Winthrop University Visual and Performing Arts

Absence from Duties
The department chair must approve absences from duties (for other than approved travel). The form, in departmental offices, shall be completed and submitted for the department chair’s approval BEFORE the absence. Form.

ALERTUS System

Class and Office Schedules
Class and office schedule forms will be distributed by department offices to be filled out and returned to the department assistants no later than September 15 for fall semester and January 30 for spring semester. Departments will retain one copy for their files and forward a copy to the dean's office. It is important that all requested information be provided. Faculty members are required to post office hours (see Winthrop Faculty Manual, Chapter IV: Academic Policies and Procedures / Academic Responsibilities.). All classes assigned to a faculty member are to be held, except as provided under the Class Attendance Policy (see Winthrop Faculty Manual, Chapter IV: Academic Policies and Procedures / Classroom Policies).

Commencement and Convocation Attendance*
In May and December there are both Undergraduate and Graduate Commencement Ceremonies. While attendance at no fewer than two annual commencements is expected, all faculty are encouraged to attend all four ceremonies. Faculty are expected to attend convocation.

Conference Room
The Lewandowski Conference room, located at 116 McLaurin, is available for conference and committee meetings of no more than 14 persons. Use may be arranged through the CVPA Dean's office. This room is not intended for use as a classroom. Users are expected to leave the room neat and clean with all furniture in place. The room must always be locked up immediately after use to protect the artwork on display in this space.

Copy Machines
Copy machines are available in department offices. Machine access codes may be assigned to faculty by the department chair.
Faculty are expected to ask Department Assistants for copier training and then to make their own copies. If the machine has a misfeed while you are using it please inform the department assistant or if it is after hours, please leave a note on the machine letting others know.
With sufficient lead-time, larger projects with multiple pages, collating, and stapling may be done in Printing Services in McBryde.

Course Syllabi
Syllabi are to be distributed to students in all classes within the first week, with a copy turned in to the department chair no later than September 15^th and January 30^th.

Department/College Meetings
Visual and Performing Arts faculty are expected to attend all department and college meetings. Absences from departmental and college meetings must be approved in advance by the department chair.

Dual Employment (see also Outside Employment)
Any full-time SC state employee who is to do additional work for additional pay for another state institution (including Winthrop) must complete a Dual Employment form. A Dual Employment Request form must be completed and approved prior to the dates of service in order to allow ample time to resolve any potential conflicts with work schedules. An employee may not alter his/her work schedule in order to provide time to perform dual employment duties, and must take leave without pay for dual employment services performed during normal hours of work at Winthrop. Employees performing dual employment duties at another state agency must take either annual leave or leave without pay if the work is performed during normal work hours.

Faculty Annual Report
The forms for this report are available on-line - form. The forms should be completed by the faculty member and submitted to the chair no later than February 15. When formulating faculty evaluations and in preparing the department’s annual report, the department chair will use information in this report. This report will be forwarded by the chair to the CVPA Dean's Office and will become a permanent part of the faculty member's file in the Dean's Office. It will be made available, upon request, to the academic vice president and to the president. Faculty members are urged to submit as detailed a report as necessary to reflect the manner in which they are fulfilling their obligations to the institution.

Fax Machines
FAX machines are available to faculty in each Departmental Office. Faculty members may send a FAX by bringing a copy to their departmental office, along with a telephone authorization code (if it is long distance). Cover sheets and assistance can be provided, if administrative assistant is available.

Fee Collection
All fee collection is the responsibility of the Cashier's Office. Periodically, there may be need for the collection of monies for special purposes. This requires the approval of the department chair and dean and is handled through the Cashier's Office. Under no circumstance should a faculty member collect monies directly from students or any other source for any purpose.

Fire Code Compliance (see Safety & Security)

Fire Drills
Periodic fire drills are held in academic areas. Classrooms and offices are to be evacuated as soon as the fire alarm sounds. Readmission to the building is not permitted until the "all clear" order is given by Campus Police.

Food and Drink in Classrooms
University policy states that bringing food and drinks into classrooms is prohibited. Building coordinators will consider requests for exceptions to the ban for special events through department chairs or from other requesting student and academically related groups.

Galleries
The Rutledge Gallery and the Elizabeth Dunlap Patrick Gallery located in the Rutledge Building are open weekdays from 9 a.m. - 5 p.m.
The Edmund D. Lewandowski Student Gallery located in McLaurin Hall is open Monday – Friday 8:30 a.m. – 5:00 p.m.
Gallery Opening Receptions and Artist Lectures have been made and are listed in the CVPA Calendar of Events. Faculty may make special arrangements for tours and/or lectures by contacting the Galleries Assistant Director Karen Derksen, 323-2493.

Gifts In-Kind Policy*
     Gifts-in-Kind Description
     Gifts In-Kind are non-cash gifts such as equipment, supplies, artwork, real estate, publicly traded
     securities, and closely held stock. Gifts In-Kind are subject to special rules of the IRS. The rules apply
     to gifts by individuals, closely held corporations, personal service corporations, partnerships and S
     corporations.
     Gifts-in-Kind Procedure
     The Director of Planned Giving is the senior development officer responsible for planned gifts of all types
     (including gifts in-kind). This responsibility includes authorizing gifts in-kind to the University, notification
     and coordination with all parties involved with the gift, and receipting of the gift. As a matter of policy, no
     gift in-kind will be accepted by the Director of Planned Giving if there are inherent maintenance costs,
     environmental considerations, questions of liability, or other matters of concern that may adversely affect
     the University without the approval of the Vice President for University Advancement and the Vice President
     for Finance and Business.
     Gifts-in-Kind Policy
     a.             The gift will not be appraised by Winthrop.
     b.             Receipts to donors will include an IRS Form 8283 for filing.
     c.             For gifts of less than $5,000 the donor will provide the value.
     d.             For gifts in excess of $5,000 an IRS qualified appraisal will be required from the donor.
     e.             For gifts subject to appraisal summary rules, the Foundation will inform the IRS and the donor if
                     the gift is sold or otherwise disposed of within two years of the gift.
     f.              IRS guidelines for publicly traded securities and closely held stock will be followed.
     g.             Special IRS rules for gifts of art and similar items of property will be followed.
     h.             Gifts only will be accepted without restriction on liquidation from the donor.
     For additional information, please contact: Laurie Nortz, Director of Planned Giving, 803-323-4748

Hotline
The College of Visual and Performing Arts HOTLINE, 323-3000, provides information on events sponsored by the Departments of Design; Fine Arts; Music; and Theatre & Dance, and the Winthrop University Galleries. Details include what, when, and where in addition to information on tickets and cultural event approval for Winthrop students.

Key Cards
Any faculty wishing to use Rutledge space between 9 p.m. and 7 a.m. must have a keycard in order to enter the building. Keycards are available from the Fine Arts or Design Department offices.

Keys
Visual and Performing Arts faculty who need keys for academic areas should submit a request to the department chair.

Outside Employment (see also Dual Employment)*
“The university believes that its educational program and effective teaching in all its aspects can flourish only when sustained by continuous, active participation of its faculty in professional development, enriched in many cases by interaction with industry, artistic organizations, business, government, school districts, and other activities and institutions of our society. This interaction is of greatest value when it contributes significantly to the public welfare, offers an opportunity for professional challenge and growth, or otherwise enhances the effectiveness of a faculty member's service to the university.” – University Consulting and Outside Employment Policy
“Essential to the effectiveness of such procedures is complete disclosure of outside professional activities. It is the obligation of faculty members to keep their dean/department heads continually informed in adequate detail as to all outside professional activities, service on external committees, and other special assignments. All consulting and outside employment must be approved prior to engaging in the activity. The “Request for Approval of Consulting or Outside Employment” form must be completed and signed by all required parties before any consulting or employment is undertaken. (See attached form.) If the consulting or outside employment is to be with another agency of South Carolina state government, see the section on “Dual Employment” in the Faculty Manual.” – University Consulting and Outside Employment Policy
Therefore, all full-time faculty should submit a Request for Approval of Consulting or Outside Employment form when involved in activities as described above.
The form and elaborations on the information above can be found on the CVPA website at: www.winthrop.edu/vpa/CVPA_Administration/information.html
A faculty member considering Consulting or Outside Employment should complete the Request for Approval of Consulting or Outside Employment and give to his/her department chair who will review, indicate his support/non-support, sign and send to the CVPA Dean. The Dean will do the same and send the form on to the Vice-President for Academic Affairs who will in turn sign and send to the President of the University. The CVPA Dean’s Office will receive the form back for the faculty member’s file and will send a copy of the signed form to the faculty member.

Personal Mail
Personal use of the university mail system is not permitted and may, in some cases, be a violation of state law. Faculty may deposit stamped, personal mail in the department out-mail boxes.

Personal Property on Campus
Winthrop University assumes no responsibility for items on the university campus that are not owned, leased, or otherwise under control of Winthrop University. It is recommended that personal items brought to campus be personally insured. Faculty may not store personal property in their offices except with permission of department chairs.

Petty Cash Vouchers
All purchases require prior approval of the department chair. Purchases must be small in dollar amount and non-recurring or unusual in nature to be reimbursed from this fund. Purchases which can normally be made through established purchasing procedures including Limited Purchase Orders, will not be reimbursed from this fund. Reimbursements are limited to $50.00 per voucher. Gifts, flowers, Christmas or birthday cards, parties, food or meals and other benefits for employees may NOT be reimbursed, nor may items carried in Central Supply Warehouse or covered by a state contract. Cash advances can not be given for any purpose. Petty cash vouchers are available from the department secretaries. The completed forms should be submitted to the department chair. The voucher will then be presented to the Cashier's Office, for cash reimbursement.

Press Releases *
All information for press releases and inclusion in publications emanating in the College of Visual and Performing Arts is to be sent prior to printing through the department chair to the dean's office for review by the Dean and then to University Relations. A final copy should be sent to the Office of Community Arts. The process will be expedited without causing undue delay.

Printed Material
Any printed material intended for off-campus use, or that which includes the college and/or university logo, is to be routed to the dean's office for review by the Dean and then to University Relations for approval prior to printing. A final copy should be sent to the Director of the Office of Community Arts.

Privacy of Educational Records
“Winthrop University policy regarding access to student records (such as grades, grade-point ratios, and class rank) is governed by the Family Educational Rights and Privacy Act of 1974 as amended, commonly know as "The Buckley Amendment." Under this law, students have the right to inspect and challenge the accuracy of information contained in their Winthrop educational records.
Also, these regulations restrict Winthrop to the release of certain records only to the student (current or former) and to certain other authorized school and government personnel, except with the student's prior written consent to release the records to another specified person. Without this consent to release the records to another specified person, Winthrop cannot release a student's records even to parents, except in one instance. Parents or guardians of a student may be given access to certain student records if the parents or guardians sign a statement in the Records Office and provide proof that they have claimed the student as a dependent on their last federal income tax return.
Questions concerning Winthrop's policy for release of academic information should be directed to the Office of the Registrar, Tillman Hall.”
– Winthrop Faculty Manual, Chapter IV: Academic Policies and Procedures / Academic Responsibilities
(Also See Winthrop Undergraduate Catalog 2005-06 Catalog page 26).

Procurement Cards (see also Purchases)
The Purchasing Card is a Visa credit card issued by Bank of America which offers an alternative to the existing University purchasing processes and provides an extremely efficient and effective method for purchasing and paying for supplies with a total value of $1,500 or less. The Visa Purchasing Card enables cardholders to purchase non-restricted commodities, by telephone or in person, directly from the vendors. See Appendix IV on card\holder responsibilities.

Property Control
Property under the control of Winthrop University may NOT be disposed of except by use of a "Declaration of Surplus Property" form available in the department office. After approval by the department chair, the form is sent to the dean's office for signature and then routed to Property Control. Disposal is the responsibility of the Office of Property Control. Property under the control of Winthrop University which needs to be moved from one location to another requires a "Moving Request" form and is accomplished by using the same procedure.

Purchases (see also Procurement Cards)
All purchase requests are to be submitted to department chairs for approval and form preparation.

Recycling
Winthrop University prides itself on having an effective recycling program and offering recycling bins for faculty, staff, and students in all academic building and residence halls.
Please be aware of where the recycling bins are in your building and recycle any recyclable items: paper, drink containers (cans, glass, plastic), cardboard, toner cartridges, newspaper, and magazines. Other information about Winthrop's recycling program can be found at the Winthrop Recycling Website and by calling Chris Hodgdon, Winthrop's Materials Service Manager, at 803-323-2492.

Safety & Security
Accident prevention and fire prevention are matters of extreme importance to us all. It is the standing policy of Winthrop University to provide safe equipment and working conditions. It is our duty as employees to strive at all times to work safely. We owe this to ourselves, to our fellow employees, and the students that we serve. For this reason, we encourage your complete and enthusiastic participation in all phases of accident and fire prevention.
If anyone is injured, Campus Police should be contact immediately at 803-323-3333.
Additionally, for faculty/staff injuries you should contact Mitzi Stewart at; and for student injuries you should contact Terry Sexton in Procurement and Risk Management at 803
For details, please refer to the Department of Theatre & Dance manual, “Safety & Security Policy” and the Department of Art & Design manual, “Health, Safety, & Security Policy.”

Smoking Policy
     Winthrop University Proposed Tobacco-Free Policy
     Purpose/Scope of the Policy
     Winthrop University is dedicated to providing a healthful, comfortable, and productive work and study
     environment for all students, faculty and staff.
     As reported by the Environmental Protection Agency (EPA), second hand smoke (SHS) is responsible for an
     estimated 53,000 deaths per year in nonsmokers. In addition, the US Surgeon General's 1986 report, The
     Health Consequences of Involuntary Smoking, concluded the following: “Involuntary smoking is a cause of
     disease, including lung cancer, in healthy nonsmokers. The simple separation of smokers and nonsmokers
     within the same air space may reduce, but does not eliminate, the exposure of the nonsmoker to SHS.”
     Accordingly, it is the intent of Winthrop University to promote and encourage a tobacco-free environment.
     Winthrop University shall move towards an entirely tobacco-free campus in the next few years.
     PROPOSED CAMPUS TOBACCO POLICY
     Smoking and use of all tobacco products will be prohibited within campus-owned or leased vehicles and in
     buildings. This applies to offices, hallways, waiting rooms, restrooms, lunchrooms, elevators, meeting
     rooms, residence halls/apartments and community areas, which are the property of Winthrop University.
     All students, faculty, staff, clients, contractors, and visitors are expected to adhere to this policy.
     Smoking and use of other tobacco products will be permitted on campus grounds, in designated smoking
     areas only. All students, employees, and visitors are expected to abide by the terms of the Campus
     Tobacco Policy, both during and after campus hours, and during all university-sponsored events.
     The proposed policy and supporting report are under review by the Executive Officers.

State-Owned Facilities and Equipment
University facilities and equipment are to be used for academic and/or public service activities only. No employee may receive personal gain through the use of state-owned facilities or equipment simply by virtue of being an employee of the state.

Telephone Authorization Code and Card
Upon request, all Visual and Performing Arts faculty are provided with a telephone code and off-campus calling card, to be used for business purposes only. Telephone Services can be contacted at 323-2163 in order to obtain a telephone code for business purposes. Instructions for on-campus use of the telephone code are as follows:
- Dial "5"
- Dial “1”
- Area Code
- Phone Number
- Authorization Code
For off campus business use, a state-issued calling card may be used (instructions are included on the card). See Appendix III for state guidelines.

Textbook Orders
As a rule, textbook orders are placed in mid-October for the spring semester and in mid-March for the summer and fall semesters. Forms are provided to the department offices by the Bookworm (university store) and are accompanied by a cover letter with instructions and information.

Travel Funding Guidelines
The examples are illustrative and do not guarantee travel funds. They are not listed in priority order.
For Priority Funding You:
- Are asked by the chair, dean, or other appropriate administrator to represent the department, college, or university in an official capacity at a local, state, regional, national, or international meeting, conference, or event
- You are asked by the chair, dean, or other appropriate administrator to travel to a potential granting organization to discuss a departmental, college, or university grant
- Present a paper at a state, regional or national professional meeting
- Conduct a workshop
- Attend a conference, meeting or event as an officer of the organization
- Travel at request of department
For Discretionary Funding You:
- Attend a workshop or participate in a workshop or seminar
- Attend a professional conference, meeting or event
- Receive an honorarium for service rendered

Travel Rental Car Vendor
Rental cars and passenger vans for official university business are contracted with:
U-Save Auto Rental
Attn: Reed Cook
515 Anderson Rd
Rock Hill, SC 29732
Tel: (803) 328 2453
Contract expires: 07/30/08
Winthrop's rental vehicle procedure: www.winthrop.edu/procurement/rental.htm
   Website Table of Contents
     Type of Vehicles Available
     How to Rent a Vehicle
     How to Cancel a Rental Vehicle
     Vehicle Rental Costs
     Fueling Vehicles
     Emergency Conditions
    Notes and Comments

Travel Reimbursement Guidelines
State regulations pertaining to reimbursement for meals and mileage are as follows:
                In-state:    6.00 - breakfast                  Out-of-state: 7.00 - breakfast
                                   7.00 - lunch                                                    9.00 - lunch
                                12.00 - dinner                                                16.00 - dinner
                                25.00 - Total per day (maximum)                32.00 - Total per day (maximum)
Normal reimbursement for use of a personal car is 40.5 cents per mile.

Travel Requests
There is an annual budget in the CVPA Dean’s Office for faculty travel. Soon after the start of the fall semester, faculty will receive an e-mail with complete instructions on how to request travel funding and the deadline for requests. The Dean’s Office travel funds for faculty are limited and not all trips can be funded.
If additional funding is necessary, it could be that a faculty member’s department may be able to assist with funding travel.

     CVPA Funded Travel Procedure
     1. To request that a trip be fully or partially funded by the CVPA Dean’s Office the Request for Approval
         of Travel/Absence from Duties form must be completed by the traveler and given to department
        chair for approval signature. The Chair then forwards Request form to the CVPA Dean’s Office for review.
        Request for Approval of Travel form - www.winthrop.edu/vpa/ABSENCE.REQ.doc

     2. Once a travel request is approved, the faculty member will be notified. The faculty member must then
          complete a Travel Authorization form and turn it into the CVPA Dean’s Office.
          Travel Authorization form - www.winthrop.edu/procurement/TA.XLS

      3. Upon return from a CVPA Dean’s Office funded trip, the faculty member must be complete a Travel
           Reimbursement form, attach original receipts, and deliver form and receipts to the CVPA Dean’s
           Office. Receipts should be turned in for lodging, parking, taxis, registration, airline, etc. It is not
           necessary to attach meal receipts as meals are reimbursed using a state mandated per diem amount.
         Travel Reimbursement form - www.winthrop.edu/procurement/TR.XLS

Vehicle Registration*
Regular registration is for one year beginning with the first day of registration for the fall semester and ending with the first day of fall registration the next year. The full registration fee applies until the first of January, at which time the fee is reduced one half. Faculty and Staff may register two (2) vehicles at $25 each. Regular registration is handled through Public Safety and billed or paid at the Cashier’s Office. Temporary registration for special circumstances must be handled through the Department of Public Safety or the Cashier's Office.

Work Priorities for Department Administrative Assistants
Department assistants will attempt to assist faculty with administrative services. Faculty should be aware, however, that there are priorities for administrative assistance and should plan on a minimum of three working days lead-time.
               In order of priority:
                - Departmental business (as determined by chair)
                - Faculty administrative items
                - Duplicating services for faculty
                - Typing of course materials for faculty

*currently under review.