submit a copy of their receipts and/or TA for the total amount of his/her costs to the Administrative Assistant in the Development office. Checks from the Aiken Partnership will be made out to each recipient and will be distributed by the Development office.

 

 

 

SUBJECT: Classified Employees of the Year

Number: 106

Issued By: CEA Executive Committee

Date: March 31, 2008 (revised)
 

The Classified Employees of the Year will be selected on an annual basis to recognize outstanding classified employees at USCA. The four employees selected will receive a cash award and will be recognized at the Annual University Honors and Awards Convocation. Four Classified Employees will be selected. In addition, there will be one award for Community Service and one for University Service. (At the present time no funds have been allocated for the Community or University Service awards.)

Guidelines:

1. The criteria for selecting the four Classified Employees of the Year are as follows:

a. Must be employed by USCA for 2 years by January 1 of the award year

b. Diligence and initiative in their work

c. Cooperation with co-workers, students, etc.

d. This award will be based on Jan. 1 - Dec. 31 of the previous year only
 

2. Community Service criteria:

a. Must be employed by USCA for 2 years by January 1 of the award year

b. Name of organization, position held, and dates

c. Contributions (not monetary) to the organization
 

3. University Service criteria:

a. Must be employed by USCA for 2 years by January 1 of the award year

b. This award is to be based on services rendered during any period while employed by USCA

c. Dedication to USCA (positive approach to USCA life)

d. Service outside of immediate job duties (examples): committee memberships, volunteers for special USCA functions and events, and student activities

e. Significantly helps to enhance the image of USCA
 

4. Employees are not eligible for the same nomination for 2 years after receiving a cash award. Furthermore, employees are only eligible to win in one category a year.

Procedures for Employee of the Year Award

1. Nominations may come from any source other than self-nominations. Nominations are limited to one per award, therefore it is allowable for an individual to nominate up to four employees for Classified Employee of the Year, one for Community Service, and one for University Service.

2. The classified Employees Awards Committee will consist of the CEA Advisory Committee Members and one member appointed by the Executive Committee who will serve as a non-voting member to provide guidance to the committee.  This member will be knowledgeable of the award process.  The appointed person will be a CEA of the Year award recipient from the previous two years, therefore, being ineligible to receive the award.  If a member of the Advisory Committee is nominated for the CEA of the Year award, the Chair of the CEA will appoint another voting member (from the recipients of the previous two years).  If the Chair of the CEA is nominated for the award, the remaining non-nominated Executive Committee members will appoint voting member(s) if necessary.

3. The call for nominations, along with the name of the non-voting member, will be sent out to the campus the fourth Friday in January.  Nominations will be accepted through the second Friday in February and should be delivered to the Non-Voting member of the Awards Committee.  Nomination forms may be obtained through the CEA web page and will also be available in various locations around campus for those who do not have access to a computer.  Nomination forms will include the nominee's name and department along with the nominators' original signature.   Only official nomination forms will be accepted.

4.  The Non-Voting Member will receive and review the first two (2) nomination forms.  If more than two (2) nomination forms have been received for any one individual, the phrase "This individual has received more than two (2) nomination forms" will be placed on that individuals forms that the committees will review.

5.  The nomination forms will be reviewed by the non-voting CEA Awards Committee member and the Human Resource Director to make sure they meet the following criteria prior to being forwarded to the Employee Awards Committee for their selections: 

A.  Candidate must be an employee of USCA for two (2) years by January 1 of the award year.  (Example: the call goes out in January 2007 for CEA of the Year for 2006.  An employee would have to be employed by January 1, 2004 to be considered eligible.)   

B.  No employee who has received an award may be considered for the same award for two (2) years.

6.  Nominees will be notified in writing and asked to submit a description of their job responsibilities and have their immediate supervisor submit a letter of support. 

The statement from the nominee will include a brief job description and any accomplishments that pertain to their job duties.  The letter will have a minimum of 100 words, but no more than 250 words.

The supervisor letter will include a detailed description of the employee’s performance.  The letter may also include any accomplishments pertaining to employee’s job and how the employee exemplifies the values of the University (collegiality, character, citizenship and a high quality learning environment). This letter should be no more than 250 words.  The notifications will include a deadline for these descriptions, and letters of support which will allow ample time for the completion of the awarding process. 

7.  The nominee’s statement, the supervisor’s letter and nomination form(s) of the remaining nominee's will then be forwarded to the Employee Awards Committee who will choose no more than four (4) Classified Employees of the Year Recipients.   All decisions will be unbiased and there will be no influences on their decisions based upon the candidates department, title, age, race, or sex.  It is the responsibility of the Awards Committee to make all selections fair by using their best judgment in making these decisions.

Candidates will be rated on a scale of 1-5 with 5 being the strongest.  The Awards Committee will rate the candidates individually and separately from each other.  Upon completion of this process the non-voting member will tally the scores and meet with the committee to discuss the results. If the results conclude that there is a tie, the Awards Committee will make the final decision.

All decisions will be final.

 

SUBJECT: USCA Empowering Documents

Number: 107

Issued by: Dr. Robert E. Alexander, Chancellor

Date: July l, 1990

 

The text of the latest agreement which empowers the Aiken County Commission on Higher Education to form USCA is listed below. A copy of the actual signed agreement between the USC Board of Trustees and the Aiken County Commission on Higher Education is on file in the Chancellor's office.

 

This Agreement made and entered into this 13th day of August,l975, between the University of South Carolina, an educational institution and an agency of the State of South Carolina, hereinafter referred to as the University; and the Aiken County Commission on Higher Education, established by an act of the General Assembly of the State of South Carolina, hereinafter referred to as the Commission:

 

WITNESSED:

 

THAT WHEREAS, the Commission was created by #21-l099 of the1962 Code of Laws of South Carolina. as amended, for the express purpose of encouraging higher education in Aiken County and adjacent areas;

 

AND WHEREAS, the aforesaid Commission desires to contract for such services to be provided by the University;

 

AND WHEREAS, the University is desirous of servicing the citizens and people of the area served by the Commission.

 

NOW THEREFORE, in contemplation of the relationship between the parties to this Agreement and in consideration of the mutual covenants contained herein, the parties mutually agree as follows:

 

l. Laws Applicable

This Agreement is entered into in the County of Riceland, State of South Carolina, and is governed in accordance with the laws of South Carolina.

 

2. Responsibility for Policy and Procedure

2.1: The Board of Trustees of the University establishes all policies and procedures for the operation of Branches of the University including the University of South Carolina at Aiken.

 

2.2: The Commission may provide advice and make recommendations regarding the operation of the University of South Carolina at Aiken to the President and other officers of the University.

 

3. Establishment of a Four-Year Branch

3.1: The campus, having reached four-year status, is designated a Branch of the University and is removed from the Regional Campus System to the extent permitted by the laws of the State of South Carolina, the terms and covenants contained herein, and any future actions of the Board of Trustees.

 

3.2: The Board of Trustees will decide upon the title for the chief administrative officer for the Branch.

 

3.3: The President and the Board of Trustees of the University, in consultation with the Commission, will select the chief administrative officer of the Branch who will serve at the will of the President and the Board of Trustees.

 

4. Academic Programs

 

4.1: The University will provide courses for academic credit for which there is a reasonable demand at the University of South Carolina Aiken, such courses to include among others, four year programs of study which will lead to the granting, upon the successful completion of a prescribed course of study, of approved degrees.

 

4.2: The University through its President and its Vice President for Regional Campuses with the advice of the chief administrative officer for the University of South Carolina Aiken and the faculty of the University of South Carolina Aiken will, in their sole discretion, conduct and supervise the academic programs of the University of South Carolina Aiken and will establish the requirements for approved degrees at the University of South Carolina Aiken.

 

4.3: Establishment of new or additional educational programs or courses of study at the University of South Carolina Aiken will be implemented on approval by the University Board of Trustees and in accord with applicable State law and University policies.

 

5. Administrative and Instructional Services

 

5.l: The University will provide necessary administrative and instructional services required for the operation of the University of South Carolina Aiken.

 

5.2: The University will provide necessary supplies required for the normal operation and functioning of the University of South Carolina Aiken, such supplies to include, but not to be limited to, library books, expendable library supplies, instructional supplies, equipment and fixtures for offices, classrooms, laboratories and libraries, all of which supplies, equipment and fixtures shall be and remain property of the State of South Carolina.

 

5.3: The University of South Carolina Aiken will use the facilities and capabilities of the Columbia campus in providing support services, examples of such services to include but not to be limited to purchasing, accounting, legal counsel, academic planning, and personnel.

 

6. Faculty

 

6.1: The recruitment and employment of faculty is the responsibility of the administration of the University of South Carolina Aiken; but appointments to the teaching faculty at the University of South Carolina Aiken will require the approval of the Vice President for Regional Campuses of the University.

 

6.2: The granting of tenure to a faculty member of the University of South Carolina Aiken will only confer tenure in respect to the faculty of the University of South Carolina Aiken under policies set out in the Regional Campus Faculty Manual and as otherwise promulgated within the University.

 

7. Fiscal Responsibility

 

7.1: All funds appropriated or otherwise distributed by testate of South Carolina for the purposes of providing for the operation and development of the University of South Carolina Aiken will be under the direct control of the President and Board of Trustees of the University.

 

7.2: While the Commission may make recommendations and suggestions for the expenditure of funds the sole responsibility for and control of the expenditure of appropriated funds or other funds distributed by testate of South Carolina for operations of, and capital improvements upon, the University of South Carolina Aiken is vested in the President and the Board of Trustees of the University.

 

7.3: The Commission agrees that all requests for capital improvements to the University of South Carolina Aiken will be coordinated with the administration of the University.

 

7.4: The Commission agrees that no capital improvements will be made at the University of South Carolina Aiken with appropriated funds or funds otherwise distributed by the State of South Carolina until the property upon which the improvements will be constructed is conveyed tithe State of South Carolina by deed in fee simple, or, in the alternative, leased to the State of South Carolina on a long-term basis.

 

8. Facilities

 

The Commission agrees to provide and maintain suitable facilities for the programs provided by the University, to the extent that funds are available from the county government, and primary responsibility for care and maintenance of facilities shall lie with the Commission; but the University may supplement the efforts of the Commission in this regard on an occasional basis to the extent that funds may be available for this purpose. Insurance for the facilities shall be provided by the Commission through the State Insurance Sinking Fund.

 

SUBJECT: Operation and Maintenance of Physical Plant

Number: 108

Issued by: Mr. John Melrose, Director of Operations

Date: September 16, 1997
 
 

GENERAL.

The purpose of this policy is to establish facility related guidelines required to maintain quality work, study, recreation and leisure areas for students, faculty and staff.
 
 

SPECIFICS.

Use of Sidewalks. It is requested that sidewalks be used to get around the campus. Healthy

grass, shrubs and ground cover are needed to hold the sandy soil in place and to help beautify the campus. In addition, use of the sidewalks limits the amount of dirt and debris that is tracked into campus facilities, extending the life of floor coverings. Use of sidewalks reflects respect for campus facilities and results in improved landscaping and building condition.
 
 

Littering. Trash receptacles are provided in strategic locations throughout the campus. All students, faculty and staff are expected to use the trash receptacles and are encouraged to help keep our grounds looking neat by picking up litter and disposing that litter in the nearest trash receptacle when they see it.

Littering detracts from the appearance of the campus and when cleaning it up is left to Operations Division staff, it puts an unnecessary drain on our physical and fiscal resources.
 
 

Cafeterias. Cafeteria users are expected to bus their own trash and return their trays to the tray carts.
 
 

Gyms. Gym shoes only must be worn on the floor, without floor cover), and the soles of the gym shoes must be clean. Street shoes may be worn on the floor when the floor cover is in place.
 
 

Maintenance and Repair Requests. All general maintenance and repair requests should be submitted using Form 21. Form 21 is available in hard copy or on the Internet. These requests should be forwarded tithe Operations Division. for action. Emergency requests should be reportedly telephone to the Operations Office, extension 3452, during normal working hours and to Security, extension 6111, at all other times. The following information is required when making such requests: Building name and room number or area description, the nature of the problem or need, (including sketch when required for a special event set up), when the room or area will be available to be worked on, the name of the person making the request, and the date of the request. Maintenance and repair requests should note given directly to maintenance, grounds or housekeeping department staff.
 
 

Housekeeping. Housekeeping cleaning schedules concentration main corridors, cafeterias, rest rooms, and locker rooms which are addressed daily. Classrooms, offices, and conference rooms are addressed two to three times a week as time permits. The following restrictions are required tonsure this cleaning schedule can be maintained:
 
 

1. Eating and drinking in classrooms, seminar rooms, conference rooms and auditoriums is discouraged.
2. Animals are not allowed in any buildings with the exception of Seeing Eye dogs and laboratory animals unless senior administration approval has been given on a case by case basis.
3. Bicycles, mopeds, and motorcycles are not permitted inside buildings. Roller blades and skateboards may not be worn or ridden inside buildings, with the exception of the SAC Gym when approved by the Athletic Director.

 

SUBJECT: University Vehicles

Number: 109

Issued by:  Tony Ateca, Director of Operations

Date:  REVISED: May 9, 2005

I. General

1. USC Aiken Operations Department and USC Columbia Transportation Services are responsible for all University vehicles, including minor maintenance.  University vehicles are property of the State of South Carolina and guidelines for use of such vehicles, found in the South Carolina Division of Motor Vehicle Management Manual, apply.

2. Only licensed drivers with an acceptable driving record may operate University vehicles.  Prior to operating any campus sedan or truck, drivers must complete a fleet user orientation session and have their driving record screened by University Police.  To accomplish the latter, the prospective driver shall complete a license screening request form (TS-100), available on the Operations web-site. This form, which grants the University permission to access the individual’s driving record, should be submitted to the Environmental Health and Safety Manager who will also assist with scheduling attendance at an orientation session. 

3. In addition to satisfying the above requirements, individuals who drive a University mini-bus or 15 passenger van must first successfully complete a van driver safety course, including an on-hands element to demonstrate safe handling of the vehicle.  Drivers of the 15 passenger van must be at least 21 years of age.

4. The Environmental Health and Safety Manager shall maintain an active list of all authorized drivers.

II. Reservation Procedures

University vehicles are available on a first come first serve basis and are to be used for official business only. Vehicles may be reserved by calling the Operations Department (extension 3452) to check on availability and then submitting a USCA Vehicle Reservation Request (Form 13/20) prior to the actual travel date.  This form, available on the Operations web-site, should normally be submitted at least two weeks prior to the expected date of travel.  Reservations are considered final when a Form 13/20 is received by the Operations Department with all required information and signatures. Times of use specified on the Form 13/20 must be followed since all other reservations are based on this information.

III. Use Restrictions

1. State-owned vehicles are not to be used for personal business, and may not be taken home overnight. Family riders are not allowed unless they are also on official University business.

2. Smoking is not permitted in any University Vehicle.

3. Alcoholic beverages are not permitted in a University vehicle, unless permission for transport of such items has been granted by the Chancellor.

4. All drivers and passengers in a University vehicle must be wearing a seat belt any time the vehicle is in motion.

5. Any violation of University regulations may result in the loss of University vehicle use privileges for the organization and/or the person's) involved in the violation. Vehicle damage caused by the driver or passengers is the responsibility of the driver as is any damage to the vehicle and/or personal injury resulting from a violation of University policy regarding use of the vehicle.

6. Student representatives may use University vehicles for official business and special occasions in accordance with the above mentioned requirements and the following additional stipulations:

1.       Students traveling in a University vehicle outside of the Aiken, Augusta, Columbia area must be accompanied by a non-student USC Aiken employee and the name of that employee must appear on the Form 13/20 USCA Vehicle Reservation Request.

2.       Students may not transport other students unless the driver is under the direct supervision of a member of the USC Aiken faculty, staff or administration. Exceptions to this provision are allowed at the discretion of the Vice Chancellor for Student Services or the Chancellor.

 

SUBJECT: S.C. State Documents Depository Program

Number: 110

Issued by: Dr. Deidre M. Martin, Assistant Chancellor for External Affairs and Special Projects

Date: October 1,1999 (rev.)

 

The State Documents Depository Act, Act 348 of 1982, assigned into law by Governor Riley on May 8,1982, and became effective July1,1982. The Act designates the S.C. State Library as the major depository for state publications and empowers the Library to establish a system of sub-depositories in existing libraries in South Carolina.

 

All state agencies, departments and colleges and universities are required to deposit fifteen (15) copies of each of their publications in the State Library within fifteen (15) days after printing. A state publication, as defined by the Act, is any publication printed at state expense or under the supervision of or contract with a state agency, excepting inter-office and intra-office communications.

 

The Act ensures the preservation of state documents which contain economic, demographic, social and political information vital to researchers. The establishment of sub-depository collections in a librarian each of the ten planning districts permits convenient access to state publications for all South Carolinians. Agencies may refer individuals requesting documents to the nearest depository library.

 

The External Affairs Office is designated as the contact point to ensure receipt of fifteen (15) copies of required USCA publications by the S.C. State Library.

 

The following offices are responsible for ensuring that the External Affairs Office is provided with fifteen (15) copies of listed publications within ten (10) days after printing:

 

ACADEMIC AFFAIRS

Research papers issued in the name of USCA

Faculty Manual

Social and Behavioral Sciences Journal

Media Services Directory

Department Handbooks

Library Annual Report

 

The above listing is predicated on USCA publications in existence at this time. All proposals for future USCA publications will be routed through the External Affairs office to ascertain whether they should beaded to the depository list.

Student Services

USCA Student Handbook

External Affairs

USCA Consultants Directory

USCA Profile

USCA View book

Registrar

USCA Bulletin

 

SUBJECT: Use of the Institutional Name

Number: 111

Issued by: Dr. Deidre M. Martin, Assistant Chancellor of External Affairs and Special Projects

Date: October 1, 1999 (rev.)

 

University of South Carolina Aiken

1. Formal written reference to a campus should consist of" University of South Carolina" followed by a word space and the name of the individual campus. Do not use a hyphen, dash, or comma before the campus name. Do not use prepositions such as "in" or "at."

Example: "University of South Carolina Aiken"

2. "USC" may be used in place of "University of South Carolina" for a more informal reference to a campus. Use a word space between Scand the name of the individual campus. Do not use a hyphen, dash, or comma before the campus name.

Example: "USC Aiken"

3. Campuses other than Columbia may refer to themselves informally with the use of initials as a second reference. Periods or word spaces should not be used between the letters.

Example: "USCA"

University of South Carolina

1. Lowercase the when making formal reference to the University of South Carolina. Capitalize University when referring informally to USC. When using the name as a stand-alone title or referring to the University in an address, omit "the" since it is not part of the institution's formal name.

2. Reference to the University as "USC" is acceptable. Do not use periods of word spaces between the letters.

University of South Carolina Campuses

1. When referring to all eight campuses, the use of "system" is no longer preferred. The name of "University of South Carolina" or "the University" is officially defined as a reference to all campuses.

2. The Columbia campus may be referred to as the University of South Carolina's main campus. The primary designation shall be "University of South Carolina Columbia."

3. Aiken and Spartanburg may be referred to as "senior" or" four-year campuses."

4. Beaufort, Lancaster, Salkehatchie, Sumter, and Union maybe referred to as "regional" campuses. They should not be referred to as" two-year" or "branch campuses."

 

 

SUBJECT: Hazardous Materials Policy and Procedures

Number: 112

Issued by: Ms. Virginia Noel, Associate, Chancellor for Business and Finance

Date: October 1, 1999

 

OSHA defines a Hazardous Chemical as any chemical that is a physical hazard or a health hazard. The OSHA definitions of the terms "health hazard" and "physical hazard" are as follows:
 
 

1. Use of Hazardous Chemicals

1. All chemicals will be handled and stored in a safe manner.
2. Labels on containers of incoming shipments of chemicals will not be removed or defaced until the container is empty, clean and ready for disposal.
3. All chemical containers on the USCA campus will be labeled appropriately and according to USCA policy.
4. MSDSs received with incoming shipments will be maintained within the department/area.
5. An MSDS will be obtained from the supplier for chemicals received without an MSDS and the MSDS will be procured as soon as practical.
6. No chemical will be used in a work area until an MSDS is obtained from the manufacturer, importer, or distributor.
7. MSDSs will be readily accessible during each work-shift to employees when they are in their work area's).
8. Employees will be trained in the safe storage and handling of chemicals. Training will include but will not be limited to the following:

1. Identification of health and physical hazards provided on labels and MSDSs.
2. The departmental requirements for labeling chemical containers and alternatives to in plant labeling of chemical containers.
3. The location of MSDSs and other written materials that employees will need to be informed of how to protect themselves.
4. The use and selection of Personnel Protective Equipment (PPE).USCA requires all employees to wear PPE that is appropriate for the hazard.
5. Standard operating procedures, work practices and engineering controls used by the department/area.
6. Departmental procedures for responding to emergencies and chemical spills/leaks.