- Conducting and Analyzing Surveys
As an effort to accomplish its mission, the Office of Institutional Research and Planning offers the service of assisting University departments and offices in designing and implementing research projects that will provide pertinent information. University offices should use the following procedures when requesting to conduct studies.
Assessment: The evaluation of some aspect of the University.
PROCEDURES and RESPONSIBILITIES
Faculty and staff wishing to conduct assessment studies or surveys should consult the Office of Institutional Research and Planning at the initiation of the project. Before an assignment is begun, the Office staff will clarify with the user(s) the purposes, expectations, strategies, and limitations of the research. Special care will be taken to recommend research techniques and designs that are appropriate for the purposes of the project.
Web surveys should follow the same procedures noted above. The user(s) should contact the Office of Institutional Research and Planning at the initiation of the project. Before an assignment is begun, the Office staff will clarify with the user(s) the purposes, expectations, strategies, and limitations of the research. Special care will be taken to recommend research techniques and designs that are appropriate for the purposes of the project.
The Office of Institutional Research and Planning will assist users in determining the focus group or sample population; planning the survey, which includes determining the samples and costs; developing the survey instrument, which includes designing the survey; conducting the survey, which includes designing the cover letter, whom the survey will be returned to, and the deadline; and processing the results, which includes determining acceptable response rates, summarizing the open-ended questions and data entry results. The institutional researcher shall ensure that all reports of projects are complete, are clearly written for decision-makers to understand, fully distinguish among assumptions, speculations, findings, and judgments, employ appropriate statistics and graphics, and adequately describe the limitations of the project, of the analytical method, and of the findings. Due to the accuracy and confidentiality associated with surveys, the Office of Institutional Research and Planning will receive the results and send them to the user(s).
- Counseling Services
Delta State University provides confidential on campus access to Counseling Services to its students, faculty and staff.
: services provided by individuals trained in counseling techniques in a professional, confidential environment.
Adjustment to the academic environment of the institution may prove stressful and Counseling Services is established to assist students, faculty and staff manage their adjustments more efficiently by providing trained counselors on campus at no additional cost to the qualified users of its services.
Stress can produce negative adjustments in people. An educational institution may contribute to the stress loads of its constituents. Counseling services are provided to assist individuals in managing stress loads efficiently. DSU provides on campus access to professionals trained in counseling techniques to assist its constituents in addressing their stressors.
The Counseling Center provides the following services: counseling, testing, and American with Disabilities Act (ADA) accommodations. The counseling services provide university students with individual assistance in choosing a vocation, selecting a major and solving personal, social, and educational difficulties that a student may encounter as he or she interacts within the university setting. In a confidential relationship, the student may express his/her thoughts and feelings, and an experienced counselor helps the student gain insight into problems and explore possible solutions. The Counseling Center located in the O.W. Reily Health Center, provides programs such as study skills, values clarification, time management, and communication skills development.
National standardized tests for admission to undergraduate school, graduate school, professional school and teacher certification such as the ACT, MAT, MCAT, LSAT, Praxis I: PPST, Praxis II: PLT, and Praxis II: Subject Assessments and Specialty Area Tests are administered by the Office of Counseling. CLEP is available by computer on campus by appointment at the O.W. Reily Health Center.
The Counseling & Testing Center is located within the O.W. Reily Health Center and can be reached by phone at 846-4690 between the hours of 8:00 A.M. and 5:00 P.M. To contact us after hours in an emergency go through the Campus Police at 846-4155.
- Crisis Communication
Delta State University is committed to taking a pre-emptive approach to public relations crises, using disclosure whenever possible as the preferred strategy for preventing or minimizing public relations crises.
No one, other than the President, is authorized to represent the university’s position to the news media in a crisis without clearance from the Office of University Relations.
The Office of University Relations is responsible for developing crisis communication strategies.
Final approval of these strategies will rest with the University President or his/her designee.
PROCEDURES and RESPONSIBILITIES
University Relations will maintain regular contact with vice presidents, deans, directors, department heads, campus police, and faculty, staff and student leaders, advising the appropriate administrator(s) when internal issues or developments appear likely to lead to public relations problems.
Similarly, DSU’s administration will regularly notify University Relations of internal developments that may escalate into public relations crises.
University Relations also will monitor local, state and national news coverage of higher education, advising the appropriate administrator(s) of issues and/or trends that might lead to negative stories.
When crises erupt, University Relations will gather and verify information about the crisis, assess the severity of the crisis, and develop strategies concerning how information is to be released, who should speak for the institution and who is to be notified.
Once a strategy has been developed, University Relations will work out logistical details of releasing information and distribute verified information as quickly as possible to internal and external audiences.
In an emerging crisis, the Director of University Relations will be notified immediately. The Director will confer with the appropriate DSU official(s) to assess the nature and severity of the crisis. The Director will, when able, devise a simple strategy to forestall the crisis, particularly if it is confined to a single DSU unit. If issues and events are of sufficient complexity that they require input from several DSU units, or if a simple strategy is not likely to be effective, the Director will recommend to the University President or his/her designee that DSU form a crisis team. The University President or his/her designee will assemble and chair a crisis team made up of the highest-ranking officials available from the units involved in the crisis. The composition of a team will vary according to the situation. The crisis team will convene as soon as possible in the President’s Conference Room unless another meeting location is specified by the President or his/her designee. The crisis team will gather details of the crisis, recommend strategies for internal and external communications, and select the appropriate spokesperson for the University.
In a sudden occurrence of a severe crisis the University President and/or his/her designee will be notified immediately of the crisis, be apprised of all known facts/background, and have direct, priority access to University Relations to develop a “first-wave” communication strategy. University Relations will implement the strategy immediately upon approval by the University President or his/her designee. After implementing “first-wave” communication, a crisis team will be formed to develop on-going strategy.
To provide evaluation and follow up of the crisis communication process, University Relations will document the news coverage surrounding a crisis, including wire stories, newspaper articles, radio and television broadcasts. When the crisis is past, University Relations will supply the crisis team with a summary of news coverage.
It is recommended that the crisis team review this report and evaluate DSU’s performance under fire. The team will note overall success or failure of the crisis communications effort, problems to be avoided in the future, and appropriate follow-up measures.
- Data Integrity
Data is an important asset of Delta State University. Data is not only used for operational purposes, but also utilized for analysis, control, and strategic decision-making. To maximize effectiveness mechanisms must be developed to collect, safeguard, and distribute accurate, consistent, useful information to appropriate members of the Delta State University community.
University data: the collection of data elements that are relevant to the operations, plans, or management of a Delta State University unit or are reported on or used in “official” administrative university reports.
Data Administrator: an appointee within the Information and Technology Services department that is responsible for ensuring a cohesive data architecture, and data standards, and for facilitating appropriate access to information across Delta State University.
Data Custodian: anyone having access to information regarding a former or present entity affiliated with Delta State University (including, but not necessarily limited to: students, employees, alumni, departments, etc.).
Data Element: a singular item of information. Some examples include first name, last name, social security number, date of birth, etc.
Data Integrity: the qualities of validity and reliability conjoined with the accuracy of values.
Data Trustees: Senior management personnel who have planning and policy-making responsibilities for data in their operational area.
Data Stewards: managers of functional areas of Banner (typically at the level of Registrar, Director of Admissions, Director of Human Resources, etc.) who oversee the capture, maintenance, and dissemination of data for a particular operation. Data stewards are responsible for making security decisions regarding access to the data under their charge.
Data Users: individuals who access University data in order to perform their assigned duties or to fulfill their role in the University community.
Data Value: an instance of a data element.
PROCEDURES and RESPONSIBILITIES
Information maintained by the University is a vital asset that will be available to all employees who have a legitimate need for it, consistent with the University’s responsibility to preserve and protect such information by all appropriate means. The University is the owner of all administrative data; individual departments may have stewardship responsibilities for portions of that data. The University intends that the volume of freely accessible data be as great as possible. While recognizing the University’s responsibility toward the security of data, the procedures established to protect the data must not unduly interfere with the efficient conduct of University business.
The value of data as an institutional resource is increased through its widespread and appropriate use. Its value is diminished through misuse, misinterpretation, or unnecessary restrictions to its access. Employees accessing data must observe requirements for confidentiality and privacy, must comply with protection and control procedures, and must accurately present the data in any use.
Operations, planning, and decision-making at all levels of the University require reliable data. Data will not be reliable in this sense unless roles and responsibilities for data management and usage are clear. Users will comply with all reasonable protection and control procedures for administrative data to which they have been granted access.
Data stewards are responsible for making known the rules and conditions that could affect the accurate presentation of data. Data stewards will support users in the use and interpretation of administrative data, primarily through documentation. The Data stewards will determine the most reliable sources of data and regularly evaluate the quality of the data entity. They will determine responsibilities for data capture and maintenance to ensure data integrity. The Data stewards will identify gaps and redundancies in the data and, to the extent possible, will ensure that only needed versions of each data element exist. They will specify data control and protection requirements to be observed by data processors and users. The Data stewards will monitor the data for accuracy, integrity, and dependability, and where appropriate, will initiate action concerning these issues.
Delta State University seeks to ensure the safety of the students, staff, faculty, and visitors during emergency situations. Procedures for various situations are outlined below.
A tornado preparedness plan to help assure the safety of Delta State students and faculty members when there is a threat of tornadoes or severe weather in the area has been mapped out by college officials.
A tornado or severe thunderstorm WARNING is issued when a tornado or severe thunderstorm has been sighted and is approaching our area. University officials remind students, staff, faculty, and visitors of the following general safety precautions in the event of a tornado:
- Best protection is underground shelter.
- In open country move at right angles to tornado’s path. If there is not time to escape, lie flat in the nearest depression or ravine.
- On campus, in city or town, seek inside shelter standing against the inside wall on the lowest floor.
- In homes, the southwest corner of the lowest floor offers the greatest protection.
- If in a home or building, windows should be closed. Upon receipt of a watch (conditions are such that tornadoes are likely) notification, the DSU Police Department will maintain contact with Emergency Management until the danger has passed or a warning notification is received.
If a warning is received, two separate plans of action have been outlined, one for daytime hours and one for night.
Upon receipt of a tornado or severe weather warning during the evening and night hours, the Vice-President for Student Affairs will be notified immediately. He will notify residence hall directors who will advise students to go to pre-arranged areas.
During daytime hours, students, staff, faculty, and visitors will be directed to the safest locations within the building in accordance with pre-arranged plans.
If necessary, buildings designated as fallout shelters by Emergency Management will be opened to offer as much protection as is available in the event of severe weather.
A siren warning will be sounded by the City of Cleveland EOC, Emergency Operations Center. In addition, DSU Police cars will be driving through the residence hall and apartment areas and any other area crowds may be gathered or students are on the streets blowing the sirens.
The fire escape plan for student residence halls will be discussed at the hall meetings held at the beginning of the fall and spring semesters. Students should familiarize themselves with the recommended possible escape routes posted on each hall.
If the fire alarm sounds, students MUST immediately exit the residence halls or other campus building. Do not tamper with the fire alarm control panel, hall boxes, pull stations, smoke detectors, or electrical conduit - DSU police, Hall Directors, Assistant Hall Directors, RA’s, and designated campus personnel are the only authorized persons to silence the system. Students must remain outside until an authorized individual gives you permission to return to the building.
Fire escape procedures are posted in all building. Individuals should make themselves aware of the closest exit routine. If the fire alarm sounds, all individuals MUST immediately exit campus building and move to a pre-arranged location. Individuals should remain with their group in order to determine if all members of the group have move to a safe location. Everyone should remain outside until an authorized individual gives permission to return to the building.
Anyone failing to comply with this plan or anyone charged and convicted of tampering with the fire alarm in any way will face expulsion from the residence hall and possible dismissal from the university.
When you feel an earthquake, duck under a desk or sturdy table. Stay away from windows, bookcases, file cabinets, heavy mirrors, hanging plants and other heavy objects that could fall. Watch out for falling plaster or ceiling tiles. Stay under cover until the shaking stops. Hold onto the desk or table. If it moves, move with it. Here are some additional tips for specific locations:
- If in a high-rise building, move against an interior wall
, and protect your head with your arms. Do not use the elevators. Do not be surprised if the fire alarm or sprinkler systems come on.
- If outdoors, move to a clear area, away from trees, signs, buildings, or downed electrical wires and poles.
- If on a sidewalk near buildings, duck into a doorway to protect yourself from falling bricks, glass, plaster and other debris.
- If driving, pull over to the side of the road and stop. Avoid overpasses, power lines, and other hazards. Stay inside the vehicle until the shaking is over.
- If in a crowded store or other public place, do not rush for exits. Move away from display shelves containing objects that could fall.
- If in a wheelchair, stay in it. Move to cover, if possible, lock your wheels, and protect your head with your arms.
- If in a kitchen, move away from the refrigerator, stove, and overhead cupboards.
- If in a stadium or theater, stay in your seat and protect your head with your arms. Do not try to leave until the shaking is over. Then leave in a calm, orderly manner.
- After an earthquake, be prepared for aftershocks, and plan where you will take cover when they occur.
Delta state university police and other staff will immediately assist you after the tremor.
In the event of a raid or other disturbance, students should go directly to their rooms, lock doors and windows, lower blinds, turn out the light, and not shout from the windows or doors.
- Establishment of Endowment and Scholarship Funds
It is the general policy of Delta State University that the Foundation approves the establishment and activation of named or memorial funds upon receipt of gifts by the Delta State University Foundation (DSU Foundation) as described herein.
The Foundation sets minimum gift level amounts and established approved guidelines for gift naming opportunities.
Delta State University, in all gift-naming opportunities, reserves the final right of approval for the name or names designated for any of the naming opportunities that follow. University approval cannot be granted until the donor’s name is known or until the name or names of the person or persons to be memorialized are known.
In order that the Delta State University Office of Development may properly administer endowment gifts, a set of guidelines must be written and approved by representatives of the donor, the Office of Development, and the University agency (college, department, discipline) that will be the recipient of the gift. The guidelines can be detailed or may be fairly broad in scope; however, certain elements of the gift and gift use should be a part of the document.
PROCEDURES and RESPONSIBILITIES
Two types of scholarships may be established:
The establishment of an endowed scholarship requires a minimum of gift of $10,000. Donors have up to three years to reach this minimum. Should the minimum amount not be realized within the three-year period, the scholarship will be distributed annually using interest and corpus until funds are exhausted. After it has been determined that an endowed fund is to be established, a fund number is assigned and guidelines are written.
The donor may have input into the establishment of guidelines as it pertains to gift use (academic discipline, classification, etc.), but cannot be involved in selecting the recipient. It is suggested that the guidelines not be so restrictive that they would present a problem in selecting a recipient. A draft of the guidelines is to be communicated, by the appropriate development officer, to the dean of the college/school receiving the scholarship. Original guidelines must be signed and dated by the donor, a University representative and the Executive Director of the DSU Foundation.
Endowed scholarships are established in perpetuity. The scholarships are awarded from earned income. Principal is invested in a pooled investment with earnings prorated and distributed. Additional contributions may be added to the principal after the $10,000 minimum is reached.
Each college or department is responsible for notifying the donor (if possible) when the scholarship is awarded. It is recommended that recipients also acknowledge the donor.
- Annual Scholarships
Annual scholarships are awarded as contributions are received. No earnings accrue to an annual scholarship.
Guidelines for an annual scholarship are established and approved by the donor and the DSU Foundation and presented to the college, department or unit where the scholarship will be located.
When an annual scholarship contribution is received, the funds are deposited into an appropriate account with the DSU Foundation. Once the recipient is selected, the University Office of Financial Aid is notified and the scholarship gift is applied to the student’s tuition and fees.
Interested persons are invited to contact the Office of Development for a copy of the annual scholarship and endowment guidelines.
- Faculty Credentials
The Policy establishes the procedures to be followed for all faculty whose academic credentials do not demonstrate the minimum level of academic achievement as established by DSU, IHL, or accreditation entities for an academic appointment.
PROCEDURES and RESPONSIBILITIES
The credentialing process for all faculty will follow all procedures established by Delta State University, the DSU Office of Human Resources, IHL policy, state and federal laws, and guidelines of accreditation bodies.
In those cases where a potential faculty member does not have the degree(s) in the discipline to which the department wishes to appoint him/her, the department, in concert with the dean’s office, shall submit a qualifications letter that will outline the credentials of that faculty member. Such rationale will provide full explanation of how the faculty’s education, experience, and other credentials are such that the university is comfortable presenting the faculty file to any outside reviewer for accreditation and reaffirmation purposes. (See Guidelines for Qualifications Letter, Office of Academic Affairs).
The qualifications letter will be generated in the academic unit by the department/division chair or director, and reviewed by the appropriate academic dean. The letter will then be attached to the employment form (EAF) submitted to the Academic Affairs Office and will become an entry in the faculty member’s permanent file.
For every faculty member assigned a graduate course, the credentials file (including all letters) will be available to the Graduate Council. Credentials for permanent Graduate Faculty are to be reviewed at a minimum of once every five years.
The Responsible Office and/or the Policy Owner: Office of Academic Affairs
- Academic Council minutes, December 13, 2011
- SACS Principles of Accreditation
- IHL Bylaws and Policy
- Guidelines for Qualifications Letter, Office of Academic Affairs
Policy Effective Date:
12-13-2011 (Academic Council)
- Fund Raising and Solicitation of Private Funds
All fund raising activities for Delta State University shall be done by or in consultation with the Delta State University Foundation, Inc. and must meet all Foundation fund raising guidelines.
PROCEDURES and RESPONSIBILITIES
It shall be the responsibility of the Foundation Office, in consultation with the University President, to serve as the coordinating agency for all types of fund raising programs for Delta State.
Any on-campus request to undertake a fund raising program or to solicit funds must first be reviewed by the appropriate Department Head, Dean, and then the University President for approval before being submitted to the Executive Director of the Foundation. All other requests to undertake a fund raising program or to solicit funds must first be reviewed by the Executive Director of the Foundation.
Any fund raising literature (including brochures, booklets, and letters) used to attract private funds to the university shall be coordinated through the Foundation Office to ensure dissemination of the most accurate information appropriate to a particular fund raising effort. Accordingly, the Foundation Office shall be responsible for maintaining a master calendar that incorporates the schedule of all fund raising mailings and solicitations.
The Internal Revenue Service has provided language to be included in all fund raising literature soliciting private donations. It has also defined guidelines regarding proper acknowledgement procedures and tax deductibility of monies donated to charitable institutions. It is imperative that these guidelines be honored to maintain tax-exempt status. You are encouraged to contact the Foundation Office for confirmation of these guidelines.
- Grants and Contracts
- Health Center
The O. W. Reily Health Center provides health care services to students, employees injured on the job, and under emergency circumstances to camp participants and visitors in accordance with the following established procedures.
The Health Center is the designated site for evaluation and completion of the proper forms for employees with work related injuries. Workman’s Compensation forms are generated at the center and sent to the Department of Human Resources.
: is limited to medicines purchased to meet the general needs of students. These medicines do not include medicines for specific chronic illnesses.
: are limited to nursing procedures similar to the cleaning and dressing of a wound. These medical services do not include laboratory tests or x-rays.
The O. W. Reily Health Center is open to all students enrolled full time at Delta State University. The purpose of the Health Center is to assist the individual student. As a student oriented facility, we strive to serve all ill students and to speed their recovery in order to return them to the classroom. We endeavor to help them learn to stay healthy so the absence from class and work will not be necessary. The Health Center provides twenty-four hour nursing care including weekends. The Health Center maintains 16 patient beds for overnight or admitted students which is exclusive to the Delta State Campus.
The Health Center offers medicine and medical services with no additional expense for the DSU students. Doctor services are rendered by the Cleveland Medical Alliance. Students with a health concern may call or come by the Health Center for help. Students must present a DSU ID in order to receive treatment. As part of the Student Services, the service offered to the students is oriented towards keeping the student healthy in order to attend classes.
Any employee with a work related injury must report the injury to his/her supervisor and then to the University Health Center. The report must be made to the supervisor at the time of the injury. Proper forms will be completed and the injury will be reported to the Department of Human resources. The Health Center is the administrator of worker’s compensations forms for employees.
The health care of the Delta State University community is important. The university has adopted the role of First Aide provider for guests of the University.
Camp participants on the Delta State Campus with an injury or illness may visit The Health Center for evaluation and referral. First Aide will be rendered, but not treatment or medications. If a camp participant needs medical attention, a camp chaperone must accompany the camper and the consent/release form must be signed by a legal guardian or parent.
- It is the responsibility of the student, employee, or camp sponsor to be familiar with the Health Center Use Policy.
- It is the responsibility of the on duty nurse to check for proper student ID, to document evaluation of injury or illness and treatment of student, and to instruct the student on follow-up care.
- It is the responsibility of the on duty nurse to evaluate a worker’s injury, to complete the proper forms, and to report injury to the Department of Human Resources.
- It is the responsibility of the camp sponsor to complete the consent/release form correctly and to inform the campers of the proper procedure for services offered by the Delta State University Health Center.
- Identification Cards - General
Retirees, active faculty and staff, and students currently enrolled at Delta State University will be issued identification cards, also known as the Okra Kard, by the university upon proof of their active status.
PROCEDURES and RESPONSIBILITIES
Activity cards are issued to active faculty and adjunct faculty teaching six hours or more, to all full-time and part-time students enrolled in six or more hours, to all full-time staff, and to retirees. It is the policy of the university to issue replacement identification cards for a set fee.
The identification card is to be used for conducting business with the university and serves as a multi-functional one-card system that provides meal plan tracking, a pre-paid debit account, facilities access, and activities access.
- Institutional Review Board
Delta State University maintains a federally certified Institutional Review Board which has been established to protect the rights and welfare of human research subjects recruited to participate in research activities conducted under the auspices of the University and other affiliated entities in the region. DSU IRB policies are extensions of the Belmont Report (1979) and the Code of Federal Regulations, Title 45, Part 46, also known as 45CFR46. Both of these documents can be found and downloaded from the Health and Human Services (HHS) Office of Human Research Protections (OHRP). The federal regulations apply to “all research involving humans subjects conducted, supported, or otherwise subject to regulation by any federal department or agency.” However, DSU has adopted the federal regulations as its institutional policy and all human subject research, regardless of funding support, is subject to these regulations. IRB clearance must be obtained prior to the beginning of any research involving human subjects.
DSU has adopted definitions of “research” and “human subjects” in accordance with the Code of Federal Regulations, Title 45, Part 46 (45CFR46): Protection of Human Subjects. These definitions are as followed:
Research – a systemic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge
Human Subjects – living individual(s) about whom an investigator (whether professional or student) conducting research obtains (1) data through intervention or interaction with the individual, or (2) identifiable private information.
PROCEDURES and RESPONSIBILITIES
Jurisdiction and Authority. The Institutional Review Board has the authority to approve, require modifications, or disapprove any research activities conducted under the auspices of Delta State University that fall within its jurisdiction. Research that has been approved by the IRB may be subject to review and disapproval by University officials. However, University officials may not approve research if it has been disapproved by the IRB.
It is the responsibility of the IRB to determine whether it has jurisdiction, not individual researchers, principal investigators, or University officials. All research protocols involving human subjects must be submitted to the IRB for review. The IRB determines if the research activity is exempt from review or is subject to an expedited or full IRB review. Researchers are responsible for complying with all IRB decisions, conditions, and requirements and reporting the progress of the research at least annually to the IRB. This IRB exists for the purpose of the protection of human subjects and has no jurisdiction or authority to review research involving animals.
The IRB has the authority to suspend or terminate approval of research that is not being conducted in accordance with the IRB’s requirements or that has been associated with unexpected serious harm to subjects. Any suspension or termination of approval shall include a statement of the reasons for the IRB’s action and will be reported immediately to the investigator, department chair, and dean.
Functions. It is the responsibility of the IRB to:
- review and approve, require modifications, or disapprove any research activities involving human subjects.
- require that information given to subjects as part of informed consent meets the general requirements of informed consent as outlined in §46.116.
- require documentation of informed consent or waive documentation in accordance with federal regulations.
- notify investigators and the appropriate Chair and Dean or Administrator in writing of its decision to approve, require modifications or disapprove the proposed research activity, providing a written statement for disapprovals.
- conduct continuing review of research at least once per year, at intervals appropriate to the degree of risk.
- maintain adequate documentation of IRB activities, including copies of all research proposals reviewed, minutes of IRB meetings, records of continuing review activities, and copies of correspondence between the IRB and investigators.
- report to university officials and the OHRP any unanticipated problems involving risk to subjects of others, any serious and continuing noncompliance with 45 CFR Part 46, and any suspension or termination of IRB approval of research.
IRB membership. The Chair of IRB is the Dean of Graduate Studies and Continuing Education or as appointed by the Provost/VPAA. The IRB will consist of at least six members representing both scientific and non scientific disciplinary backgrounds, and will be diverse with respect to gender, race, academic discipline, and cultural background. The IRB members will be appointed by the IRB Chair in consultation with the Academic Deans. The IRB will include at least one individual who is not affiliated with DSU, nor is an immediate family member of someone who is affiliated. Each member must complete the online tutorial “Protecting Human Research Participants” through the National Institutes of Health Office of Extramural Research or equivalent course and submit certification of completion to the IRB Chair as a condition for membership.
Individuals with competence in specific areas may be invited to assist in a review in the event that there are issues which require expertise beyond that available on the current IRB, however, these individuals may not vote. In the event that an IRB member has a conflicting interest with a project to be reviewed, it is his/her responsibility to disclose such conflict and recuse him/herself from the review.
- Tutorial. The principal investigator/researcher and any co-investigators must complete the online tutorial “Protecting Human Research Participants” through the National Institutes of Health Office of Extramural Research or equivalent course and submit certification documenting completion to the IRB Chair. Students conducting research are also required to complete the training. Required training must be completed prior to application submission and there must be a current certification on file in the IRB office.
- The principal investigator/researcher submits the Request for IRB Clearance form with original signatures to the IRB Chair. The researcher must include the following on the Request for IRB Clearance Form:
- Brief statement of project goals
- Research Protocol including
- Research procedures
- Description of the subject population
- Criteria for selection
- Recruitment procedures
- Number and age of subjects
- Length of research procedure and time commitment required of subjects
- Location of the study
- Methodology (attach a copy of the data collection tool)
- Description of who will gather the data and how will they be trained
- Special situations
- Benefits to the subject or to others
- Risks – Describe the possible risks, discomforts, and inconvenience to the subjects and the precautions that will be taken to minimize them (include physical, psychological and social risks). Describe appropriate controls, screenings methods, follow-up procedures. Describe what constitutes termination from the study before its completion. Describe how confidentiality will be maintained including confidentiality of data collection and who will have access to the data.
- Informed Consent. Describe the procedures that will be used in obtaining informed consent, keeping in mind that informed consent is a process, not just a form. Submit informed consent documents/forms. Ensure that informed consent addresses at the minimum the following:
- Purpose and description of the research
b. Amount of time required of the subject
c. Voluntary participation
d. Confidentiality of data
e. Contact information of the researcher
f. Information concerning the IRB
Where necessary other documents that must be submitted are:
- Survey/research instruments
- Copy of Consent and Assent forms
- Communication that will be provided to parents and/or external organizations such as schools, clinics, etc
- List of external organizations that will be contacted.
3. Once the IRB Chair or his/her designee determines that an activity meets the requirements of definitions of research and human subjects, it is then determined if the research is exempt from the regulations requiring IRB review. The PI can request exemption, indicating the exemption category 1-6 below, on the Request for IRB Clearance form. However, the determination that a research activity is exempt rests with the IRB. Exemption can be granted by the IRB Chair or one or more experienced reviewers that he/she designates.
4. Exemptions. Research activities in which the only involvement of human subjects fall in one or more of the following categories may be exempt from further IRB review:
- Research conducted in established or commonly accepted educational settings, involving normal educational practices, such as (i) research on regular and special education instructional strategies, or (ii) research on the effectiveness of or the comparison among instructional techniques, curricula, or classroom management methods.
- Research involving the use of educational tests (cognitive, diagnostic, aptitude, achievement), survey procedures, interview procedures or observation of public behavior, unless: (i) information obtained is recorded in such a manner that human subjects can be identified, directly or through identified linked to the subjects; and (ii) any disclosure of the human subjects’ responses outside the research could reasonably place the subjects at risk of criminal or civil liability or be damaging to the subjects’ financial standing, employability, or reputation.
- Research involving the use of educational tests (cognitive diagnostic, aptitude, achievement), survey procedures, interview procedures, or observation of public behavior that is not exempt under exemption #2, if: (i) the human subjects are elected or appointed public officials or candidates for public office; or (ii) federal statute(s) require(s) without exception that the confidentiality of the personally identifiable information will be maintained throughout the research and thereafter.
- Research involving the collection or study of existing data, documents, records, pathological specimens, or diagnostic specimens, if these sources are publicly available or if the information is recorded by the investigator in such a manner that subjects cannot be identified, directly or through identifiers linked to the subjects.
- Research and demonstration projects which are conducted by or subject to the approval of department or agency heads, and which are designed to study, evaluate, or otherwise examine: (i) public benefit or service programs; (ii) procedures for obtaining benefits or services under those programs; (iii) possible changes in or alternative to those programs or procedures; or (iv) possible changes in methods or levels of payment for benefits or services under those programs.
- Taste and food quality evaluation and consumer acceptance studies, (i) if wholesome foods without additives are consumed or (ii) if a food is consumed that contains a food ingredient at or below the level and for a use found to be safe or agricultural chemical or environmental contaminant at or below the level found to be safe, by the FDA or approved by the EPA or the Food Safety and Inspection Services of the USDA.
If the research meets one of the above criteria for exemption, the researcher is notified by the IRB and may begin his/her research.
5) Expedited Review. The PI can request Expedited Review on the Request for IRB Clearance Form. The IRB may use expedited review procedures for certain kinds of research involving no more than minimal risk, and for minor changes in previously-approved research. The research categories that are eligible for expedited review are:
- Clinical studies of drugs and medical devices only when condition (a) or (b) below is met.
- Research on drugs for which an investigational new drug application (21 CFR Part 312) is not required. (Note: Research on marketed drugs that significantly increases the risks or decreases the acceptability of the risks associated with the use of the product is not eligible for expedited review.)
- Research on medical devices for which (i) an investigational device exemption application (21 CFR Part 812) is not required; or (ii) the medical device is cleared/approved for marketing and the medical device is being used in accordance with its cleared/approved labeling.
- Collection of blood samples by finger stick, heel stick, ear stick, or venipuncture as follows:
- from healthy, nonpregnant adults who weigh at least 110 pounds. For these subjects, the amounts drawn may not exceed 550 ml in an 8 week period and collection may not occur more frequently than 2 times per week; or
- from other adults and children2, considering the age, weight, and health of the subjects, the collection procedure, the amount of blood to be collected, and the frequency with which it will be collected. For these subjects, the amount drawn may not exceed the lesser of 50 ml or 3 ml per kg in an 8 week period and collection may not occur more frequently than 2 times per week.
- Prospective collection of biological specimens for research purposes by noninvasive means.
||Examples: (a) hair and nail clippings in a nondisfiguring manner; (b) deciduous teeth at time of exfoliation or if routine patient care indicates a need for extraction; (c) permanent teeth if routine patient care indicates a need for extraction; (d) excreta and external secretions (including sweat); (e) uncannulated saliva collected either in an unstimulated fashion or stimulated by chewing gumbase or wax or by applying a dilute citric solution to the tongue; (f) placenta removed at delivery; (g) amniotic fluid obtained at the time of rupture of the membrane prior to or during labor; (h) supra- and subgingival dental plaque and calculus, provided the collection procedure is not more invasive than routine prophylactic scaling of the teeth and the process is accomplished in accordance with accepted prophylactic techniques; (i) mucosal and skin cells collected by buccal scraping or swab, skin swab, or mouth washings; (j) sputum collected after saline mist nebulization.
- Collection of data through noninvasive procedures (not involving general anesthesia or sedation) routinely employed in clinical practice, excluding procedures involving x-rays or microwaves. Where medical devices are employed, they must be cleared/approved for marketing. (Studies intended to evaluate the safety and effectiveness of the medical device are not generally eligible for expedited review, including studies of cleared medical devices for new indications.
||Examples: (a) physical sensors that are applied either to the surface of the body or at a distance and do not involve input of significant amounts of energy into the subject or an invasion of the subject’s privacy; (b) weighing or testing sensory acuity; (c) magnetic resonance imaging; (d) electrocardiography, electroencephalography, thermography, detection of naturally occurring radioactivity, electroretinography, ultrasound, diagnostic infrared imaging, doppler blood flow, and echocardiography; (e) moderate exercise, muscular strength testing, body composition assessment, and flexibility testing where appropriate given the age, weight, and health of the individual.
- Research involving materials (data, documents, records, or specimens) that have been collected, or will be collected solely for nonresearch purposes (such as medical treatment or diagnosis). (NOTE: Some research in this category may be exempt from the HHS regulations for the protection of human subjects. 45 CFR 46.101(b)(4). This listing refers only to research that is not exempt.)
- Collection of data from voice, video, digital, or image recordings made for research purposes.
- Research on individual or group characteristics or behavior (including, but not limited to, research on perception, cognition, motivation, identity, language, communication, cultural beliefs or practices, and social behavior) or research employing survey, interview, oral history, focus group, program evaluation, human factors evaluation, or quality assurance methodologies. (NOTE: Some research in this category may be exempt from the HHS regulations for the protection of human subjects. 45 CFR 46.101(b)(2) and (b)(3). This listing refers only to research that is not exempt.)
- Continuing review of research previously approved by the convened IRB as follows:
a. where (i) the research is permanently closed to the enrollment of new subjects; (ii) all subjects have completed all research-related intrventions; and (iii) the research remains active only for long-term follow-up of subjects; or
b. where no subjects have been enrolled and no additional risks have been identified; or
c. where the remaining research activities are limited to data analysis.
9. Continuing review of research, not conducted under an investigational new drug application or investigational device exemption where categories two (2) through eight (8) do not apply but the IRB has determined and documented at a convened meeting that the research involves no greater than minimal risk and no additional risks have been identified.
Under the Expedited Review procedure, the reviewers may exercise all of the authorities of the IRB except that the reviewers may not disapprove the research. Only the Full Review Board can disapprove an application. If approved through Expedited Review, the researcher will be notified and can begin their research.
- Full Review. If the application is neither exempt nor eligible for Expedited Review, it will be scheduled for review by the full IRB. Allow up to 3 months for full review. No research on human subjects may begin until cleared by the IRB. Following the full review, the IRB will issue one of the following determinations: Approved, Modifications Required, or Disapproved.
If the IRB decides to disapprove a research activity, it will include in its written notification a statement of the reasons for its decision, and give the investigator an opportunity to respond in person and/or in writing. An appeal of a disapproved research project must be reviewed at a full board meeting. In the case of a decision by the IRB to disapprove, suspend, or terminate a project, the decision may not be reversed by any other officer or agency of the University, state government or federal government.
The IRB retains the final authority for approval of proposed research with human subjects.
- Criteria for approval. The IRB reviews research based on the basic ethical principles as set forth in the Belmont Report: the principles of respect of persons, beneficence, and justice. In order to approve research, the IRB must determine all of the following requirements are satisfied:
- Risks to subjects are minimized.
- Risks to subjects are reasonable in relation to anticipated benefits to subjects, and the importance of the knowledge that may reasonably be expected to result.
- Selection of subjects is equitable.
- Informed consent will be sought and received from each prospective subject or their legally authorized representative.
- Informed consent will be appropriately documented.
- When appropriate, the research plan makes adequate provision for monitoring the data collected to ensure the safety of subjects.
- When appropriate, there are adequate provisions to protect the privacy of subjects and to maintain the confidentiality of data.
- Research is in compliance with local, state, and HIPAA regulations.
- Investigators/researchers, including co-investigators/researchers, are to immediately report any incident or event that jeopardizes human subjects, and any major irregularities or changes in the research design or protocol, to the IRB Chair within 24 hours of the incident/event. After assessing the risks and/or the severity of noncompliance, the DSU IRB will report to the Provost/Vice President for Academic Affairs, to the funding source, and to OHRP.
- Projects that are longer than 12 months must have a Continuing Review from the IRB each year. Continuing Review can be requested by the IRB through the use of Form B. The IRB may request more frequent reviews of the research if deemed necessary by the IRB.
- While the majority of DSU’s research activities will be covered under 45 CFR 46 subpart A, in the event that human subjects represent a special class that are particularly vulnerable, the appropriate regulations relating to the Subpart that addresses the vulnerable population must be adhered to. In particular, these vulnerable populations consist of fetuses, pregnant women, children and minors, cognitively impaired persons, and prisoners.
- In complex and highly technical medical research, the DSU IRB may have to refer research proposals to larger IRB’s with more staff and resources. Judgments of resource limitations will be made jointly by the IRB Chair, the IRB, and the Provost/Vice President for Academic Affairs.
IT IS ESSENTIAL THAT YOU PROVIDE ADEQUATE TIME FOR YOUR PROPOSAL TO BE REVIEWED. IN ORDER TO ASSURE ADEQUATE TIME FOR POTENTIAL REVISIONS, RESEARCHERS ARE ENCOURAGED TO SUBMIT THEIR PROPOSALS THREE (3) WEEKS PRIOR TO THEIR ANTICIPATED DATE FOR RESEARCH TO BEGIN. THE ACTUAL TIMELINE MAY VARY DEPENDING ON THE IRB MEETING SCHEDULE, AND MAY TAKE UP TO 3 MONTHS FOR A FULL REVIEW. CALL THE IRB OFFICE IF YOU HAVE ANY QUESTIONS (662-846-4700).
Responsible Office and/or the Policy Owner: Academic Affairs
Policy Effective Date: 12-13-2011, 07-24-2012
- Intellectual Property
Intellectual property is information and original expression that derives its intrinsic value from creative ideas and has commercial value. Ownership is subject to international, federal, and state laws and to this University policy.
For the clarity of this policy, Intellectual Property can be categorized as follows:
– material prepared for traditional academic publications, such as scholarly journals, or other texts of a scholarly nature.
– artistic works, musical or dramatic compositions and performances, literary works, etc. Works of a primarily aesthetic nature.
– material of a pedagogical intent, used by the faculty member and University in the course of the University’s educational mission. This generally means materials intended for the immediate use of a student in a course.
This policy shall apply to faculty, staff, and students. For brevity, in this document below “faculty” means “faculty member,” and “faculty/staff/student” means “faculty member, staff employee, or student.”
The faculty/staff/student owns the intellectual property under the following conditions:
· If the intellectual property is unrelated to the faculty/staff/student job responsibilities and no more than incidental use was made of University resources; or
· If the intellectual property is scholarly work and/or creative work as defined above.
The University owns the property under the following conditions:
· If the intellectual property, other than scholarly work and/or creative work as defined above, is created within the scope of employment on University time with the use of University facilities, or University financial support; or
· If the intellectual property is commissioned by the University or a component of the University pursuant to a signed contract or if it is considered work for hire under copyright law; or
· If the intellectual property results from research supported by federal, state, or university funds or third-party sponsorship designated to the University; or
· If the intellectual property consists of course materials specifically intended for the University’s instructional mission.
The University and faculty/staff/student own the intellectual property jointly:
· If criteria for University ownership and individual ownership (as set forth above) overlap; or
· If the faculty/staff/student involved in the creation of the intellectual property worked in collaboration with other University employees, for whom the creation was a part of their employment responsibilities, as part of a team to contribute the kind of expression intended to be part of an integrated whole. The University’s employees who work as programmers, graphic artists, video technicians, script writers, and other University support personnel create this kind of expression. When added to the faculty/staff/student contribution, the result is a jointly-authored work.
Jointly owned intellectual property is shared between the faculty/staff/student and the University when there is commercial value. For this to occur there must be (a) an offer and an identifiable buyer with whom to negotiate; and (b) a negotiated, written letter of agreement executed between the faculty/staff/student and the University. The agreement shall be negotiated with the faculty/staff/student by the appropriate vice president and approved by the President, in accordance with State and University policy. The agreement shall stipulate the percentage of ownership between the faculty/staff/student and the University, indicate who pays and how research and development costs are recovered, and describe future uses of the intellectual property. In the event percentage of ownership and payment and recovery of research and development costs are not addressed in writing, then the economic relationship is shared on a 50%/50% basis after the recovery of research and development costs.
When termination of employment (faculty/staff/student) or enrollment (student) occurs in cases where intellectual property is jointly shared, a negotiated, written letter of agreement will be executed with the University. The agreement shall be negotiated with the faculty/staff/student by the appropriate vice president and approved by the President, in accordance with federal, state and University policies, procedures, and regulations. The agreement shall establish separate ownership rights, stipulate the percentage of ownership between the faculty/staff/student and the University, and describe future uses of the intellectual property. To initiate an agreement: (a) the faculty/staff/student contacts his/her department/division chair or director in writing requesting separate joint ownership rights; (b) the chair or director notifies the appropriate vice president that a letter of agreement is required; and (c) the vice president and faculty/staff/student prepare and execute the letter of agreement.
In the event of a disagreement between the faculty/staff/student and the University, an appeal may be made to the Board of Trustees of the Institutions of Higher Learning, and their decision shall be final.
This policy shall be reviewed, as circumstances warrant, by the Faculty Senate, Staff Council, Student Government Association, and Academic Council. Possible revisions and amendments will be transmitted to the President for final approval.
- Naming of Campus Facilities
The naming of a university property, program, or facility is an honor that contributes to the university’s sense of its heritage and is a significant event in the history of the institution. The University President has authority and responsibility for approving the name of buildings and facilities or parts thereof on behalf of the university, and recommending approval by the Institutions of Higher Learning (IHL) State College Board of Trustees in accordance with applicable laws and rules.
The naming of buildings, programs, and other facilities at Delta State University, such as laboratories, classrooms, auditoriums, offices and common areas, is one manner in which the university can honor an individual’s contributions to the institution. Any recommendation for the naming of buildings, parts of buildings or outdoor areas of the campus shall be based on what is in the best interest of the university. Each naming proposal should take into account established criteria and other guidelines.
PROCEDURES and RESPONSIBILITIES
Individuals or groups for whom facilities are named must have made significant contributions to the university. To preserve the integrity of the “naming” process, this honor is reserved for individuals of recognized accomplishments and character. Contributions may be significant financial gifts or distinguished service to or recognition brought to the university.
1. Naming for a Benefactor (financial or in-kind gift required)
The university may recognize a substantial gift benefiting the institution by naming a facility in appreciation of the gift. Each situation should be judged on its own.
A. A facility may be named for an individual or organization benefactor who makes a significant contribution toward the costs of initial construction or renovation of a building, component of a building, or other physical facility on campus. The university will establish and regularly revise a list of available naming opportunities and minimum gift expectations for naming.
B. A naming gift may also be a significant contribution of funds initiating or supporting programs, scholarships, specialized equipment, operations, or other needs of the university. Endowment funding of significance that offers sustained support into perpetuity will be preferred in consideration of naming opportunities.
2. Naming for Service to or Recognition Brought to the University
A naming honor for a building or a major facility may be conferred to recognize individuals who have attained achievements of extraordinary and lasting distinction. Generally, these are individuals who have had direct, substantial, and active association with the university and displayed a distinguished record of scholarship, creativity, leadership, humanitarian service or public service.
A facility, property or program may be named after a member of the university community (faculty or staff) who has been retired from full-time service with the university at least three (3) years or who has been deceased at least three (3) years.
Beginning in 2010 and at each five year interval thereafter, the University President shall convene a Naming Advisory Committee (committee). The president shall charge the group to review naming proposals and make recommendations to him/her for the naming of any university property, program or facility. At a minimum, the committee’s membership shall include one member each from:
- The President’s Cabinet
- University Faculty
- University Staff
- The Delta State University Alumni Association
- The Delta State University Foundation
Any individual or group associated with the university may submit a proposal to the committee for naming a facility for the reasons indicated above. The committee’s principal task is to review proposals and make naming recommendations to the president.
- Each proposal shall include:
- a description of the facility and the name proposed to be honored;
- a biographical summary of the person proposed; and
- a statement of rationale articulating the distinctiveness of the individual’s contributions to the University.
- The committee shall give timely consideration to all proposals, weighing them on their individual merits and consulting with the President when appropriate and necessary.
Considering the sensitivity of the matters under consideration and their potential for creating misunderstanding, all stages of the proposal, review and recommendation process must be conducted in confidence.
While being timely in its consideration and approach, the committee will follow a deliberative approach. Those proposing a “naming” are cautioned that the process may take considerable time and involve an extensive review process. The committee generally will not consider proposals in the immediate aftermath of one-time events, as the passage of time ensures greater objectivity.
In recommending the naming of a facility or programmatic unit for a person, family or organization, the committee shall have a reasonable assurance that:
a. the proposed name will bring additional honor and distinction to the university;
b. the recognition implied by the naming is appropriate for the significance of the contributions by
the individual, family, or organization; and
c. any philanthropic commitments connected with the naming can be realized.
Removal of a Name – The University reserves the right to remove a name from any facility or program covered by this policy. The Naming Advisory Committee may convene to discuss the circumstances surrounding the issue and make a recommendation to the president or the president may act unilaterally as to whether the name should be retained or removed. Circumstances that may lead to the removal of a name may include but are not limited to the examples shown below:
a. the commission of and conviction for a crime by an individual whose name appears on a naming
b. the failure of a donor to fulfill gift commitments as specified in a stated agreement (e.g., estate
gifts, failure to honor pledge, etc.)
If a structure is demolished, there is no assumption that the facility name will be used on the replacement structure or another facility.
The University President shall have the sole authority to make exceptions to these policies and procedures in order to serve the University’s interests.
- Parking Decals and Fines
The university issues decals to faculty, staff, and students for the entire school year or for semesters as attended or taught.
PROCEDURES and RESPONSIBILITIES
Delta State University issues parking decals to all active faculty, staff and students through Student Business Services or the University Police Department at the current semester rate.
- Representative Bodies
Delta State University provides various venues for input from faculty and staff through established organizations listed below.
The Faculty Senate serves and acts as a voice for the faculty. It is a representative body elected by the faculty from those eligible for senatorship. Each division/department with eligible faculty is represented by at least one senator. The primary function of the Senate is to explore faculty concerns and make recommendations to the Administration (President, Provost/Vice President for Academic Affairs and Academic Council) on policies affecting the University in general and the faculty specifically. In this role, the Senate recommends membership to a variety of academic committees, manages enrollment or sign-up by faculty members for university committees, and serves to encourage the activities of such committees.
The Administrative Staff Council shall serve as a liaison between the administration and the staff of Delta State University to provide a formal process for staff to discuss issues involving University policies and procedures and to forward ideas, recommendations, and opinions to the President. Composed of non-academic employees of Delta State University, membership in the Council includes department heads/directors and at-large members elected from secretarial/clerical, paraprofessional, and support personnel. The Council works closely with other Mississippi public universities on projects of common interest.
Committees are appointed to study policies and organizations related to university functioning and to make recommendations to the Administration. Most faculty and certain staff members are selected to serve on one or more standing or special committees. Student representatives are also appointed to serve on most committees. Faculty members are given the opportunity to designate their first, second, and third choices regarding committees on which they prefer to serve. At the beginning of each school year, a special memorandum is distributed listing committee assignments. Returning faculty members are usually placed on a committee of their choosing. Ad hoc committees are appointed based on need. Selection of committee membership is defined in the Faculty Senate and Staff Council By-Laws.
Below is a summary statement of the duties and responsibilities for the various standing faculty committees.
1. The designated chair of each committee is responsible for:
a. Organization of the committee
b. Designation of time and place of committee meetings outside regularly scheduled class periods
c. Filing of TWO COPIES of the minutes of each meeting in the Office of the Provost/Vice President for Academic Affairs (within one week after meeting), one of which will be passed on to the President. Please note in the minutes those members present and those absent.
2. The President of the University is ex officio member of all committees and may be represented by the Provost/Vice President for Academic Affairs, the Vice President for University Advancement, or other designated representative.
3. Recommendations from a committee shall be communicated in writing by the chair to the Provost/Vice President for Academic Affairs for academic matters and to the President of the University for all other Matters.
4. The process of an appeal of an academic-oriented committee decision shall be completed through the Provost/Vice President for Academic Affairs to the President. Appeals of all other committee decisions shall be made directly to the President.
5. Student committee members are entitled to voting privileges.
Staff Council By-Laws http://ntweb.deltastate.edu/staff/bylaws.htm
Staff Council Committees http://ntweb.deltastate.edu/staff/committees.htm
Faculty Senate By-Laws http://ntweb.deltastate.edu/senweb/bylaws.htm
Faculty Senate Committees http://ntweb.deltastate.edu//senweb/committees.htm
Academic Council Meeting Minutes: 10/1/02
- Requests for Information
University offices and employees receiving requests for information regarding Delta State University from individuals, agencies, or other sources outside of the University shall use these procedures in responding to such requests.
This policy has been designed to meet the following objectives:
· To provide correct information to public agencies
· To provide information to public agencies which reflects the official university position
· To eliminate needless duplication
: an annual publication by the Office of Institutional Research and Planning that provides a ready source of information to answer questions frequently asked about Delta State University. It contains a statistical overview of operations for the academic year, including both past and present information, concerning enrollment, student characteristics, faculty characteristics, revenue, and expenditures.
Requests for information relating to Delta State University should be transmitted to the Office of Institutional Research. The Office of Institutional Research and Planning will assist those to whom requests have been made by utilizing information and staff resources to the full extent of availability. Responses to questionnaires and surveys that require the provision of data that has not been published and must be compiled will be coordinated through the Office of Institutional Research and Planning.
University employees should use the Factbook as a primary source of information for completing questionnaires and surveys before sending them to the Office of Institutional Research and Planning for review. This document is published each year and is mailed to all University directors and department heads.
The Office of Institutional Research and Planning is responsible for coordinating the university’s response to questionnaires, survey forms, and other data requests, including reviewing completed responses to data requests for accuracy, appropriateness, and to ensure consistency with the official position of the University, determining whether the information is appropriate to release, and either transmitting the response or advising the recipient of the request on the appropriate response.
The Office of Institutional Research and Planning will ensure that all reports are complete, employ appropriate statistics and graphics, and are clearly written in language understandable to decision-makers.
The Office of University Relations is responsible for coordinating the University’s response to requests from the media, including reviewing the eligibility of the requester to receive such information, reviewing the requests to avoid the inadvertent release of confidential information, and either transmitting the response or advising the recipient of the request on the appropriate response.
The Office of the Registrar is responsible for coordinating the University’s response to requests for student educational records, including reviewing the information to determine if it meets the definition of an educational record, notifying the affected students of such requests, reviewing any permission given by a student to release such information, and either transmitting the response or advising the recipient of the request on the appropriate response.
The Office of Human Resources is responsible for coordinating the University’s response to requests for employee records, including reviewing the information to determine if it is confidential, reviewing any permission given by an employee to release such information, and either transmitting the response or advising the recipient of the request on the appropriate response.
- Substantive Change
The Substantive Change policy establishes the procedures by which Substantive Change will be recognized and approved at the institution.
Accreditation Liaison: the individual appointed by the President of the University to help ensure that the University remains in compliance with SACS accreditation policies.
SACSCOC: The Southern Association of Colleges and Schools Commission on Colleges, a regional accrediting body. Delta State University is accredited by SACSCOC.
Substantive Change: a significant modification or expansion in the nature and scope of an accredited institution, as defined in the SACSCOC Substantive Change Policy.
The University will request approval of and report all substantive changes as required by IHL policy, to the IHL Office. The University will request approval of and report all substantive changes to SACSCOC, as required by SACSCOC policy.
The Academic Council is the approval body for all academic substantive changes, while the President’s Cabinet is the approval body for substantive changes not programmatic in nature. The Academic Council maintains approval forms and procedures that require approval by the appropriate educational unit faculties and committees and include recommendations by the corresponding administrators, such as the chair/director and dean prior to the approval of substantive change by the Academic Council.
The Office of Academic Affairs/Office of the Provost prepares requests for the President to submit to IHL for approval of academic changes as required by IHL policy, and maintains records of correspondences on all requests. Substantive changes that are non-academic in nature require the approval of the President’s Cabinet. When Cabinet approves a change, the President submits a notice to IHL as required by IHL Policy.
Following IHL approval, or in the absence of a requirement to submit a request to IHL, the Accreditation Liaison prepares the notification letter for the President to submit to SACSCOC for approval of changes as required by SACSCOC policy, and maintains records of correspondences on all requests.
If a prospectus is required by the SACSCOC, the dean or appropriate senior administrator shall coordinate preparation of the prospectus and forward the prospectus to the Accreditation Liaison for final review. The Accreditation Liaison shall review a required prospectus and obtain approval of the President before preparing for submission to the SACSCOC by the President.
The Responsible Office and/or the Policy Owner: Office of Academic Affairs
- 07-24-2012 (Academic Council Minutes)
- 02-14-2012 (Academic Council Minutes)
- SACSCOC Substantive Change Policy
- IHL Academic Guidelines
- IHL Policies and Bylaws
- Curriculum Action Request (VPAA Office)
Policy Effective Date:
02-14-2012 (Approved, Academic Council)
07-24-2012 (Approved, Academic Council)
- Sustainability Policy
Delta State University (DSU) is committed to efficient energy management and sustainability in operations. As an educational institution, DSU strives to serve as a positive example through sustainable operations and education. Efficient energy use and energy conservatione efforts are important goals for the DSU campus community and should continue to be emphasized not only as a way to save money, but also as a way to raise environmental awareness and provide educational leadership for the future.
ASHRAE 90.1: The American Society of Heating, Refrigerating and Air-Conditioning Engineers energy standards which provides the minimum requirements for energy efficient designs for buildings.
PROCEDURES and RESPONSIBILITIES
This policy shall apply to all faculty, staff, and students. The DSU Energy Management Committee is responsible for guiding the implementation of energy management and conservation efforts on the campus. The Energy Management Committee shall provide an annual report to the President of the university regarding the campus implementation of the Year of Green Goals and sustainability practices outlined below.
Year of Green Goals for FY 2012 – 2014
- Increase the university’s recycling rate by 25% and reduce the amount of solid waste sent to landfills by 25%.
- Adopt and achieve and appropriate model for green laboratories and reduce lab-related waste and energy use.
- Reduce campus energy consumption by 15% below the FY10 level.
- Reduce paper consumption by 25%.
- Use green cleaning products in all buildings and reduce the use of chemicals in cleaning and maintenance.
- Reduce printing and copying costs by 10%.
- Eliminate the use of Styrofoam and similar products on the campus.
- The DSU procurement office shall consider the effect of products on the environment. Consideration shall be given to the purchase of Energy Star d appliances, green seal chemicals, and other environmentally sound items found not only on state contract, but also through other reliable sources. Contracts for new construction and major repair/renovation shall consider sustainability in the purchase requirements and specifications for the materials to be installed.
- All new construction and/or major repair/renovation of existing facilities shall be designed to meet energy-efficient goals, which exceed ASHRAE 90.1 by 30% when determined cost effective.
- All new construction and/or major repair and renovations of existing facilities shall include the requirement for the development and approval of an energy model during the early design stages. The design professional shall certify the model meets the Institutions of Higher Learning’s’ energy program and at the conclusion of the construction and/or renovation (prior to final acceptance) the design professional shall certify the facility has been constructed as designed and modeled.
- Renovation of historically significant buildings should meet or exceed ASHRAE 90.1 standards where appropriate for the scope of work and determined cost effective.
- No less than 25% of the expected annual recurring savings from completed energy efficient projects shall be set aside each year in the appropriate fund and used to finance future energy efficient projects. If the annual recurring savings are dedicated to the repayment of debt, then these funds shall be set-aside in the first year after such debt is retired.
- Water efficient measures shall be implemented in new building construction and major building renovation projects.
- All new construction and/or major repair/renovations of existing facilities shall address and consider sound design techniques that maximize wind, solar, aspect, shading, and other design expressions embracing our climatic realities. The design criteria shall encourage overhangs, natural day lighting, and other passive design techniques and should not be confused with renewable energy.
- All new landscape construction, major repair and renovations of landscapes, and any site work in general shall consider and encourage the use of resource-efficient plants including native plant palettes, with a goal of decreasing the uses of herbicides and pesticides when possible, while increasing tree canopy through reforestation and reducing potable water used in irrigation.
- All new landscape construction, major repair and renovations of landscapes, and any site work in general shall include the requirement to protect and enhance water quality through innovative storm water best management practices.
- DSU shall develop a comprehensive waste-minimization program. The program shall address a comprehensive campus wide recycling program that considers recycling of construction spoils/wastes from demolition and construction projects, garbage collection and disposal contracts, disposals of used equipment, furniture disposal, chemical waste, electronic waste, composting, etc.
- All new streets or campus street renovations shall be developed to encourage walking, bikes, and other non-carbon producing emissions options in transportation.
- A ride share program should be developed, if feasible, to encourage car-pooling. This program should consider partnerships with the City of Cleveland and local businesses where appropriate and feasible.
- IHL Board Policy 920 Sustainability Policy approved January 20, 2011
- DSU Year of Green Goals for FY 2012 - 2014 approved by DSU Cabinet
- Traffic and Parking
The Board of Trustees, State Institutions of Higher Learning of Mississippi, approves the establishment of traffic rules and regulations for the control, direction, parking, and general regulations of traffic of all motor vehicles on the campus of Delta State University.
These regulations are an official part of General University Administrative Regulations. All students and employees (faculty, staff and other employees) by their enrollment or acceptance of employment are subject to said administration regulations.
The Delta State Police Department is located in Office 202 of the H.L. Nowell Union. The Director and staff encourage students, faculty, staff and visitors to solicit their assistance on all matters concerning traffic regulations and campus security.
In accordance with Title 37-105-9 of the Mississippi Code, officers within the Delta State University Police Department are vested with the powers and subjected to the duties of a constable for the purpose of preventing and punishing all violations of law on university or college grounds and for preserving order and decorum thereon.
The Delta State Police Department operates 24 hours a day. The department is comprised of certified law enforcement officers consisting of one Chief of Police, one Assistant Chief, and seven police officers. The Department also has two certified police dispatchers, one secretary and various student workers. The Delta State Police Department does and shall continue to have a good working relationship with local, county and state agencies in all areas of law enforcement
- Students and employees who park their motor vehicles on the campus must register their vehicles with the Delta State Police Department. Registration decals must be purchased at the Student Business Services’ Office. The University will not be responsible for providing parking spaces for registered vehicles, nor can the University be held responsible for any damages to vehicles or occupants while vehicles are on campus.
- Students who register late will report to the Delta State Student Business Services’ Office to register their vehicles. A registration decal for a vehicle shall be effective from the date of purchase through second term summer school.
- Decals must be permanently affixed to the outside of the lower left corner of the rear window or left rear bumper or the fender of motorcycles.
- The cost of vehicle registration/decal purchase will be as follows:
o $15.00 if purchased in the fall term.
o $15.00 if purchased in the spring term.
o $ 7.00 if purchased in the 1st/2nd sessions of summer terms.
- Recipients will at all times be responsible for the decal issued to them. If a vehicle is sold or traded within the school year, a current decal may be removed (place pieces on a scrap of paper) and presented to the Delta State Student Business Services’ Office where a new decal may be obtained for $1.00; otherwise, there will be a charge of the full registration fee.
- You may obtain up to three temporary parking permits per term for each vehicle you have registered. The temporary permits may be issued for a minimum of one day or a maximum of one week. Persons using borrowed vehicles must obtain a temporary campus permit which will be issued at no charge. Such permits should be obtained immediately after arrival of vehicle on the campus. The temporary permit should be affixed to the lower left side of the rear window.
- Students changing from a commuter to a campus housing status or from a campus housing status to commuter, etc., may remove a current decal and exchange it for the needed type for $1.00. The decal on your vehicle should always reflect your current status as a student: failure to make the proper changes may result in parking tickets and/or charges through student court.
- DEALER TAGS: Persons wanting to register vehicles displaying dealer tags will not be sold a Delta State decal. A free temporary parking permit may be obtained for a vehicle with a dealer tag when your currently registered vehicle is in the shop and the dealer has supplied you with a dealer vehicle. YOU MUST PRESENT A STATEMENT ON DEALERSHIP LETTERHEAD ADVISING THAT YOU HAVE BEEN LOANED SUCH VEHICLE WHILE YOUR VEHICLE IS BEING WORKED ON IN ORDER TO OBTAIN A TEMPORARY PERMIT. Without this letter, we will not issue a temporary permit. Temporaries will not be issued beyond ten days from the date of the letter.
- RENTAL TAG: Persons wanting to register vehicles displaying rental tags will not be sold a Delta State Decal. A free temporary parking permit may be obtained for a vehicle with a rental tag while your currently registered vehicle is in the shop for repair.
- HANDICAP DECALS: Students/Employees who need access to handicap parking areas on campus must obtain a green Delta State Handicap Decal in addition to their regular decal. To obtain one, simply present a recent statement on letterhead from your physician advising your handicap or a copy of your state issued handicap permit, etc., to the Delta State Police Department. Anyone with a handicap permit may park in any legal parking space on the Delta State campus.
Please Note: This allows us to distinguish between those who really need the handicap areas and those who do not need the handicap parking access but are simply using a relative’s car that is marked with a handicap tag, etc.
- Delta State reserves the right to regulate further the use of motor vehicles on the campus or to forbid the use of motor vehicles by a student or employee who refuses to abide by the parking and traffic regulations. Vehicles which accumulate fines of $30 or more are subject to being immobilized. Immobilized vehicles may be towed after (5) days if fines remain unpaid. An additional fine of $10 is levied at the time of immobilization. To operate a motor vehicle on the campus is a privilege, not a right, subject to the regulations set forth by the Board of Trustees and administered by the University.
- Vehicles with student or employee decals which are repeatedly ticketed for the same violation are subject to being immobilized or towed at the owner’s expense after a third ticket for the same violation has been issued- regardless of whether the prior tickets are outstanding or have been paid in full.
- Any violations cited against a permit number will be charged to the person to whom the permit was issued.
- Motor vehicles are to be parked on the campus and streets of Delta State University only in the areas designated as parking areas, in such a manner, at such a place, and for such time as may be indicated on appropriate signs or markers. Zoned areas are provided by number and color of decals as follows:
Zone 1 Blue Faculty and staff
Zone 2 Red Men’s Residence
Zone 3 Green Women’s Residence
Zone 4 Yellow Commuting Students
Zone 5 Purple Family Housing
Zone 6 Orange Areas Open to All Decals
- These zones are already marked and should be used only as indicated above. Zone violators will be ticketed.
- Only one decal may be visible on vehicles.
- Parking restrictions are in effect in:
Zone 1 From 7 a.m. to 5 p.m. Monday through Friday and from 2 a.m. to 7 a.m. Sunday through Saturday
Zone 2 At all times
Zone 3 At all times
Zone 4 From 7 a.m. to 1 p.m. Monday through Friday and from 2 a.m. to 7 a.m. Sunday through Saturday
Zone 5 At all times
Zone 6 From 2 a.m. to 7 a.m. Sunday through Saturday
- It is a violation of parking regulations to:
o Park in the wrong zone.
o Park in any area where curbing is painted yellow.
o Park in a manner so as to block a drive or walkway, or impede the flow of pedestrian traffic.
o Park out of marked lanes.
o Park on the grass.
o Double park.
o Park facing traffic.
o Park any vehicle, boat trailer, 3-wheeler, 4-wheeler or any other contraption of this nature in any parking space or around apartments over a long period of time. Parking of this nature must have permission of the Delta State Police Chief. Any vehicle, trailer, or other contraption violating this section shall be towed away at owner’s expense.
o Park in a space marked “Reserved”, “Visitor”, “For Handicapped”, or “Bailey Child Care”. These spaces are not to be used for dropping off or picking up passengers during any type of weather.
o Park in the mail drive.
o Back into a parking slot or pull through a parking slot.
- Drivers of all DSU-owned vehicles should comply with all traffic and parking regulations.
- No faculty, staff, or student can advise a person to park illegally.
- No unauthorized motor vehicle or bicycle may park in a posted handicapped parking place or block or obstruct access to such a parking place.
- The owner of a vehicle is responsible for the vehicle at all times.
- Driving regulations are in effect at all times.
- The campus speed limit is fifteen (15) miles per hour for all motor vehicles unless otherwise marked. However, safe driving is the principal regulation.
- All operators of any motor vehicle must have in their possession a valid operator’s license.
- All operators of any motor vehicle must have a valid, up to date license plate (tag) on vehicle in plain view.
- Operators of motor vehicles must have children restrained in a proper child safety restraint as per Mississippi Code #63-7-301.
- It is a violation of driving regulations to :
o Drive in excess of the speed limits.
o Fail to heed traffic signs.
o Fail to come to a complete stop and proceed with caution at a stop sign.
o Operate a vehicle in a careless or irresponsible manner or while under the influence of intoxicating liquors, narcotic drugs, or any other mind altering agent.
o Move a vehicle from the scene of an accident until given permission by the investigating officer.
o To drive around any barricade unless otherwise directed by a member of the University Police Department.
o Drive on the grass.
o Operate a vehicle in such a manner as to make or cause to make any type loud or offensive noise including continuous horn blowing, car radio and unauthorized use of a public address system.
o Fail to report immediately to the Delta State Police Department any accident or collision on the campus or streets of Delta State University.
o Fail to obey the same traffic regulations while riding, operating, or parking any bicycle or non-motor vehicle.
o Operate a motorcycle or motorbike on any Delta State University property without a standard crash helmet securely fastened upon the head of the driver. Each passenger of the vehicle must wear a helmet.
o Operate a bicycle, motorcycle, or a motorbike when traveling at night without any operational headlight and tail-light. A bicycle may use a reflector instead of tail-light.
- Students and any member of the University community may register their bicycles for the sole purpose of having their number and description on record in case of theft.
- Registration of bicycles will be done free of charge.
- Any person, who rides, operates, or parks a bicycle or any other non-motor vehicle, including boats and trailer, on the campus shall be subject to all the terms and provisions of these regulations, except for those provisions which by their nature can have no application.
- No person shall ride a bicycle on any sidewalk, walkway, or any other area of the campus customarily used by pedestrians.
- No person shall park a bicycle in a walkway, on a sidewalk, in a hallway, or in or near a doorway except where use is made of a parking rack furnished by the University.
- No person shall ride, operate, or park at night on the campus or streets of Delta State University a bicycle not equipped with headlight and tail-light or reflector.
- Every regulation herein applicable to anyone riding, operating, or parking a bicycle on the campus shall also apply to anyone riding, operating or parking a motorcycle or motor scooter.
- No person who operates or drives a motorcycle, or other motor driven cycle having two or more wheels, shall carry any other person in or upon such vehicle on the campus unless such vehicle is equipped with:
o A dual seat designed for two persons, or a separate passenger seat with a double footrest: or
o A side car attachment providing a separate seat space for a passenger to be seated entirely within the attachment.
- No person shall roller blade (skate) on any sidewalk, walkway or any other area of the campus customarily used by pedestrians or inside any building on the campus. Any person wishing to roller blade (skate) on campus is to do so only on streets or parking lots and at their own risk. It is recommended that protective gear and reflective clothing be worn.
- Operators of motor vehicles or bicycles may not park or stop so as to block or obstruct a handicap entrance on a sidewalk, street or into any building.
- When violation of any rule or regulation set forth herein has been clearly established by waiver, voluntary admission, and /or by an official hearing, the offender shall be subject to a special administrative fee and/or shall be subject to disciplinary action.
- After notice of a violation, an appeal may be made within five (5) days at the Delta State Police Department to the Appeals Committee on a form provided by that office. If the offender so desires, he/she may request, and be entitled to, legal counsel. When appearing before the Appeals Committee, the offender may be present and question witnesses. A $20 appearance bond must be posted when filing an appeal.
- The following reasons are NOT acceptable grounds for appealing a traffic ticket:
- Ignorance of regulations
- Inability to find a legal parking space
- No space available
- Inclement weather
- Late for class
- Improperly displayed decal
- Failure to purchase a decal
- In lieu of the above procedure, the violation ticket may be taken to the Bolivar County District II Justice Court.
- TICKETS NOT PAID WITHIN SEVEN DAYS WILL DOUBLE IN THE AMOUNT CHARGED.
- After proper notification, any person who fails to surrender his/her registration permit (decal) or who operates or parks a motor vehicle on the Delta State Campus after the date which such privileges have been suspended shall have his/her vehicle towed off campus. This person shall be responsible for all costs incurred in towing and storing the vehicle. The University and its officials shall not be liable for any damage to the vehicle resulting from towing or storage thereof.
- Any vehicle that is illegally parked, abandoned, found on the campus with no license plate, no inspection sticker, or parked so as to constitute a hazard to vehicular or pedestrian traffic, shall be removed under the same stipulation as stated in Section VI., E. Mississippi Code, 1972. NOTE: Any vehicle that is broken down and has been parked on campus for over one month will be removed from campus at the owner’s expense unless otherwise approved by the department director.
- Delta State University is located within the corporate limits of the City of Cleveland. Delta State Police officers are full-time police officers certified by the State of Mississippi through the Mississippi Law Enforcement Officers Training Academy. Each officer meets the professional criteria as established by the state’s Minimum Standards Board.
- Any student or employee who so desires may take a violation ticket to the Bolivar County District II Justice Court. Appeals handled through the Justice Court will be charged through Mississippi Code No. 37-105-1.
- Provisions effective July 1, 1972, require that all vehicles operated on the University streets will be properly insured with a minimum of 10-20-5 by a reputable insurance company and that proof of insurance be kept in vehicle as per MS Code # 63-15-4-2a.
- In addition to the aforesaid rules and regulations, all ordinances of the City of Cleveland and/or the laws of the State of Mississippi are in effect on all Delta State University property.
- The Rules and Regulations herein promulgated have been (and future --changes and additions will be) published in three consecutive issues of the University newspaper.
Delta State University restricts the activities of sales agents in residence halls, student union, offices and work areas of the University in accordance with the following procedures.
Sales agents for insurances, investments, cookery, jewelry, books, magazines, services, etc. will NOT contact students, faculty, staff, or employees in the residence halls, student union, offices, and work station on the university campus or grounds, except under the following conditions:
1. In the residence halls and apartments – NO EXCEPTIONS
2. In the student union – Only with approval of the Director of the Union.
3. Such approval may be given for a specified period and not as permanent permission
4. To faculty members – Only with the approval from the VPAA or the appropriate school or college dean
5. To staff members and other employees – Only with the approval from the employees’ supervisor.
Deliveries may be made to the campus provided no solicitor comes to the campus to take such orders. There is not an intention to limit or restrict the sale or solicitation of business to Delta State University personnel, provided such sale or solicitation is not done on the university campus or grounds.
NOTE: Any off-campus salesman violating these regulations will be asked to leave the premises. Upon a second violation, he/she will be subject to a trespassing penalty.
Consumer Goods Vending is under supervision of the University Business Office. The sale of most items for consumption (i.e. cold drinks, candy, cookies, sandwiches, etc.) will be handled in the student union and in campus vending machines. There will be no peddling or vending of consumer goods by students in campus buildings or on campus grounds unless prior approval is obtained from the Coordinator of Facilities or the Vice President of Student Affairs.
University recognized clubs and organizations wishing to sell items at university athletic events must seek approval, first, through the Coordinator of Student Development, then through the Athletic Director. A request for approval of a fundraising activity must be filed with the Coordinator of Facilities in the Student Development Union Office (Union 200) at least three days prior to the beginning of the project.
Violations of these regulations by a person connected with Delta State University will be subject to disciplinary action. Any off-campus salesman violating these regulations will be asked to leave the premises. Upon a second violation, he/she will be subject to a trespassing penalty. Violations of these regulations should be reported to:
- Concerning residence halls/university housing – The Director of Housing & Residence Life
- Concerning faculty members – The Vice President for Academic affairs
- Concerning staff members and other employees – The employee’s direct supervisor.
- Concerning the Student Union – The Director of the Union.