STAFF SENATE MEETING MINUTES May 14, 2008

Transcription

1 NORTH DAKOTA STATE UNIVERSITY STAFF SENATE MEETING MINUTES May 14, 2008 Visit the Staff Senate website at Full Staff Senate meetings are held the second Wednesday of each month from 9:30-11:00a.m. The Executive Committee meets on the fourth Wednesday of each month from 9:30-10:30a.m. Upcoming Staff Senate Meetings: June 11, :30-11:00 am Memorial Union Great Room July 9, :30-11:00 am Memorial Union Great Room Upcoming Executive Committee Meetings: June 25, :30-10:30 am Memorial Union Crest Room July 23, :30 10:30 am Memorial Union Crest Room All broadbanded staff members are encouraged to attend. North Dakota State University does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, Vietnam Era Veterans status, sexual orientation, marital status, or public assistance status. Direct inquiries to the Executive Director and Chief Diversity Officer, 202 Old Main, (701)

2 Before the meeting, there was a gardening demonstration on potting plants presented by Wayne Larson and Charlie Toms, NDSU Landscaping. President Barb Geeslin thanked them for coming to present. I. Meeting was called to order by President Barb Geeslin at 9:35 am, following a fire drill in the Memorial Union. II. Attendance and Substitutions Heather Heger. For today s meeting, there was a quorum with 71 senators present and 12 absent. Substitutions: Deb McDonough for Lois Christianson Sharon Kautz for Bill Kozojed Kim Lammers for Melissa Stotz Ted Jirik for William Vandal Senators absent without substitutions: Tamara Cummings, Luther Fragodt, Pierre Freeman, Steve Harris, Deb Hegdahl, William Law, Vicki Miller, Rita Prunty, James Shearer, Kathy Sjostrom, Bruce Sundeen, Korey Krabbenhoft Guests: none recorded III. IV. Consent Agenda From Policy Coordination Committee For Information Only (See Attachment 1) A. Policy 127 Salary Graduate and Part-Time Academic Staff B. Policy 182 Severance Pay Policy Bonnie Cooper requested that Policy 127 be moved from the consent agenda to the regular meeting agenda. The consent agenda stood as amended. Approval of Agenda. MOTION (Boschee/Ferris): to approve the meeting agenda. MOTION CARRIED. V. Approval of the April 9, 2008, meeting minutes. MOTION (Bromley/Miller): to approve the minutes as presented. MOTION CARRIED. Staff Senate minutes are available at VI. VII. Treasurer s Report. Laura Dallmann reported that since the online system is down, there is no Treasurer s Report. Committee Reports. A. Bylaws no comments (See Final Report Attachment 2) B. Election no comments (See Final Report Attachment 3) C. Policy Coordination Committee Gretchen Bromley. (See - Attachment 1) Policy 127 Salary Graduate and Part-Time Academic Staff. Bonnie Cooper indicated that there are many, including Graduate School staff, who would like to see this policy split into two, one for graduate students and one for staff. Policy 166 University Health and Safety Policy no comments Policy 509 Electronic Financial Transaction Policy - no comments 2

3 Policy 710 Computer and Electronic Communications Facilities - no comments D. Program no comments (See Final Report Attachment 4) E. Public Relations (See Final Report Attachment 5) Bromley reported that Staff Senate brochures and stationery notes have been created for future use. Two thousand brochures and 250 notecards will be ordered. F. Scholarship no comments (See Final Report Attachment 6) G. Staff Development no comments (See Final Report Attachment 7) VIII. IX. Old Business. Geeslin reminded committee chairs to submit their committee binders. Program: Geeslin welcomed new senators and thanked outgoing senators for their dedication to Staff Senate and for the time they have given to Staff Senate activities. A. Geeslin dismissed the outgoing Senators. B. Bromley presented orientation information to new senators about the Staff Senate committees. C. Election was conducted by Steve Bergeson. MOTION (Hoag / Mattern): to ratify the April election results and destroy the ballots. MOTION CARRIED. Election ballot packets were passed out to all senators. Bergeson explained that there are two senator positions in the 6000/7000 band that are left open for lack of candidates. There was a request for nominations from the floor for those positions, but no nominations were made. Bergeson asked senators to try to find people to fill those slots by fall. President-Elect Nominations: Vance Olson Josh Boschee Nominations closed. Both candidates gave short presentations. Vance Olson was elected President-Elect. Executive Committee Members at Large (3) Nominations: Michael Robinson Larry Anenson Kevin Schindlbeck Pierre Freeman Kristy Mickelson Lorna Olsen MOTION (Trowbridge/Wadholm): to close nominations. MOTION CARRIED. Candidates introduced themselves and spoke briefly. Lorna Olsen, Kris Mickelson, and Mike Robinson were elected Executive Committee Members at Large. University Senate Members at Large (3) Nominations: 3

4 Josh Boschee Sarah Adams Marty Hoag MOTION (Olson/Robinson): that nominations cease and that a unanimous vote be cast for all three nominations. MOTION CARRIED. Josh Boschee, Marty Hoag, and Sarah Adams were elected University Senate Members at Large. Campus Space and Facilities Nominations: Janine Trowbridge Pierre Freeman Robin Davis MOTION (Mickelson/Robinson): to cease nominations. MOTION CARRIED. Robin Davis elected to Campus Space and Facilities Committee. Library Nominations: Heather Heger MOTION (Boschee/Trowbridge): to accept a unanimous vote for the one nominee for the Library committee. MOTION PASSED. Heather Heger elected to Library Committee. University Athletics Committee Nominations: Rich Mattern Tim Singelmann MOTION (Trowbridge/Mickelson): to cease nominations. MOTION CARRIED. Tim Singelmann was elected to University Athletics Committee. University Senate Personnel Committee Nominations: Lori Sholts MOTION (Trowbridge/Tracy): to cease nominations and cast a unanimous ballet. MOTION CARRIED. Lori Sholts was elected to the University Senate Personnel Committee. Employee Award Recognition ( band) Nominations: Kevin Schindlbeck MOTION (Trowbridge/Olson): to cease nominations and cast a unanimous vote for the single candidate. MOTION CARRIED. Kevin Schindlbeck elected as 1000/3000 band representative to the Employee Award Recognition Committee. COSE Alternate Member Nominations: Laura Dallmann MOTION (Trowbridge/Olson): to cease nominations and to cast a unanimous ballet for the one candidate. MOTION CARRIED. Laura Dallmann elected as Alternate to COSE. 4

5 MOTION (Bromley/Sholts): to tally the votes/ballots. Bromley indicated that it is important that vote counts are recorded in the minutes. Since the vote on this motion was too close to call, a ROLL CALL WAS REQUIRED. There were 12 yes votes and 41 no votes. MOTION DEFEATED. MOTION (Tracy/Stokka): to ratify the election and destroy the ballots. MOTION CARRIED. Bergeson congratulated the newly elected senators and thanked all for participating in this election. He also asked senators to watch for good candidates for future open positions. X. New Business. Geeslin introduced the new President of Staff Senate, Gretchen Bromley, and passed the gavel to Bromley. Bromley thanked outgoing President Barb Geeslin and presented a plaque to her in appreciation for her service. Bromley invited senators to become more informed and familiar with the Bylaws and emphasized that this is a democratic body and all count. She presented some ideas for senators to think about for the coming year. Bromley asked each senator to write down three committees for which they have interest and to submit these lists for her consideration. Committee appointments will be determined and senators notified before the June meeting. XI. XII. Advisor Comments. None Announcements. A. Campus Kudos: Lori Sholts announced that Campus Kudos are presented to Jannalee Brandt. David Slyter made the nomination based on her work with the Scholarship Committee. She was presented with a certificate and a pencil. B. End-of-year Survey: Outgoing, current, and new senators were invited to complete this survey and to submit before leaving the meeting. C. Staff Senate Photo: Arrangements have been made for a professional photo of Staff Senate at the June meeting for use in the new brochure. The photo will also be posted on the website. D. June Guest Speaker: Bruce Frantz, Director of Facilities Management, will be guest speaker at the June meeting and will talk about the campus master plan. E. Updated Bylaws: Michael Robinson announced that the Bylaws on the website are the up-to-date version. Any other versions should be destroyed. F. Meeting Information: Meeting information will be posted on the website for future reference. XIII. Adjournment. MOTION (Stokka/Sholts): to adjourn the meeting. MOTION CARRIED UNANIMOUSLY. The meeting was adjourned at 11:00 am. 5

6 NOTE: Senators who must be absent from a Staff Senate meeting are to send a substitute. Any regular broadbanded employee who is not a senator may be a substitute and will have all the rights and privileges as a Staff Senator at that meeting. Substitutes, please sign in on the attendance sheet listing by the Staff Senator s name for whom you are substituting. Please notify Membership/Attendance Officer Heather Heger prior to the meeting ( or heather.heger@ndsu.edu). Respectfully submitted, Kay Sizer Staff Senate Secretary 6

7 POLICY CHANGE COVER SHEET Attachment 1 1. Effect of policy addition or change (explain the important changes in the policy or effect of this policy): Section 127: SALARY/STIPEND Graduate Assistants and Part-Time Academic Staff Changes are being made to more accurately reflect the payroll process for employees who fall in the Graduate and Part-Time Academic Staff job codes. 2. This policy has been reviewed/passed by the following (include dates of official action): Policy Committee: 1/18/08; 2/19/08; 3/18/08; 4/16/08 University Senate: Staff Senate: President s Council: 1/22/08 3. This policy was originated by (individual, office or committee/organization): HR/Payroll (1/15/08) SECTION 127: SALARY/STIPEND - Graduate Assistants and Part-Time Academic Staff Deleted: TEMPORARY APPOINTMENT SOURCE: NDSU President 1. The Hiring Form 100 and/or Change Form 101 should be used to set up or make changes for individuals who will be paid on the installment method including graduate assistants and part time academic staff. 2. Process payroll forms for part time academic staff as follows:. 2.1 Complete the front and back page of the Hiring Form 100 and/or Change Form 101 completely and accurately, excluding those areas marked Human Resources/Payroll Use Only. Submit the original to: Nonbanded Broadbanded Deleted: new Deleted: students Deleted: as for regular monthly appointment; see Section 126 Deleted: those paid from a pool position and receiving two or more installments Deleted: use Executive Director, Chief Diversity Officer in the Office of Equity and Diversity Associate Director of Human Resources Deleted: Assistant Director 3. The processing of appointments (Form 100) and Change Forms (Form 101) for graduate assistants is as follows: Deleted: students 3.1 7

8 Complete the front and back page of the Hiring Form 100 and/or Change Form 101 completely and accurately, excluding those areas marked Human Resources/Payroll Use Only. Submit the original to the Graduate School. 4. These procedures will not affect the processing of work-study or timeslip payroll procedures, see Section 128. Deleted: Graduate Student Employment and other students paid on a Temporary Appointment: Submit one (1) copy to the Provost/Vice President for Academic Affairs Office. They will forward it to the Human Resources/Payroll Office. Deleted: (Form 102) HISTORY: July 1990; Amended June 1996, December 1999, October POLICY CHANGE COVER SHEET 1. Effect of policy addition or change (explain the important changes in the policy or effect of this policy): Section 182: Severance Pay Policy: (Reduction in Force) This policy change is to add a statement that severance pay agreements must be in writing with the employee releasing the university from liability and all employment rights. This is State Board language being added to NDSU Policy. 2. This policy has been reviewed/passed by the following (include dates of official action): Policy Committee: 4/16/08 University Senate: Staff Senate: Student Senate/Executive Board: President s Council: 3. This policy was originated by (individual, office or committee/organization): General Counsel SECTION 182: SEVERANCE PAY POLICY: (REDUCTION IN FORCE) SOURCE: SBHE Policy Manual, Section 707 Subject to the following provisions, institutions and the university system office may provide severance pay to an employee who is released due to a reduction in force: 1. The maximum payment is the equivalent of the individual's salary and benefits (retirement and health) for two weeks per completed year of service, up to a maximum of one year of salary and benefits. 2. The number of employees in the institution, agency, or entity must be reduced by one for each individual awarded severance pay. 3. Employees may not receive severance pay if they are awarded early retirement, developmental leave, or other forms of special compensation when they leave. 8

9 4. Employees receiving severance pay must release the institution from liability and all employment rights by written agreement. 5. The severance pay agreement with an employee must provide that the employee shall reimburse the institution on a pro-rata basis if salary compensation is received from another North Dakota state agency or institution for services rendered during the time for which severance pay was received. The amount to be reimbursed shall be equal to the hourly rate of severance compensation or subsequent state compensation, whichever is less, multiplied by the number of hours of subsequent state employment during the severance pay period. 6. All actions under this Policy must comply with North Dakota Century Code In accordance with that section, institutions or the system office may provide financial incentives to encourage an employee to retire or resign if the employee's departure will increase efficiencies or reduce expenses. For Faculty reductions in force/non-renewals, see NDSU policy For banded staff reductions in force, see NDSU policy 223. For non-banded staff reductions in force/nonrenewals, see NDSU policy 183. HISTORY: May 22, 1987; Amended June 1994; June POLICY CHANGE COVER SHEET 1. Effect of policy addition or change (explain the important changes in the policy or effect of this policy): Section: (New Policy) 166: University Health & Safety Policy Deleted: 721 As part of the North Dakota State Risk Management Division s, Risk Management Program compliance regulations, state agencies are required to implement policies to comply with the elements of the program. The Risk Management Program elements outline the required customized policies and procedures as set forth by Risk Management to qualify for the Risk Management Fund Contribution Discount Program. The policy will also act as an integral part of the University Safety Program as it incorporates University, local, state, and federal requirements that are not addressed elsewhere in policy. It will also act as a catalyst in the safety requirements addressed in the employee annual responsibility reviews. Currently, there are no consequences for non compliance with University safety requirements. Our hope is that through policy, the safety culture will grow to provide a safe and healthy work environment. 2. This policy has been reviewed/passed by the following (include dates of official action): Policy Committee: 2/19/08; 3/18/08; 4/16/08 University Senate: Staff Senate: 9

10 Student Senate/Executive Board: President s Council: 3. This policy was originated by (individual, office or committee/organization): University Police & Safety Office (Jolean Pederson, Associate Director Public Health & Safety) Draft # 8 ( 4/16/08 ) SECTION 166: University Health & Safety Policy SOURCE: NDSU President, North Dakota Office of Management & Budget-Risk Management Division Deleted: 1 Deleted: 2 Deleted: 3 Deleted: 2/07/08 Deleted: 2/19/08 Deleted: 3/7/08 Deleted: Purpose To establish a comprehensive safety policy that facilitates the protection of life and property by providing a safe University work and learning environment that is free of recognized hazards that could cause injury, illness or property damage. The policy will set forth safety and environmental responsibilities, to provide support for safety rules, regulations and procedures, and to establish basic guidelines for safe practices, activities, programs and training for the successful implementation of the University s occupational and environmental safety program. However, it cannot be assumed that all necessary warnings and precautionary measures are contained in this document, or that other or additional information or measures may not be required. Users of this policy should consult pertinent local, state, and federal laws and legal counsel prior to initiating their own safety program. Formatted: Indent: Left: 0" 2. General Policy The University has a strong commitment to the health and safety of all employees, students, and visitors at NDSU. In keeping with this commitment, the University Health & Safety Policy is as follows: 2.1 In the interest of providing a safe environment for employees, students and visitors, all University activities should be conducted in accordance with applicable safety codes such as City of Fargo, State of North Dakota, County, NFPA, ANSI and by all governmental safety and environmental standards such as OSHA, EPA, DOT, NRC and other similar agencies that govern the design, construction, operations, use and maintenance of University facilities. Guidelines of the State Office of Risk Management will form the foundation for the University Health & Safety Program. Deleted: the Deleted: st Deleted: possible 2.2 The University Police and Safety Office (UP&SO) will work closely with departments, safety committees, employees, and students throughout the University to promote compliance with this policy. 3. Procedures/Responsibilities 3.1 University President The University President is committed to the implementation of the University s Health and Safety Policy at all facilities under University control. See 3.6 of this Policy. 10

11 3.2 Vice Presidents, Associate Vice Presidents, Deans Vice Presidents, Associate Vice Presidents, and Deans are committed to the implementation of the Health and Safety Policy in all facilities and operations under their control. See 3.6 of this Policy. 3.3 University Loss Control Committee The University has established the Loss Control Committee as a University Operational Committee with the authority to oversee University compliance with the Health and Safety Program Directors/Department Heads/Chairs Implement the Health and Safety Policy and communicate its requirements for faculty, students, and staff. See 3.6 of this Policy Under the guidance of the Safety Office, designate or empower safety representatives for departments, units, or sections to promote compliance with the Health and Safety Policy and program requirements Direct individuals, including but not limited to principal investigators, supervisors, regular part time and temporary employees, visiting professors, and students, to obtain any required safety training before they work with hazardous chemicals, biohazardous agents, radiation, or physical/mechanical hazards in their working or learning environments Report all incidents, work related illnesses, and work site injuries to the UP&SO within 24 hours. Also, conduct a review and investigation of all work related illnesses, incidents, and work related injuries as needed to complete the Supervisors Investigation Report and to identify if there are workplace hazards that need to be corrected Determine whether safety needs for unit/departments are met (e.g., training, personal protective equipment, and corrective measures including non-mandated items identified in safety audits) Incorporate workplace safety requirements and responsibilities into the position description and responsibility review. Workplace expectations should be communicated to each employee annually and at the time of hire Conduct periodic safety self-audits of work areas and/or facilities. For assistance, refer to the NDSU Self Inspection Checklist Communicate emergency action plans to all personnel to provide familiarity and coordination between facility personnel and emergency responders. Refer to the NDSU Personal and Safety Manual Ensure use of all flammables, microwaves, refrigerators, small appliances, heaters, etc. in the workplace will be in compliance as outlined in the Annual Safety Notice and the written safe operating procedures. These procedures are living documents and will change as standards and regulations change. They will also be documented in the annual inspection check list. Deleted: The 3.5 Faculty, Principal Investigators, and Supervisors 11

12 3.5.1 Provide guidance in the implementation of the University s Health and Safety Policy and all other University Safety Programs in work areas under their supervision/control. See 3.6 of this Policy Direct faculty, staff members and students under their supervision to attend, and comply with: Annual Baseline Safety Training Annual Supervisor Safety Training Defensive Driving Training (for those who drive State Fleet vehicles or NDSU leased vehicles) Substance Abuse Policy & required elements Annual Notice of Policies and Designated Medical Provider All institutional department and protocol specific training All grant specific required training All state and federal required training Deleted: attend Deleted: and maintain current required safety training: Formatted: Font: 10 pt Maintain workplaces and equipment under their control in a safe, well-kept condition Identify and correct potential hazards proactivelyby following the Near Miss Program, engineering or administrative controls, or by assuring use of necessary personal protective equipment Report all incidents, work related illnesses, and work site injuries to the UP&SO within 24 hours. Complete the investigation report form as required. Deleted: Hazards are proactively i Deleted: ied Deleted: ed Deleted: Deleted: implementing Formatted: Font: Bold Document compliance with the Safety Policy through the Annual Responsibility Review Properly dispose of waste in accordance with University, state and federal requirements. Deleted: al 3.6 All Employees Deleted: and Staff Comply with this policy and all other University health and safety programs Attend and comply with: Annual Baseline Safety Training Annual Supervisor Safety Training Defensive Driving Training (for those who drive State Fleet vehicles or NDSU leased vehicles) Substance Abuse Policy & required elements Annual Notice of Policies and Designated Medical Provider All institutional department and protocol specific training All grant specific required training All state and federal required training Deleted: health and safety training Formatted: Font: 10 pt Inform a supervisor or instructor of any safety or health hazards in the workplace or NDSU property. 12

13 3.6.4 Report all incidents, work related illnesses, and work injuries to the UP&SO immediately or within 24 hours Refer to claims and reporting of injuries by third parties (students and visitors) in Policy Comply with all State Fleet, leased and rented vehicle rules and regulations. Report all accidents immediately. The driver is responsible for completing the Risk Management Fund Motor Vehicle Accident Report Form. To comply with state requirements, the University has a Motor Vehicle Accident Review Committee and all accidents will be reviewed by this committee. Formatted: Font: Bold Formatted: Font: 10 pt, Bold Formatted: Balloon Text, No bullets or numbering Deleted: C Deleted: are addressed 3.7 Contractors Architects, Engineers, Contractors and Subcontractors will comply with the North Dakota State University Facilities Management Design Standards University Police and Safety Office (UP&SO) Advise the University community of its responsibilities regarding the Health and Safety Policy. See 3.6 of this Policy Provide guidelines for programs to assist with individual and University compliance as it relates to relevant environmental, health, and safety laws, regulations, policies, and guidelines Recommend programs and actions for compliance Consult with regulators and other external entities on behalf of the University Provide guidance and assistance in identifying, evaluating and correcting safety and health hazards Conduct investigations and analyses of occupational incidents, injuries and illnesses Identify noncompliant situations and recommend improvements for those who are responsible for departments, laboratories, units, and work areas Provide guidance for proper disposal of hazardous materials and dispose of properly when accepted Execute responsibilities involving inspections and enforcement delegated by any standing University safety committee. 13

14 In cases of imminent danger to life or health, order cessation of hazardous activity until the danger from such a condition is abated or adequate measures have been taken. 4. References - Applicable Links: The materials contained in this policy have been prepared for use by North Dakota State University. In an effort to provide a basic safety manual, its contents are compiled from sources believed to be reliable and to represent the best opinions on the subject. No warranty, guarantee, or representation is made by the University as to the accuracy or sufficiency of the information contained herein and the University assumes no responsibility in connection therewith. For additional information and links, please see the UP&SO website at Deleted: Disclaimer: Deleted: t Deleted: This policy is intended to provide basic guidelines for safe practices; therefore, it cannot be assumed that all necessary warnings and precautionary measures are contained in this document, or that other or additional information or measures may not be required. Users of this policy should consult pertinent local, state, and federal laws and legal counsel prior to initiating their own safety program. Deleted: University System Human Resources Policy Manual anresources/policy.asp?id=106&printable=1 NDSU Risk Management Program Manual afety/ndsu_rmp/riskmanagementprog ram_2005.pdf NDSU Personal Safety Manual police/safetysecurity_fall2007.pdf Accident Review Board afety/accidentreviewboard.html Radiation Information afety/ndsu%20safety%20officer%20h omepage_files/radiation.htm Chemical & Lab Information afety/ndsu%20safety%20officer%20h omepage_files/chemical.htm Biosafety Information afety/ndsu%20safety%20officer%20h omepage_files/biosafety.htm And m Asbestos Information afety/ehs/asbestos/index.html This policy was originated by the University Police and Safety Office 14

15 POLICY COVER SHEET 1. Effect of policy Section 509: Electronic Financial Transaction Policy This policy reflects the requirements and standards needed to comply with the Payment Card Industry Data Security Standard and the Gramm Leech Bliley Act, which protect personal financial information. 2. This policy has been reviewed/passed by the following (include dates of official action): Policy Committee: University Senate: Staff Senate: Student Senate/Executive Board: President s Council: 3. This policy was originated by (individual, office or committee/organization): Vice President for Finance and Administration Vice President for Information Technology For any questions please send to: NDSU.Policy.Manual@ndsu.edu SECTION 509: Electronic Financial Transaction Policy SOURCE: NDSU President NDSU VP for Finance and Administration NDSU VP for Information Technology 1. All NDSU departments and colleges that conduct electronic-based financial transactions of NDSU which involve the transfer of credit/debit card or Electronic Funds Transaction (EFT) information must be compliant with Payment Card Industry Data Security Standards (PCI DSS), all applicable laws and mandates, and North Dakota University System and NDSU policy and procedures. 2. All electronic-based financial transactions of NDSU that involve the transfer of credit/debit card or EFT information must be performed through the North Dakota University System application, TouchNet, or through an NDSU approved third party vendor, or on systems provided by Information Technology Services (ITS) for this purpose. All specialized servers and other electronic equipment which have been approved for this activity must be housed within ITS, and administered in accordance 15

16 with the requirements as set forth by PCI DSS, all applicable laws and mandates, and North Dakota University System and NDSU policy and procedures. 3. Entities wishing to use TouchNet must file a request with the NDSU Customer Account Services Department (ndsu.customer.account@ndsu.edu). Entities that use TouchNet for a purpose other than that which was approved will be required to stop electronic payment transactions. 4. Exceptions to this policy may be granted only after a written request from the unit has been reviewed and approved by the Vice President for Finance and Administration and the Vice President for Information Technology or their designees. 5. Definitions a. Electronic Funds Transaction: The term is used for a number of different concepts such as cardholder-initiated transactions, where a cardholder makes use of a payment card (e.g., credit or debit card); electronic payments by businesses, including salary payments, electronic check clearing. b. TouchNet: Third party vendor and software for campus online billing and payment processing which follow applicable PCI DSS standards and guidelines. c. Payment Card Industry Data Security Standards (PCI DSS): The PCI DSS was developed by the major credit card companies as a guideline to help organizations that process card payments prevent credit card fraud, hacking and various other security issues. A company processing, storing, or transmitting credit card numbers must be PCI DSS compliant or they risk losing the ability to process credit card payments. The current version of the standard (1.1) specifies 12 requirements for compliance, organized into six logically related groups called control objectives. For more information please see For related procedures see the Electronic Financial Transaction Procedure #509. HISTORY: January

17 POLICY CHANGE COVER SHEET Last Updated: 04/14/ Effect of policy addition or change (explain the important changes in the policy or effect of this policy): Section 710: COMPUTER AND ELECTRONIC COMMUNICATIONS FACILITIES Changes have been made to add new provisions for security of servers, remove references to CICS, add references to SBHE policy and NDUS procedures, and do some general housekeeping. 2. This policy has been reviewed/passed by the following (include dates of official action): Policy Committee: 4/16/08 University Senate: Staff Senate: Student Senate/Executive Board: President s Council: 3. This policy was originated by (individual, office or committee/organization): Vice President for Information Technology For any questions please send to: NDSU.Policy.Manual@ndsu.edu Draft #1 (04/14/2008) SECTION 710: COMPUTER AND ELECTRONIC COMMUNICATIONS FACILITIES SOURCE: NDSU President 1. Section 158 and NDUS Procedure (link to: govern acceptable use of electronic communications devices and provide definitions used in this section. 2. If someone suspects that another individual has access to their access credentials (i.e., UserID and/or password) or has evidence of any other security breach, it should be immediately reported to the NDSU Information Technology Security Officer [mailto NDSU.ITSO@ndsu.edu] and supervisor. 3. Batch and interactive access to the administrative computer systems (e.g. ConnectND) must be authorized by a designated access control officer. To locate the appropriate access control officer for a system, contact the Office of Accounting, Human Resources/Payroll, or Registration and Records (student systems), respectively. Supervisors of users with access to the administrative computer systems are responsible for notifying the appropriate access control officer(s) when the user changes jobs or terminates employment with the University. 4. In order to protect the campus data networks, the NDSU Vice President for Information Technology (VPIT) reserves the right to establish requirements and procedures for network Deleted: cited SBHE policies and NDUS procedures, particularly Deleted: Deleted: Batch and interactive access to the administrative computer systems (e.g. ConnectND Deleted:, CICS Deleted: ) must be authorized by a designated access control officer. To locate the appropriate access control officer for a system, contact the Office of Accounting, Human Resources/Payroll, or Registration and Records (student systems), respectively. Supervisors of users with access to the administrative computer systems are responsible for notifying the appropriate access control officer(s) when the user changes jobs or terminates employment with the University. Deleted: <#>Support for access to other campus and NDUS computer and network resources is provided through the NDSU Information Technology Services Help Desk (1-8685). Deleted: If someone suspects that another individual has access to their access credentials ( Deleted: e.g. Deleted: i.e., UserID and/or password) or has evidence of any other security breach, it should be immediately reported to the applicable access control officer, the supervisor, and the NDSU Information Technology Security Officer in Information Technology Services. Deleted: control network access 17

18 access, including forms of registration and/or authorization before devices are able to access the network. In the event of imminent threats or network disruption, it may also be necessary to temporarily block specific types of network traffic or to isolate portions of the network. Any device may be removed from the network or have its network access blocked without notice if its connection to the network poses a threat to the network, to the device itself, or to the user(s) of the device. Examples of reasons why a device might be removed from the network, or blocked include, but are not limited to, the following: 4.1. A device does not meet current device requirements A device is used for unauthorized uses or by unauthorized users (see Policy Section 158) Network addresses are unauthorized, misappropriated or have been modified to avoid restrictions A device s connection to the network poses a threat to network or data security as a result of improper configuration or other reasons. 5. Requests for data and networking services must be made to Information Technology Services (ITS). The following procedures apply: 5.1. Work requests: Request for Data / Networking Services forms are available on the web at If you have questions, please contact the ITS Help Desk (phone option 1). There is a charge for materials and labor. ITS personnel will provide an estimated cost of the project prior to installation, if requested All wiring for data circuits, for example Local Area Networks (LAN), in campus buildings must be installed and tested by ITS personnel or with their approval before it can be connected to the campus communications backbone Departmental (or Building) LANs connected to the Campus Communication backbone must be linked through equipment authorized by Information Technology Services Wireless access points and other radio communications devices, modems, or other remote access devices connected to the campus network must be authorized by Information Technology Services Unauthorized mechanical or electrical alteration of any part of the network infrastructure (e.g., wall jacks, wire closets, building wiring or circuits) is prohibited. Employees and VPIT approved third party contractors are responsible for promoting the physical security of electronic computing devices and network infrastructure at all times. Access to wiring closets and other locations with computer or electronics communications equipment shall be limited and strictly controlled. Deleted:. Procedures may include Deleted: D Deleted: s Deleted: they Deleted: 5 Deleted: A device is used for unauthorized uses or by unauthorized users (see Policy Section 158). Deleted: 5 Deleted: Network addresses are unauthorized, misappropriated or have been modified to avoid restrictions. Deleted: 5 Deleted: A device does not meet current device requirements. Deleted: or the user because of vulnerabilities, compromises, incompatibilities with the network, Deleted: 5 Deleted: Or a Deleted: the network Deleted: 6 Deleted: 6 Deleted: 6 Deleted: 6 Deleted: 6 Deleted:, etc. Deleted: should 18

19 5.6. Assignment of network addresses (e.g., Internet Protocol addresses, domain names) is coordinated by ITS. Contact the Help Desk ( option 1) for more information. 6. The Vice President for Information Technology (VPIT) reserves the right to establish requirements and procedures for connecting servers to the NDSU networks. Servers are integral to many computer systems and networks. They provide, by their nature, special challenges to ensure the confidentiality, integrity, and availability of computer and network resources A server is defined as any device that provides computing service to multiple computers or individuals. See NDUS Procedure section 1 (link to All servers on the NDSU networks or operated by NDSU entities must be registered with the Vice President for Information Technology (VPIT) [link to All servers are subject to established NDUS and NDSU policies, procedures, and standards. See NDUS Procedure section 3.5 (link to the NDUS Server Information Technology Security Procedures (link to and NDSU VPIT Server Procedures (link to future Web page in Servers holding private and/or confidential data, defined in the NDUS Data Classification and Information Technology Security Standards (link to are especially critical and must be individually evaluated by the VPIT or designee. The factors to be evaluated include, but are not limited to, the following: The physical, logical and environmental security of the server The professional training of the server administrator The configuration of the server with regard to security The provision for the regular audit and review of the server. Deleted: 6 Deleted:, etc. Formatted: Outline numbered + Level: 1 + Numbering Style: 1, 2, 3, + Start at: 1 + Alignment: Left + Aligned at: 0" + Tab after: 0" + Indent at: 0.25" Formatted: Outline numbered + Level: 2 + Numbering Style: 1, 2, 3, + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Tab after: 0" + Indent at: 0.55" Formatted: Outline numbered + Level: 3 + Numbering Style: 1, 2, 3, + Start at: 1 + Alignment: Left + Aligned at: 0.5" + Tab after: 0" + Indent at: 0.85" HISTORY: July 1990; Amended February 1993; June 1996; March 1998; October 2004, October

20 Attachment 2 NDSU Bylaws Committee Year-End Report 4/10/08 To: NDSU Staff Senate Executive Committee From: Michael J. Robinson, Chair, NDSU Bylaws Committee Re: NDSU Bylaws Committee Year-End Report The NDSU Staff Senate, Bylaws Committee was made-up for the academic year, of: Steve Bergeson, Lois Christianson, Viet Doan, Bradley Mohs (Co-Chair), Michael Robinson (Chair), and Michael Tracey. The primary purpose of the NDSU Staff Senate Bylaws Committee is to review, suggest and propose amendments to the NDSU Staff Senate Bylaws. During this past academic year a number of Staff Senators and Staff Senate Committees proposed changes to the NDSU Staff Senate Bylaws. The Bylaws Committee met five times during the academic year to discuss the proposed changes. With the exception of one request for massive changes (see end of report), the Bylaws Committee presented the following changes to the full NDSU Staff Senate, which were all approved by the NDSU Staff Senate and by NDSU President Chapman: 3. Composition of the Senate. a) The Senate will be comprised of elected members representing the various broadband classifications as follows: 1000 Executive/Administrative/ Management and 3000 Professional (combined); 4000 Technical; 5000 Office; 6000 Crafts/Trades and 7000 Service (combined). Membership is based on approximately 5% of each band, to be reviewed annually prior to general election. c) The Executive Committee will consist of: the President, Vice President/President Elect, Past President, Secretary, Treasurer, Membership/Attendance Officer, and three Members-at-Large. 4. Terms of Office and Elections of Senate Members. d) The Past President shall serve as chairperson of the Election Committee. f) The terms of office of the Secretary, Treasurer, and Membership/Attendance Officer shall be two (2) years. This Senator may be granted an additional one (1) year term on Staff Senate, if required, to complete the term of Treasurer, Secretary or Membership/ Attendance Officer. 6. Duties of the Officers. d) The Secretary: 1) takes and maintains the minutes of each meeting of the Staff Senate and Staff Senate Executive Committee; 2) publishes and distributes the minutes of each Staff Senate meeting to all Staff Senate members prior to the next meeting; 3) distributes the agenda to all Staff Senate members prior to all Staff Senate meetings; 4) maintains an accurate resolution of all resolutions duly adopted by the Staff Senate and 20

21 the vote on such resolutions; 5) receives and keeps all communications and reports to and from the Staff Senate; and 6) submits copies of the Staff Senate minutes and special reports for the Staff Senate web site and shall pass on all Executive Committee files to the succeeding secretary. e) The Treasurer: 1) is primarily responsible for the Staff Senate s fiscal affairs; 2) prepares a financial statement monthly and reports to the Staff Senate and Executive Committee at each of their regular meetings; 3) assists the President in preparing the budget and submitting it to the Staff Senate and the President of the University for approval; 4) disburses money for the Operating Expense Fund; and 5) disburses monies from the Development Fund with approval from the Executive Committee. g) Executive Committee: The Executive Committee of the Staff Senate shall consist of its officers and three Members-at- Large, who collectively shall: 7. Committees and Task Forces. a) Staff Senate Committees 1) Bylaws Committee reviews, suggests, and proposes amendments to the Bylaws b) University Senate Committees 1) The Staff Senate shall be represented on University Senate by four (4) Staff Senate representatives; the president, and three (3) elected representatives. 10. Vacancies. a) Interim Vacancies 3) If there are no candidates from the previous full election, the vacancy will be advertised 12. Amendments. a) Bylaws 2. Hard copy of Final Approved Amendments to the Bylaws, as signed by the President of the University, shall be kept permanently by the Staff Senate Secretary. This past March the Public Relation Committee of the NDSU Staff Senate proposed a number of changes to the NDSU Staff Senate By-Laws (elimination of the word classified ; duties of Public Relations Committee; restructuring of the Scholarship Committee to the Scholarship, Awards and Recognition Committee; and the creation of the Community Engagement Committee). After lengthy discussion the Bylaws Committee felt that the majority of these proposed changes would have enormous impact on the current overall mission and focus of the NDSU Staff Senate and Therefore, as a committee we do not see the need for these changes and will go on the record recommending that these proposed changes to the NDSU Staff Senate, with the exception of eliminating the word classified, not be accepted at this time. (excerpted from an Michael Robinson, Chair, Staff Senate Bylaws Committee sent to Gretchen Bromley, Chair, Staff Senate Public Relations Committee, March 7, 2008). 21

22 Members of the Public Relations and Bylaws Committees met, after the full NDSU Staff Senate monthly meeting on March 12, 2007, to discuss the decision of the Bylaws Committee with regard to the proposed changes from the Public Relations Committee. The decision of the Bylaws Committee, as articulated in the to Gretchen Bromley stood. Furthermore, the Bylaws Committee felt that any further discussion of these proposed changes should be directed to and through the NDSU Staff Senate Executive Committee. Staff Senate Election Committee Annual Report Attachment 3 Committee: The Election Committee for was comprised of Joy Anderson, Steve Bergeson (chair), Janet Davidson-Harrington, Kyle Haiman, Heather Heger, and Joshua Onken. The academic year: During the Sept. 12, 2007, Staff Senate meeting, Bergeson indicated that an election was necessary to fill four open slots in the 7000 band. After much advertising, no nominations were received and no individuals nominated themselves at the meeting. During the meeting, a motion was made and seconded to combine the 6000 and 7000 bands for staff senator representation because of the difficulty in getting enough staff who are interested in serving as senators. The motion was approved unanimously. The Election Committee sent out a call for nominations to fill the four open slots. At the Oct. 10, 2007, Staff Senate meeting, Kevin Schindlbeck was elected as a senator effective immediately to fill an open spot in the 1000/3000 bands. Scott Minot, who finished second in the voting, was considered the first alternate in another opening occurred. Which did happen and he was named a senator by rule. Also at the meeting, Michael Tracy was elected to one of the vacancies in the 6000/7000 band. In addition, Lauren Unger, who had left campus, was replaced by Barb Geeslin on the Health and Wellness Advisory Board through a unanimous vote of the Staff Senate. Because of the remaining vacancies in the 6000/7000 band, it was suggested to leave the positions open until the May elections and accept any nominations that may come forward before that time. 22

23 At the Jan. 9, 2008, meeting, it was announced that Theresa McMullen had resigned her senator position in the 4000 band. March was the time selected for nominations for the Staff Senate election, with scheduled for April Three weeks for nominations is intended to allow time to get a full slate of candidates, while a week to cast votes should give staff members ample time. Stories and announcements were included in It s Happening at State, on the staff listserv and a flyer was distributed to NDSU staff. Heather Heger and Steve Bergeson had cameras available to take pictures of candidates or they could submit their own; and Laura Dallmann updated the Web site with biographical information that candidates provided to her. Dale Summers from ITS deserves special recognition, because he again did a fantastic job as he assisted Staff Senate with the online nomination process and election. During the March 12, 2008, Staff Senate meeting, senators were encouraged to both seek new candidates for the various bands and to seek re-election. Nominations closed on March 28 with 13 candidates in the 1000/3000 bands for nine vacancies. The candidates included Larry Anenson, Jennifer Baker, Steve Bergeson, Bonnie Cooper, Ramona Danielson, Viet Doan, Jeff Gimbel, Cindy Kozojed, Connie Jadrny, Sheree Kornkven, Luke Pather, Tera Sandvik and Elizabeth Torguson. There were six candidates in the 4000 band, including Tanie Boeddeker, Robin Davis, Paula Hilde, Vance Olson, Elizabeth Thompson and Janine Trowbridge. For the 5000 band, the five candidates for one vacancy included Jean Hagen, Ronda Klubben, Rita Prunty, Melanie Torgerson and Edith Watts. The 6000/7000 bands continued to be short of candidates, with three candidates for eight vacancies, including Robert Barclay, Korey Krabbenhoft and Tim Singelmann. Voting began on April 7, with persons encouraged through stories and announcements in It s Happening at State, by staff listserv and flyer to cast their ballots through the Staff Senate Web site at and follow the links to pictures and bios and then to the ballot. If the staff member did not have access to a computer, paper ballots were available through Heather Heger at the Chemistry Library in Ladd 209. There was also write-in slots available in each band for other candidates who were not nominated. At the April 9, 2008, meeting of the Staff Senate, Bergeson urged senators to vote and encourage their co-workers to do the same. He also asked interested persons to be nominated or to nominate themselves during the May meeting for the open positions in the 6000/7000 bands. Results of the April election follow. 1000/6000 bands: Jennifer Baker, Steve Bergeson, Elizabeth Torguson, Cindy 23