Skip to Main Content

News

Events

News

Events

News

Events

News

Events

News

Events

Index by Category

You are in the main content

Policies regarding Students

Policy Number Policy name Content
4102 Student Financial Obligations

1. PURPOSE

This policy establishes guidelines and procedures for students to settle financial obligations to 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

Hold:
The restriction from registering, adjusting course schedules, receiving a diploma or obtaining official transcripts due to nonpayment of tuition/fees and other obligations (fines, rentals, etc.).

4. APPLICABILITY

This policy applies to all students.

5. POLICY

It is the policy of James Madison University for students to be responsible for promptly settling their financial obligations to the university. These obligations may include, but are not limited to:

  • Tuition and fees/room and board
  • Parking fines and fees
  • Residence hall fines
  • Library fines
  • Judicial Office fines
  • Athletic Department fines
  • Personal checks returned unpaid by the bank or reversed credit card payments
  • Fees for not returning equipment or materials
  • Other outstanding financial obligations

6. PROCEDURES

The State Comptroller promulgates procedures for the collection of all Commonwealth receivables. Specific procedures and departmental responsibilities are outlined in Section 4115, "Receivables" of the University Financial Procedures Manual.

7. RESPONSIBILITIES

The assistant vice president for finance is responsible for assisting departments in administering this policy.

The University Business Office is responsible for placing “holds” on student accounts.

8. SANCTIONS

Students who fail to satisfy their financial obligations are subject to having their records placed on "hold," late fees assessed and class registration canceled. This hold will restrict the student from registering for a subsequent semester, adjusting the course schedule, receiving a diploma, and having official transcripts furnished., The University Business Office is required to turn delinquent  debts over to the Commonwealth of Virginia Attorney General’s office or other contracted commercial collection agency for collection if a student fails to satisfy their financial obligations or make satisfactory payment arrangements with the University Business Office by the payment due date.

9. EXCLUSIONS

Exceptions to this policy may be made on an individual basis by the director of the University Business Office; extraordinary circumstances will be taken into consideration.

10. INTERPRETATION

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

Previous version: February 2011
Approved by the President: May 2002

Index Terms

Hold on records
Student accounts

1334 Student Employment

1. PURPOSE

The university employs qualified students for various positions in order to meet personnel needs. The objective of this policy is to define student employment and to outline the conditions of employment for student employees. Student employment is separate and distinct from financial aid given to students, and this policy also is designed to distinguish between the two types of payments made to students.

2. AUTHORITY

This policy complies with the Virginia Department of Human Resources Management pursuant to the authority provided in 2.2-2900 of the Code of Virginia. The Board of Visitors is authorized to set policy for all employment and student matters at the university. Where it has not exercised this authority, it is delegated to the president. The university reserves the right to revise, change, or eliminate this policy as necessary.

3. DEFINITIONS

At-Will Employment:

An employee who is working at-will may resign from work or be terminated from work with or without cause, with or without severance or advance notice. All student employees are at-will employees.

Federal Work-Study:
A federally funded financial aid program to provide payment for work performed by students on campus or in the community, based on the needs of the student and the availability of funding. The purpose of the Federal Work-Study program is to help the student support himself or herself by providing a part-time job for the student. Federal Work-Study positions are awarded by the Office of Financial Aid and Scholarships to eligible students, but selection for specific jobs is competitive, and placement is not guaranteed.

Fellow:
A student serving in a Fellowship. A Fellow is not considered a student employee under this policy.

Fellowship:
A grant given to a student for the purpose of support during a course of study, not for services rendered. A fellowship is not student employment for the purposes of this policy.

Graduate Assistant:
A student serving in a graduate assistantship is covered by Policy 2103, graduate assistants. A graduate assistant is not considered a student employee under this policy.

Grant:
Funds given to a student for the specific purpose of financial aid, not for services rendered. Grants are not considered student employment under this policy.

Intern:
A student serving in an internship. An intern is not considered a student employee under this policy.

Institutional Employment:
The Institutional Employment Program is designed to assist students in securing on-campus employment regardless of their financial aid eligibility.

Lump Sum Payment:
A payment for a job or piece of work performed (as opposed to payment for time worked), even if the lump sum payment is divided into parts payable at different times. Student employees may be paid via lump sum payments for a job or piece of work.

Scholarship:
A grant of financial aid made to a student for the purposes of attending the university, not for services rendered. A scholarship is not considered student employment for the purposes of this policy.

Stipend:
A fixed and regular payment of a grant of financial aid to a student, not for services rendered. A student employee is not paid via stipend.

Student Employee:
A student hired by the university to perform regular employee duties. Student employees may be paid either under Federal Work-Study or institutional employment policies. A student employee is not serving in an internship, an assistantship, or a fellowship, and is not paid on a stipend, scholarship, grant, fellowship, or other award to obtain training or work experience necessary for the completion of a degree. See Section 9, Exclusions, and Policy 2103, Graduate Assistants.

Student Employment:
Employment of a current student in a position within the university, either in a Federal Work-Study or an Institutional Employment position, generally to meet part-time, temporary or seasonal needs. Student employees are not covered by the Virginia Personnel Act (Title 2.1, Chapter 10, of the Code of Virginia) and serve at the pleasure of the university.

Student Employment Position:
A position created by the university specifically for student workers. Students must be degree-seeking and enrolled on at least a half-time basis, either in an undergraduate or graduate program during the regular academic year (fall and/or spring semesters) to be eligible for student employment. Per the University Registrar's guideline, half-time basis equates to at least six credits taken each term for undergraduate students; and at least five credits taken each term for graduate students. Students who desire summer employment (institutional employment) must have intent to re-enroll for the upcoming fall semester in an undergraduate or graduate program at James Madison University to be eligible to work as a student employee.

Wages:
Payments for time worked (as opposed to payment for a job or piece of work performed) on a per-hour, per day or per week basis. Student employees may be paid wages for services rendered.

Work Hour Limitations:
Student employees shall be limited to working no more than 20 hours per week while enrolled in classes during the academic year. During periods of non-enrollment (holiday/winter break, spring break, summer, etc.), students are allowed to work over 20 hours per week and are subject to overtime if hours exceed 40 in a work week. Also, undergraduate students in the Adult Degree Program and graduate students without assistantships are allowed to work over the 20 hour limit. Graduate students with assistantships are also exempted from this rule with the approval of their advisor.

4. APPLICABILITY

This policy applies to all student employees and, where applicable, to their supervisors.

5. POLICY

Student employees shall be hired strictly on a part-time, at-will basis. Student employees serve at the will and pleasure of the university.

Student employment is intended to provide additional workers for part-time, seasonal or temporarily excessive workloads, interim replacements, short-term projects, or jobs that do not necessitate full-time classified employees. Student employment does not encompass internships, fellowships, assistantships, or other situations where the purpose of the work performed by the student is primarily training for the completion of a degree. See Section 9, Exclusions, and Policy 2103 Graduate Assistants.

Student employees are not covered by the provisions of the Virginia Personnel Act.

6. PROCEDURES

6.1 Determination of Employment vs. Award of Aid
A department wishing to use a student to perform work must fill out the questionnaire located at www.jmu.edu/finaid/scholarships/instfunds.shtml, to determine whether the work to be performed by the student qualifies as employment or as an award of a fellowship, internship, assistantship, or other financial aid. If the Financial Aid office makes the determination that the work to be performed by the student qualifies as employment, a Personnel Action Request (PAR) will be submitted to the Student Work Experience Center (SWEC) by the department hiring the student. SWEC will process the paperwork to put the student on the payroll. If the financial aid office makes the determination that the work to be performed by the student qualifies as an award of aid, the award is subject to awarding policies of the financial aid office, and is not employment covered under this policy.

6.2 Compensation
Student wage employees shall be paid only for actual hours worked, and shall be required to keep detailed time sheets. Students paid by the job may be paid in a lump sum, either in a single payment or in increments over a specified period of time.

Applicants normally should be hired at the minimum of the pay band. Applicants with experience related to the position may be hired at a rate higher than the pay band minimum with prior approval from the Student Work Experience Center.

Student wage employees are covered under the Fair Labor Standards Act and must be paid overtime at the one and one-half time rate for hours worked over 40 in a workweek in accordance with university Policy 1303. Therefore, records of hours worked must be kept for all student wage employees regardless of their status.

Direct deposit of pay is a condition of employment for all student employees.

6.3 Benefits
Student employees are covered under the Commonwealth's Worker's Compensation Act. When eligibility is established, compensation is provided by the university.

Student employees cannot accrue paid leave and shall be paid only for holidays on which they actually perform work.

Student employees cannot accrue compensatory time or overtime leave credits.

Student employees are not eligible to participate in the state's health insurance, life insurance, retirement, or other benefit programs. However, there are some limited benefits (such as military leave, Family Medical Leave, etc.) available to certain student employees. See the Office of Human Resources for details.

6.4 FICA Student Exemption
Students employed in student employment positions are eligible for the Federal Insurance Contributions Act (FICA) tax exemption as long as they are enrolled at least half time (6 hours for undergraduates; 5 hours for graduate students). The exemption will remain in effect during semester breaks of five weeks or less.

Student employees are no longer eligible for the FICA student exemption when any of the following occur: a. the student is enrolled less than half time; or b. the break between semesters is greater than 5 weeks; or c. the student obtains a non-student employment position with the university. In this case, the student employee will lose the FICA student exemption in all employment types. The FICA exception policy can be found at http://www.jmu.edu/payroll/studentfica.shtml

7. RESPONSIBILITY

Division heads, academic deans, and department heads are responsible for the consistent application of this policy. Vice presidents, academic deans and department heads are responsible for ensuring hours worked are consistent with this policy. The monitoring of hours of student employees is the responsibility of the individual supervisor.

The Student Work Experience Center will notify hiring supervisors of student employees when particular student employees violate the 20 hours per week policy. Continuing to allow a student to violate the 20 hour policy may subject the department to sanctions.

8. SANCTIONS

Student employees and supervisors of student employees who violate this policy are subject to discipline commensurate with the severity and/or frequency of the offense and may include termination of employment.

9. EXCLUSIONS

This policy does not apply to full-time classified employees or members of the instructional or administrative & professional faculty. It does not apply to students who are paid an award, stipend, or other payment in an internship, assistantship, or fellowship position where the purpose of the internship, assistantship or fellowship is to train the student for the completion of a degree, the payment is received regardless of the quality or quantity of the work, and there is no guarantee of a job with the university following the internship, assistantship or fellowship.

10. INTERPRETATION

The authority to interpret this policy rests with the president, and is generally delegated to the Director of Financial Aid and Scholarships.

Previous version: October, 2009

Approved by the president: February, 2008

Index Terms

Students
Student Work
Federal Work Study
Student Employment

3107 Parking

1. PURPOSE

Parking regulations are enforced to encourage the responsible use of parking facilities. This policy provides a mechanism for consistent application of the rules and regulations governing parking. Parking Services relies on permit fees and citation revenue to support the direct and indirect costs of operating parking facilities, including but not limited to construction of new parking areas, maintenance of existing parking areas, enforcement, snow removal, lighting, etc.

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

Visitor:
A person who is not enrolled at, compensated by or an affiliate of the university.

Affiliate:
An individual who has a formal affiliation with the university and receives some services from the university, but is not a student or employee of the university and receives no remuneration from the university (Formal affiliation means that a necessary relationship exists between the university and the individual to provide a service of value to the university). Affiliates are defined in Policy 1337 and include employees of contractors such as ARAMARK, Pitney Bowes, Follett, etc.

4. APPLICABILITY

This policy applies to all faculty, staff, students, affiliates and visitors of James Madison University.

5. POLICY

Operating and parking motor vehicles on university-owned or leased property is permitted only in accordance with university motor vehicle regulations as outlined in the Parking and Traffic Regulations or at the direction of Parking Services and Public Safety officials. All vehicles parked on campus must display a valid parking permit at all times. An inappropriately parked vehicle will receive a university issued citation.

Vehicles displaying handicap permits or plates must also display a valid JMU parking permit in conjunction with the handicap permit or plates whenever parked on campus.

Outstanding parking violations will result in a hold being placed on a student's record.

Disabled vehicles should be reported to Parking Services immediately. If Parking Services is closed, report disabled vehicles to the Office of Public Safety at (540) 568-6913. Arrangements should be made

to repair the vehicle or remove it from campus within 24 hours of notification. Disabled vehicles that present a potential threat to life or property may be towed immediately at the owner or operator's expense.

6. PROCEDURES

6.1 Enforcement

Parking Services and Public Safety officials will issue parking citations for violations of the Parking and Traffic Regulations. An abbreviated version of the brochure is distributed with parking permits. A complete version is available online and at the Parking Services office upon request. The most up-to-date version of the Parking and Traffic Regulations can be viewed online at the Parking Services website. Parking and traffic regulations are in effect 24 hours per day, 365 days per year.

Parking Services and Public Safety officials are authorized to tow immediately and, if necessary, without warning when a vehicle is blocking access or presents a potential threat to life or property. Any vehicle parked on university-owned or leased property that has accumulated 10 or more unpaid parking citations is subject to towing at the owner or operator's expense.

6.2 Payment of Fines

Parking citation fines may be paid at the Parking Services office during posted hours, by utilizing the electronic citation form payment option available on the Parking Services web site, or by depositing payment in the drop box located at the front of the Parking Services office.

A parking fine will be considered delinquent if it is not paid in full on or before 10 calendar days after the citation issue date or, if the citation is appealed and denied, not paid in full within 10 calendar days after notice of the appeal denial is emailed to the appellant.

Citations issued to students that are paid within the first 30 days can be paid directly at the Parking Services office, or via the Parking Services website. Citations that are delinquent more than 30 days are transferred to the University Business Office (UBO) for collection. Once citations are transferred to the UBO, students are required to pay via their student account at the University Business Office or at the University Business Office website.

6.3 Late Payment

Students:
Ten days after a citation is issued, the student will be sent a written notice via their campus email account regarding the necessity of resolving the outstanding fine provided the cited vehicle is registered with Parking Services. A hold will be placed on the official records of any student who has delinquent fines. The hold will prevent a student from registering for courses, making course adjustments, obtaining transcripts or receiving a diploma. The hold will be released upon resolution of the delinquent fines.

Faculty/Staff Members:
Ten calendar days and forty-five calendar days after a citation is issued to a registered faculty or staff vehicle, a written notice will be sent to the registrant via campus email regarding the necessity of resolving the outstanding fine. Ninety days following the citation issue date, a letter will be sent via campus email stating the amount of the delinquent fine to be deducted from the employee's next paycheck. Section 2.2-4800 of the Code of Virginia mandates this action.

Visitors:
If a visitor accumulates 10 or more unpaid citations, his or her vehicle is subject to towing.

6.4 Appealing Tickets

The Parking Appeals Committee has been delegated the authority to review and make the determinations on all appeals. Appeals must be filed within 10 calendar days of the citation issue date; if an appeal is not filed by the deadline the vehicle owner waives the right to appeal. All appeals must be submitted online via the Parking Services website. 

Appellant has the option to appear before the Appeals Committee to present his or her case. Appearances before the Appeals Committee are limited to a maximum of three minutes.

A citation may be approved for a second appeal. However, the appellant must pay the citation in full prior to requesting a second appeal review, and the second appeal must include additional information or documentation in support of the appellant's appeal.

Notification of the Parking Appeals Committee's decision will be via campus email.

If an appeal is denied, the appellant has 10 calendar days, including the date on the notification letter, to pay the fine or the 10-day ($5) penalty will apply. If Parking Services is closed, payment may be submitted via the Parking Services website or deposit payment in the drop box at the front of the Parking Services office located on the ground level of the Champions Drive Parking Deck. Do not deposit cash in the drop box.

If an appeal is denied by the Parking Appeals Committee, the chairpersons of the Parking Appeals Committee or the Associate Vice President for Business Services may, at the request of the appellant, give the matter further consideration.

7. RESPONSIBILITIES

Parking Services is responsible for sending a written notice via campus email to all faculty, staff, students and affiliates regarding the necessity of resolving outstanding fines provided the vehicle is registered. These notices will be sent approximately 10 days after the citation issue date.

All faculty, staff, students, affiliates and visitors of James Madison University are responsible for abiding by all parking and traffic regulations. Any parking fines that are received as a result of non-compliance with JMU parking regulations must be resolved with Parking Services.

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the occurrence 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 Associate Vice President for Business Services.

Previous version: March 2011
Approved by the President: October 2004

Index Terms

Parking fines
Parking violations
Parking citations

1207 Appropriate Use of Information Technology Resources

1. PURPOSE

The purpose of this policy is to provide direction to members of the university community regarding safe and responsible use of university technology resources and to outline the obligations they have as a whole and individually to abide by established standards of acceptable use. 

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.

STATE OR FEDERAL STATUTE AND/OR REGULATION

Consistent with the University’s Memorandum of Understanding granting Level II delegation from the Commonwealth under the Virginia Restructured Higher Education Financial and Administrative Operations Act of 2005 and in keeping with the other university technology policies, JMU exercises independent authority for issuing policy and establishing requirements related to technology management for the institution.

3. Definitions

System Security Mechanism:
A procedure, program, or device used with a computer to implement or enforce access controls, auditing, authentication, confidentiality, authorization, policy settings or other security measures.

University (JMU) Information Technology Resources: 
These include, but are not limited to, equipment, software, systems, networks, data, and communication devices (stationary and mobile) owned, leased or otherwise provided by JMU.

4. APPLICABILITY

This policy applies to all members of the university community who use the university’s information technology resources.  This includes, but is not limited to students (applicants, current and graduates), faculty, staff, guests, and external individuals or organizations. The policy applies regardless of the methods of access, whether initiated from on or off-campus and whether using university-owned, privately-owned or third-party systems or networks.

5. POLICY

JMU provides a variety of public and non-public information technology resources to provide services, encourage free exchange of ideas and support information sharing. Access to these resources is privilege governed by certain regulations and restrictions. These include university policies, procedures and standards, as well as applicable local, state, and federal laws/regulations. 

Authorized users are offered the most reliable and reasonably broad access to information technology resources possible.  And in return for these access privileges, the user agrees to behave ethically, appropriately, and responsibly in their use of the resources.  This means that each person who accesses or uses university information technology resources accepts the responsibilities outlined here and in other university policies and standards. In addition, users will adhere to applicable local, state and federal laws/regulations.

Under some circumstances, actions must be taken to preserve the security, integrity and/or availability of university information technology resources or to respond to legal inquiries.  Therefore, at the discretion of university senior management, files, data, or communications may be reviewed as necessary with cause, and individuals are not entitled to any expectation of privacy.  The university also reserves the right to suspend or discontinue access to university information technology resources as necessary.

6. PROCEDURES

Due to the openness of JMU's network, virtually all systems are connected internally and to external resources as well.  Improper operation of such systems can result in compromise or operational disruption of the JMU network and related services and data. Thus, there are special requirements related specifically to network-connected devices. These requirements apply to all devices connected to or accessing the JMU network.

Though specific requirements/operating practices may vary somewhat with specific aspects of the environment, users are expected to follow best practices for effective and secure operations.   For example, it is expected that available protections such as security configuration settings, anti-virus software, software/service updates, and account/account-level access controls are used whenever one is accessing JMU information technology resources.  

More specific requirements for the use of JMU information technology resources are communicated through university information technology policies and standards and those otherwise related. Users are responsible to ask questions and assure their own understanding of these requirements.

7. RESPONSIBILITIES

7.1.   User Responsibilities:

As a user of JMU information technology resources, each user shall:

  • use only those information technology resources for which s/he has authorization
  • use information technology resources and data only their intended purposes
  • refuse to provide or share access to university information technology resources with those who are not authorized
  • abide by applicable laws/regulations and university policies, including, but not limited to, those related to copyright and intellectual property
  • respect the security (confidentiality, integrity and availability) of information technology resources
  • respect the privacy and personal rights of others including, but not limited to the right to be free from intimidation or harassment
  • use and operate information technology resources in a manner that respects established controls and minimizes the risk of adverse effects or unavailability to others
  • accept responsibility for his/her behavior, for any use of his/her user credentials, and for the operation of any device(s) they own, use or are assigned
  • upon notification, comply with requests to discontinue activity or behavior that violates this or other applicable policies or regulations
  • not use university information technology resources for personal/financial gain, political activities, or fraudulent, harassing or illegal activities. 
  • report any violation of security or appropriate use to abuse@jmu.edu or to the university’s Information Security Officer
  • report suspected possible fraudulent transactions involving university information technology resources to Audit and Management Services (see Policy 1603, Reporting of Suspected Fraudulent Transactions)

7.2.   University employees:

Further, in using university information technology resources, employees shall:

  • refrain from operating computer games using university information technology resources other than for academic instruction
  • comply with any statute or regulation applicable to university employees including, but not limited to, Commonwealth of Virginia DHRM Policy 1.75 (Use of Internet and Electronic Communication Systems) and Code of Virginia sections prohibiting employees from accessing sexually explicit materials
  • adhere to university policies and standards for procurement/development of technology systems/services and their operation, maintenance or modification.

7.3.   Other Responsibilities:

The university’s Assistant Vice President (AVP) for Information Technology, Information Security Officer, and other IT staff have responsibilities assigned by the university as part of their job responsibilities.

Because of their leadership positions and control over resources, AVP’s, deans, and other academic/administrative unit heads, along with principal investigators (PIs) can play a critical role in the use and protection of JMU information resources. They are expected to influence appropriate use outcomes by:

  • ensuring that security is given appropriate consideration, along with functionality, performance, ease-of-use, cost, and availability, in the planning and implementation of new projects and services
  • making computer security a staffing, funding, and training priority. Additionally, PIs can specify the cost associated with security as a direct cost in grant proposals
  • encouraging responsible attitudes and behaviors within the units they lead by communicating the importance of addressing security issues and by requiring all staff members to be accountable for the security of their network-connected devices
  • acknowledging that administration of information technology resources takes specialized skills and helping ensure that qualified people and necessary resources are available; and
  • enabling quick and effective response to violations of appropriate use or when a security breach occurs.

8. SANCTIONS

8.1   Regarding employees, sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.

8.2   Regarding students, sanctions will be commensurate with the severity and/or frequency of the offense and may include suspension or expulsion.

8.3   In addition, responses for violation of this policy may include, but are not necessarily limited to, the following:

  • Notification:  alerting a user to what appears to be an inadvertent violation of this policy in order to educate the user to avoid subsequent violations.
  • Warning: alerting a user to the violation, with the understanding that any additional violation will result in a greater penalty.
  • Loss of computer and/or network privileges:  limitation or removal of computer and/or network privileges, either permanently or for a specified period of time.
  • Restitution for damages:  requiring reimbursement for the costs of repair or replacement of computer-related material, equipment, hardware, software, data and/or facilities. In addition, such reimbursement shall include, but not necessarily be limited to, the cost of additional time spent by university employees due to the violation.
  • Finally the violator may be subject to criminal or civil penalties as they apply.

8.4   The university considers any violation to be a serious offense in its efforts to preserve the privacy, data, and services of individuals and the university. In the case an investigation is begun related to policy and/or legal violations, the university's officials reserve the right to access, examine, intercept, monitor, and copy the files, network transmissions, and/or on-line sessions of any user. The university may choose to suspend a user's access to its resources in connection with investigation of (but not limited to) any of the following:

  • violations or suspected violations of security and/or policies
  • activities which may be contributing to poor computer performance
  • computer malfunctions.

8.5   In connection with such investigations, users whose files, network transmissions, or computer sessions are affected are deemed to have acknowledged that they are not entitled to any expectation of privacy with regard to their files, data or communications, which may be shared with appropriate investigating officials.  In general, the university will exercise discretion as far as is appropriate given the case.

8.6   The university's Office of Audit and Management Services (as well as appropriate JMU or external law enforcement agencies) may be notified of the violation and provided with information and materials relating to the investigation and/or violation.

9. EXCLUSIONS

None.

10. INTERPRETATION

Authority to interpret this policy rests with the President, and is generally delegated to the Assistant Vice President for Information Technology.

Previous Version: April 2012
Approved by the President: April 2002

Index Terms

Intellectual property
Information security
Abuse of technology
Use of technology

1705 Bottled Water 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 bottled 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 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 (OESS)
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 individuals who have the authority to purchase water.

5. POLICY

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

Individuals who provide water for their constituencies should consider alternatives to water in individual bottles. Such alternatives may include purchasing re-useable recyclable plastic water bottles such as those that are available for purchase from the Office of Environmental Stewardship and Sustainability or from the University Bookstore.

If it is determined that bottled water is the best option for the particular use, the university encourages the purchase of water in recyclable plastic bottles such as those that are available for purchase from university dining services and special events (Aramark).

6. PROCEDURES

Re-useable recyclable water bottles may be purchased by contacting the Office of Environmental Stewardship and Sustainability or the University Bookstore.

Any bottled water purchased from JMU Dining or Special Events will be in recyclable containers.

7. RESPONSIBILITIES

Supervisors of those who provide or purchase water are responsible for the 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

None

10. INTERPRETATION

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

Previous version: March 2013
Approved by the President: October 2009

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

3104 Use of Bulletin Boards & Posting Public Notices

1. PURPOSE

The purpose of this policy is to outline the proper guidelines and procedures for posting information on campus related to ongoing campus activities, events, and notices of interest.

2. AUTHORITY

The President has given the Senior Vice President for Student Affairs & University Planning the responsibility and the authority to ensure that bulletin boards & posted public notices are appropriately used for the benefit of the university community.

3. DEFINITIONS

Banner Space:
Space for a long sign on paper or cloth (typically 8'x 3') to advertise events.

General Purpose Bulletin Board:
Designated corkboards to display approved posters/flyers.

Designated Space:
Approved areas for posters/flyers.

Display Cases:
Glass cases located in Taylor Hall.

Festival:
Festival Conference & Student Center

Posting:
Placement of flyers to promote event(s) and other approved activities.

Publicizing events:
Ways to inform campus community of events and activities.

Taylor Down Under:
Area located on first floor of Taylor Hall.

Undesignated Space:
Areas not designated (i.e. departmental use only) for public postings.

4. APPLICABILITY

This policy applies to all employees, students, and constituents of the university who make use of these information resources.

5. POLICY

All information and/or announcements must be approved by JMU Event Management and comply with the information standards outlined in the procedures listed below prior to posting.

It is not the intent of this policy to censor or otherwise control the content of notices or other materials to be posted. However, it is recommended that such materials be in good taste and comply with all standards of conduct set forth in the student handbook. For additional publicity options at JMU go to the JMU Event Planning website http://www.jmu.edu/events.

6. PROCEDURES

6.1 Posting by University Departments/Student Organizations/Students/Employees:

All materials for posting must be approved and stamped with a removal date at an information desk in Warren Hall, Taylor Down Under or the Festival.

A JMU student, faculty or staff member, or student organization must sponsor all posters and flyers. The name of the JMU contact person must appear on the poster. A name is not necessary if an academic office or department sponsors the poster or flyer.

Posters/flyers without a specific event date will be stamped for two weeks.

A limit of 100 posters/flyers will be stamped per event, regardless of different poster styles. One poster/flyer per event may be posted per general purpose bulletin board.

6.1.1 General Purpose Bulletin Boards in University Unions:

All materials for posting must be approved and stamped at an information desk in Warren Hall, Taylor Down Under or the Festival and follow the procedures outlined above.

6.1.2 General Purpose Bulletin Boards in Other Areas of Campus (i.e. Academic buildings, Athletic facilities, etc.)

6.1.2a In academic buildings, resident faculty and staff are permitted to post materials of the types approved by Academic Unit Heads because they are relevant to academics, advising or academic unit policies. Posting in these buildings by other individuals requires approval as specified in 6.1.2b

6.1.2b All materials for posting in other areas of campus (not already identified above) must be approved and stamped at an information desk in Warren Hall, Taylor Down Under or the Festival and follow the procedures outlined above. Information regarding specific posting locations and requirements for these facilities may be obtained from the building coordinator for that facility.

6.1.3 Taylor Down Under and Dining Facilities Table Tents: Table tents in Taylor Down Under may be reserved through the Madison Union scheduling office for a one week period of time to promote upcoming events. Each organization is responsible for designing and providing up to 40 copies of their table tents for distribution.

6.1.3a Table tents in dining facilities can be requested by submitting a Table Tent Advertising Form through JMU Dining Services. Table tents go onto tables Sunday evenings and stay until the following Sunday evening. Paperwork must be submitted by 4pm on the Tuesday before the Sunday the tents will go on the tables.

6.1.4 Residence Hall Posting Information:

Residence Halls: Posters/flyers may be posted in approved locations in residence halls by contacting the hall director or resident advisers between 8:00 p.m. and midnight prior to posting. The hall staff will indicate the public posting area for the building. Signs or decorations may be placed in windows of student residences only with the permission of the hall director.

6.1.5 Additional/Special Signage:
Persons responsible for conferences, conventions, workshops or other activities sponsored by the university may request outdoor signs for identification or direction by contacting Facilities Management.

6.1.6 Display Cases:
Display cases are located in Madison Union on the second floor of Taylor Hall and may be reserved through the Madison Union scheduling office. Details concerning size and process for reserving may be obtained at the JMU Event Planning website http://www.jmu.edu/events.

6.1.7 Banner Spaces:

There are banner spaces located in Warren Hall, Taylor Down Under and the Festival as well as outdoor banner space available on the grassy hill of the Commons and the Festival Lawn/Amphitheatre. Details concerning sizes and the process for reserving may be obtained at the JMU Event Planning website http://www.jmu.edu/events.

6.1.8 Brochure Racks:
Brochure racks are available on the second floor of Warren Hall and at the Festival for use by JMU departments and student organizations and non-university businesses and organizations. All brochures must be approved by an information desk supervisor for placement in the racks.

6.1.9 Chalking:There are five designated outdoor areas on campus which can be used for "chalking" to advertise an event: the Commons, Festival , Godwin, ISAT/CS and Showker. Space must be reserved with the scheduling authority for each area as listed on the JMU Event Planning website http://www.jmu.edu/events . Organizations may reserve blocks of three days per area. Chalking areas may be booked with back to back reservations and chalk from a previous reservation may still be in place. The reserving office is not responsible for clearing the previous chalking. Chalking is NOT allowed anywhere other than outdoor sidewalks and steps.

6.2 Posting by Non-university Organizations:
In addition to the procedures outlined above, these specific procedures apply to non-university organizations desiring to post flyers, posters, banners or to distribute materials or literature.

All non-university organizations must conform to the laws of the Commonwealth of Virginia.

The university reserves the right to assign non-university organization flyers/posters or brochures to specific locations.

At no time shall JMU grant or deny authorization of distribution or posting of information based on its content, unless such distribution or posting is commercially motivated. However, the distribution or posting of said material shall be subject to reasonable time, place, and legal restrictions.

Only a limited amount of space is available to non-university organizations. Space will be allocated on a first-come, first-served basis and priority will be given to activities conducted by students, faculty, or staff (alone or in conjunction with non-university organizations) over those conducted solely by non-university organizations.

These posting regulations may not apply to non-university activities in special campus-sponsored events, as determined by the university, which occur from time-to-time on campus. However, these events have their own regulations that apply to non-university organizations.

All non-university posters, flyers, or brochures must be approved by JMU Event Management prior to posting.

6.3 Solicitation:

University facilities may not be used for solicitation of faculty, staff, or students by private enterprise for profit organizations, except for solicitations for instructional materials as permitted by the Student Handbook. This includes solicitation by individual contact, free advertising on campus through flyers, posters, or similar materials, and profit-oriented activities not officially sanctioned by the university.

6.4 Specific Prohibitions:
In order to maintain the natural beauty of the campus and preclude a cluttered appearance of the buildings, the following actions are specifically prohibited:

Posters, notices, announcements, or other materials will not be attached to indoor walls, windows, doors, porches, walks, light fixtures, stairways, the outside of buildings, trees, trash receptacles, shrubs, utility poles, or other non-designated areas on campus.

Posters or announcements with dimensions exceeding 11x17 inches will not be approved for posting on bulletin boards.

Flyers or notices may not be placed in or attached to automobiles on campus.

Advertising the sale of alcoholic beverages, or any phrase or symbol that would lead the reader to believe that alcohol will be served or consumed is prohibited.

Using duct tape, staples, pins, nails, etc. in non-standard posting locations is prohibited and may result in damage billing.

Chalking of buildings is prohibited.

7. RESPONSIBILITIES

User Responsibilities

It is the responsibility of the student organization, department, or other university organization to:

  • Take material to be posted to a university information desk in Warren Hall, Taylor Down Under or the Festival to have it approved and stamped with a removal date.
  • Post the stamped material on "general purpose" bulletin boards in assigned areas.
  • Include the name of the JMU contact person or department name sponsoring the notice or event on the poster or notice.

Owners of banners are responsible for the placement and removal of banners in accordance with the banner posting procedures outlined above. JMU Event Management will not be responsible for banners left beyond the reservation period or for theft or damage to banners displayed.

JMU Event Management will not be responsible for items left in the display cases beyond the reservation period or for theft or damage to items displayed in the cases.

8. SANCTIONS

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

In addition, student organizations or departments may risk the loss of financing or official recognition.

9. EXCLUSIONS

Organizations whose recognition has been withdrawn by the university will not be allowed posting privileges, access to display cases, or any other form of facility usage.

Posters and displays associated with a scheduled event in the University Unions facilities may be placed in non-standard areas for up to 24 hours with approval from Madison Union Operations or Festival Operations. The posters must meet all regulations in this policy and must be removed immediately following the conclusion of the event.

10. INTERPRETATION

The authority to interpret this policy rests with the president, and is generally delegated to the Senior Vice President for Student Affairs & University Planning.

Previous version: January 2010
Approved by the President: May 2002

Index of Terms

Bulletin boards
Display cases
Posting
Publicizing events
Publicity
Banners

4101 Contractual Agreements: Student Clubs and Organizations

1. PURPOSE

This policy establishes guidelines for the management of the contractual agreements entered into by student clubs and organizations.

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

Front-end Budgeted (FEB) Organization:
A student organization that receives an allocation of student fees (from the Student Government Association and Media Board) during the spring semester for the following academic year.

4. APPLICABILITY

This policy applies to contractual agreements entered into by JMU student clubs and organizations that are front-end budgeted through the SGA and Media Board respectively. Therefore, all university student organizations that are front end budgeted and planning to conduct programs on or off the campus, or that provide services to JMU students must follow this policy when such programs and services necessitate a contractual agreement with non-university agencies.

5. POLICY

All procurements shall be in accordance with the Virginia Public Procurement Act and the Commonwealth of Virginia Agency Purchasing Manual for Institutions of Higher Education and Their Vendors. Purchasers are expected to exercise prudent judgment and their actions must sustain the test of public review.

6. PROCEDURES

6.1 No student or officer of any student organization may use the name of James Madison University in connection with contractual agreements that obligate the university financially or in any other way without expressed written authorization from the Director of the University Unions (or designated staff) and, when applicable, the Assistant Vice President for Finance.

6.2 Executive officers of the student organization are to discuss with the organization's faculty adviser the program or service for which they seek contractual agreements involving non-university agencies, obtain the faculty adviser's signature on the contract for such services and submit the contract for services to the director of the University Unions for review, signature and referral to other university officials as appropriate.

6.3 No contractual agreement may be executed until facilities and finances called for by the contract have been arranged by the student organization's officers and adviser to the satisfaction of the director of the University Unions. Where applicable, a copy of the James Madison University contract rider entitled "Commonwealth of Virginia Agency Contract Form Addendum to Contractor's Form" or parts thereof shall be attached to the contract.

6.4 Contracts generated by student organizations that are budgeted by the Student Government Association (University Program Board, Bluestone, The Breeze, etc.) are to be submitted to the director of the University Unions for approval by the appropriate university official(s).

6.5 Contracts that provide for on-campus sales or solicitation by non-university agencies fall under university policies governing such on-campus sales and solicitation (see the JMU Student Handbook).

7. RESPONSIBILITIES

It is the responsibility of the executive officers of the sponsoring student organization to keep their adviser and the director of the University Unions currently advised about the organization's sponsorship of programs or services that may obligate the university financially or in other ways. The director of the University Unions may refer the student organization to more appropriate university departments in order to deal with the particulars of contractual arrangements.

The university is not responsible for the action, contracts or purchases of student clubs and organizations not receiving direct financial or other support from the university. These organizations are conducting business through a separate federal tax identification number.

8. SANCTIONS

Student clubs and organizations that do not adhere to this policy may lose funding as well as official recognition.

For individual students, sanctions will be commensurate with the severity and/or frequency of the occurrence and may include suspension or expulsion.

For employees, 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 assistant vice president for finance.

Previous version: November 2010
Approved by the President: May 2002

Index Terms
Student Organizations
Contractual Agreements
Clubs