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Policies regarding Environmental Stewardship

Policy Number Policy name Content
4401 University Supported Travel

1. PURPOSE

This policy outlines requirements for all official travel for James Madison University.

2. AUTHORITY

The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia section 23-164.6; 23-9.2:3.  The board has delegated the authority to manage the university to the president.

3. DEFINITIONS

None.

4. APPLICABILITY

The policy applies to university-supported travel by faculty and staff members, administrators, students, and visitors regardless of the source of the funds.

5. POLICY

Travelers should exercise prudent judgment when arranging travel and making payments. Travel expense accounts are open to the public and must sustain the test of public review.
The university will reimburse individuals traveling on official university business for reasonable and necessary travel expenses. Actual amounts spent are not justification for reimbursement. Expenses must meet the test for reasonableness and comply with state and university policies and procedures. Persons using a car during any part of the trip with identical travel plans will carpool. Exceptions to this requirement must be approved by the appropriate AVP or dean.

6. PROCEDURES

6.1 Travel Procedures:
The JMU Financial Procedures Manual (Section Name: Travel, Section Number: 4215) provides detailed travel procedures including the following:

  • Responsibilities
  • Travel planning and regulations
  • Meal and lodging guidelines
  • Form preparation instructions

Current meal and lodging guidelines and mileage rates are available online. Travelers should address questions concerning travel to the JMU Office of Accounts Payable.

6.2 Travel - Personal Expense:
Individuals traveling for the university at personal expense must request approval of the department administrator before the travel. The university does not provide vehicles for "personal expense" travel. The JMU Office of Finance does not require a Travel Authorization form for travel at personal expense.

6.3 Contracted Travel Agencies:
The university engages the services of one or more travel management agencies to aid in the efficient and cost effective procurement of travel services. University travelers may either arrange for airline tickets through these agencies or purchase tickets online using their JMU MasterCard small purchase charge card or their JMU MasterCard travel charge card. When travel agencies are utilized, the university requires the traveler to give the agency a credit card number to secure tickets. (i.e., direct billing by travel agencies for the purchase of airline tickets is not allowed.) These travel agencies are also available - in conjunction with air or rail travel - to arrange vehicle rentals upon request.

6.4 Lodging:
Individual travelers may make hotel reservations using the JMU MasterCard travel charge card. The traveler must request government rates unless a special conference rate or other rate is lower. Upon request, JMU contracted travel agencies will arrange lodging accommodations in conjunction with air or rail travel.

6.5 Prospective Employees, Employee Recruitment, and Campus Visitors:
James Madison University may reimburse the travel expenses of visitors and prospective employees. Travel expenses for the spouses and dependent children of candidates are limited to those expenses associated with recruiting deans, assistant vice presidents, directors and positions above that level. Travel for recruitment purposes may not exceed three days. Actual expenses of university employees as part of employee recruitment are allowable provided they do not exceed amounts approved by the department head or director, or state travel regulations. Visitors and prospective employees may arrange travel through a JMU-contracted travel agency.

7. RESPONSIBILITIES

7.1 Administration of Travel Program:
The Assistant Vice President for Finance controls university-supported travel in the following ways:

  • Recommending policy
  • Developing, publishing and enforcing appropriate procedures
  • Comparing requests for reimbursement to reasonable allowances and disallowing excessive charges
  • Reviewing reimbursement vouchers for legality, legibility and completeness
  • Returning to the originator those requests for reimbursement not in conformity with travel regulations and procedures

The traveler is responsible for the legality, legibility and completeness of Travel Expense Reimbursement Vouchers. Any falsification of payments is fraud, and the university must treat it as such.

7.2 Approving Authority:
The department approving authority must sign the Travel Authorization form and the travel expense reimbursement document. Individuals may not approve their own travel.

In advance of all travel, the appropriate vice president, assistant/associate vice president, dean, associate/assistant dean or the director of intercollegiate athletics must approve the following:

  • Attendance at conventions/conferences involving overnight stays for more than three employees (including both presenters and attendees) from JMU to a single destination.
  • Cost benefit analysis to justify attendance by five or more employees at off-site seminars, training programs or workshops.
  • Reimbursement requests that exceed the meal and lodging limits, in certain justifiable circumstances, limited to 50 percent in excess of applicable guidelines.

7.3 Reimbursement Limits:
The approving authority may limit the amount approved for reimbursement to an amount less than authorized by state travel regulations. The approving authority must advise the traveler and show the amount approved for reimbursement on the travel authorization form.

8. SANCTIONS

Employees who fail to adhere to this policy are subject to disciplinary action up to and including termination.

9. EXCLUSIONS

None.

10. INTERPRETATION

Authority to interpret this policy rests with the president of the university and is generally delegated to the assistant Vice President for Finance.

Previous Version:  June 2011
Approved by the President: October 2009

Index Terms

Travel
Travel reimbursement
University-sponsored travel

1703 Sustainable Construction

1. PURPOSE

The purpose of this policy is to outline requirements and procedures for ensuring the use of sustainable building practices in the design and construction of new or renovated university facilities.

2. AUTHORITY

The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia section 23-164.6;23-9.2:3. The board has delegated the authority to manage the university to the president.

3. DEFINITIONS

LEED:
Leadership in Energy and Environmental Design (LEED) Green Building Rating System, developed by the U.S. Green Building Council (USGBC), provides a suite of standards for environmentally sustainable construction.

4. APPLICABILITY

The policy applies to all departments and all facilities that are owned by the university.

5. POLICY

All new building construction or new renovation to existing buildings shall utilize materials and methods which provide quantifiable conformity to sustainable construction as defined by Leadership in Energy and Environmental Design (LEED) Green Building Rating System.

Per Commonwealth of Virginia requirements, buildings and renovations shall be designed and built to obtain LEED Silver certification.

This policy is concurrently applicable with all other state, university and Facilities Management policies and standards.

6. PROCEDURES

Facilities Planning and Construction will establish procedures necessary to ensure compliance of this policy.

7. RESPONSIBILITIES

The Senior Vice President for Administration and Finance is the final approving authority for all aspects of major new construction and renovation projects.

The Director of Engineering and Construction is responsible for ensuring that proper action is taken to accomplish all necessary work related to new construction or renovation. In addition, the Director of

Engineering and Construction is responsible for reviewing all non-capital major projects and all major maintenance projects and ensuring the compliance of those projects with this policy.

The Director of Facilities Planning and Construction is responsible for reviewing all capital projects, whether new construction or renovation, and ensuring the compliance of those projects with this policy.

8. SANCTIONS
 
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.

9. EXCLUSIONS

None.

10. INTERPRETATION

The authority to interpret this policy rests with the president and is generally delegated to the Director of Engineering and Construction.

Previous version: June 2011
Approved by the President: October 2009

Index Terms

Sustainability
Renovation
Facilities
Facilities Management
Stewardship
Construction

1310 Alternative Work Schedules

1. PURPOSE

The university is receptive to alternative work schedules that allow for the effective delivery of academic, student and administrative services. The purpose of this policy is to improve the quality of work life for university employees by allowing the exploration of work schedules that allow balancing work and family/personal responsibilities. It is also important to understand that, in all cases, the accomplishment of university-related work must be considered first in determining when, and if, alternative schedules may be used. It is possible that in some units, workloads may not permit flexible schedules or allow flexibility on a limited basis.

2. AUTHORITY

The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia section 23-164.6; 23-9.2:3. The board has delegated the authority to manage the university to the president. 

3. DEFINITIONS

Alternative Work Schedule:
For full-time, classified employees, a work schedule other than January through December, Monday through Friday, 8:00 a.m. to 5:00 p.m.

Classified Position:
A salaried position assigned to an Occupational Family and Career Group based on duties and responsibilities, and to a Role Code based on the compensable factors of Complexity, Results, and Accountability. See DHRM Policy 2.20-Types of Employment.

Flextime:
Full-time schedule that allows flexibility and does not typically match the university's standard schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m.

Job Sharing:
Two classified employees voluntarily share the work responsibilities of one full-time, classified position.

LessThan12-Month Schedule:
Employees working less than 12 months which usually parallels the academic semesters.

4. APPLICABILITY

This policy applies to all classified employees.

5. POLICY

A unit head, dean, vice president, and/or associate/assistant vice president shall make all decisions regarding the applicability of a flexible schedule. University management has the responsibility to identify positions as being designated for a less than 12-month schedule or for job sharing based on the financial, physical and service needs of the unit. For positions that may be best suited for telecommuting. See Policy 1332-Telecommuting.

The university aligns its procurement plans, practices and procedures with the campus environmental stewardship goals and campus Environmental Stewardship Action Plan (ESAP).

5.1 Flextime
Unit heads may allow employees to have flexible work hours providing that employees work at least 40 hours each regular workweek. Unit heads are responsible for ensuring office coverage during the university’s ordinary business hours of 8:00 a.m. to 5:00 p.m. Unit heads have the authority to implement flexible work hours within a workweek based on the needs of the unit. Compressed, four-day workweeks or other alternative work schedules may be implemented as long as coverage is maintained.

5.2 Alternative Work Schedules
Only those units that must routinely provide services outside the traditional 8:00 a.m. to 5:00 p.m. work schedule may vary their weekly work schedule. Work schedules in these units may change from week-to-week, with employees having different days off during different weeks. Before implementing an alternative work schedule a unit head must first obtain approval from the appropriate vice president.

6. PROCEDURES

6.1 Less Than 12-Month Schedules

Compensation

  • The employee's annual salary will be pro-rated for a less than 12-month schedule based on the length of the employment term.
  • The employee will be paid over 24 pay periods to accommodate deductions for benefits during the non-working months.
  • The employee who separates from the university or changes employment status before the end of the schedule must repay any overpayment of salary.
  • The salary of an employee placed in a less than 12-month schedule must be at least equal to the legal minimum wage.
  • Current performance planning and evaluation policies will apply to these employees and salary increase eligibility will not be affected. 

Benefits

  • Employees will continue to be eligible for healthcare benefits during the 12-month period. The university will pay the employer share of premiums and the employee portion will be processed as a payroll deduction; thus, full, half-monthly premiums will be deducted from the employee’s salary each pay period. 
  • The employee will earn 12 months of retirement service credit and contributions will be made at the pro-rated salary rate. 
  • Life insurance will be in effect. 
  • All leave balances are frozen and there is no accrual of leave during the non-working period designated in the Less Than 12-month Schedule Agreement.  Optional deductions continue as long as there are sufficient earnings to cover the deductions. 

6.2 Implementing the Less Than 12-month Schedule

  • A supervisor shall designate positions in a unit as less than 12-month schedules to provide flexible work scheduling and to maintain efficient operation of the university.
  • The supervisor shall designate employees to be placed in a less than 12-month schedule based on the unit’s needs. 
  • Layoff rights are not triggered by the conversion of positions to less than 12 months since the positions are not being abolished but are being changed to reflect the operational needs of the university. 
  • The supervisor, the employee and unit head, dean, vice president, and/or associate/assistant vice president must sign the Less Than 12-Month Schedule Agreement before it can be implemented.
  • A Less Than 12-Month Schedule Agreement stating the beginning and ending dates of the term, along with a  Personnel Action Request must be sent to Human Resources to effect the change. The non-working months must fall at the end of the period - working months September through June, non-working months July and August.
  • Positions designated as less than 12-months should be determined before the beginning of the academic year. The employee should be informed as soon as possible, and not less than, 30 days before the effective date of the change. 
  • Units may not fill less than 12-month positions with wage employees during the non-working period of the less than 12-month employee. 
  • Employees placed in less than 12-month positions may accept wage employment at the university for a very specific purpose and for a period not to exceed two weeks. 
  • Employees placed in a less than 12-month position may not return to 12-month status until after the full term of the less than 12-month schedule. 

6.3 Job Sharing

  • Positions best suited for job sharing are those that can be broken into a series of tasks or projects that require limited coordination between the job sharers; however, any position may be individually assessed to determine its suitability for job sharing.
  • In selecting positions for job sharing, evaluation and consideration should be given to the impact it will have on internal and external customer service, continuity of university operations, and impact to supervisors and other employees.
  • Both parts of job sharing positions must have the same minimum qualifications and both incumbents must be able to meet all requirements.
  • Positions proposed for job sharing must be reviewed and approved in writing by the unit head, dean, vice president, and/or associate/assistant vice president.

Recruitment and Selection

  • The recruitment notice shall specify that the position is 50% and scheduled for 20 hours per week.
  • Applicants deemed fully qualified must be able to perform all the duties associated with the full position description and not selected responsibilities.
  • The selection process for filling a job sharing position is the same as for filling a single-incumbent classified position.


Compensation

  • New employees entering a shared position will be employed under the starting pay guidelines at 50% of the approved rate.
  • Current employees entering positions approved for job sharing will be paid 50% of their current annual rate.
  • Non-exempt, classified employees in shared positions are subject to provisions of the Fair Labor Standards Act and must be paid accordingly.


Benefits

  • Job sharers earn a pro-rated amount for holidays and annual leave.
  • Job sharers are given a pro-rated amount sick, family/personal leave and short-term disability benefits under the provision of the Virginia Sickness and Disability Program.
  • Job sharers are eligible for life insurance and retirement.
  • Job sharers are not eligible for health insurance.
  • Employee Work Profiles must be created and given to each job sharer. The development of job standards and completion of performance evaluations must be completed for each employee in accordance with established policy. See Policy 1305-Performance Evaluation for Classified Employees.


Implementing Job Sharing

  • All requests for job sharing must be initiated by the supervisor and submitted to the unit head, dean, vice president, and/or associate/assistant vice president as appropriate for approval.
  • Employees who apply and are appointed to a shared classified position will work 50% of the time or 20 hours during the regular workweek.
  • Employees appointed to the shared classified position will be covered by the rules applicable to the Virginia Personnel Act, including rights and privileges together with any limitations on less than full-time employment.
  • This policy does not affect the status of filled part-time classified positions that are currently authorized at less than 40 hours per week.
  • Wage employees are not eligible to participate in a shared position while continuing to work as a wage employee but may apply for any posted shared positions.
  • Classified employees in shared positions cannot be hired as wage employees while participating in this program.
  • Shared positions may return to full-time status at the discretion of the unit head, dean, vice president, and/or associate/assistant vice president. The full-time position must then be advertised and incumbents must apply through the normal recruitment process.

7. RESPONSIBILITY

Unit heads, deans, vice presidents, and/or associate/assistant vice presidents are responsible for the application of this policy in their areas of responsibility.

The Director of Human Resources is responsible for overseeing the use of this policy and assisting unit heads, deans, vice presidents and associate/assistant vice presidents with its implementation.

Supervisors are responsible for periodically reviewing job-sharing arrangements to determine if they are meeting the needs of the employee while at the same time providing acceptable operational standards in the unit.

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.

9. EXCLUSIONS

This policy does not apply to faculty members.

10. INTERPRETATION

The authority to interpret this policy rests with the president and is generally delegated to the Director of Human Resources.

Previous version: July 2011
Approved by the President: April 2002

1701 Sustainable Procurement

1. PURPOSE

This policy supports campus sustainability at James Madison University and provides guidelines, information and resources in procuring products that will minimize negative impacts on society and the environment to the greatest extent practical.

2. AUTHORITY

The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia section 23-164.6; 23-9.2:3. The board has delegated the authority to manage the university to the president.

3. DEFINITIONS

Sustainability:
Encompasses human and ecological health, social justice, secure livelihoods and a better world for all generations. (Association for the Advancement of Sustainability in Higher Education, 2009 http://www.aashe.org/about/about.php)

Recycled Products:
Products manufactured with waste material recovered or diverted from solid waste. Recycle material may be derived from post-consumer waste (material that has served its intended end-use and been discarded by a final consumer), industrial scrap, manufacturing waste or other waste that would otherwise have been discarded.

Reuse:
Repairing what is broken or giving it to someone who can repair it or use it in its current state.

Reduce:
Using less of products and utilizing other means of doing business when available to reduce the amount and toxicity of trash discarded.

Certification:
Official document or seal providing evidence and details of something that is authentic and verified by a third party.

4. APPLICABILITY

This policy applies to all JMU employees and students.

5. POLICY

The university will align its procurement plans, practices and procedures with the campus environmental stewardship goals and campus Environmental Stewardship Action Plan (ESAP).

6. PROCEDURES

6.1 Energy

  • All desktop computers, notebooks and monitors purchased must meet, at a minimum, all Electronic Product Environmental Assessment Tool (EPEAT) environmental criteria designated as "required" (bronze registration) or higher as contained in the IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products.(http://epeat.net)
  • Copiers and printers leased will be compatible with the use of recycled content and remanufactured products.
  • All electrical products purchased by JMU will meet the U.S. EPA Energy Star certification.
  • All equipment and material shall conform to the standards of Underwriters Laboratory (UL) and bear the appropriate label.
  • Preference is given to suppliers of electronic equipment, including but not limited to computers, monitors, printers and copiers, who have an established program to take back equipment for reuse or environmentally safe recycling when deemed appropriate by JMU.
  • Vehicles purchased or leased will have low emissions of local air pollutants and greenhouse gases. The need to minimize emissions and exposure to air pollution in purchasing goods and services will be considered.
  • When acquiring or replacing inefficient interior or exterior lighting, energy efficient equipment will be purchased.

6.2 Water

  • The most water efficient appliances available must be purchased. This includes, but is not limited to, high performance fixtures such as toilets, low-flow faucets and aerators, and upgraded irrigation systems. When possible, those with the EPA WaterSense label will be selected.

6.3 Toxins and Pollutants

  • Cleaning solvents should be biodegradable, phosphate free and citrus-based when their use will not compromise quality of service.
  • Industrial and institutional cleaning products that meet Green Seal certification standards or environmental preference and performance will be purchased or required to be used by janitorial contractors.
  • All surfactants and detergents used will be readily biodegradable and will not contain phosphates.
  • Vacuum cleaners that meet the Carpet and Rug Institute's "Green Label Testing Program-Vacuum Cleaner Criteria" (capable of capturing 96 percent of particulates measuring 0.3 microns and operating with a sound level less than 70dBA) will be used by in-house staff and required for janitorial contractors.
  • Products and equipment should not contain lead or mercury. For products that contain lead or mercury, preference should be given to those products with lower quantities of these metals and to vendors with established lead and mercury recovery programs.
  • Pest control will be managed through prevention—physical and mechanical—and through the purchase of environmentally friendly products. As a last resort, use of the least toxic pest control substance is required.

6.4 Vehicles

All vehicles purchased must be biodiesel, electric or hybrid except where the type of vehicle required is not approved according to these specifications. All exceptions to this requirement must be made by the Senior Vice President for Administration and Finance.

6.5 Biobased Products

  • Biobased plastic products that are biodegradable and compostable, such as bags, film, food and beverage containers, and cutlery, will be acquired by the university and/or used by our contracted vendors.
  • Compostable plastic products purchased will meet American Society for Testing and Materials (ASTM) standards as found in ASTM D6400-04. Biodegradable plastics used as coatings on paper and other compostable substrates will meet ASTM D6868-03 standards.
  • Paper, paper products and construction products made from nonwood, plant-based contents such as agricultural crops and residues will be used whenever feasible.

6.6 Forest Conservation

  • Used or salvaged wood and wood products should be purchased whenever feasible.
  • Paper, paper products and construction products made from non-wood, plant based contents such as agricultural crops and residues should be purchased whenever feasible. Chlorine free paper and Forest Stewardship Council certified paper products are preferred.

6.7 Recycling

  • Thirty percent postconsumer waste recycled paper for all applications will be the standard when quality of service is not compromised nor the health and safety of employees jeopardized.
  • When specifying asphalt concrete, aggregate base or Portland cement concrete for road construction projects, recycled, reusable or reground materials will be used when practicable.
  • The use of reclaimed stone and brick and the use of secondary or recycled aggregates will be specified.
  • Transportation products, including signs, cones, parking stops, delineators, channelizers and barricades will contain the highest postconsumer content practicable.
  • Products that are durable, long lasting, reusable,or refillable are preferred whenever feasible.
  • Remanufactured toner cartridges should be used in all copiers and printers whenever feasible.

6.8 Packaging

Packaging that is reusable, recyclable or compostable is preferred, when suitable uses and programs exist, as is eliminating packaging or using the minimum amount for product protection to the greatest extent practicable.

6.9 Green Building

  • Green purchasing concepts will be integrated into architectural designs, final construction documents and the final construction of all university buildings and renovations of property or facilities owned by the university. All buildings and renovations undertaken by the university will follow green building practices for design, construction and operations, where appropriate, as described in the LEED (Leadership in Energy and Environmental Design) Rating System.
  • When maintaining buildings, products such as paint, carpeting, adhesives, furniture and casework with the lowest volatile organic compounds (VOCs), highest recycled content, and low or no formaldehyde will be used when practicable.
  • All carpet distributors and/or manufacturers of carpet installed at the university will have a carpet recycling plan approved by Procurement Services
  • See Policy 1703-Sustainable Construction.
  • Using chlorofluorocarbon and halon-containing refrigerants, solvents and other products will be phased out, and new purchases of heating/ventilating/air conditioning, refrigeration, insulation, and fire suppression systems will not contain them.

6.10 Landscaping

  • All landscape renovations, construction and maintenance performed by internal staff members or contractors providing landscaping services will employ sustainable landscape management techniques for design, construction and maintenance. This includes, but is not limited to, integrated pest management, drip irrigation, composting, and use of mulch and compost that give preference to those produced from regionally generated plant debris and/or food waste programs.
  • Landscape structures constructed of recycled content materials will be used whenever feasible. Impervious surfaces in the landscape will be limited, whenever practicable. Permeable substitutes, such as permeable asphalt or pavers, will be used for walkways, patios, and driveways whenever feasible.
  • Plants should be selected to minimize waste by choosing species that are appropriate to the microclimate. Native and drought-tolerant plants that require no or minimal watering once established should be purchased.

6.11 General

  • Departments will use the standards outlined in this policy when making all purchasing decisions. University policy on procurement protocol will still be followed for procurement of goods noted in this policy.
  • Check the Procurement Services Web Page for frequent updates on vendor commitments to sustainability, including new annual contracts that can be utilized.

7. RESPONSIBILITY

The Director of Procurement is responsible for the management and oversight of this policy.

Employees with buying responsibilities will be familiar with this policy and only procure goods and services that meet the standards.

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the offense.

9. EXCLUSIONS

Requests for exclusions to this policy or waivers from its provisions must be submitted to and approved by the Director of Procurement.

10. INTERPRETATION

The authority to interpret this policy rests with the president and is generally delegated to the Associate Vice President for Business Services.

Previous version: July 2011
Approved by the President: October 2009

1332 Telecommuting

1. PURPOSE

The purpose of this policy is to comply with the Commonwealth of Virginia Department of Human Resources Management Policy 1.61, which permits agencies to designate employees to work at alternate work locations for a mutually agreed upon portion of their workweek. This policy also complies with the requirement of Policy 1.61 that agencies establish a telecommuting policy.

2. AUTHORITY

The authority for this policy is the university's Board of Visitors, its President, the Commonwealth of Virginia Department of Human Resources Management Policy 1.61

3. DEFINITIONS

Central Workplace:
An employer's place of work where employees normally are located.

Telecommuting:
A work arrangement in which supervisors direct or permit employees to regularly or consistently perform their usual job duties away from their central workplace, in accordance with work agreements.

Telecommuter Work Agreement:
The written agreement between the employer and employee that details the terms and conditions of an employee's work away from his or her central workplace. Work agreements are required for telecommuting.

Tele-eligible:
A position that is deemed eligible by Human Resources for the supervisor/JMU and the employee to enter into a telecommuter work agreement.

4. APPLICABILITY

This policy applies to all eligible university positions and employees.

5. POLICY

5.1 Normally, work is performed on university premises.

5.2 There may be occasions when alternate work arrangements meet the needs of the university. Telecommuting may be an appropriate alternative work arrangement when determined by the supervisor and senior vice president or executive director to the president as such.

5.3 Upon the recommendation of the supervisor, the senior vice president or executive director to the president makes the sole decision to begin, suspend, or discontinue a telecommuting arrangement.

5.4 Positions that may be best suited for telecommuting are positions where:

  • Activities can be effectively performed outside the office.
  • Contact with other employees and constituents is predictable and can be scheduled.
  • Adequate security of data can be assured for the work handled at an alternate work site.
  • The technology needed to perform the job off-site is currently available.
  • Cyclical work does not present a problem.
  • Constituent contact can be readjusted to allow for telephone communications or such contact can be conducted when the employee is in the office.
  • The use of photocopies, fax machines or other specialized equipment can be scheduled for days the employee is in the office.

5.5 Requests and approvals for telecommuting will be made on a case-by-case basis. The approval of a position to telecommute does not mean that the individual in the position would be authorized to work at alternate work sites. The position should be re-evaluated at least annually to determine if telecommuting continues best to meet the department's needs. For assistance in determining whether or not a position should be considered for telecommuting, a "Tele-eligible Considerations Check List" is attached.

6. PROCEDURES

6.1 Working Conditions Under Telecommuting

There are a variety of issues that must be discussed between the department and employee before allowing telecommuting. The following is a list of topics that must be considered and included in a telecommuting agreement, a sample of which is attached to this policy. Supervisors are encouraged to contact Human Resources Workforce Management for guidance when considering a telecommuting arrangement.

6.1.1 Compliance with Policies

Employees must agree to comply with university rules, policies, practices and instructions and understand that violation of such may result in the termination of the telecommuting arrangement and/or disciplinary action, up to and including termination of employment.

6.1.2 Security of Records

Supervisors must discuss with employees what records may or may not be taken from the office and any procedures for removing and returning them. Employees are responsible for the security of all documents, data and records in their possession.

6.1.3 Hours of Work

The amount of time the employee is expected to work per pay period will not change due to participation in the telecommuting program. Hours of work must remain the same unless specified in the telecommuting agreement. The procedures for approval of overtime and the approval and use of leave must also be included.

Employees are responsible for reporting all hours worked each week. Failure to report time, like failure to obtain approval for overtime, can result in the termination of the telecommuting arrangement or other disciplinary action. Supervisors should periodically remind employees about their record-keeping duties, and must promptly discuss with the employee any discrepancies that arise between the work product and the hours reported.

6.1.4 Authorized Closing

Inclement weather must also be discussed. Employees working at home during a university closing would be expected to continue working unless that was not possible due to power outages or other conditions that prevent them from working. Employees telecommuting during an authorized closing would not receive compensatory leave.

6.1.5 Role and Compensation

Employees' classification, compensation and benefits will not change upon their acceptance of telecommuting agreement.

6.1.6 Primary Care

Telecommuting is not designed as a substitute for child or adult care. If children or adults in need of care are in the home during the employee's at-home working hours, another individual must be present to provide the primary care.

6.1.7 Termination of the Telecommuting Agreement

Management reserves the right to end the telecommuting arrangement at any time. Employees may be required to return to the work place immediately upon committing a Standards of Conduct offense, if deemed as having performance problems, or if management feels it is in the best interest of the university and/or the employee to end the arrangement, either permanently or temporarily.

6.1.8 Expenses of the Home

The university is not responsible for operating costs (such as electric bills), home maintenance, or other costs incurred by employees in the use of their homes as alternate work locations.

6.1.9 Equipment

The supervisor and employee must agree on what equipment will be used for telecommuting, i.e., computer/telephone lines, FAX machine, etc.

  • The employee will either use his or her own computer, or the department will provide one/ Employees who have Remote Privileged Access or access to any core systems are required to use a JMU configured computer
  • The employee may be reimbursed for telephone expenses
  • Additional telephone lines may need to be installed in the employee's alternate work location

Employees must agree to use equipment provided by the department and supplies for business purposes only, and to notify the department head immediately of equipment malfunction in order to initiate repair or replacement. Employees are responsible for properly securing all equipment used in accordance with IT standards. All university equipment located at an employee's premises is fully insured. Any damage or theft of the equipment must immediately be reported to the supervisor.

6.1.10 Liability

The university assumes no responsibility for injuries occurring in the employee's at-home workspace outside the agreed upon work hours or for liability damages to employees' real or personal property resulting from participation in the telecommuting program. General liability insurance protecting the actions of university employees is provided 365 days per year subject to the provisions of the insurance policy in effect at the time.

Workers' compensation coverage is limited to designated work areas in employees' homes or alternate work locations. Employees agree to practice the same safety habits they would use in the university and to maintain safe conditions in their alternate work locations. Employees must follow the normal reporting procedures for reporting work-related illness or injury.

6.2 Inspection of the Work Location

Prior to beginning the telecommuting program, an inspection of the work site should be conducted to ensure the location is suitable for performing the duties of the position and to inspect for safety (See: Sample Safety Checklist for Telecommuting). The employee or the supervisor may complete this form. If an employee identifies safety hazards, an on-site inspection by the supervisor may be needed.

The Sample Work Agreement for Telecommuting should provide guidance on supervisory visits to the alternate work site and notice to the employee in advance.

6.3 The department must develop a telecommuter work agreement that incorporates employees' conditions of employment. A sample agreement is attached to this policy. Human Resources can be contacted for further assistance.

7. RESPONSIBILITIES

Senior vice presidents or the executive director to the president is responsible for the approval of any telecommuting agreement in their respective units/division.

Supervisors are responsible for the accurate execution of this policy.

Human Resources will determine which positions are appropriate for telecommuting and enter the information into the Personnel Management Information System when they:

  • Establish a position (PSP 130);
  • Re-establish a position (PSP 131); or
  • Change the designation of the position (PSP 160, Field Change).

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.

9. EXCLUSIONS

The policy does not apply to affiliates.

10. INTERPRETATION

While the authority to interpret this policy is granted to the President, it is generally delegated to the Director of Human Resources.

Previous version: March 2008
Approved by the President: March, 2008

Index Terms
Telecommuting

1702 Water Use & Leak Prevention

1. PURPOSE

The university has made environmental stewardship a matter of strategic emphasis. If the university's mission is to be fulfilled, students, faculty, staff and the community must develop a campus culture that reflects the importance of effectively managing its natural and social resources. A critical element for the commitment to environmental stewardship is the effective management of water use, which this policy addresses.

2. AUTHORITY

The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia section 23-164.6;23-9.2:3. The board has delegated the authority to manage the university to the president.

3. DEFINITIONS

Environmental Stewardship:
The responsibility for environmental sustainability shared by all those whose actions affect the environment.

Sustainability
Sustainability encompasses human and ecological health, social justice, secure livelihoods, and a better world for all generations. (Association for the Advancement of Sustainability in Higher Education, 2009 http://www.aashe.org/about/about.php)

Office of Environmental Stewardship and Sustainability
A university department that facilitates sustainability by coordinating environmental stewardship efforts across campus, advocating for priorities and challenging all members of the James Madison University community to think critically about their role in achieving the long-term stewardship of Earth. The OESS serves as an internal and external point of contact for university-wide environmental stewardship activities.

4. APPLICABILITY

This policy applies to all university students, faculty, staff, affiliates and visitors.

5. POLICY

Wherever and whenever applicable and feasible, the university will adopt practices that represent making the most efficient and productive use of water. This includes not only reducing water use where feasible, but also reducing the amount of water that is wasted as well as reusing water resources. The university aligns its procurement plans, practices and procedures with the campus environmental stewardship goals and campus Environmental Stewardship Action Plan (ESAP).

6. PROCEDURES

Faculty, staff and students are required to report any plumbing leaks that are observed to the Building Coordinator who will contact Facilities Management Work Control.

Facilities Management will conduct regular reviews of plumbing systems to ensure any leaks are repaired quickly.

Facilities Management will utilize the most efficient use and timing of irrigation when watering campus vegetation and landscaping. All automatic sprinklers will have moisture sensors to ensure the most efficient use of water.

Facilities Management will, where feasible, replace existing landscaping with drought-resistant grass, plants, shrubs, and trees.

Facilities Management will use WaterSense fixtures as required by the Bureau of Capital Outlay Management.

7. RESPONSIBILITIES

Employees are responsible for reporting plumbing leaks to Building Coordinators and/or Facilities Management.

Facilities Management is responsible for the general oversight and application of this policy.

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.

9. EXCLUSIONS

Selected athletic fields are excluded.

10. INTERPRETATION

Authority to interpret this policy rests with the president and is generally delegated to the Associate Vice President for Business Services.

Previous version: June 2011
Approved by the President: October 2009

Index Terms

Environment
Environmental Stewardship
Environmental Sustainability
Office of Environmental Stewardship and Sustainability

3108 Health and Safety

1. PURPOSE

This policy provides guidelines and instructions to assist university officials in their compliance with applicable provisions of the Occupational Safety and Health Act as well applicable laws and regulations of other state and federal regulatory agencies.

2. AUTHORITY

The Board of Visitors is responsible for the establishment of university policy and delegates the authority for managing the university to the president.

3. DEFINITIONS

Occupational Safety and Health Act:
OSHA is the federal legislation that guides and mandates specific safety policies and procedures for applicable organizations, including James Madison University. 

Environmental Protection Agency:
The federal agency that oversees management of, among other things, toxic substances and waste.

Department of Homeland Security:
A cabinet department of the United States government with the primary responsibility of protecting the territory of the U.S. from terrorist attacks and responding to natural disasters.

Environmental Health and Safety Officers:
Risk Management Coordinator and the Safety Coordinator

4. APPLICABILITY

This policy applies to all university employees.

5. POLICY

The university will comply strictly with EPA, OSHA, Waste Management and other safety and health related codes, laws and standards.

6. PROCEDURES

Safety violations must be reported to a supervisor and the University Environmental Health and Safety officers. See "Responsibilities" for additional details.

7. RESPONSIBILITIES

7.1 The director of the Office of Human Resources shall ensure that probationary employees required to undergo a physical examination do so following offer of employment. Such examinations are provided at university expense. 

7.2 The Environmental Health and Safety Officers are responsible for the following:

  • o Provide the means for complying with EPA, DHS, OSHA, Waste Management, and other safety and health related codes, laws, regulations, and standards.
  • o Assist in the implementation of this policy and report willful noncompliance to the Risk Management Coordinator.
  • o Require all contractors performing work on campus to abide by this policy and OSHA regulations.
  • o Conduct safety inspections and submit reports to responsible university supervisors and administrative officials.
  • o Investigate all accidents and submit reports of findings to appropriate university officials.
  • o Conduct safety training for university personnel in cooperation with the director of the Office of Human Resources and other university officials.
  • o Assist university departments to develop safety procedures for their specific needs.

7.3 Directors and department heads are responsible for the following:

  • o Maintaining high standards of health and safety within their department or office and require compliance with all safety regulations.
  • o Provide necessary protective equipment for their personnel.
  • o Post available information on safety regulations and procedures within assigned work area(s).

7.4 Supervisors are responsible for the following:

  • o Be familiar with and enforce all safety regulations and procedures that apply to their assigned area(s).
  • o Ensure that appropriate protective equipment is available and used properly by their personnel.
  • o Provide appropriate health and safety instructions for their personnel.
  • o Require all "safe operating" instructions and procedures regarding the operation of equipment, machines and vehicles to be posted and obeyed.
  • o Report all accidents and hazards to the director or department head and the Safety 
    Coordinator.
  • o Immediately report any situation that may result in injury, loss of life, or property damage to the Safety Coordinator

7.5 Employees are responsible for the following:

  • o Comply with safety instructions and procedures posted in each work area; report unsafe conditions or acts to their supervisors.
  • o Follow all instructions and procedures on the operation of equipment, machines, vehicles.
  • o Refrain from any unsafe act that might endanger self or others.
  • o Dress properly for specific work assignments and use protective equipment correctly.
  • o Report immediately to his/her supervisor all accidents and/or injuries.

7.6 The Ionizing Radiation Safety Committee: 

The responsibilities of the Ionization Radiation Safety Committee and the College of Science and Mathematics Health Physicist are documented in a College of Science and Mathematics policy. Its application is limited to the sciences as approved by the president and distributed to only those departments handling and storing radiation materials. 

7.7 Bloodborne Pathogen Regulations:

Affected departments are required to prepare and maintain Exposure Control Plans specific to their function and assigned tasks. These regulations concern communicable diseases with measurable risk of exposure to designated classes of employees.

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.

9. EXCLUSIONS

None

10. INTERPRETATION

The authority to interpret this policy rests with the president and is generally delegated to the senior vice president for administration and finance and Risk Management Coordinator

Previous version: September, 2005
Approved by the president: May, 2002

Index of Terms

OSHA
Safety
Environmental Health Coordinator 
Safety Coordinator 
EPA 
DHS

1704 Energy Use

1. PURPOSE

The university has made Environmental Stewardship a matter of strategic emphasis. If the university's mission is to be fulfilled, students, faculty, staff, and the community must develop a campus culture that reflects the importance of effectively managing its natural and social resources. A critical element for the commitment to Environmental Stewardship is the effective management of energy use, which this policy addresses.

2. AUTHORITY

The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia section 12-164.6;23-9.2:3. The board has delegated the authority to manage the university to the president.

3. DEFINITIONS

Environmental Stewardship:
The responsibility for environmental quality shared by all those whose actions affect the environment.

Sustainability
Sustainability encompasses human and ecological health, social justice, secure livelihoods, and a better world for all generations. (Association for Advancement of Sustainability in Higher Education, 2009 http://www.aashe.org/about/about.php)

Office of Environmental Stewardship and Sustainability.
A university department that facilitates sustainability by coordinating environmental stewardship efforts across campus, advocating for priorities, and challenging all members of the James Madison University community to think critically about their role in achieving the long-term stewardship of Earth. The Office of Environmental Stewardship and Sustainability serves as an internal and external point of contact for university-wide environmental stewardship activities.

4. APPLICABILITY

This policy applies to all university students, faculty, staff, affiliates, and visitors.

5. POLICY

Wherever and whenever applicable and feasible, the university will adopt practices that represent making the most efficient and productive use of energy. This includes not only reducing energy use where feasible, but ensuring that energy that is consumed is used at a maximum level of productivity and efficiency.

6. PROCEDURES

  • Individuals are required to turn off lights when exiting rooms that are no longer occupied and to turn off office equipment and lights when leaving the workspace for extended periods of time and at the end of the day.
  • Set the computer power management so that the computer monitor turns off and the CPU enters hibernate or standby mode when leaving the computer for extended periods of time. Additional information may be found at http://www.jmu.edu/computing/helpdesk/selfhelp/savepower.shtml.
  • Enable power management features on laser printers and copiers, and power them down whenever possible, particularly on evenings and weekends.
  • Indoor temperatures in all spaces during occupied periods will be between 67°F-69°F during the winter and between 72F and 74 during the summer. Indoor temperature settings in all spaces during unoccupied periods will be 55° F during the winter and 85° F during the summer.
  • Spaces, such as research facilities, requiring critical temperature settings will be more tightly controlled.
  • Facilities Management monitors and adjusts the above set points in centrally controlled systems.
  • Occupants who control their own thermostats are required to adhere to these settings also.
  • Campus wide schedules for office and classroom buildings provide for occupancy from 8 a.m. to 8:00 p.m. Schedules outside of these hours can be accommodated as necessary by contacting Facilities Management Work Control.
  • Schedules for buildings with unique needs such as libraries and athletic venues will be determined on a case by case basis by Facilities Management Work Control and the building occupants. The use of space heaters is prohibited.
  • All new laboratory, clinical, research, or educational equipment will be specified to be energy efficient and to use process (non-air conditioning) chilled water or centralized heating water or steam. The use of domestic water for single pass cooling is prohibited.

The installation of new incandescent or halogen lighting is prohibited. Energy saving suggestions:

  • If window treatments are available, close blinds or shades when space is not in use.
  • Report observations of excessive energy use, concerns, or suggestions to Building Coordinators and/or Facilities Management Work Control.
  • Bulbs in desk and table lamps should be replaced with more efficient compact fluorescents.
  • Try to use natural sunlight during the day versus interior lights if possible.

7. RESPONSIBILITIES

Employees with access to manually-controlled thermostats will abide by this policy in the day and night setting of the thermostats.

Information Technology is responsible for compliance with this policy as well as Executive Order 82.

Facilities Management is responsible for compliance with this policy as well as Executive Order 82. This includes the installation of motion-sensitive light switches as well as centrally-controlled thermostats where feasible.

Building Coordinators are responsible for assisting in compliance of this policy.

Supervisors are responsible for their employees' adherence to this policy.

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the offense.

9. EXCLUSIONS

None

10. INTERPRETATION

Authority to interpret this policy rests with the President and is generally delegated to the Associate Vice President for Business Services.

Previous Version: July, 2012
Approved by the President: November, 2009

Index Terms
Environment
Environmental Stewardship
Environmental Sustainability
The Institute for the Stewardship of the Natural World
Energy