Policies regarding Students
|Policy Number||Policy name||Content|
|4102||Student Financial Obligations||
This policy establishes guidelines and procedures for students to settle financial obligations to James Madison University.
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.
This policy applies to all students.
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:
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.
The assistant vice president for finance is responsible for assisting departments in administering this policy.
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.
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.
Authority to interpret this policy rests with the president and is generally delegated to the Assistant Vice President for Finance.
Previous version: February 2011
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.
Lump Sum Payment:
Student Employment Position:
Approved by the president: February, 2008
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.
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.
This policy applies to all faculty, staff, students, affiliates and visitors of James Madison University.
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.
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 online payment option available on the Parking Services website, 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 Citations
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.
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.
Sanctions will be commensurate with the severity and/or frequency of the offenses and may include termination of employment.
The authority to interpret this policy rests with the president and is generally delegated to the Associate Vice President for Business Services.
Previous version: May 2014
|1207||Appropriate Use of Information Technology Resources||
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.
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.
Harassment specifically includes instances of sexual violence of any type perpetrated against a member of the university community.
System Security Mechanism:
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.
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.
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.
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.
7.1. User Responsibilities:
As a user of JMU information technology resources, each user shall:
7.2. University employees:
Further, in using university information technology resources, employees shall:
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:
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:
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:
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.
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
|1705||Bottled Water Use||
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.
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.
Office of Environmental Stewardship and Sustainability (OESS)
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).
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.
Supervisors of those who provide or purchase water are responsible for the application of this policy.
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.
Authority to interpret this policy rests with the President and is generally delegated to the Associate Vice President for Finance.
Previous version: March 2013
|3104||Use of Bulletin Boards & Posting Public Notices||
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.
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.
General Purpose Bulletin Board:
Taylor Down Under:
This policy applies to all employees, students, and constituents of the university who make use of these information resources.
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. In addition, materials that violate laws and regulations (including university policies and procedures) will not be approved. For additional publicity options at JMU go to the JMU Event Management website http://www.jmu.edu/eventmanagement.
6.1 Posting by University Departments/Student Organizations:
All materials for posting must be approved and stamped with a removal date at an information desk in Madison Union, Taylor Down Under or the Festival.
A JMU department 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 Madison Union, 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 Madison Union, 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.
6.1.4 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.
6.1.5 Residence Hall Posting Information:
6.1.6 Additional/Special Signage:
6.1.7 Banner Spaces:
6.1.8 Brochure Racks:
6.2 Posting by Non-university Organizations:
In addition to the procedures outlined above, these specific procedures apply to non-profit [501(c)(3)] non-university organizations desiring to post flyers, posters, banners or to distribute materials or literature.
All non-profit organizations must conform to the laws of the Commonwealth of Virginia regarding non-profit status and must provide a copy of their IRS letter which states they are exempt from Federal income tax.
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 and place. In addition, materials that violate laws and regulations (including university policies and procedures) will not be approved. “
For profit non-university organizations may place advertising materials in the brochure racks located in Madison Union and the Festival. 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.
All non-university posters, flyers, or brochures must be approved by JMU Event Management prior to posting.
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. For-profit non-university organizations may place advertising materials in specified brochure racks, subject to restrictions in section 6.2 paragraph 4.
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.
It is the responsibility of the student organization, department, or other university organization to:
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.
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment or judicial referral.
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.
Organizations whose recognition has been withdrawn by the university will not be allowed posting privileges, 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.
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: June 2011
|4101||Contractual Agreements: Student Clubs and Organizations||
Previous version: November 2010