Other Information on Ethical Standards, Rules, and Policies

Full-time Winston-Salem State University employees can be employed on a part-time consultant or contractual basis with other agencies. These external professional activities for pay are to be undertaken only if they do not

• Interfere with the primary obligations of the individual to carry out all university duties and responsibilities in a timely and effective manner;
• Create a conflict of interest with the individual's university duties and responsibilities;
• Involve any inappropriate use or exploitation of university facilities, equipment, personnel, or other resources;
• Make any use of the name of The University of North Carolina or any of its constituent institutions for any purpose other than professional identification; or
• Claim any university or institutional responsibility for the conduct or outcome of such activities.

Employees contracting with external agencies must obtain clearance from the department head, the division director, or the vice chancellor for academic affairs, using a Notice of Intent to Engage in External Professional Activity for Pay form. Approval must be sought for all activity whether performed during the course of instructional duties or off-hours, including nights and weekends.

Winston-Salem State University is dedicated to the transmission and advancement of knowledge and understanding. Thus, faculty members are encouraged to seek solutions to scientific, social, and artistic problems and to expand knowledge through appropriate forms of scholarly and creative endeavors. Academic freedom is essential to the achievement of these purposes. This institution, therefore, supports and encourages freedom of inquiry for faculty members, to the end that they may responsibly pursue these goals through teaching, research, service, discussion, and publication, free from the internal or external restraints that would unreasonably restrict their academic endeavors.

The responsibilities for faculty include both primary and secondary duties. Primary duties consist of assigned teaching, scholarly research and all other institutional service requirements such as academic advisement, committee assignments, etc. Secondary duties consist of professional activities traditionally undertaken by faculty and other professional staff members outside, of the university employment that redound to the benefit of profession and to higher education in general. Such endeavors which may or may not entail the receipt of honoraria or the reimbursement of expenses include membership in and service to professional associations and learned societies membership on professional review or advisory panels; presentation of lecture papers, concerts or exhibits; presentation in seminars and conferences; involvement in reviewing or editing scholarly publications and books; and service to accreditation bodies. Such integral manifestations of one's membership in a profession are encouraged, as extensions of employment at Winston-Salem State University, so long as they do not conflict or interfere with the timely and effective performance of the individual’s primary duties. Moreover, in carrying out their responsibilities, faculty members are expected to abide by the Code of Ethics established by the institution in regards to professional conduct.

Because of the position of trust they occupy and the academic freedom afforded them, faculty members and EPA non-faculty personnel must be careful to avoid any behavior in their professional activities that could create circumstances that prevent or limit objectivity in the performance of their institutional responsibilities or that may affect adversely any interest of the university. Consequently, the following policies and procedures are developed to ensure that the professional activities and financial and personal interests of faculty and staff are arranged to avoid conflicts of interest and commitment. The guidelines may be found in the Conflict of Interest and Conflict of Commitment Policy.

Political activity for faculty members is to some degree governed by state law and University of North Carolina Board of Governors regulations. The Board of Governors adopted a policy on January 20, 1976 and amended on February 2, 1985 that requires employees exempt from the personnel act (EPA) to adhere to specific procedural guidelines related to candidacy for or service in public office. These guidelines with a may be found in the UNC Code.

Winston-Salem State University does not condone the possession, use, or sale of illegal drugs among its students, staff, or faculty. Therefore, the institution has in place a drug policy that includes sections on education, counseling, rehabilitation, enforcement, and penalties. The Policy on Illegal Drugs applies to students, staff, and faculty.

NCGS §14-269.2 prohibits the presence of guns and weapons on school grounds, including colleges and universities. This statute contains the following definitions:

Class I felony: Any person in possession of, whether openly or concealed, any gun, rifle, pistol, or other firearm of any kind on educational property or to a curricular or extracurricular activity sponsored by a school. Unless the conduct is covered under some other provision of law providing greater punishment, any person who willfully discharges a firearm of any kind on educational property is guilty of a Class F felony. However, this subsection does not apply to a BB gun, stun gun, air rifle, or air pistol.

Class 1 misdemeanor: Any person in possession of, whether openly or concealed, any BB gun, stun gun, air rifle, air pistol, bowie knife, dirk, dagger, slingshot, leaded cane, switchblade knife, blackjack, metallic knuckles, razors and razor blades (except solely for personal shaving), firework, or any sharp pointed or edged instrument except instructional supplies, unaltered nail files and clips and tools used solely for preparation of food, instruction, and maintenance, on educational property.

Anyone found with a gun on campus openly or concealed will be arrested and appropriate disciplinary action will be taken according to the Winston-Salem State University Weapons Policy.

Because Winston-Salem State University is a state agency, state laws and procedures govern ordering of supplies, materials, equipment, and contractual services. All purchase contracts (except those involving real property) are the responsibility of the University Purchasing Department. Winston-Salem State University will assume no financial responsibility for purchases not made in accordance with approved policies, and such unauthorized purchases will be the personal responsibility of the individual placing the order.

Requests for purchases and service contracts are initiated at the department and special project level. A requisition giving clear, correct, and complete information about the materials and services requested is prepared and submitted; it must be signed by the department head or special project director. Some requests for equipment and some materials not on state contract may require quotations (informal cost estimates submitted by phone, in person, or by mail) from at least three vendors. Some purchases (based on the cost of the item) may be referred to the North Carolina Division of Purchase and Contract. Faculty members who need more information or help-locating vendors may contact the University
Purchasing Department. Faculty members should consult current purchasing guidelines before initiating a purchase. Requests for academic consultant services are initiated at the department level. A contractual service agreement template may be obtained in the public folders under Legal Affairs. This form should be completed by the department head and must be approved by the appropriate administrators as defined on the agreement template. Administrative consultant requests are handled in a manner similar to requests for academic consultants, but they must be sent to Purchasing and Contracts for approval. All requests in this category must be approved by the appropriate university officials, state division of purchase and contract, and the Governor or his/her designee. The procedures for this type of consultant are detailed and on file in the Purchasing Office. Inquiries about a requisition's status should refer to the requisition number and should not be made until at least two weeks have passed. A similar time frame exists for inquiries about requests for consultant services.

Each employee, consultant, student, or person granted access to data and information holds a position of trust and must preserve the security and confidentiality of the information he/she uses. Users of university data and information are required to abide by all applicable federal and state guidelines and university policies regarding confidentiality of data. All users of university data and information must read and understand Information Resources policies and understand how these policies apply to their respective job functions.

Any employee or person with authorized access to Winston-Salem State University’s computer resources, information system, records or files is given access to use the university’s data or files solely for the business of the university. Specifically, individuals should

1. Access data solely in order to perform their job responsibilities;
2. Not seek personal benefit or permit others to benefit personally from any data that has come to them through their work assignments;
3. Not make or permit unauthorized use of any information in the university’s information system or records;
4. Not enter, change, delete or add data to any information system or files outside of the scope of their job responsibilities;
5. Not include or cause to be included in any record or report a false, inaccurate, or misleading entry;
6. Not alter or delete or cause to be altered or deleted from any record report or information system a true and correct entry;
7. Not release university data other than what is required in completion of job responsibilities; and
8. Not exhibit or divulge the content of any record, file, or information system to any person except as it is related to the completion of their job responsibilities.

Additionally, individuals are not permitted to operate or request others to operate any university data equipment for personal business, to make unauthorized copies of university software or related documentation, or use such equipment for any reason not specifically required by the individual’s job description.

It is the employee's responsibility to report immediately to his/her supervisor any violation of this policy or any other action that violates confidentiality of data.

All users of university information systems are supplied with a network account to access the data necessary for the completion of their job responsibilities. Users of the university information systems are required to follow the procedures outlined below:

1. All transactions, processed by a user ID and password, are the responsibility of the person to whom the user ID was assigned. The user's ID and password must remain confidential and must not be shared with anyone.
   • Do not use anyone else’s password. Using someone else’s password is a violation of policy, no matter how it was obtained.
   • Do not share your password with anyone. Your password provides access to information that has been granted specifically to you. To reduce the risk of shared passwords, remember not to post your password on or near your workstation.
   • It is your responsibility to change your password immediately if you believe someone else has obtained it.
2. Access to any student or employee information (in any format) is to be determined based on specific job requirements. The appropriate director, chair, dean, and/or vice chancellor is responsible for ensuring that access is granted only to authorized individuals, based on the performance of their job. Written authorization must be received by Information Resources prior to granting system access.

Individuals are prohibited from viewing or accessing additional information (in any format) unless they have been given the proper written authorization. Any access obtained without written authorization is considered unauthorized access.

1. In order to prevent unauthorized use, the user shall log off of all applications that are sensitive in nature when leaving the workstation. An alternative is to establish a workstation password to lock your session. This is especially important during breaks, lunch and at the end of the workday.
2. Passwords are required to be changed by university systems every ninety days; however, if there is reason to believe they have been compromised or revealed inadvertently, you should manually change your password immediately. If you need help in changing your password, please call the Help Desk at x3431. Additionally, notify your supervisor immediately if you suspect unauthorized use of your password.
3. Upon termination or transfer of an employee, the responsible department manager will complete the necessary forms as required by IR Policy 1.5 for Computer Systems Access.

Faculty files are established upon hiring and are maintained in the Office of Academic Affairs, as well as in departmental and divisional offices. Faculty members have the right to review and have copies made of materials contained in their personnel files. The standard procedure for such review entails scheduling an appointment with the Office of Academic Affairs and/or Human Resources.

Winston-Salem State University is required to keep confidential all information concerning a faculty member except name, age, date of original employment, current and previous positions at the university, title, salary information, and position number. A faculty member’s personnel file may be inspected by designated officials for the purpose of conducting official business.

No individual, department, or organization may collect money on behalf of the university without being authorized by the chancellor or his designee. All money collected on behalf of the university must be deposited at the WSSU billing and receivables office within 24 hours of receipt of the funds.

All information created or received for work purposes and contained in university computing equipment files, servers, or electronic mail (e-mail) depositories are public records and are available to the public unless an exception to the Public Records Law applies. This information may be purged or destroyed only in accordance with the university records retention schedule and State Division of Archives regulations. Please refer to the e-mail retention policy.

In order to coordinate the university's efforts to cultivate support from the private sector, and in order to ensure that gifts do not involve insupportable financial commitments or restrictions, all gift solicitation programs conducted by anyone for the benefit of Winston-Salem State University or any agency thereof must have the prior approval of the chancellor through the vice chancellor for advancement.

To ensure that the WSSU reputation and media relationships remain in good standing, it is imperative that anyone speaking to the media on behalf of the university be prepared in advance to share an approved, positive and consistent message (prepared in conjunction with the WSSU Media Relations Services) about current activities and events on campus. Faculty members should use the following procedures in response to any and all media requests:

1. All media calls for quotations or interviews should be directed to the Media Relations Services for immediate follow-up and coordination.
2. General media inquiries should be directed to the Media Relations Services.
3. All press conferences and/or media interviews should be scheduled and coordinated through the Media Relations Services.
4. No comments or quotations should be provided to the media without prior approval from the dean and/or department head and the Media Relations Services.
5. No press conference should be coordinated without prior approval from the dean and/or department head and the Media Relations Services. Additionally, a confidential WSSU list of talking points and answers should be provided to interview subjects in advance to prepare for tough questions regarding capital campaigns, personnel, reclassification and other confidential or sensitive matters.

Winston-Salem State University encourages and supports scholarly and creative activities and attempts to create the environment in which such activities can take place. Faculty, staff, and students are encouraged to seek solutions to scientific, social, and artistic problems and to expand knowledge through research and other appropriate forms of scholarly and creative endeavor. The university supports faculty who engage in these endeavors, offers a full range of services aimed at facilitating their involvement, and provides meritorious incentives and rewards. See the section entitled "Support for Professional Development" in Chapter VII of the Faculty Handbook.

Winston-Salem State University encourages faculty members to seek outside support both for research and for educational programs. Proposals seeking external funding must be reviewed and approved by appropriate university representatives, who will also furnish useful information and assistance to those preparing such proposals. Faculty preparing external-funding proposals should refer to the Office of Sponsored Program Policy and Procedure Manual. Funded projects are subject to the normal budgetary guidelines of the university. For more information, contact (1) the Office of Contracts and Grants and (2) Sponsored Programs

In the belief that honesty and integrity are essential to the search for knowledge, it is the policy of Winston-Salem State University that all persons involved in research and scholarship must guard the truth, uphold the highest standards in their research, and protect and ensure the public’s trust in Winston- Salem State University, its research, and its researchers. It is clear that misconduct in scholarly research cannot be prevented by university regulation or federal law but only by each individual’s firm commitment to academic ideals and integrity. Mentors, project directors, and department and unit heads must stress the importance of such commitment to faculty, students, staff, and research assistants and associates.

Whenever any Winston-Salem State University faculty member, graduate student, undergraduate student, or any other person involved in research is accused of misconduct in research, the university will conduct an inquiry, make a determination concerning the truth or falsity of the allegations, and take appropriate disciplinary action. The process of inquiry will be expeditious and protect the rights of all those concerned, including the complainant, the accused, witnesses, and committee members.

Consistent with federal regulations and the policy of the UNC Board of Governors on research misconduct, Winston-Salem State University has created a Misconduct in Research Policy on how the institution will respond to allegations relative to research misconduct.

In order to promote a safer and more healthful working and learning environment, Winston-Salem State University has adopted a smoking policy to reduce the involuntary exposure of non-smokers to environmental tobacco smoke and provide reasonable accommodations for smokers. Smoking is prohibited in all university buildings, including residence halls and university grounds within 100 linear feet of any entrance to any university building. Please refer to the WSSU Smoking Policy for full details.

All Winston-Salem State University employees are guaranteed the right to work in an environment free from unlawful workplace harassment and retaliation. The Unlawful Workplace Harassment Policy states that “no state employee may engage in speech or conduct that is defined as unlawful workplace harassment.” Refer to this policy for the procedure to report an incident of unlawful workplace harassment.

Sexual harassment by any member of the university is a violation of both the law and university policy. Accordingly, no academic or personnel decisions, such as awarding of grades and jobs, shall be made on the basis of granting or denial of sexual favors. For purposes of this policy, sexual harassment is defined as follows:

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when (1) submission to such conduct is made either explicitly or implicitly as a term or condition of an individual's employment or academic advisement, (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions or academic decisions affecting such individual, or (3) such conduct has the purpose or effect of unreasonably interfering with an, individual's work or academic performance or creating an intimidating, hostile, or offensive working or academic environment.

As defined above, sexual harassment is a specific form of discrimination in which power inherent in a faculty member's or supervisor's relationship to his or her students or subordinates is unfairly exploited. While sexual harassment most often takes place in a situation of power differential between persons involved, this policy recognizes also that sexual harassment may occur between persons of the same university status, i.e., student-student, faculty-faculty, staff-staff.

The Sexual Harassment Policy is designed to encourage students, faculty, and employees to express freely, responsibly, and in an orderly way their opinions and feelings about any problem or complaint of sexual harassment. Any act by a university employee or agent of reprisal, interference, restraint, penalty, discrimination, coercion or harassment—overtly or covertly—against a student or an employee for using the policy will necessitate appropriate and prompt disciplinary action. This policy shall not be used frivolously, falsely or maliciously to convey charges against fellow students, faculty members, or employees.

Refer to the Sexual Harassment Policy for procedures in filing a complaint. All full-time employees of Winston-Salem State University must complete on-line training to avoid sexual harassment behaviors.

Winston-Salem State University has a policy of zero tolerance of violence or threats of violence. The statement with definitions below is excerpted from the current Violence in the Workplace Policy.

Violence of any sort is contrary to Winston-Salem State University’s purpose of providing quality education. This policy is being established as an anti-violence and violence-prevention policy. Violence threatens the safety of personnel (and often the public) while threatening employee morale and productivity. This policy applies to all employees of Winston-Salem State University to include SPA, EPA non-faculty, faculty and temporary employees. In addition, any threatening situation against an employee by a non-employee is to be reported.

Ignoring threats and violence can result in fatal incidents to staff, students or the public. Violence also affects morale, productivity, absenteeism, turnover, litigation costs, workers’ compensation costs as well as employment and training costs. Violence often follows established threat patterns and behavioral changes that are easily observed and reasonably predictable. Violence can be prevented or reduced by responding to threats effectively.