Policies and Procedures (Administrative)

Fund Raising (1-1)

I. PURPOSE

To coordinate and control all solicitations of gifts of all kinds to the University so as to avoid multiplicity of appeals. This policy is not intended to curtail solicitations of gifts. All faculty members are encouraged to obtain proper gifts, wherever possible, on approval from the Development Office.

II. DEFINITIONS

Gift, for the purpose of this policy, will mean any money or contribution for which there is not a specific contract.

III. POLICY

A. The BYU-Idaho Development Office is established to coordinate and control all solicitations of gifts to the University. Division and department heads and individual faculty and staff members planning to solicit gifts of any kind should first obtain approval for a specific gift, or for a category or type of gift, from the Director of Development and their respective vice president.

B. All gifts to the University of money, stocks, bonds, or gifts-in-kind are to be channeled through the Development Office.

C. Letters of appreciation for all major gifts and receipts are sent to donors by the Development Office.

D. Whenever a gift is restricted for specific purposes by the donor, a memorandum is prepared by the Director of Development and sent to the department concerned advising them of the receipt of the gift and the full details of the stipulations of the donor.

E. From the legal point of view, the Development Office is the only department authorized to issue receipts indicating a charitable tax deductible contribution valid for I.R.S. claims.

Criminal Background (1-2)

Approval Date: April 24, 2006
Approved by: President's Council

Brigham Young University-Idaho is committed to providing a safe and secure environment to support the mission of BYU-Idaho.

BYU-Idaho reserves the right to deny or place conditions on admission or re-enrollment, on employment or the act of carrying on a vocation at BYU-Idaho or upon the right to access to any BYU-Idaho property, program or activity, including access to property owned, controlled, or contracted for by BYU-Idaho, if BYU-Idaho determines that any individual represents a safety or security risk to persons or property at BYU-Idaho.

Individuals who have the status of being registered sex offenders pursuant to law will not be eligible for admission or enrollment at BYU-Idaho and will not be allowed to be employed by BYU-Idaho nor to practice their vocation on the campus of BYU-Idaho, or otherwise have access to the BYU-Idaho campus.

Individuals applying for admission or re-enrollment at BYU-Idaho have a right to request an administrative review of decisions directly affecting them under this policy by making application in writing to the Student Life Vice President within seven calendar days of the date notice of their status was received.

Individuals applying for any type of employment at BYU-Idaho have a right to request an administrative review of decisions directly affecting them under this policy by making application in writing to the Administrative Vice President within seven calendar days of the date notice of their status was received.

Publications (1-3)

I. GENERAL

BYU-Idaho is primarily a teaching institution; however, it is the policy of the University to encourage and to assist faculty members to produce creative works when such production would enhance the faculty member's teaching or other service to the University. "Creative works" include original instructional materials, scholarly books, and articles, works of art, computer software, and patentable or other inventions.

A. Instructional Materials

As most of the faculty's creative work is in this category, the details of this publications policy are addressed to the production of materials for use in BYU-Idaho classes or similar classwork elsewhere. "Instructional Materials" include books, manuals, extensive outlines, collections of readings, syllabi, plays, scripts, poems, stories, music, pictures and other works of art, films, film strips, slides, tapes, records, programmed units, computer software and other instructional materials and products.

B. Other Creative Works

The production of creative works other than instructional material is governed by the relevant general principles of this policy. When more specific policy guidance is needed, the then current policies of Brigham Young University-Provo shall apply unless exceptions are approved by the President of BYU-Idaho.

II. APPROVAL

Original instructional materials that will (a) constitute a major portion of the materials for a BYU-Idaho class, or (b) require substantial university assistance (materials, money, time, etc.), or (c) be published by the university press and sold to BYU-Idaho students; shall be approved by the department chair and the division dean. Materials generally should be approved only when the department chair and division dean find that the materials will enhance the quality of the students' learning experience in the class and when the costs to the students for the materials are reasonable. Where material is particularly applicable to BYU-Idaho and the Church environment and no equivalent material is available on the general market, the material may be approved even if the cost to the student is higher than it is for general market material. Approval will be required for original materials that meet the criteria stated in this section regardless of where the materials have been published. Those granting approval should strike a balance between the need for some experimentation by faculty members as they develop suitable materials and the need of students for high quality instructional materials.

III. USE OF UNIVERSITY FACILITIES AND MATERIALS

A. When Approval Required

Approval by the department chair of the use of university facilities and materials shall be required in advance of any project involving more than nominal use of University facilities and materials.

B. Nominal Use

The term "nominal use" includes normal secretarial assistance, library, desk and office space, typewriter and standard recording equipment purchased for general departmental use, and a reasonable amount of consumable goods such as paper, ribbon, pencils, etc. that can be paid for with budgeted departmental funds. The terms "nominal" and "reasonable" should be defined by each department chairman as required by the circumstances.

C. More Than Nominal Use

Projects involving more than nominal use should be reported by the faculty member to the department chair at the time the project begins. The faculty member must obtain approval of the department chair in such cases and should keep the chair informed of the intent and progress of the project being undertaken. Whether a project involves more than nominal use should be defined by the department chair. Each project should be judged on an individual basis.

IV. REIMBURSEMENT AND SHARING OF ROYALTIES BEYOND $1,000

There is no obligation by a faculty member to reimburse the University for the use of materials and facilities approved by the department chair until the project has yielded at least $1,000 in author's royalties. When royalties received by an author exceed $1,000, royalties beyond $1,000 may be shared between the author and the University. The extent of any sharing shall be determined by individual negotiations between the author and the department chair, according to the relative contribution made by the author and the University to the project. If the University contributed in only a minor way, allowing only minimal released time and use of facilities, then it is not likely that the University should share in the royalty beyond actual reimbursement for costs incurred by the University. Where the project was completed through the use of considerable University time and resources, on the other hand, the University may be entitled to a major share in the royalty in addition to cost reimbursement.

If the royalty ceases and then begins again in the future before major revisions of the materials, the reimbursement will begin again on the same basis. Before or during a major revision, the author and department chair should determine the author's continuing obligation to the school.

The amount by which a faculty member is to reimburse the University for expenses of a project should be estimated in writing by the department chair at the time the project is started.

Some of the things for which the University may require full or partial reimbursement are special released time, materials, equipment, space, additional secretarial help, xeroxing, computer or other facilities, research assistants, teaching assistants, funds or other special considerations.

If any major change in the original agreement is necessary, the department chair should be notified. Final adjustments should be made in writing at the time the project is completed. Such final adjustments should include additional released time, additional material, equipment, facilities, funds, or other special considerations. In addition, the method of reimbursement should be determined and put in writing.

Because it is the University's goal to encourage creativity among faculty members, negotiations should provide a financial incentive for the production of materials.

Royalties on materials sold to the BYU-Idaho Bookstore should be paid within thirty days from the end of each month in which some materials are sold.

V. COPYRIGHT OWNERSHIP

If a faculty member produces materials exclusively on his own time and in addition to the performance of his regular duties for which he receives compensation from the University, or if the project involves only nominal use of University time, facilities and resources, or if total royalties from the sale of the materials do not exceed $1,000, the faculty member shall retain all ownership and disposition rights. These conditions apply only to materials not produced through assignment or commission by the University.

In all other cases, the University shall retain all ownership and disposition rights in order to maintain control.

The owner of the copyright is responsible for securing the copyright. For work published by the University Press, the Press will secure upon request the copyright or the author may obtain a form from the Press and write to the Copyright Office, Library of Congress, Washington, D.C. 20559.

All releases for use of copyrighted material should be secured and paid for by the owner of the copyright.

VI. LIABILITY

A. Responsibility for Printed Material

The author is responsible for copyright infringements, plagiarism and for scandalous, libelous, or erroneous material.

The author is responsible for factual errors and the quality of scholarship.

The department chair and the on-campus editor are responsible for the quality of graphics, printing, and proofreading.

B. Liability for Unsold Materials

The department chair should see that the copies printed are limited to the number that can be sold within a three-year period.

If the sales of printed material not being used in a class drops below a reasonable number of copies in any given calendar year, the author and/or department may become liable for the cost of the remaining copies according to the agreement made before publication of the material.

The initial printing is financed by the University Press.

The department is liable for unsold copies if:

1. The class for which publication was intended is discontinued by the department.

2. The author is no longer assigned the class for which the publication was intended.

3. The department is otherwise responsible for the discontinued use of the book.

The author may be liable for unsold copies if:

1. The conditions of the liability are specified in the agreement made with the department before publication of the material.

2. The author chooses to discontinue teaching the class or using the material.

VII. PLAGIARISM

Instructional materials should avoid the use of someone else's work (whether copyrighted or not) without permission of the author or without making it adequately clear that the material has been borrowed from another source.

A copy or photograph of any student work produced to fulfill as class assignment may be retained by the department or teacher for future use as a teaching aid, providing it is identified as a student work.

An author may use student works retained by the department by permission of the department chair, or the author may collect his own examples from students, provided the sources are properly identified or credited.

VIII. MARKETING

A. Sale of Publications Printed by the BYU-Idaho Press

Orders from off-campus individuals, bookstores, universities or agencies will be handled directly by the Press. The press will also set the retail price of its publications. The author may also purchase his own materials at cost (as determined by the Press) and sell them off campus.

For all materials published by the BYU-Idaho Press to be sold on campus, the BYU-Idaho Bookstore is the sole authorized selling agent. Materials published on campus will be sold at a price not to exceed the retail price set by the Press.

B. Bookstore Buy-back Policy

The Bookstore may, at its own discretion, buy back used texts from the students, including those published on campus.

The buy-back price for materials published on campus will be governed by the same policy that governs the price for materials published off campus; i.e., the Bookstore will sell used texts published on campus at a markup not to exceed 20% of the buy-back price.

C. Marketing Off Campus

Generally, BYU-Idaho Press will not assume responsibility for off-campus marketing. However, because of the high cost per book of publishing limited editions for on-campus use only, some authors may want to pursue publication and sale off campus. Such publishing would decrease the cost of the book to the student, relieve the faculty member of liability for the sale of the book and give a wider market for the book, thereby increasing the financial return to both the faculty member and perhaps the University.

Manuscripts may be submitted to the BYU Press or any other publisher the faculty member chooses. If such a press publishes the manuscript, the Bookstore would deal with the book in the same manner it deals with all other off-campus publishers.

Guest Speaker (1-4)
(Approved March 2005 by the President's Council)

(To view "Speaker Request Forms" please see the BYU-Idaho Online Forms Index)

I. PURPOSE

To state the policy and the procedure to follow when inviting a speaker or other presenters to the BYU-Idaho campus.

II. POLICY

Any individual must be approved before he or she is invited to speak on campus. Potential speakers are not to be contacted until official approval has been received. The intended audience determines who approves the potential speaker and how that speaker is approved.

A classroom audience must be approved by the Department Chairman.

A department audience must be approved by the Department Chairman and the Dean.

An academic college audience must be approved by the Dean and the Academic Vice President who will determine whether the request should be reviewed by President's Council.

An Activities Program audience must be approved by the Student Activities Council and the Director of Student Activities.

An Activities Program event intended for a campus-wide audience must be approved by the Director of Student Activities and the Advancement Vice President who will determine whether the request should be taken to President's Council.

A. Any individual speaking to a campus-wide audience and sponsored by the Institution (Devotionals, Forum, etc.) must be approved by the BYU-Idaho President's Council, Executive Committee, and the Board of Trustees. These requests must be submitted up to one year in advance of the event for General Authorities and six months in advance for all others. Clearance is valid for two years.

B. Other potential speakers to campus audiences must be sponsored by Academics, Student Activities, or a University Department. Speakers for any program must be evaluated and approved, as detailed above, before they are contacted.

C. Advertising and Promotion

A speaker approved for:

A classroom audience may be advertised to the members of that specific class.

a department audience may be advertised to students and faculty of that department. Posters may be hung in or near the college/department offices and classrooms.

An academic college audience may be advertised to the students and faculty of that college. Posters and announcements may be hung in or near the college offices and classrooms.

An approved Academic or Activity event may be promoted campus-wide and advertised through Institutional media (Web Page, Campus Updates, etc.) if the speaker was sponsored by BYU-Idaho as an institutional speaker and approved by Salt Lake.

When the Academic or Activity event is approved for campus-wide promotion, but the speaker is not sponsored by BYU-Idaho as an Institutional speaker and is not approved by Salt Lake, then the event may be advertised through Institutional media. The speaker may be mentioned by name, but the advertising and promotion centers on the event and not the speaker.

III. PROCEDURE

A. Approval of guest speakers must be submitted through the appropriate channels before any invitation may be extended. Speaker requests must be submitted on official speaker request forms.

Requests for speakers, other than General Authority and/or Campus-wide speaker requests, should be submitted at least one month in advance of the proposed event's date.

The following information must be included on all requests:

Education, training, or experience that qualifies the speaker to address a university audience

Excerpts or summaries of previous addresses, if available

Speaker's present position

Significant background information or the speaker's public record

Signature of the faculty sponsor

Recommendation of a faculty member

B. Request for speakers to a campus-wide audience are first submitted (at least six months in advance) to the appropriate Vice President who will consider initial approval of the speaker. If the Vice President grants initial approval:

The Public Relations office will seek an ecclesiastical endorsement for the individual.

Once the endorsement is received, the appropriate Vice President will take the request to President's Council.

If approved by President's Council, the speaker name will be submitted to the Executive Committee.

C. Because of their demanding schedules, General Church Officers should not normally be requested for campus speaking assignments. If there is a justified request, it should be submitted to President's Council through the appropriate Vice President.

D. Failure to obtain proper approval prior to invitation of the speaker may result in cancellation of the event and loss of scheduling privileges.

E. The sponsoring organization is responsible for arranging the program and coordinating the care of the speaker with the Public Relations Office. It is a matter of courtesy that a written follow-up of confirmation be sent to the speaker finalizing all necessary detail, including topic and length of speech, travel and lodging information, and guest standards.

F. Criteria for Selection of Speakers

The speaker must be qualified by education, training, or experience to discuss the topic chosen for presentation.

After receiving official approval and invitation, any person who has qualified as a candidate for the nomination of a major political party for the office of president of the United States may address general assemblies or large gatherings of students and faculty at BYU-Idaho. Any other person who has qualified as a candidate for major political office or who is a representative of a major political party may be invited to address the student body, faculty, staff, class, or organization within the University after receiving official approval and invitation.

The speaker must not advocate or be directly affiliated with organizations which advocate (by insurrection, civil riot, mob rule, or any other violent or illegal way) the overthrow of the government of the United States or of its constituent units by force, or in any way violate restrictions imposed for the public safety.

In the presentation, the speaker must not advocate ideas in opposition to a belief in a Divine Creator, nor take advantage of this forum in any way to demean The Church of Jesus Christ of Latter-day Saints or its principles. Furthermore, the speaker must not be antagonistic to the Church or its standards.

Speakers must be made aware of Latter-day Saint standards of personal conduct which they are expected to maintain while on campus. The speaker's public reputation for integrity and observance of the moral values inherent in the Honor Code and embraced by the Church should reflect favorably upon the speaker and BYU-Idaho. Speaker should be sought whose personal lives provide an appropriate model for our students.

The actions and deportment of guest speakers while on campus will be the direct responsibility of the sponsoring faculty member, department head, or administrator. Speakers invited by student groups will be the responsibility of the Director of Student Activities and staff.

No fund raising activity for private enterprise or for political parties or candidates is allowed.

Once the speaker is approved through the appropriate channels, the Public Relations office will obtain the ecclesiastical clearance where required.

The BYU-Idaho Honor Code requires that participants in approved programs and events be treated with courtesy and respect. University policy, including the Honor Code, prohibits the obstruction or disruption of any authorized activity on the BYU-Idaho campus. Banners, placards, handouts, unusual dress, shorts, or any other actions that attempt to disrupt, avert, or harass the participants in an event are not allowed.

Surveys and Questionnaires (1-5)

I. PURPOSE

To explain the guideline to be followed in the use of surveys and questionnaires at BYU-Idaho.

II. POLICY

A. All surveys, questionnaires, questions for oral interviews, etc. must be approved before they are used at BYU-Idaho. This policy applies to instruments used by students, teachers, administrators, or staff members and to instruments being used on or off campus. Regular classroom tests or examinations are exempt from the policy.

B. The intent of this policy is not to restrict legitimate research, but to make certain that inappropriate questions are avoided. In general, those designing surveys should not delve into private affairs nor into matters which should be discussed only with one's parents or Church leaders. Questions which invite criticism of the Church, its policies, or its doctrines should also be avoided.

III. IMPLEMENTATION

A. The Director of Institutional Research is at present the person on campus assigned to approve surveys and questionnaires.

B. University personnel desiring approval of survey instruments should discuss their ideas with the Director of Institutional Research or preferably submit a rough draft of their proposed survey.

C. After approval is obtained, the instrument may be reproduced or otherwise used as desired.

D. One copy of the approved questionnaire or survey should be delivered or sent to the Director of Institutional Research to be kept on file.

E. Questionable cases may be referred to the President for possible consideration by the Commissioner's Office and the Church Questionnaire Committee.

F. Additionally, the Director of Institutional Research is to offer his services to university personnel - especially students - in the design and formatting of surveys to improve their quality.

Candidates for Public Office (1-6)
(Revised policy approved 7 August 2006 by President's Council)

I. PURPOSE

To outline the requirements for BYU-Idaho employees to run for public office.

II. POLICY

It is permissible for BYU-Idaho personnel to run for public office if campaigning does not interfere with their employment duties and if they receive appropriate approval prior to making the commitment to run.

Candidates for office are not to use the resources of BYU-Idaho to obtain lists of names, or any information (except for library research), to use in a political campaign. Additionally, the mail system of the employing unit is not to be used to distribute campaign literature or to promote votes. Overall, supplies, equipment, and personnel are not to be used in connection with the political activities of the candidate.

III. APPROVAL FOR RUNNING FOR OFFICE

Before an employee agrees to become a candidate for public office - whether local, state, or national - the employee must first obtain permission in writing from their immediate supervisor, then through each successively higher supervisor - ending with the respective vice president.

If authorization is granted to run for public office, it should be understood that campaigning shall not interfere with the individual's employment duties. If it does, the approval may be revoked.

IV. IF ELECTED TO OFFICE

If a person is elected to a public office, then the following will apply:

A. If the office is full-time, the employee should resign before taking office.

B. If the office is only part-time (or full-time for a limited number of months), such as the State Legislature, the handling of compensation will be as follows:

1. Faculty

If the elected person is a member of the faculty on a regular contractual basis, the contract will be adjusted to adequately reflect the appropriate pay for responsibilities performed at BYU-Idaho during the time he/she is in public office.

2. Administrative and Staff Employees

If the elected person is an employee classified as Administrative or Staff and is on a twelve-month, year-round basis, the employee should use vacation time and/or "leave without pay" for time away from work. Administrative employees must use "leave without pay" in full-day increments.

V. CONTINUING ACTIVITIES ON COMMITTEES

When the elected person is involved in continuing activity on committees or other assignments beyond those which are regularly assumed, such as a legislative session in the case of legislators, it is expected that these other activities will be so arranged that the employee's regular working schedule will not be interrupted. If this is not possible, additional arrangements must be made for participation in these activities through the same procedure required for obtaining permission to run for office.

Approved Letterhead (1-7)

I. PURPOSE

To standardize letterheads to be used by divisions and departments and define authorized levels of personalized stationery.

II. POLICY

A. Three standard letterheads have been approved for official BYU-Idaho correspondence:

Academic and General Purposes

All correspondence from these areas to off-campus addresses will be sent on approved BYU-Idaho letterhead displaying the official word mark.

Student and Athletic

All correspondence from these areas to off-campus addresses will be sent on the approved BYU-Idaho letterhead displaying the official word mark.

Intra-Campus

All correspondence between entities on campus will be sent on the approved BYU-Idaho memorandum form or e-mail network.

B. Personalized letterhead should follow the guidelines as outline in the BYU-Idaho Style Guide (see page 16).

C. Auxiliary enterprises may be exempt from the above requirements if approved by the President's Staff or Administrative Vice President.

III. PRINTING

The University Press will be responsible for maintaining bulk stock of approved letterhead. Personalized printing will be added if authorized as directed above.

Fraud Policy (1-8)

BYU-Idaho has adopted the Honor Code which applies to students, faculty, staff, and administrators. All who, through their employment or enrollment, represent BYU-Idaho are required to maintain the highest standards of honor, integrity, morality, and consideration of others in personal behavior. Fraudulent activity at the University constitutes a serious violation of the Honor Code and will not be tolerated. This policy defines fraud as theft or the conversion of University resources for personal gain. Resources may include, but are not limited to: cash, tangible property, and information. Employees have a fiduciary responsibility to appropriately use University resources of which they have been entrusted.

Fraud deterrence at BYU-Idaho is the responsibility of all members of the campus community, particularly administrative management. To effectively fulfill this charge depends on adherence to established policies, procedures, and internal controls. Periodic audits, system reviews, and other special analyses can assist management in fulfilling its responsibility. The Internal Audit Department and Campus Police are available to perform special audits or investigations. However, these resources should not be expected to substitute for line controls which should be in place to verify the integrity of day-to-day activities.

Anyone having knowledge of misuse or misappropriation of University resources has an obligation to report misconduct to appropriate University officials. Normally, reporting would be through line management. If there is a known or suspected fraud involvement by person(s) in line management, reporting should be through the Director of Personnel Services, Internal Audit, Campus Police, or an administrative level manager above the known or suspected level of involvement.

A department should handle one-time or very immaterial cases of fraud with appropriate prudence and restraint. Personnel Services along with the appropriate vice president(s) will handle more substantial cases of fraud involving damages to the University, repetitive acts, or serious violations of University policy. When deemed necessary, allegations may be verified through audit or other investigative procedures. Persons conducting an investigation will keep source information confidential.

All instances, whether one-time/immaterial or more serious cases, must be reported in writing to the Director of Personnel Services.

Normally, fraudulent activities will result in termination of University employment, legal prosecution, and restitution. After considering all available information, the President's Staff, in consultation with line management, will determine final disciplinary action.

(See also Policy 3-6: Reporting of Fraudulent Activity)

Travel - Private Aircraft (1-9)

I. PURPOSE

To outline the policy and conditions under which employees are permitted to use private aircraft for University work.

II. POLICY

The sole justification for any University employee flying in the course of his employment duties in any aircraft that is not a scheduled airline or a charter flight on an airline that has received CAB certification shall be that the flight shall be necessary for the conduct of his work. No employee will make such flights merely for convenience. No unauthorized passenger will be allowed to accompany the employee on any such flight.

III. SPECIFIC APPROVAL

The University President is the only person authorized to approve flying by employees on other than scheduled airlines or charter flights by CAB certified airlines under the circumstances set forth in this statement of policy. The approval may be limited to specific flights or personnel, or it may concern a specified type or purpose of flights by an identified group of personnel.

IV. PROCEDURES

The following procedures must be observed on all flights:

1. Reconnaissance and other aerial photography or other flying must have a clear academic or research purpose.

2. All flights must be made within the standards set by the Federal Aviation Agency and the Department of Transportation.

3. All crew members must be properly licensed and trained for their particular assignments. For reconnaissance or aerial photography flights, the crew members shall usually consist of the following:

a. Licensed pilot with reconnaissance training.

b. Aerial Photographer (preferably a licensed pilot as an additional safety factor.)

c. An academic specialist when needed.

4. No Aircraft shall be used in conjunction with this policy unless the operator can present proof that the aircraft is certified under current FAA/DOT airworthiness standards.

5. Since this authorization is primarily directed toward reconnaissance and aerial photography flights, which require excellent weather, all flights during marginal or poor weather conditions are absolutely prohibited.

6. An employee will not serve as a pilot or member of the flight crew for any scheduled airline, charter flight, or private flight while on University business.

7. Employees must not travel in the private aircraft of any vendor.

Relationship with the News Media (1-11)

I. PURPOSE

To outline and clarify the guidelines that have been established at BYU-Idaho for dealing with the news media. These guidelines include measures to follow when approached by representatives from the media as well as steps to take in submitting appropriate news material to the media.

II. POLICY

A. It is BYU-Idaho's desire to maintain an attitude of openness with the news media.

1. Personnel in each department or area should feel free to respond to questions by the media concerning their department or area. If they are concerned about the response, they are welcome to contact Media Relations for assistance.

2. Questions raised by the news media about an area other than the one an employee represents or about the university in general should be referred to that area or to Media Relations for comment.

3. In order to avoid confusion or duplication, and to assist the university in building strong relationships with news media, please notify Media Relations of contacts or interviews with media representatives.

B. To release material to the media, the proper procedure is to do so through Media Relations.

III. PROCEDURES

A. When approached by a representative from the news media, the following guidelines are suggested:

1. If the issue relates to one's own area, one should feel free to respond. (It is assumed that the planetarium director knows most about the planetarium, the ag chairman most about the ag program, etc.) As a courtesy and to ensure successful communications, the appropriate department head and Media Relations should be notified before an information, if possible.

2. If questions are raised regarding issues about which one is not informed, it is acceptable to simply state, "I don't know." It is important that any information given should be accurate and that one be able to substantiate whatever statements are made. One should carefully consider if he wants to make a statement and may choose to respond simply by stating, "No comment."

3. If issues are raised about areas other than what one represents or about the university in general, the media should be referred to that department or to Media Relations for comment.

4. Issues of a sensitive or controversial nature might best be answered with a statement prepared in cooperation with the Public Relations Office and Media Relations and the department involved, subject to appropriate review by the appropriate supervisor. Such a method of response provides the opportunity to thoroughly think through the issue and its ramifications and to respond accordingly. Such a statement should be anticipated and prepared in advance of any contact with the media, or the media should be informed that a formal statement is forthcoming.

5. When caught off guard by a reporter, any response can be difficult and frightening. One should be aware that:

a. Anything said could be quoted.

b. When called by telephone unexpectedly, one can ask for time to prepare, i.e., "let me check my notes; I will call you right back."

c. If asked in advance for an interview, one should feel free to ask what questions he will be expected to answer.

B. When a person or department desires to release information to the media, the proper procedure is to do so through the Media Relations. Qualified personnel, familiar with university policy and having the contacts and organization to effectively get news to the public, are available. Using Media Relations helps to ensure that information going to the public will portray a positive and accurate image of BYU-Idaho.

University's Permanent Art Collection (1-12)

I. PURPOSE

To outline the University's policy with respect to the acquisition, maintenance, and disposition of art works purchased by or donated to BYU-Idaho.

II. POLICY

A. All art works, either two- or three-dimensional, purchased by or donated to BYU-Idaho will be considered part of the BYU-Idaho permanent art collection, and will remain as such unless properly disposed of according to this policy.

B. It will be acknowledged that the disposition of the BYU-Idaho permanent art collection rests ultimately with the President of BYU-Idaho.

C. For practical purposes, authority for the acquisition or disposition of art works becoming part of the BYU-Idaho permanent collection will be delegated to the BYU-Idaho Art Department. The Art Department will have authority to:

1. Purchase art works for the BYU-Idaho permanent collection as funds become available for that purpose.

2. Determine which art works do or do not contribute to the cultural atmosphere or the academic program at BYU-Idaho.

3. Be responsible for the sales, transfer, or trade of any art work and determine the minimum price acceptable in any transaction.

4. Govern the storage, preservation, restoration and display of all art works in the BYU-Idaho permanent collection.

5. Accept donations that will become part of the BYU-Idaho permanent art collection after receiving clearance from the Division Dean.

D. Any and all money or goods received in exchange for any part of the BYU-Idaho permanent art collection will be designated 'restricted' or 'unrestricted' as determined by the Division Dean, Academic Vice President, and President of the University.

E. The Art Department will have custodial responsibility for paintings in the permanent collection which will include:

1. Maintaining a current inventory.

2. Authorizing any movement of paintings from one location to another and the recording of those locations.

3. Making periodic inspections.

4. Sending an annual report listing paintings, their current location and/or disposition to the President with a copy to the Development Office.

Private Travel Tours (1-13)

I. PURPOSE

The purpose of this policy is to assist BYU-Idaho employees who are considering involvement in private touring enterprises to understand their employment commitment to BYU-Idaho and The Church Educational System and to know the expectations, guidelines, and restrictions they must adhere to relative to that involvement.

II. REFERENCES

1. "CES Policy regarding Conducting Private Travel Tours", as outlined in March, 1980, issue of "The Growing Edge."

2. Personnel policy No. 2-2G, Conflict of Interest and Policy 5-7.

III. DEFINITIONS

1. Conflict of Interest: Conflict of Interest exists where personal interests affect University employment in terms of productivity, time worked, improper influence, and other factors.

2. Private Tour Involvement: Private Tour Involvement herein refers to specific involvement in tour programs owned and operated by or utilizing BYU-Idaho full-time employees.

3. CES: The Church Educational System.

IV. POLICY

A. Request for Approval

BYU-Idaho employees do not need approval from the University administration to own or operate a private tour business, so long as said business does not implicate the University, CES, or the Church and does not interfere with the employee's own commitment to the University in time and energy. As a courtesy and to help insure that an employee so involved understands and is in compliance with the above-mentioned statement, it is recommended that the employee report his/her involvement in such a private tour business through the Advancement Vice President. This notification should be in writing and should include: 1) a general statement of purpose and scope of the involvement, 2) the name of the sponsoring company, 3) the names of all BYU-Idaho employees involved. It is further recommended that the employee inform in writing his/her immediate supervisor, on an annual basis, of any proposed tour involvement for the academic year.

In order to avoid confusion in the mind of the public, and in order to help avoid any situation where an employee could use his/her University position to influence business transactions to their personal benefit or to any business in which they have an interest, it is understood that employees shall not be approved to participate in BYU-Idaho sponsored tours without special permission from the Advancement Vice President, so long as they are involved in private travel programs.

It is understood that BYU-Idaho faculty and/or staff desiring to work for a private tour business owned and operated by other BYU-Idaho employees or anyone else, may do so without restrictions, provided that this is done on their own time and that they are in compliance with the above-stated policy.

BYU-Idaho employees who are or do become involved with private travel programs are cautioned to work through reputable tour agencies and/or wholesalers with established proven records. It is further suggested that such agencies show financial stability and/or be bonded and that the said employees also look into the benefits of being personally bonded.

It is understood that this policy supersedes any previous agreement or commitment between any BYU-Idaho employee and the administration of this institution regarding private tour participation.

B. Implied Affiliation with the LDS Church, BYU-Idaho, and CES

1. BYU-Idaho, CES and the LDS Church assume no legal responsibility or liability for any employee engaged in private tours.

2. Because of the possibility of misunderstanding, every effort should be made by a BYU-Idaho employee involved with private tours to eliminate any implied affiliation of that tour with BYU-Idaho, CES or the LDS Church. To do this, a disclaimer shall be included on any brochure or correspondence, indicating that such tours are not sponsored by the LDS Church, BYU-Idaho, or CES.

(Note: It shall be permissible in such promotional brochures to list accurate, professional, biographical information-including current and past occupational assignments for the private tour director and others. This is why the disclaimer is required.)

3. It is also understood that BYU-Idaho, CES and/or LDS Church stationery, letterhead, logos, etc., shall not be utilized in disseminating private tour brochures and materials.

4. BYU-Idaho personnel must make up their own recruitment lists, which may include students they personally know to be interested in a tour. However, they may not use lists of students or lists of participants in previous BYU-Idaho or BYU Travel Study Department tours in preparing their own lists. They are to avoid putting any pressure on students or their parents to enroll in private travel tours.

5. Reference shall not be made to any course of study at BYU-Idaho or in the CES system, and CES and BYU-Idaho credit cannot be given as a part of a private tour.

C. Tour Scheduling

BYU-Idaho employees may schedule or be involved in private tours at any time which does not conflict with the regular school contract year. It is understood that normally an employee shall not schedule a private tour that would in any way conflict with his/her University contractual obligation. Should a rare circumstance require the employee to schedule a private tour that would conflict or overlap with his BYU-Idaho contract agreement, he must:

1. Clear with his immediate supervisor for permission

2. Understand that his salary will be deducted for the working day or days he will miss

(Note: Should an employee on a private tour be involved in an emergency and be unable to get home to meet his contract obligations, he shall notify his immediate supervisor as soon as possible. The circumstances shall dictate what, if any, reimbursement to the University would be necessary. A written copy of the details surrounding the emergency, including any action taken, shall be filed with the immediate supervisor, with carbon copies sent through channels to the appropriate vice president.)

D. Promotion of Private Tours on Campus

1. It is not permissible for BYU-Idaho employees or anyone else to promote private tours in the classroom. Discretion is to be used in responding to questions or inquiries from students and/or faculty regarding private tours while on campus or during the working day.

2. Except for nominal use, it is not permissible to use BYU-Idaho facilities, personnel, or supplies for private tour promotion. This includes, but is not limited to, office, office supplies, telephone, copy machine, secretarial time, etc.

3. It is not permissible to hold "promotion" nights on campus.

4. It is acceptable to buy advertising in the campus media. However, the following points should be adhered to:

a. Office telephone numbers shall not be listed when advertising in the University media.

b. Although a faculty or staff member may mention his/her name in campus media advertising, one's University position should not be mentioned. Where applicable, the earned title "Doctor" may be used by the employee for on- or off- campus promotion.

c. A "disclaimer clause," such as "This is not a BYU-Idaho, CES, or an LDS Church sponsored tour" must appear or be used in the advertisement.

d. Posters promoting private tours may not be displayed on campus. This is in keeping with a Church Educational System policy which prohibits promotion of private tours in CES buildings and programs.

E. Promotion of Private Tours Off-Campus

It is acceptable to buy advertising in any off-campus media. The following points should be adhered to:

1. No reference to BYU-Idaho or to one's affiliation with the University should be mentioned.

2. No reference shall be made to a BYU-Idaho campus telephone or address in off-campus advertising.

3. If the possibility exists that the media audience will associate the tour director with BYU-Idaho, CES, or the LDS Church, the disclaimer "This is not a BYU-Idaho, CES, or an LDS Church - sponsored tour" must be used or appear on such off-campus advertising.

F. Procedure for Handling Complaints of Violation to the Policy

Any complaints regarding violations of the approved BYU-Idaho tour policy shall be submitted to the Advancement Vice President. This office shall be responsible for notifying the individual concerned of said complaints and for determining the individual's response to the charges made. It is hoped that any problems can be worked out at this level. If this cannot be done, an appeal can be made to the Travel Study Committee to hear the case and pass judgment.

G. Right to Bid on BYU-Idaho Tours

BYU-Idaho employee-owned tour companies shall have the right to submit bids to provide goods and services for any BYU-Idaho-sponsored tour.

H. Coordination of Private Tour Schedules and Itineraries with University-Sponsored Tours

It is not considered to be in the best interests of the University or BYU-Idaho employees affiliated with private tours to coordinate either the schedules or itineraries of their tours. The private touring group should feel free to take tours when and where it wishes, according to the stipulations of this policy.

Employee Service Awards (1-14)

Service award presentations provide BYU-Idaho management an opportunity to recognize employees for their many years of dedicated service. Employees should be honored during an occasion that will lend itself to providing appropriate recognition.

Awards are for service completed during the current calendar year. Generally, they are available by mid-March and should be presented soon thereafter.

Service award presentations should be a fun occasion where recipients are highlighted for their contributions and positive attributes. This occasion may also provide an opportunity for recipients to reflect back over the years they have been at BYU-Idaho and talk about some of the major changes they have seen during those years.

Options for honoring employees will vary depending on the size of the group and time constraints, but may include any of the following:

1. A nice luncheon or dinner. In addition to award recipients, those invited could include recipient spouses, division and/department heads, vice president, and peers of the recipient.

2. Department/division socials. Award recipients may receive their awards as part of regularly scheduled department/division socials. Care must be taken to ensure the significance of the award does not become overshadowed by other activities that would distract from making the recipient feel appropriately recognized and appreciated for their years of service.

3. A department/division get-together during the work day, if a luncheon or dinner cannot be scheduled. Attendees could include those listed for the luncheon or dinner. Nice refreshments should be served.

Each division/department covers the cost of their award recognition events.

Employees with 25 years of service and above (in five year increments) will also be honored by the President's Council each year. This does not replace award presentations by individual divisions and departments.

Employee and Student Labels and Lists (1-15)

I. POLICY

The BYU-Idaho Computer Center (inside of the Information Technology office) is authorized to print student or employee name-and-address labels and lists for authorized use by campus departments. Multiple copies of return-address and other labels can also be printed for departmental or personal use.

The computer operations manager is also authorized to accept requests meeting the following criteria:

1. Labels containing employee names and addresses for use on wedding announcements of BYU-Idaho employees and immediate family members.

2. Lists or labels containing names and home addresses of prospective students for use by approved off-campus housing units to inform students of their services.

Any exception to the portion of this policy regarding employee lists must be approved by the Director of Personnel Services. Any exception to the portion of this policy regarding student lists must be approved by the registrar.

II. LABEL AND LIST PROCEDURE

1. The requester submits a competed Label and List Request Form to the manager of computer operations. The requester must describe what the labels will be used for, and the manager of computer operations will assure that the use complies with this policy. All requesters must have established a campus billing number so that the cost of printing the list or labels can be charged to that account. Campus departments will pay actual cost for the lists and labels requested. Lists and labels for personal or apartment-unit use will be billed actual cost with a $5 per batch minimum charge.

2. Requests for labels or lists may be made over the telephone to save time for the requester; however, the requester takes responsibility if the label or list request is not conveyed or interpreted accurately.

3. The computer operations manager will generally furnish printed labels or lists within 24 hours.

4. The requester is responsible to pick up printed material from the Computer Center.

University Guidelines for Copying (1-16)

Article I Section 8 of the Constitution of the United States:
The Congress shall have Power To promote the Progress of Science and useful Arts, by securing for limited Times to Authors and Inventors the exclusive Right to their respective Writings and Discoveries;

The U.S. Constitution provides the foundation upon which copyright law is based. Copyright owners have the exclusive right to reproduce, distribute, modify, display and publicly perform their works. Because of advances in technology individuals must increasingly be aware of copyright implications when using a wide range of materials. Copyright violations related to copying printed materials, materials in digital format, audio and video recordings, music, Internet transmissions, and computer programs and databases, create potential legal liability for the university and the individuals involved.

The University's policy is that all members of the BYU - Idaho community - faculty, staff, students, volunteers and patrons - must assume and operate as if:

1. Most materials (regardless of form, format, or notice) are copyrighted. If you cannot determine that a particular work is not copyrighted, you should assume that it is.

2. Permission is required for reproducing, distributing, modifying, displaying, and performing all copyrighted works. If permission is granted, follow all grantor's instructions. If permission is denied, do not use the materials. Permission may not be required in certain circumstances under the Fair Use doctrine. To act in "good faith"; an individual should consider the Fair Use Factors to determine if the intended use is fair use.

3. Each individual is responsible for obtaining permission(s). Ultimate responsibility for obtaining permission(s) rests with the individual. Members of the BYU - Idaho community who disregard this Copyright Policy may violate the Honor Code, the terms of their employment (jeopardizing their employment status), place themselves at risk for possible legal action, and incur personal liability.

4. The University is the copyright owner of works produced by and/or for the University. A copyright notice

© 2002 by Brigham Young University - Idaho All rights reserved

identifying Brigham Young University - Idaho as the copyright owner should be included on all products, publications and other items produced by and/or for departments, agencies, divisions, and all groups owned, operated or sponsored by Brigham Young University - Idaho.

The University Copyright Agent will inform and educate the BYU - Idaho community about the application of copyright principles. The Agent will also assist in documenting a good faith effort to comply with copyright requirements.

For Further information on copyright click here

Public Expression and Demonstration (1-17)

I. APPLICATION FOR PUBLIC FORUM

The Church of Jesus Christ of Latter-day Saints sponsors BYU-Idaho to provide a university education in a wholesome atmosphere that nurtures spiritual growth and a strong testimony of the divinity of Jesus Christ. This atmosphere is preserved through commitment to conduct that reflects the ideals and principles of the Church.

The BYU-Idaho campus is not a public forum. However, as part of its intellectual climate, BYU-Idaho permits responsible public expression, events, and speakers. In order that such activities do not become disruptive of or in opposition to the purposes and uses of the university campus, all public expression events and speakers must be organized and approved in accordance with established University policy. All speakers on campus must comply with the BYU-Idaho Guest Speaker Policy (No. 1-4). All BYU-Idaho affiliated individuals and groups desiring to sponsor open public expression, such as rallies or gatherings, with or without preselected speakers, for the purpose of protest or demonstration on the BYU-Idaho campus must meet with a duly designated representative of the Public Relations Office and complete a Request for Public Expression or Demonstration form. Information required includes the date, time, and place; who is in charge of the event; who will attend the event; the purpose and planned content of the expression(s); and copies of all literature and other materials intended for display or distribution during the event.

II. APPROVAL OF REQUESTS

The request will be reviewed by the Public Relations Office and the applicant will be informed of approval, approval with conditions, or disapproval within five (5) working days. (Requests that require approval by the Executive Committee and the Board of Trustees must be submitted at least two months prior to the event. This includes any speaker whose program is designed for campus-wide consumption or any event not covered by existing institutional policy.) Upon explanation of exigent circumstances, the Public Relations Office may, at its sole discretion, shorten the time period for review.

The Public Relations Office will consider the following public expression standards in reviewing public expression requests:

1. Time, Place, and Manner Standards

The event or expressions may not prevent or disrupt the effective operation of university functions or approved activities, such as classes, meetings, ceremonies, or other public events and the conduct of university business in university offices.

The event or expressions may not obstruct the legitimate movement of any person about the campus, movement within any campus building, or access to any campus building (including residence halls).

The event or expression may not be violent, a threat to individual or public safety, or destructive of university or personal property.

The requested time and place must be available, adequate, and appropriate for the type of event planned.

Only one event may be held in a specific location at one time. Events scheduled for the same time must be located at least 100 yards apart.

The event must conform to the size of the location in which it is placed.

2. Content Standards

The event or expressions may not contradict, be in opposition to, or attack or deride the teachings, doctrine, authority, or practices of The Church of Jesus Christ of Latter-day Saints, or be in opposition to its general Church leaders.

The event or expressions may not denigrate, defame, degrade, or be discourteous to individual persons.

The event or expressions must strictly adhere to the Honor Code and must not be dishonest, illegal, unchaste, profane, or unduly disrespectful of others.

Once approval is granted, the event must occur on the date, in the time, place, and manner approved, and in accordance with the public expression standards. If a request is denied, the reason(s) for disapproval will be in writing and available to the applicant. Disapproved requests may be resubmitted in amended form. Appeals for denied requests may be submitted to the Advancement Vice President.

III. NON-BYU-Idaho ORGANIZATIONS AND SPEAKERS

For organizations, participants, and speakers not affiliated with BYU-Idaho, access to the activities for public expression is by formal, authorized invitation only. (See BYU-Idaho Guest Speaker Policy No. 1-4). Individuals or groups affiliated with BYU-Idaho desiring to invite a non-BYU-Idaho individual or organization to come on campus for public expression must meet with a representative of the Public Relations Office and must complete a Request for Public Expression or Demonstration form. Necessary information includes the information requested in the Request for Public Expression or Demonstration form; the name and status of the sponsored group or individual; and the speaker's or organization's general purpose, background, and activities.

The request for a non-BYU-Idaho speaker or organization will be received by the Public Relations Office and the applicant will be informed of approval, approval with conditions, or disapproval within five (5) working days. (Requests which require approval by the Executive Committee and the Board of Trustees must be submitted at least two months prior to the event.) Upon explanation of exigent circumstances, the Public Relations Office may, at its sole discretion, shorten the time period for review.

The Public Relations Office will consider the public expression standards above, plus the following standard in considering whether or not to extend an invitation:

The general purposes and past activities of the proposed invited organization, participant, or speaker may not be contrary or in opposition to the teachings, doctrine, authority, or practices of The Church of Jesus Christ of Latter-day Saints, or in opposition to general Church leaders.

Once approval is granted, the organization, participant, or speaker must be formally invited and the event must occur on the date, in the time, place, and manner approved, and in accordance with the public expression standards and, for speakers, the BYU-Idaho Guest Speaker Policy. If a request is denied, the reason(s) for disapproval will be in writing and available to the applicant. Disapproved requests may be resubmitted in amended form. Appeals for denied request may be submitted to the Advancement Vice President.

IV. ENFORCEMENT

Approved events and speakers may be monitored for compliance by the Campus Police. Any videotapes made of the event, participants, or speaker will only be used for law and public expression standards enforcement purposes. If the public expression standards are violated, the event may be terminated by the University and the University may take appropriate and lawful action. Costs of damages or litter collection as a result of an event will be borne by the sponsoring organization or individuals. Students or faculty violating the BYU-Idaho Honor Code may be disciplined according to the Honor Code Procedures. Persons violating state law or local ordinances may be subject to arrest or prosecution.

Electronic Mail (1-18)
(Revised March 4, 2004)

I. PURPOSE

To establish the policy for use of electronic mail on the BYU-Idaho campus.

II. POLICY

A. Official university messages to all employees and students may be sent through BYU-Idaho e-mail. Employees and students are expected to regularly check their e-mail accounts for official information. This policy is to assure that important BYU-Idaho communication is received in a timely and consistent manner.

All students and employees are responsible to check their BYU-Idaho e-mail accounts frequently.

BYU-Idaho e-mail is an official method of communicating with all students and employees.

Some official university information may no longer be sent through ground mail.

Students can choose to forward university information to another preferred e-mail account, but remain responsible for reading BYU-Idaho e-mail messages.

B. Acceptable use of electronic mail (e-mail) is based on the Honor Code, common sense, common decency, and civility. BYU-Idaho has provided e-mail to employees and students as a tool to further the mission of BYU-Idaho.

C. BYU-Idaho e-mail helps support instructional, service, and administrative functions and should never be used in any way that does not respect the mission, image, and reputation of BYU-Idaho. All users of the e-mail system provided by BYU-Idaho should understand that:

They agree to accept and adhere to this policy as part of the Honor Code.

The use of e-mail is a privilege and not a right. As owner of the BYU-Idaho e-mail system, BYU-Idaho has the right to remove e-mail accounts for any reason it deems necessary.

BYU-Idaho does not guarantee the privacy or confidentiality of e-mail messages. All messages are considered campus records.

BYU-Idaho reserves the right to monitor, inspect, copy, store, and disclose the contents of e-mail messages when it believes it is appropriate to prevent or correct improper use, satisfy a legal obligation, or insure proper operation of the e-mail facilities.

E-mail is not intended to serve as a repository for records of permanence or lasting value. Users should keep their e-mail cleaned up by archiving, saving, or purging messages older than four months. Messages older than six months are subject to automatic deletion.

Broadcasting messages sent via e-mail to all employees or all students are sent by permission of Public Relations. Broadcast e-mail messages are first sent to Internal Communications within Public Relations. These messages are screened before being sent campus wide to ensure approved content. (See Section III, Procedure.)

Failure to adhere to the minimum standards set forth by this document can result in disciplinary action and/or loss of e-mail privileges.

D. Unacceptable uses of e-mail include, but are not limited to the following:

Using e-mail for any purpose which violates federal or state laws.

Using e-mail for individual commercial gain, political purposes, and excessive or frivolous personal use.

Accessing, reading, or tampering with someone else's e-mail without permission.

Misrepresenting your identity or affiliation in e-mail communications.

Sending harassing, intimidating, abusive, or offensive material to or about others.

Intercepting, disrupting, or altering electronic communications.

Using someone else's identity and password or letting someone else use your identity and password.

Broadcasting messages to large lists of individuals without proper authority.

Excessive amounts of shared data stored in the e-mail post office.

Initiation or propagation of chain mail messages.

E. For specific policies and procedures regarding advertising through campus email, please see Policy 1-23.

III. PROCEDURE

The BYU-Idaho gray branding bar will distinguish official and executive campus e-mail from all others.

Official BYU-Idaho e-mail will be sent within one of the following categories:

Daily Update

A daily all-employee publication of general news and information assembled in one e-mail and sent at 4:45 p.m. M-F.

Important

"Important" messages are sent alone, separate from the Daily Update. They can be sent immediately or at the end of the day.

Examples of e-mails marked "important" could include:

Messages from the president

Messages from President=s Council

Immediate Physical Plant notices

Time-sensitive schedule changes

Deaths

Emergency

"Emergency" messages are sent alone, separate from the Daily Update. They can be sent immediately and could include:

Messages from the president

Messages from President=s Council

Weather warnings

Disasters and catastrophes

Evacuation notices

E-mail by groups

On campus e-mail lists are built and managed through the Server Management Department in Information Technology and Internal Communications within Public Relations. These lists provide specific information to targeted audiences.

Student Update

Four Student Updates are sent as follows:

Student Associations & Societies - Sent Monday at 4:40p.m. (Focuses on Association and Society messages)

Student Activities Update- Sent Tuesday at 4:40 p.m. (Focuses on Student Activities program)

Student Update - Sent Wednesday at 4:40 p.m. (General information for students)

Important - Sent as needed and containing official university notification or information that must be read.

Caution should be exercised when sending large attachments, particularly to students who have a 25 MB limit imposed on their mailboxes. Emails distributed simultaneously to large numbers of people, including those distributed through University Communications, should not exceed a maximum size of 100K, including attachments. Attachments larger than 100K should be converted to HTML format, stored in a public location, such as a web server, and accessed via a hypertext link in the email message.

Campus Scheduling Policy: University Sponsored Events (1-19)
(Approved January 31, 2003; updated April 16, 2004)

Purpose

To provide campus groups the procedure, priority, and standards for using University facilities.

Guiding Principles

University events must benefit the students and relate to the institutional mission. Events must have a clear, defined purpose.

Most campus space is considered multi-use space and will be scheduled to meet institutional priorities. Campus space policies will be practical, consistent, and will be communicated to all constituents.

Policies

Event space will be allocated on a priority basis as follows:

a. Students (academic classes and activities).
b. University wards and stakes (on Sundays and Monday evenings from 7:00 PM to 9:00 PM).
c. University departments.
d. Institutional needs.
e. Community needs.

Monday evenings from 7:00 PM to 9:00 PM are reserved for family home evenings. Any exception to this policy will need prior approval by President's Council.

Tuesday evenings are no longer solely reserved for ward and stake activities. Classrooms may now be reserved for other purposes on Tuesday nights. However, bishops and stake presidents will continue to have first priority to their assigned offices on Tuesday evenings after 5:30 PM for the purpose of conducting interviews, etc.

Events must consider risks, liability, students' time, and impact on employee supervision.

Events must be budgeted to avoid undue financial burden.

Events must be affordable to all students. Fees charged must be reasonable, consistent, and protect the institution's tax-exempt status.

Events must comply with all University safety regulations.

Events must be compatible with all University objectives and standards.

Events are not allowed to promote private enterprise or products.

The appropriate vice president or designee will evaluate and authorize events.

Departments who seek to co-sponsor University events with non-university entities must complete an Event Request Form and have the event approved by the Events Council.

Event sponsors will ensure that institutional policies and procedures are followed.

Policies for event scheduling, and regulations that control the care of space and equipment will be posted on the University web site.

Events must be scheduled in accordance with institutional priorities.

a. All events are scheduled and calendared through Campus Scheduling.
b. Major University sponsored events are coordinated at a scheduling meeting
held three times a year at the beginning of each semester.
c. Individuals are not authorized to sponsor campus wide programs and activities.
d. Event sponsors are responsible to schedule and calendar events.
e. Event sponsors must use and schedule campus support services (Custodial,
Media Services (lights and sound), University Police, Ticket Office).

Professionally catered dinners, luncheons, banquets, and other food-related events must be scheduled and provided through University Food Service Catering. Professional catering will not be allowed on campus.

1. The BYU-Idaho Ticket Office must manage ticket sales and money collection.
2. The Events Council will evaluate events to ensure appropriate control and service.

Procedures

Assure event has a student or institutional purpose.

Assure event follows event guidelines and principles.

Have vice president or his designee approve the event.

Schedule the event, event set-up, and take-down with Campus Scheduling, 496-2248.

Campus Scheduling will send the event sponsor an event confirmation.

Event sponsor must make arrangements with Custodial, Media Services, University Police, and Food Services if services are required.

Sponsor must have an event coordinator present to properly oversee and supervise the event.

All health and safety EMERGENCIES should be phoned into University Police, 496-3000.

Microphone set-ups are routinely taken care of by Media Services, responding to a schedule from Campus Scheduling. Other set-ups must be scheduled through Campus Scheduling. Generally, more elaborate sound will involve a fee.

Office furniture, chairs, pianos, etc. cannot be moved to other rooms. When a standard room set up is changed, all items must be returned to the original set up at the end of the event.

User must follow any special regulation for care use and cleaning of space used.

Fill out an evaluation form to provide feedback and suggestions.

Campus Scheduling Policy: BYU-Idaho Campus Stakes Scheduling Policy (1-20)
(Approved January 31, 2003, updated April 16, 2004)

Purpose

To provide Campus Stakes the procedure, priority, and standards for using University facilities.

Guiding Principles

University events must benefit the students and relate to the institutional mission. Events must have a clear, defined purpose.

Most campus space is considered multi-use space and will be scheduled to meet institutional priorities. Campus space policies will be practical, consistent, and will be communicated to all constituents.

1. General Stake/Ward Policies

All health and safety EMERGENCIES should be phoned into University Police, 496-3000.

All ward and stake meetings are scheduled through Campus Scheduling, 496-2248. Routine Sunday room schedules and room set-ups are communicated to Campus Scheduling. These schedules should be updated at the beginning of each semester to represent current needs.

Wards and stakes may schedule the Taylor and Hinckley Chapels on Sundays and throughout the week for all chapel appropriate events. Church guidelines regarding chapel use should be followed.

Keys for the motorized room partitions in the Hinckley and Taylor are available to a Stake PFR. Call Doug Watson, 496-2422 for authorization and training.

TEC cabinets are provided in most classrooms and are available for use by wards for showing a video on the large screen at the head of the room. Instructions are found at: http://www.byui.edu/it/ITChanges/TecSystem.htm. The password this semester for the TEC System is - 10, 2, 3, 10. Please call Media Services at 496-2400 for a new password each semester.

Routine microphone set-ups are made by Media Services, responding to instructions from Campus Scheduling. Special set-ups are scheduled through Campus Scheduling. Generally, more elaborate sound set-ups will involve a fee.

Special electronic equipment, more elaborate lights and sound, and provisions for Power- Point presentations which would necessitate a full-time employee, generally will not be accommodated on Sunday and Monday evenings. Exceptions include campus-wide events such as six-stake firesides, CES firesides, etc.

When standard room set-up is changed, all items should be returned to their original set-up at the end of an event.

Office furniture, chairs, pianos, etc. should not be moved to other rooms.

Professionally catered dinners, luncheons, banquets, and other food-related events are scheduled through and provided by University Food Service Catering. Professional catering is not allowed on campus.

- Commercial food or personally prepared food can be brought on campus
by the user for scheduled events except for events that are scheduled in
the Manwaring Center.
- Campus Scheduling will instruct users as to the food policies for each facility.
These policies are to be followed.

2. Sunday Set Up

Every weekend a representative is on call for all campus departments, including custodial, heat and air conditioning, plumbing, electrical, media services, etc. If you have an URGENT facility need contact University Police at 496-3000, and/or a stake PFR. For needs in the Manwaring Center go to the Manwaring Center Information Desk.

If a door is routinely found locked on Sunday morning, it may be that the room has not been scheduled. Call Campus Scheduling, Monday through Friday, 8:00 AM to 5:00 PM., 496-2248, to make changes.

Major areas, with movable chairs such as the Taylor or Hinckley Cultural Halls, are set up Saturday evening for the Sunday morning meetings. If a ward or group alters these standard set-ups, they should replace the furniture at the end of their meeting or event. Microphone set-ups for church meetings are routinely taken care of by Media Services, responding to a schedule from Campus Scheduling. Special set ups are scheduled through Campus Scheduling. Generally, more elaborate sound requirements will involve a fee.

3. Sunday Events - Firesides, Multi-Stake Firesides and Conferences

The first Sunday schedule of the day will be set up on Saturday evening. If wards have meetings or events that require a change in set-up, ward members should make those changes themselves. At the end of that meeting, ward members should return the furniture to its original set-up.

Stake or Multi-stake events that are scheduled in advance and require a special set-up for large groups will be set up by Campus Custodial. A campus custodial representative and a Media Services representative, responsible for lights and sound, will be at each stake and multi-stake fireside or conference. This person will be available approximately one hour before the event begins and remain there through the end of the event.

4. Monday -Tuesday Events

At the beginning of each semester wards and stakes are to submit their meeting schedules for the upcoming semester to Campus Scheduling. After these schedules are in place, the space is available on a first-come-first serve basis.

Ward and stake activities and functions should be planned for Sunday (all day) and Monday, 7:00 PM to 9:00 PM, which time is reserved for family home evenings. Any exceptions to this Family Home Evening policy will need prior approval by President's Council.

Tuesday evenings are no longer solely reserved for ward and stake activities. Classrooms may now be reserved for other purposes on Tuesday nights. However, bishops and stake presidents will continue having first priority to their assigned offices Tuesday evenings after 5:30 PM for the purpose of conducting interviews, etc. Wards and stakes will no longer be limited to holding their activities on Tuesday nights.

5. What You Can Do for the University

Please don't use department and office computers and personal equipment or items.

Please have a designated stake representative contact Campus Scheduling when routine set-ups are altered or canceled. This is particularly important for Stake Conference Sundays, Thanksgiving, Christmas, and semester breaks. Please contact Campus Scheduling at least one week in advance of these breaks.

Call a stake physical facilities representative (high councilor) who can train ward and stake personnel on official facility and scheduling policies.

Each ward should call a ward physical facilities representative (PFR).

Training Sequence

1. Approval of stake presidents.
2. University will meet and train stake PFR.
3. Stake PFR to train ward and stake councils each semester.
4. University assists in training ward PFR each semester.

Campus Scheduling Policy: Community Use of University Facilities (1-21)
(Approved January 31, 2003; updated April 16, 2004; updated May 31, 2006)

Purpose

To provide the Community the procedure, priority, and standards for using University facilities.

Guiding Principles

General public access to University facilities will be considered when facilities are not available in the community, and if scheduling does not displace or interfere with student programs.

Policies

The general public may rent University facilities when all of the following apply:

a. The facility is unique and not available in the community.
b. Such scheduling does not displace students.
c. Financial costs are covered by the patron.
d. Event is approved by the Events Council.
e. Event complies with all University safety regulations.
f. Event does not place inordinate demands on campus support services.
g. Event is compatible with the standards of the University.

1. Policies and procedures, responsibilities, and privileges will be clearly defined.
2. Events must be properly scheduled and calendared.
3. No activities are to be held on Monday evenings between 7:30 PM and 9:00 PM. That time is reserved for family home evenings. Any exceptions to this policy will need prior approval by President's Council.
4. Scheduling of facilities will be decided on an event-by-event basis.
5. Depending on the facility, space cannot be approved more than six months ahead. Space will not be scheduled less than one month before the date of the event. Applications must be processed at Events Council, which is held the fourth Tuesday of each month.
6. A confirmation document will be provided to the community user of University facilities when the event is scheduled which will state:

a. Facilities reserved
b. Services to be provided
c. Fees required
d. Policies to be observed

Once approved by Events Council, Campus Scheduling will schedule and calendar the event and notify the user. The user must confirm the need of support services (Custodial, Media Services (lights and sound), University Police, Ticket Office, etc.).

If an event requires additional support services to assist with the event, (Custodial, Media Services (lights and sound), University Police, etc.) the sponsoring organization will assume the additional cost.

Fees will be reasonable, consistent, and protect the institution's tax-exempt status.

Ticket sales and money collection must be coordinated with the BYU-Idaho Ticket Office.

Professionally catered dinners, luncheons, banquets, and other food-related events must be scheduled and provided through University Food Service Catering. Professional catering will not be allowed on campus.

a. Commercial food or personally prepared food can be brought on campus
by the user for scheduled events except in the Manwaring Center.
b. Campus Scheduling will provide the food policies for each facility and
they must be adhered to.

Events are not allowed to raise money, recruit participants, or promote products.

Facilities are not available for promotion of programs of profit (private enterprise). BYU-Idaho will not subsidize any off-campus group.

Community organizations may have a presence on campus to recruit BYU-Idaho students as their employees or interns only when they are invited by Student Employment, Placement, and Internship offices, and in accordance with University policy.

Non-profit community agencies must submit a request through the Leadership and Service Institute to publicize volunteer opportunities with their organization.

Wedding ceremonies may not be performed on campus.

a. For receptions, all food and/or beverage catering services must be
handled by the BYU-Idaho Catering Office. Except for specialty wedding
cakes, no outside catering company may be used.
b. Personally prepared food items may be provided only in outdoor locations.
The University will not provide refrigeration or heating for personally prepared
food items.

Non-university stake and regional conferences can be scheduled in the Hart auditorium on Sunday. Non-university LDS Church entities are charged room rental fees only.

Governmental departments are allowed to use University facilities for informational meetings and hearings with Facility Management Council approval.

Procedures

Event approval is requested by completing the Event Request Form available at Campus Scheduling, 496-2248. The event request is submitted to Events Council (held every 4^th Tuesday) for review and approval. Once events are approved, Campus Scheduling will schedule and calendar the event and notify the user.

Previously approved events that have not been, or will not be altered, can be scheduled without being re-submitted to Events Council for approval.

Once an event is approved, an Event Confirmation and Agreement form will be sent to requestor. Agreement portion must be signed and returned to Campus Scheduling.

Some facilities have special requirements for the users. These regulations will be communicated to the user.

All health and safety EMERGENCIES should be phoned into University Police, 496-3000.

Microphone set-ups are routinely taken care of by Media Services, responding to a schedule from Campus Scheduling. Other set-ups must be scheduled through Campus Scheduling. Generally, more elaborate sound set-ups will involve a fee.

Office furniture, chairs, pianos, etc. cannot be moved to other rooms. When a standard room set-up is changed, all items must be returned to the original set-up at the end of the event.

At the completion of an event, the user must sign out with a designated campus host.

We will invite the user to complete a suggestion and feedback survey.

Fee Schedule for Facility Use by Non-University Organizations

Basic fee includes:

Sound (1 mic and podium).

House lights.

Damage: Actual repair costs will be charged for damage or vandalism.

For profit activities are not allowed in university facilities.

Employees and charitable or non-profit organizations are charged 50% of stated use fee. No half-day minimum.

+ indicates fixed seating. All other rooms require chair and table set-up fee. See schedule at end of document.

Room Description

Room Capacity

Half Day
Basic Fee
1-4 hrs

Full Day
Basic Fee
over 4 hrs

Manwaring Center
(No room charges for catered events)

Half day fee

Full day fee

Special Events
(non wedding)

#120
225

$120

$200

MC Theater

230

$175

$300

Ballroom (per section)

300

$100

$160

West Ballroom (whole)

#627
1000

$240

$400

Conference Rooms

15, 18
30

$30

$50

HART BUILDING

Main Auditorium

4,377

$360

$600

Auxiliary

638

$175

$300

Pool

65

80 per hour

Field House

1615

$175

$300

Fitness Center

Not available for rent

Dance Studio

159

$120

$200

KIRKHAM BUILDING

Dance Studio

395

$120

$200

Theater-in-the-round (arena)

Not available for rent

Auditorium

+779

$240

$400

SNOW BUILDING

Drama Theater

+500

$175

$300

Concert Theater

+694

$175

$300

Recital Hall

+200

$88

$150

Classrooms

$36

$60

SMITH 240

+300

$88

$150

SMITH 340

+175

$70

$120

CLARKE 215

+180

$70

$120

CLARKE 312

110

$70

$120

AUSTIN 105

+178

$70

$120

ROMNEY 172

+175

$70

$120

TAYLOR BUILDING

Chapel only

Not available for rent

Chapel with cultural

Not available for rent

Cultural Hall
(per section)

#199
461

$70

$120

Room 120

+191

$70

$120

KIMBALL BUILDING

Not available for rent

HINCKLEY BUILDING

Chapel only

Not available for rent

Chapel with cultural

Not available for rent

Cultural Hall (whole)

1300

$240

$400

Cultural Hall
(Sec

Policies and Procedures (Administrative)

Fund Raising (1-1)

Criminal Background (1-2)

Publications (1-3)

Guest Speaker (1-4)

Surveys and Questionnaires (1-5)

Candidates for Public Office (1-6)

Approved Letterhead (1-7)

Fraud Policy (1-8)

Travel - Private Aircraft (1-9)

Relationship with the News Media (1-11)

University's Permanent Art Collection (1-12)

Private Travel Tours (1-13)

Employee Service Awards (1-14)

Employee and Student Labels and Lists (1-15)

University Guidelines for Copying (1-16)

Public Expression and Demonstration Policy (1-17)

Electronic Mail (1-18)

Campus Scheduling Policy: University Sponsored Events (1-19)

Campus Scheduling Policy: BYU-Idaho Campus Stakes Scheduling Policy (1-20)

Campus Scheduling Policy: Community Use of University Facilities (1-21)

Pyrotechnics Policy (1-22)

On-Campus Publicity, Advertising, and Solicitations Policy (1-23)

Classified Ads in the Campus Newsletter (1-24)

Joint Book Publishing Policy (1-25)

Video/Audio Production and Distribution (1-26)

Building Access Policy ( 1-27)

Distribution of Newspapers and Newsletters on Campus (1-28)

Information Privacy (1-29)

Approval Policy for Gifts-in-Kind Received on Campus (1-30)

Social Security Number Use (1-31)

Room Description	Room Capacity	Half Day Basic Fee 1-4 hrs	Full Day Basic Fee over 4 hrs
Manwaring Center (No room charges for catered events)		Half day fee	Full day fee
Special Events (non wedding)	#120 225	$120	$200
MC Theater	230	$175	$300
Ballroom (per section)	300	$100	$160
West Ballroom (whole)	#627 1000	$240	$400
Conference Rooms	15, 18 30	$30	$50
HART BUILDING
Main Auditorium	4,377	$360	$600
Auxiliary	638	$175	$300
Pool	65	80 per hour
Field House	1615	$175	$300
Fitness Center	Not available for rent
Dance Studio	159	$120	$200
KIRKHAM BUILDING
Dance Studio	395	$120	$200
Theater-in-the-round (arena)	Not available for rent
Auditorium	+779	$240	$400
SNOW BUILDING
Drama Theater	+500	$175	$300
Concert Theater	+694	$175	$300
Recital Hall	+200	$88	$150
Classrooms		$36	$60
SMITH 240	+300	$88	$150
SMITH 340	+175	$70	$120
CLARKE 215	+180	$70	$120
CLARKE 312	110	$70	$120
AUSTIN 105	+178	$70	$120
ROMNEY 172	+175	$70	$120
TAYLOR BUILDING
Chapel only	Not available for rent
Chapel with cultural	Not available for rent
Cultural Hall (per section)	#199 461	$70	$120
Room 120	+191	$70	$120
KIMBALL BUILDING	Not available for rent
HINCKLEY BUILDING
Chapel only	Not available for rent
Chapel with cultural	Not available for rent
Cultural Hall (whole)	1300	$240	$400
Cultural Hall (Sec