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9.1 Appearance Standards Policy
See Appearance Standards Policy.
If faculty or staff are attending meetings, workshops, or other events at AdventHealth, the AdventHealth Appearance Standards Policy (CW HR 268) must be followed.
9.2 Bereavement
Faculty please refer to the AdventHealth Handbook (accessed through the Hub).
Adjunct faculty need to work with your chair to arrange time off for bereavement for the recent loss of a spouse, father, mother, child, or other significant family members.
The employee must provide appropriate documentation (obituary notice, death certificate, etc.) to Human Resources as soon as practical. The documentation will be filed in the employee’s personnel file. No provision is made to cover travel costs associated with a funeral leave.
9.3 Breastfeeding Support Policy
Please refer to the AdventHealth Handbook for details (accessed through the Hub).
9.4 Campus Safety Manuals
Refer to the Denver Manual and Orlando Manual on the R drive under safety.
9.5 Children on Campus Policy
See Children on Campus Employee Policy.
9.6 Communicable Disease Policy
It is the policy of the AdventHealth University (AHU) to identify and notify in a timely manner, individuals who may have been exposed to a communicable disease at AHU, AdventHealth campuses, Denver, or affiliated clinical sites. An exposure is defined as the sharing of air or contact with a person know to have a communicable disease readily spread by casual contact including, but not limited to, chicken pox, H1N1 virus, tuberculosis, etc.
Employees with a communicable disease are encouraged to isolate themselves during the infectious period of the illness.
AHU will not disclose the identity of any employee who has a communicable disease, except when authorized by law.
9.7 Computer Policy
A single computer is provided to members of the faculty and staff at AHU to perform daily tasks in support of the mission of the University. To ensure that information flow between all parties is as smooth as possible, and to reduce computer maintenance complexity, a standard hardware and software configuration is utilized. The configuration will be based on current technology, and will be updated as necessary.
All hardware and software purchased with University funds are the property of AHU.
The computer used by faculty or staff and its contents are the sole property of AHU. Files should be stored on the provided network drives or approved cloud storage and copied out of them to the local drive only as needed for offline or off campus work. The user is responsible for any personal files saved exclusively to the local drive, and is encouraged to back them up on the provided network drives regularly.
The faculty/staff computers will be configured for faculty/staff use on campus. Users will encounter different environments if they have laptops-such as wireless networks at home, direct cable connections in hotels, or wireless connections while traveling. This requires each user to be aware of these environments and know and understand how to adapt their laptop to them.
The University maintains software licenses and agreements for the standard software products installed on University computers. Any other software installed on the University machines must be legally acquired, properly licensed and will be the sole responsibility of the user for its support. Be aware that software purchased by the user for use on the University’s computers must be compatible with the computer’s operating system and may slow down or otherwise reduce the effectiveness of the computer. This is especially true if it requires a large amount of disk space or system memory to operate. If needed, requests can be made to the Information Technology Department (IT) to install programs. IT may choose to grant some users local administrative rights. However, if those rights are improperly utilized, for instance to interfere with the operation of the installed AntiVirus, or to install programs containing viruses, malware, etc. IT may revoke them at any time.
The IT Department at AHU grants access to the University network for current faculty and staff. Accounts will be disabled on the last day of an employee’s service at AHU. Account passwords should not be shared.
AHU reserves the right to monitor network and Internet traffic. If there is probable cause for a more in-depth monitoring of a system, the Department Supervisor will notify the Human Resources Department. If it is deemed necessary to monitor computer activities, such as Internet use and e-mail, approval for such a request will come from the Human Resources Department. University IT will commence the process only after approval is received from the Human Resources Department.
9.8 Confidentiality Agreement
I acknowledge that during the course of performing my assigned duties at AdventHealth University, I may have access to, use, or disclose confidential information. Federal laws, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Federal Educational Rights and Privacy Act of 1974 (FERPA), state regulations, licensure requirements, and practice acts detail the use of specific information related to healthcare and educational settings and professional behaviors. I hereby agree to handle such information in a confidential manner at all times during and after my employment at the University and commit to the following obligations:
- I will use and disclose confidential information only in connection with and for the purpose of performing my assigned duties.
- I will request, obtain or communicate confidential information only as necessary to perform my assigned duties and shall refrain from requesting, obtaining, or communicating more confidential information than is necessary to accomplish my assigned duties.
- I will take reasonable care to properly secure confidential information on computers and will take steps to ensure that others cannot view or access such information. When I am away from the workstation or when my tasks are completed, I will log off my computer or use a password-protected screensaver in order to prevent access by unauthorized users.
- I will not disclose my personal password(s) to anyone or record or post it in an accessible location, and will refrain from performing any tasks using another’s password.
I understand that as an employee of AHU, the use and disclosure of patient/student/employee information is governed by the rules and regulations established under HIPAA, FERPA, and related state and federal policies and procedures in addition to the policies and procedures of AHU. Therefore, with regard to confidential information, I commit to the following additional obligations:
- I will use and disclose confidential information solely in accordance with state, federal, and University policies set forth above or elsewhere. I also agree to familiarize myself with any periodic updates or changes to such policies in a timely manner.
- I will immediately report any unauthorized use or disclosure of confidential information that I become aware of to the appropriate supervisor.
I also understand and agree that my failure to fulfill any of the obligations set forth in this agreement and/or my violation of any terms of this agreement shall result in my being subject to appropriate state, federal and University disciplinary action.
9.9 Editorial Policy
To ensure the quality of its documents and publications, AHU requires that all written materials produced for publication or for distribution under the University brand must adhere to the policies stated in the AHU Branding Guidelines. The AHU Branding Guidelines can be found at https://www.my.ahu.edu/university-services/marketing*. All written material for publication in both electronic and print media, under the University logo, must be submitted for approval to Marketing.
Procedure
- Each department of the University will select an individual with strong writing skills from within that department to provide initial editorial help with its publication/documents.
- Promotional materials, admission letters, etc., should be forwarded to the relevant department Chair.
- The edited materials are then submitted to the Marketing office for review and final editing.
- If the University logo or crest is used, approval from Marketing must be obtained.
- *Please note: AHU Branding Guidelines are subject to change.
9.10 Educational and Classroom Technology
Center for Educational Technology (CET) has full time instructional technologists who support all faculty on their teaching technology needs such as learning management system (Canvas) support, Examsoft (for secure exams) support, Panopto (classroom lecture capture system), and other various teaching and learning technologies (clickers, lockdown browsers, etc.). Classrooms are equipped with computers, laptop connections, and video projectors. Several rooms have document cameras and the ability to web conference. Faculty needing additional equipment or removal of any equipment should submit a Support Request/AV Request through my.AHU.edu at least 24 hours prior to the class.
9.11 Food Service
The N.E.S.S. Café located in the Campus Center offers a variety of food items. AdventHealth Orlando offers full meal options at a 15% discount for students and University employees with a valid AHU identification card. Vendor items are not discounted.
9.12 Hiring of Relatives Policy
It is the policy of AdventHealth University to assure that all employees are hired, promoted, and supervised on the basis of individual merit and to prevent the showing of favoritism toward a relative. If it is deemed appropriate to employ an employee’s relative, the employee cannot make or take any action to influence the decision to employ another relative, supervise or manage the work or responsibility of another relative or make or take any action to influence any decisions related to another relative’s compensation, evaluation of performance, or disciplinary actions. Refer to the Code of Conduct - Hiring Relative Policy.
9.13 Holidays
The University recognizes the following as holidays; therefore, classes are not in session:
- New Year’s Day
- Martin Luther King Day
- Memorial Day
- Juneteenth Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Christmas Day
View Holiday Days Off Standard Operating Procedure.
9.14 ID Badges
AdventHealth University ID badges are issued to an employee at the beginning of their employment by the AHU Human Resources department. The AHU ID badge is to be worn at all times on the upper portion of the chest on the outer garment while on campus and in the clinical area with students. The first I.D. card is free. A replacement I.D. card costs $10.00.
Adjunct Faculty for Online Education: Those instructors teaching in online education curriculum will not be issued an AHU ID badge.
9.15 Immunizations and Screenings
All incoming employees should bring current immunizations records to their health clearance appointment. The immunizations/screenings required for employment at the University include: Measles-Mumps-Rubella (MMR), Tetanus-Diphtheria, Varicella (Chicken Pox) titer or vaccine. Individuals who do not comply with the immunization requirements will not be offered employment.
All employees working in a clinical environment must have the tuberculosis screening and the mask fit test. The required tuberculosis screening test is the Quantiferon or the PPD test. A chest x-ray is necessary when a person has had a positive result. Employees must present annual verification of tuberculosis screening to their supervisor by their anniversary date. An employee who has tested positive will complete the Health Review form in the subsequent years.
In addition to the annual tuberculosis screening, the Hepatitis B vaccination is strongly recommended for employees involved in a clinical setting. Any employee who does not wish to take the hepatitis B vaccination is required to sign a declination statement stating they decline the vaccine, but understand they may return to Centra Care at any time for the vaccine.
Hepatitis Declination: I understand that due to the occupational exposure to blood or other potentially infectious materials, I may be at risk of acquiring Hepatitis B virus (HBV) infection. However, I decline Hepatitis B vaccination at this time. I understand that by declining or not completing the series of this vaccine, I may be at risk for acquiring Hepatitis B. I understand that I may return to Centra Care at any time for the vaccine.*
Employees with a communicable disease are encouraged to isolate themselves during the infectious period of the illness.
University employees are subject to AdventHealth employment policies. See AdventHealth policy 815.033 and AdventHealth policy 815.036 for further details. Requirements for the immunizations and screenings are based on the guidelines set by the Centers for Disease Control and Prevention (CDC). Employees with questions may refer to the CDC website at http://www.cdc.gov.
*If the Hepatitis B vaccine is declined, a signed copy of this form should be returned to the Department Chair or Supervisor and one copy kept by the employee.
9.16 Jury Duty
Please refer to the AdventHealth Handbook (accessed through the Hub).
9.17 Parking
Parking spaces on campus are limited. All employees are to obtain and display the correct decal and or parking pass. All vehicles parked on campus without the appropriate decal or parking pass or in a parking area to which he/she is not assigned will be considered illegally parked. Illegally parked vehicles on campus will result in $50 fine payable within 15 business days of issue. A second offense within a trimester will result in the vehicle being towed from campus at the owner’s expense. Access the Parking Policy.
9.18 Professional and General Liability Insurance
As part of AdventHealth, the University has Professional and General Liability coverage under the AdventHealth Liability Trust. This coverage generally extends to all employees, faculty and students engaged in official University business. Any specific questions related to this coverage and whether it may apply to a specific activity should be directed to AdventHealth Corporate Services Risk Management.
9.19 Sabbath Observance
In keeping with the Seventh-day Adventist belief of the sanctity of the Sabbath, AHU gives special emphasis to the Sabbath hours (sundown Friday evening to sundown Saturday). All on-campus work activity is suspended during this period and may resume after sunset on Saturday evening. AHU values the uniqueness of our diverse spiritual community. In honoring a culture of inclusiveness, faculty should not require that students submit class assignments from sundown Friday through Sunday. There are, however, worship activities; for example, Restore and occasional faculty and staff worship activities on campus. Campus offices are closed from 3:00 p.m. Friday until 8:00 a.m. Monday, except the Library, which is open on Sunday evenings 3:00 p.m. to 9:00 p.m.
9.20 Service Animal Support Policy
Service animals are allowed on campus as established by the Americans with Disabilities ACT (ADA). A service animal is defined by the (ADA) as a dog and/or miniature horse individually trained to do work or perform tasks for the benefit of an individual with a disability. Animals that are not trained to perform tasks that mitigate the effects of a disability, including animals that are used purely for emotional support, are not service animals.
For more detailed policy information see AdventHealth CW HR 252 Assistance Animals as a Disability Accommodation and CW HR 251 Reasonable Accommodations.
9.21 Student Laptop/Mobile Device Policy
The use of laptops/mobile devices in the classroom is strictly for learning activities related to the class in session. Instructors have the prerogative to ask that the lid of the laptops be closed, or mobile devices turned off. Students may bring laptops to all classes as long as they abide by this policy.
9.22 Tobacco, Alcohol, Drug and Legally Obtained Substances Policy
Tobacco-Free Campus
AdventHealth University (AHU) is committed to the principles of health and healing. Tobacco-related illnesses are a major cause of preventable disease and death. Because of this, AdventHealth University is a tobacco-free environment. The use of tobacco in any form on the University properties or during any school-sponsored activity or event is prohibited; this includes the use of electronic cigarettes,vaping paraphernalia, and any other devices that simulate the act of smoking. Failure to abide by the stated policy will result in disciplinary actions.
Alcohol-Free Campus
AdventHealth University is committed to providing a working environment that is focused on employee success and safety. AdventHealth University believes that the use of alcohol is counterproductive to a successful and safe environment. Therefore, the possession, use, or being under the influence of alcoholic products on any AdventHealth University property or during any school-sponsored activity is strictly prohibited. Failure to abide by the stated policy will result in disciplinary actions.
Drugs Defined
Illegal drugs include such substances as opium derivatives, hallucinogens (e.g., marijuana, mescaline, peyote, LSD, psilocybin), cocaine, amphetamines, ecstasy, ketamine, codeine, heroin, morphine, and other drugs prohibited by law. This definition does not include lawfully prescribed drugs that are being taken under a physician’s care.
Drug Policy
The health risks associated with the inappropriate use of drugs include, but are not limited to, the following: physical and psychological addiction; physical, psychological, and spiritual deterioration; disease; and, possible death, therefore, AdventHealth University is committed to providing a drug-free working environment. The manufacture, distribution, possession, or use of illegal drugs and drug paraphernalia is strictly prohibited. In addition, the intentional misuse of prescription drugs is considered an infraction of this drug and alcohol policy. By working at AHU, all employees agree to submit to random drug testing. In addition, AdventHealth University employees and their possessions are subject to search and surveillance at all times while on University property. Any employee violation of the drug and alcohol policy is grounds for disciplinary action, up to and including, termination. However, the sale, distribution, or manufacturing of drugs will result in immediate and permanent termination from AdventHealth University.
All employees working at AHU are expected to remain drug free. If at any time university administration has reasonable suspicion or evidence of drug use by an employee, he or she may require that a drug and alcohol screening be performed on the employee. All random drug tests requested by AHU will be performed at an AdventHealth Centra Care at a location and time determined by AdventHealth University. Refusal to submit to a drug and/or alcohol test is presumed to be a positive result, and the refusal will be handled in the same manner as any other positive test results.
Medical and Non-Medical Marijuana Use
Note that the State of Florida’s Compassionate Medical Cannabis Act or the current legislation legalizing cannabis use in Colorado does not change the University’s prohibition regarding the possession, use, provision of, or sale of marijuana or otherwise authorize individuals to use medical marijuana on campus premises. Federal law, including the Drug Free Schools Act, continues to prohibit marijuana. Additional Federal legislation also prohibits any institution of higher education that receives federal funding from allowing the possession and use of marijuana on campus. Thus, marijuana possession or use, even if in compliance with the Compassionate Medical Cannabis Act, is prohibited on campus premises.
For the purpose of this policy, campus premises include all properties and buildings, including parking areas, University housing, University vehicles, and all locations where employess are acting within the course and scope of their education/and or employment on behalf of AdventHealth University. Employees who violate any part of the University’s drug policy, including medical marijuana on campus premises, are subject to disciplinary action, up to and including permanent dismissal/termination.
Drug Testing
While AdventHealth University reserves the right to require an employee to submit to a drug test for any reason, the two main reasons for drug testing are found below:
1) Suspicion or evidence of drug use by an employee.
2) Required drug testing for the clinical environment.
Cost of Drug and Alcohol Screening
Cost of screening will be paid by AdventHealth University.
Any employee violation of the drug and alcohol policy is grounds for immediate termination of employment. However, the sale, distribution, or manufacturing of drugs will result in immediate and permanent termination of employment.
Legally Obtained Substances
The use or misuse of any legally obtained substance to render oneself intoxicated or in a state of euphoria is strictly prohibited. Employees found under the influence, using, manufacturing, or distributing said substances for this purpose will face disciplinary actions up to and including permanent dismissal.
Legally obtained substances are defined as natural or manufactured substances that can be obtained legally and without a prescription and when misused will render the users intoxicated. Examples are: over-the-counter medicines, bath salts, synthetic drugs, aerosols, cocktails of natural plants.
Screening Requirements
As a condition of employment, all new employees are required to participate in an initial drug screening.
Federal Drug Laws
The possession, use, or distribution of illegal drugs is prohibited by federal law. There are strict penalties for drug convictions, including mandatory prison terms for many offenses. The following information, although not complete, is an overview of federal penalties for first convictions. All penalties are doubled for any subsequent drug conviction. Complete information of U.S. Federal laws regarding illicit drugs can be found at https://www.law.cornell.edu/uscode/text/21/chapter-13/subchapter-I
A. Denial of Federal Benefits
21 U.S.C. 862
A federal drug conviction may result in the loss of federal benefits, including school loans, grants, scholarships, contracts, and licenses. Federal drug trafficking convictions may result in denial of federal benefits for up to five years for a first conviction. Federal drug convictions for possession may result in denial of federal benefits for up to one year for a first conviction and up to five years for subsequent convictions.
B. Forfeiture of Personal Property and Real Estate
21 U.S.C. 853
Any person convicted of a federal drug offense punishable by more than one year in prison shall forfeit to the United States any personal or real property related to the violation, including houses, cars, and other personal belongings. A warrant of seizure is issued and property is seized at the time an individual is arrested on charges that may result in forfeiture.
C. Federal Drug Trafficking Penalties
21 U.S.C. 841
Penalties for federal drug trafficking convictions vary according to the quantity of the controlled substance involved in the transaction. The list below is a sample of the range and severity of federal penalties imposed for first convictions. Penalties for subsequent convictions are twice as severe.
If death or serious bodily injury results from the use of a controlled substance which has been illegally distributed, the person convicted on federal charges of distributing the substance faces a mandatory life sentence and fines ranging up to $8 million.
Persons convicted on federal charges of drug trafficking within 1,000 feet of a university (21 U.S.C. 845a) face penalties of prison terms and fines which are twice as high as the regular penalties for the offense, with a mandatory prison sentence of at least one year.
D. Federal Drug Possession Penalties
Persons convicted on federal charges of possessing any controlled substance face penalties of up to one year in prison and a mandatory fine of no less than $1,000 up to a maximum of $100,000. Second convictions are punishable by not less than 15 days but not more than two years in prison and a minimum fine of $2,500. Subsequent convictions are punishable by not less than 90 days but not more than three years in prison and a minimum fine of $5,000.
Florida State Laws Concerning Illicit Drugs
There are substantial legal sanctions pursuant to state or federal law which may be levied against employees for the unlawful manufacture, distribution, possession, or use of an illicit drug, controlled substance, tobacco, or alcohol. The law often treats drug offenses as a criminal matter, punishable by substantial fines, imprisonment, or other severe sanctions.
Complete information on Florida state laws regarding illicit drugs can be found at:
2018 Florida Statute, Title XLVI, Chapter 893, Florida Comprehensive Drug Abuse Prevention and Control Act
Florida State Laws Concerning Alcohol
Complete information on Florida state laws regarding alcohol can be found at the following site:
2018 Florida Statute, Title XXXIV, Chapter 562, Alcoholic Beverages and Tobacco, Beverage Law: Enforcement
Colorado State Laws Concerning Drugs*
Complete information on Colorado’s state laws regarding alcohol can be found at:
Colorado Legal Resources Public Access Website
*AdventHealth University recognizes federal drug laws over those of individual state statutes. Therefore, federal laws and penalties will be followed when there are discrepancies between state and federal law.
Colorado State Laws Concerning Alcohol
Complete information on Colorado’s state laws regarding alcohol can be found at:
Colorado Legal Resources Public Access Website
Miscellaneous
AHU Drug and Alcohol Policy will be reviewed biennially (a) to determine its effectiveness and to implement changes that may be needed; (b) to ensure that sanctions are consistently enforced, and (c) to meet the stated requirements for compliance with federal regulations.
All employees are required annually to sign and return a copy of the Drug and Alcohol Policy form to AHU Human Resources.
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