Policies & Forms Directory

University Public Exhibits Policy

POL - U1003

To establish a process whereby Pacific University faculty, staff, and students may request, and implement, the temporary installation of a public exhibit in or adjacent to a university building or facility. The primary purpose of exhibits on the Pacific University campuses is to promote interest and use of the university’s cultural resources (Archives, Museum, and Art collections); exhibits may also be used to promote diverse scholarly and cultural perspectives or improve access to collections of resources that connect to community or global issues.

SUP - U1003A External Exhibit Agreement

Apr. 13, 2017

Healthcare Clinic Code of Conduct

POL-COM4802

The Code of Conduct provides guidance for professional conduct. The success and reputation of the university in fulfilling its mission depends on the ethical behavior, honesty, integrity and good judgment of each member of the community.

The Code of Conduct outlines principles, policies and some of the laws that govern the activities of the University and to which our employees who represent the University must adhere.Those acting on behalf of Pacific University Healthcare Clinic Operations have a general duty to conduct themselves in a manner that will maintain and strengthen the public’s trust and confidence in the integrity of the University and take no actions incompatible with their obligations to the University.

Those acting on behalf of the University in a capacity related to Health Care Clinics must practice and annually attest to and sign the Code of Conduct, Confidentiality of Records Agreement and Acknowledgement of Pacific University Healthcare Clinic Policies and Procedures.

PUNet ID Required to review

Healthcare Code of Conduct Form for Signature (10/2018)

Oct. 9, 2018

Accounting of Disclosures of Protected Health Information Policy

POL-COM4803

The purpose of this policy is to describe patients’ rights to request an accounting of disclosures of their protected health information.

One of the rights granted to patients under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) is the right of the patient to request and receive an accounting of the disclosures of the patient’s PHI. The patient’s right to request and receive an Accounting of Disclosures is described within the Notice of Privacy Practices. This policy describes how Pacific University must to be able to provide the patient with an accurate Accounting of Disclosures.

The scope of this policy is all workforce members of Pacific University’s health care component. Pacific University is a hybrid entity. Only the health care component (i.e., the covered functions) of Pacific University must comply with this policy. All references in this policy to “Pacific University” shall be construed to refer only to the health care component of Pacific University.

PUNet ID Required to review

Form - Request for Accounting of Disclosures of Protected Health Information

Nov. 1, 2017

Authorization for Use and Disclosure of Protected Health Information

POL-COM4804

The purpose of this Policy is to set forth the University’s process for the use and disclosure of PHI pursuant to a written authorization.

This policy describes the uses and disclosures of protected health information (PHI) that require written authorization prior to use or disclosure. This policy establishes guidelines for obtaining and properly documenting an individual’s authorization for any use and/or disclosure of PHI that requires prior authorization. This policy also identifies the elements of a valid authorization and verification for release of PHI upon receipt of an authorization.

The scope of this policy is all workforce members of Pacific University’s health care component. Pacific University is a hybrid entity. Only the health care component (i.e., the covered functions) of Pacific University must comply with this policy. All references in this policy to “Pacific University” shall be construed to refer only to the health care component of Pacific University.

Authorization to Disclose FORM English 12_2018

Authorization to Disclose FORM Spanish 12_2018

PUNet ID Required to review

Nov. 1, 2017

Request for Confidential Communications

POL-COM4805

The purpose of this policy is to ensure patients the right to request Confidential Communications as required by HIPAA.

HIPAA permits a patient to request that the covered entity communicate by alternative means or to alternative locations.

The scope of this policy is all workforce members of Pacific University’s health care component. Pacific University is a hybrid entity. Only the health care component (i.e., the covered functions) of Pacific University must comply with this policy. All references in this policy to “Pacific University” shall be construed to refer only to the health care component of Pacific University.

Request for Confidential Communications Form

Confidential Communications Revocation Form

Nov. 1, 2017

De-Identification of Protected Health Information Policy

POL-COM4807

The purpose of this Policy is to set forth Pacific University’s process for determining what patient information can be used and disclosed if information that can identify a person has been removed.

Pacific University has a duty to protect the confidentiality and integrity of protected health information (PHI) as required by law, professional ethics, and accreditation requirements therefore this policy outlines the standards that workforce members at Pacific will follow when de-identifying PHI.

This policy applies to the workforce members of Pacific University’s Healthcare Clinics.  Pacific University is a hybrid entity. Only the health care component (i.e., the covered functions) of Pacific University must comply with this policy. All references in this policy to “Pacific University” shall be construed to refer only to the health care components of Pacific University.

PUNet ID Required to review

Nov. 1, 2017

Tobacco and Inhalant Delivery Systems Policy

POL-U1005

Tobacco & Inhalant Delivery Systems – In compliance with ORS 431A.175 and ORS 339.883, tobacco products and inhalant delivery systems may not be possessed or used by any person under twenty-one (21) years of age on University premises or at University-sponsored activities.

Senate Bill 754, signed by the Governor of Oregon in August, 2017 and in effect as of January 1, 2018, makes it an offense to sell tobacco products or inhalant delivery systems to anyone under 21 years of age. Additionally, the bill changed two Oregon Revised Statutes, thereby requiring Universities like Pacific to prohibit the possession and use of tobacco and inhalant delivery systems on University premises and University-sponsored events by persons under 21 years of age. This new policy is in direct response to these statute requirements.

Jan. 1, 2018

Healthy Meeting Policy

POL – U1006

The purpose of this policy is to provide an environment conducive to and supportive of health and well being for all Pacific University Faculty, Staff, Students, and guests.  The strong relationship between diet and health and the increasing rates of weight problems make supporting healthy food choices at Pacific part of our commitment to health. Pacific University is committed to providing an environment that encourages healthy lifestyles among its employees, students, and partners.  As meetings are a central aspect of the workplace, the University asks individuals who organize meetings and events to include healthy food and beverage options when refreshments are served, and dedicated opportunities for physical activity. 

Mar. 10, 2014

Vending Machine Policy

POL – U1007

The purpose of this policy is to improve the quality, quantity, and affordability of healthy food choices available in vending machines on the Hillsboro and Forest Grove campuses of Pacific University. This policy requires that food and beverages sold in vending machines located in all Pacific University facilities meet specified nutrition standards. By developing policies that support healthy options in vending machines, it makes healthy choices more widely available and has the power to guide behavior.

Apr. 10, 2014

Student Grievances Policy

POL - AA2001

The purpose of this policy is to establish a process and guidance for any Pacific University student seeking to resolve an alleged violation, directly affecting that student, of any of the policies or procedures of the university, college, or school in which the student is enrolled. This policy applies to any student enrolled at Pacific University and any grievance for which there is not an existing process established as set forth in a university handbook or policy (e.g., academic review, student conduct, etc.).

May. 2, 2016

Harassment Including Sexual Harassment

POL - U1010

Pacific University reaffirms the principle that its students, faculty, and staff have a right to be free from harassment in workplace and academic settings and activities.

Harassment is inconsistent with the nature of an academic community and in some circumstances can be a violation of federal and state law.

Aug. 1, 2018

Complaint Resolution Procedure - Staff

POL - U1011

In any organization, misunderstandings and problems can develop which require clarification and attention. These disagreements may involve peers or an employee and a supervisor. Each person involved in a disagreement should be treated with respect and a grievance should not be discussed with anyone other than the person(s) involved in its resolution. Pacific University provides each employee with this process for resolving a work-related complaint.

This policy does not apply to complaints related to harassment based on race, color, sex, religion, age, marital status, national origin, physical or mental disability, veteran status, sexual orientation or any other basis protected by applicable local, state or federal law. These concerns should be reported immediately following the procedures outlined in the Harassment Including Sexual Harassment policy.

Sep. 5, 2018

Conflict of Interest

POL - U1012

A conflict of interest is considered to exist if an employee’s actions, activities or practices on behalf of the University result in preferential treatment or an improper gain or advantage to the employee, the individual’s family or business associates, or conversely, has a detrimental effect on the University’s interests. It can include an instance in which an employee fails to exercise due care, skills and judgment on behalf of the University on the performance of the individual’s duties because of a conflict of interest.

Jun. 1, 2018

Employment of Relatives

POL - U1013

The University will not prohibit the employment of relatives provided that the employment does not create a conflict of interest and has been based on merit principles and that a member of the employee’s family does not influence the selection process.

Jun. 1, 2018

Financial Irregularity

POL - U1014

Committed to the highest standards of moral and ethical behavior, employees are expected to report known or suspected financial irregularities. Employees reporting known or suspected financial irregularities in good faith must feel safe and protected from retaliation. Employees found to have been making frivolous claims under the policy will be subject to disciplinary action. The purpose of this policy statement is to provide a formal protocol for communication among relevant parties.

Jun. 1, 2018

Immigration Certification I-9

POL - U1015

All employees hired by the University must present documentation establishing their identity and employment authorization in accordance with the immigration laws of the United States prior to hire and upon request of the University at any time after hire.

 

Jun. 1, 2018

Solicitation and Distribution

POL - U1016

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 Finance and Administration.

Jun. 1, 2018

Emergency Closures Policy

POL - U1017

Pacific University will make every attempt to keep offices and services operating inclement weather. However, there are occasions when severe inclement weather may necessitate closure of the university. In that event, the procedures within this policy will be observed. 

In the event of emergency closure, the University’s web site (www.pacificu.edu) will be updated with information about closures and /or late openings at the Forest Grove, Portland, and Eugene campuses. In addition, the University’s main switchboard at 503-357-6151 will have a recorded message if the University is closed. It is the responsibility of each employee to monitor this information. Additionally, information will be placed on local media regarding the University’s closures or late openings, but keep in mind that television and radio stations need extra time to update these messages.

Jun. 1, 2018

Emergency Response System Policy

POL - U1018

In the event of an emergency the Pacific University Emergency Plan provides the guidelines to minimize the threat to life, health, and property due to natural disasters, medical emergencies, fires, and utility failures. The Pacific University General Emergency Plan is known to the campus community and is distributed to managers, supervisors, and student representatives. Training sessions are provided for all employees and students.

If, in the view of the University President or his/her designee, a condition occurs that might endanger the health and welfare of students, faculty, staff, or property of Pacific University, the Emergency Administrative System (EAS) will be activated by the University President or designee. Identified personnel will proceed immediately to open the Emergency Operations Center and follow established priority objectives and oversee response and recovery activities.

Jun. 1, 2018

Responsibility for Personal Property

POL - U1019

Pacific University is not responsible for damage or loss of personal property on or off campus whether or not it is used on behalf of the University.

Employees are advised to take precautions when using personal items on campus and are encouraged to guard against theft or damage by keeping personal property secure at all times.

Jun. 1, 2018

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