Conditions of Employment

I. Conflicts of Interests

All University Faculty members and staff shall disclose to their respective supervisor any and all facts and circumstances related to any University transactions, activities, contracts or other dealings in which they are involved or may become involved on behalf of the University which might directly or indirectly involve them in a duality or conflict of interest. Such disclosure shall be made in writing as soon as is reasonable after the conflict or potential conflict comes to the knowledge of the faculty or staff member. A duality or conflict of interest shall be deemed to exist at any time when an interest held by the employee, or relationship maintained, prohibits or inhibits, or potentially prohibits or inhibits, the employee from exercising independent judgment in the best interests of the University. A duality or conflict of interest shall exist whenever an employee is a director, president, manager, or similar executive officer and owns or controls directly or indirectly a five percent or more interest in any non-governmental entity participating in a transaction with the University.

The immediate person to whom a report of a duality or conflict of interest or potential duality or conflict of interest is given shall directly report the matter to the Vice President for Academic Affairs who shall have the authority to administer in the interest of the University in the situation subject to the superintendence and preemption of the President and the Board of Trustees.

II. Codes of Conduct

Proper respect must be accorded to all students and members of the public with whom university work brings employees into contact. Respect for fellow employees is likewise important for the common welfare of all University personnel as well as the good of the institution.

III. Closure of the University

The policies of Maryville University concerning inclement weather before the work day begins are set forth below:

“Maryville University Closed”. If this is announced, full-time regular personnel who are not in key positions should stay at home and will be paid for that day. Personnel who do not report for work, however, are responsible for the cancellation of their appointments. Those personnel in key positions are: selected maintenance and building engineer staff, public safety officers, and university receptionist (or replacement). All key personnel must report for work at their regular hours and will receive time and a half pay for those hours worked. If employees in key positions work less than their normal shift, they will be paid time and a half for the hours worked and straight time for the remaining hours they would have worked. (Example: If the employee is scheduled to work 8 hours on a day which becomes an emergency closing day and actually works 3 hours, he/she will be paid time and a half for 3 hours and straight time for 5 hours.) Failure to report for work will result in non-payment of wages for hours not worked.

“Maryville University is on a Snow Schedule”. If this is announced, Maryville staff will report to work at 10:00 a.m. Classes will begin at 10:50 a.m. and follow the regular class schedule for the remainder of the day. All personnel are expected to report to work at 10:00 a.m. However, all key personnel must report for work at their regular hours. Failure to do so will result in non-payment of wages for hours not worked. Closing and/or delayed opening announcements are carried on local radio and TV stations. A list of stations is published on an annual basis.

Announcements concerning the closure of the university will be posted on the home page of the university website,

Part-time employees scheduled to work on a day which subsequently becomes an emergency closing day will be paid for the number of hours they were scheduled to work on that day.

Anyone who desires for reasons of personal safety to leave work earlier than the authorized time may do so with the loss of pay or by using either vacation or compensatory time against the absence.

IV. No-Solicitation and No-Distribution

The University prohibits solicitation of its personnel or distribution of literature by outsiders at any time. Faculty and staff members are not permitted to solicit University personnel or distribute unauthorized literature during working time or within the working areas of the University.

No employee may directly or indirectly sell any item or post any literature within the University or on University property without proper authorization. Questions about this policy should be addressed to the Vice President for Academic Affairs or Vice President for Finance and Facilities.

V. University Political Activity

It is the policy of the Board of Trustees of Maryville University that no employee of Maryville University may act as a representative or agent of Maryville University for the purpose of political activity, or for the influencing of legislation at any level of government. Otherwise, faculty members, as citizens, are free to engage in political activities. Any member of the faculty who wishes to engage in direct political activity which will involve a substantial amount of time away from the performance of University responsibilities (e.g., holding or running for political office, managing a campaign, directing group action on behalf of a political candidate or issue) is expected to work out a mutual agreement for leave of absence with the Chair of the faculty member’s academic unit and the Vice President for Academic Affairs before undertaking such activity.

The terms of such leave of absence will be set forth in writing, and the leave will not affect unfavorably the tenure status of a faculty member, except that time spent on such leave will not count as probationary service unless otherwise agreed.

VI. Fund-Raising Policy

While the University encourages employees fund-raising on its behalf, proper coordination and approval is necessary to avoid conflicts and confusion.
Therefore, all fund-raising activities conducted on behalf of or in the name of the University as a whole, or any part of the University, by any employee shall be coordinated together with the Office of the President. Grants or gifts may not be accepted on behalf of the University unless approved by the President.

Employees may not solicit funds on behalf of any organization, other than an approved University organization, on University property unless prior approval is received from the President’s Office.
Employees may not sell, or solicit the sale of products on University property or on work time other than University approved products the sale of which is part of the employee’s duties or responsibilities.
It is unlawful for anyone to appropriate to their use or the use of another the University name, logo, seal, emblem, or any other trademarks or service marks of the University without the written permission of the President.

VII. Personal Appearance

The nature of the employee’s position with the University will determine the type of dress that will be appropriate for work. All University employees are expected to dress in a manner which will present a favorable image of the University to the community. Any specific dress requirements for particular positions will be reviewed with the employee by the employee’s supervisor.

The University has adopted a “Casual Friday” dress code. This gives employees the opportunity to “dress down” in business casual attire on Fridays. “Dressing down” does not mean sloppy or inappropriate attire (jeans, shorts, halter tops, etc.), however. Business meetings or appointments require more traditional business dress, and employees are encouraged to dress accordingly.

VIII. Outside Activities

Employees are required to conduct their activities on behalf of the University with the utmost good faith and loyalty. Employees may not compete with the University or convert business opportunities of the University to their personal gain or advantage or the gain or advantage of another. Employees may not convert confidential information or trade secrets of the University to their personal gain or advantage or the gain or advantage of others.

IX. Educational Rights and Privacy Act

The Family Education Rights and Privacy Act of 1974, as amended, (the “Act”), is a federal law which states (a) that a written institutional policy must be established and (b) that a statement of adopted procedures covering the privacy rights of students must be made available. Maryville University shall maintain the confidentiality of student education records in accordance with the provisions of the Act and shall accord all the rights under the Act to students who are declared independent and who are or have been in attendance at the University. See Policy.

X. University Property

The University makes available to employees various property, which may include, but is not limited to: office furniture, computer equipment, cell phones, keys to offices and/or buildings, etc. In the event employment is terminated with the University at any time, the employee is subject to any costs associated with unreturned property or other sums owed to the University. Any such costs will be deducted from pay due to the employee from the University.

Campus Public Safety Officers are outfitted with full uniforms and other equipment sized specifically for the individual. In addition, the University pays for any necessary training and certification for officers. If an officer voluntarily resigns prior to six months service at Maryville, he/she is liable for costs incurred by the University for clothing, training and certification. Any such costs will be deducted from pay due to the employee from the University, and any amount exceeding the employee’s final pay check will be billed to the employee. Any clothing with University badges/logos/identifiers must also be returned to the University.