Policies & Forms Directory

Security Evaluation Policy and Procedures | UIS

POL-UIS4515

Pacific University takes reasonable and appropriate steps to conduct periodic technical and non-technical evaluations of its security safeguards in order to demonstrate and document the extent of the university’s compliance with its security policies and applicable laws and regulations. These safeguards include policies, controls, and processes, which are updated in response to environmental or operational changes affecting the security of Protected Data. The evaluations will be completed by a team or individual designated by Pacific University's Information Security Officer.

PUNID required to review this policy.

 

Jan. 29, 2019

Workforce Security Policy and Procedures | UIS

POL-UIS4516

Pacific University has adopted this Workforce Security Policy to ensure the confidentiality, integrity, and availability of all Protected Data we create, receive, maintain, or transmit as required by federal or state regulatory requirements, including but not limited to FERPA, GLBA, HIPAA, PCI, and other regional or local applicable laws and regulations. During the course of normal operations, it will be necessary to provide Pacific University workforce members with access to electronic Protected Data. Access to sensitive materials such as this should be restricted to those individuals who have been vetted and authorized for such access and possess a need to know to perform the course of their duties. Workforce clearance procedures screen access to Protected Data and ensure that only those individuals who should possess access have access.

PUNID required to review policy.

Jan. 29, 2019

Workstation Security and Use Policy | UIS

POL-UIS4517

Policy safeguards Protected Data, which may reside on, or be accessed through Pacific University workstations. Members of the Pacific University workforce are expected to adhere to this policy whenever they are using workstations to access Protected Data.

PUNID required to review policy.

Jan. 29, 2019

Protected Data Communication via Conferencing and Video Services

POL-COM4833

This policy establishes the required guidelines for the use of HIPAA/FERPA protected healthcare conferencing and video services (e.g. Healthcare Zoom) by workforce members to discuss Protected Data.  Permitted uses are: case conferences, preceptor consultations, HIPAA/FERPA protected conferencing and video services, student performance measures, care coordination, student advising sessions, and administrative meetings.

PUNID required to review policy.

Mar. 12, 2019

Records Retention Policy

The Student Records Retention Policy will do the following: retain records as required by federal, state, and other regulatory agencies; preserve the records that are vital to the University; and provide needed documentation in the event of litigation..

Original approval 2007. Policy updated to new format on 4/7/19.

PUNID Required to review policy.

Jan. 2, 2007

Student Prefered Names Policy

POL-EMSA7001

This policy is designed to recognize that many students use first names other than their legal names to identify themselves. This policy makes official University use of preferred names for students in certain instances, while maintaining the official, legal name when required. Congruent with Pacific University’s commitment to creating a welcoming and inclusive campus environment, this policy aims to support the transgender and gender-neutral student populations, as well as students who prefer to be known by nicknames.

PUN ID required to view policy.

Mar. 8, 2018

Pharos Print Credit Policy

POL-UIS4512

The purpose of this policy is to provide guidelines for use of printing credits for the Pharos stations located on Pacific University’s Forest Grove, Hillsboro, Eugene, and Woodburn campuses. This policy applies to all Pacific University students and employees.

University Information Services (UIS) deploys and maintains printing and copy stations to numerous locations at Pacific University campus locations where there are high concentrations of students. This system is primarily for student use. Employees should utilize printing resources provided by their departments or use the Service Center for larger quantities of copies but may use the Pharos printing system for small quantities when away from their departmental resources.  All employee Pharos printing charges will be billed to the employee’s department. Currently enrolled Pacific University students receive an annual printing credit, currently set at $60.00, for use of the Pharos printing system. The credit does not apply to sponsored student accounts or students who are not currently enrolled in classes.

PUN ID required to review policy.

Apr. 19, 2019

Healthcare Billing and Compliance Standards

POL-COM4834

Pacific University Healthcare Clinic workforce members are committed to quality, honesty and integrity in our handling of billing and coding activities within the healthcare clinics.  We are committed to operate within the laws, rules, regulations, and policies set by the federal and state governments, insurance programs and Medicare/Medicaid carriers, fiscal intermediaries, and others.

All clinical billing and coding will be done in compliance with all applicable state and federal laws and regulations.  Pacific University follows the standards set forth by the Office of Inspector General (OIG) to identify areas of billing and coding at risk for non-compliance.  Pacific University workforce members will ensure their billing and coding is compliant with these standards.

(PUNID required to view policy.)

Nov. 13, 2018

Healthcare Billing and Coding Education and Training

POL-COM4835

Pacific University Healthcare Clinic workforce members are committed to quality, honesty and integrity in our handling of billing and coding activities within the healthcare clinics.  We are committed to operate within the laws, rules, regulations, and policies set by the federal and state governments, insurance programs and Medicare/Medicaid carriers, fiscal intermediaries, and others.

The University requires full compliance with all relevant health care billing and coding regulations. All billing and coding workforce members are required to have a strong knowledge of, and to stay current with, applicable laws and regulations as well as University policies and procedures relevant to their areas of responsibility.

PUNID Required to view policy

Nov. 13, 2018

Healthcare Billing and Coding - Complaint/Grievance Policy

POL-COM4836

Pacific University Healthcare Clinic workforce members are committed to quality, honesty and integrity in our handling of billing and coding activities within the healthcare clinics.  We are committed to operate within the laws, rules, regulations, and policies  set  by  the  federal  and  state  governments,  insurance  programs  and Medicare/Medicaid carriers, fiscal intermediaries, and others.

Each clinic will be responsible to inform patients and workforce members of their rights with regard to the billing and coding grievance policy. A grievance must be received in written form. If a billing or coding grievance comes to the clinic and can’t be resolved at the clinic level, the clinic must notify the Compliance Officer within 3 business days, documenting the date the grievance was received, the written grievance, a brief statement of the facts alleged, and any documentation that applies to the disputed item(s). Pacific University Healthcare Clinics will commit to maintain a direct channel of communication and mediation between compliance officer, individual patients, patient’s representative, or advocate to resolve any concerns in a positive and timely manner.

PUNID required for viewing policy.

Nov. 13, 2018

Healthcare Billing and Coding - Auditing and Monitoring

POL-COM4837

Pacific University Healthcare Clinic workforce members are committed to quality, honesty and integrity in our handling of billing and coding activities within the healthcare clinics.  We are committed to operate within the laws, rules, regulations, and policies set by the federal and state governments, insurance programs and Medicare/Medicaid carriers, fiscal intermediaries, and others.

There will be both internal and external (i.e. by a contracted independent consultant, or other professional and/or government or regulatory agencies) auditing of proper coding, chart documentation, billing, and data integrity.

PUNID required for viewing policy.

Nov. 13, 2018

A Handbook to Freedom of Expression at Pacific University

We are committed to free and open inquiry in matters concerning the advancement of knowledge. In order to carry out our mission, we encourage all community members to speak, write, listen, challenge, and learn through a full, open, and civil discussion of ideas. Freedom of expression is vital to our shared pursuit of knowledge.

This document covers academic freedom; civility within the university and classroom; equity, diversity and inclusion; the student code of conduct; the students' academic rights and responsibilities; employee code of conduct; equal opportunity; and, the Pacific University core values.  

This document was endorsed by the Pacific University President's Cabinet December 1, 2018. 

Dec. 1, 2018

Gifts— Healthcare Workforce Members

POL-COM4839

To provide ethical guidance to healthcare clinic workforce members as it relates to relationships with individuals and entities that supply goods and services to our clinics. To set forth the required standards of conduct for all employees regarding the acceptance of gifts, educational or travel subsidies, entertainment, meals, and any other form of remuneration from suppliers and business partners that refer or are in a position to refer health care business or those that provide products or services used in the delivery of health care.

The scope of this policy is all workforce members of Pacific University’s health care component. Pacific University is a hybrid entity. 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. In addition to this policy, Pacific University also requires that designated employees, researchers, and governing board members comply with various Conflict of Interest policies concerning disclosures of financial interests and relationships with vendors, research sponsors, and business partners.

PUNet ID required to view policy.

Dec. 20, 2019

Undergraduate Transfer Credits

Pacific University accepts, for transfer, coursework and credits comparable in nature, content, academic quality, and academic level to the coursework expected of the relevant Pacific degree program, according to evaluation criteria and transfer limits determined by each College, School, and/or Program. This comprehensive university undergraduate transfer policy will apply to all programs while supporting appropriate programmatic implementation differences.

PUNet ID required to view policy.

Nov. 14, 2019

Identity Theft Prevention Policy and Red Flag Guidelines

POL-BOT1301

Pacific University developed this Identity Theft Prevention Policy pursuant to the Federal Trade Commission’s Red Flags Rule, which implements Section 114 of the Fair and Accurate Credit Transaction (FACT) Act of 2003. The purpose is to establish an Identity Theft Prevention Policy designed to detect, prevent and mitigate identity theft in connection with the opening of a covered account or an existing covered account and to provide for continued administration of the policy.

This protection policy applies to students, employees, board members, contractors, consultants, temporary workers, and other workers at the University, service providers, including all personnel affiliated with third parties.

Pacific University shall include policies and procedures to:

  1. Identify relevant red flags to ensure the detection of possible risk of identity theft to customers and incorporate those red flags into the policy;
  2. Detect red flags that have been incorporated into the policy;
  3. Respond appropriately to any red flags that are detected to prevent and mitigate identity theft; and
  4. Ensure the policy is updated periodically to reflect changes in risks to customers and to the safety and soundness of the creditor from identity theft

Administration of the policy is with the Vice President of Finance and Administration in development, implementation and oversight. This includes ongoing staff training and oversight of service provider arrangements to ensure compliance.

PUNID required to see full policy document. 

Feb. 12, 2020

Non-Retaliation/Non-Retribution Policy

POL-HRLEG5002

Pacific University promotes the highest standard of ethical and legal conduct. The Code of Conduct, policy and procedures for all workforce members guide this effort. Pacific University promotes open dialogue between members of the Pacific University community, and encourages workforce members to report problems, concerns, opinions without fear of retaliation or retribution.

The University will use best efforts to protect workforce members against retaliation or retribution from reporting actual or potential wrongdoing, including actual or potential violation of law, regulation, policy or procedure.

All workforce members are responsible for promptly reporting actual or potential wrongdoing, including an actual or potential violation of law, regulation, policy or procedure. Workforce members who report concerns in good faith will not be subjected to retaliation, retribution or harassment.

Pacific University maintains an “open door policy” to allow individuals to report problems and concerns. Reports can be submitted in person, by mail, by phone or email to any person in leadership within Pacific University, including:

General Counsel, Associate VP of HR, Legal and Compliance, or
Vice President for Finance and Administration, or
Provost and Vice President for Academic Affairs

2043 College Way
Forest Grove, OR 97116

Feb. 25, 2020

COVID-19 Telework Policy

Any telework arrangement approved under this policy is intended to help prevent the spread of the coronavirus, also known as COVID-19, without putting undue burden, undue added expense, or undue operational difficulty on the supervisor, team, department, and/or University. This policy is only applicable during time periods when the University has determined that this policy is necessary because of the Coronavirus situation. The University reserves the right to revoke this policy and the arrangements approved under this policy at any time, based on the University’s sole discretion.

TeleWork Agreement Form (Form only)

Mar. 20, 2020

Styrofoam Purchase Policy

POL-PUR4701

Based on the facts that Styrofoam (or expanded polystyrene) is petroleum based, (which is a nonrenewable resource and a significant emitter of greenhouse gases), non-biodegradable, a top contributor to hazardous waste, and releases toxic chemicals styrene and benzene when exposed to hot, acidic, alcoholic, or oily substances, this policy bans the further purchase of Styrofoam for Pacific University affiliated programs.

Styrofoam foam food service containers shall not be sold, used, provided, or offered for use at any Pacific University authorized concession, university sponsored event, or university program. Pacific will transition to using PCW (post-consumer waste) materials for its single use foodware needs. Pacific is allowed a phase-in period to use up the remaining stock of Styrofoam containers, until July 1, 2021, at which point an alternative material must be used.

PUNID Required to view policy document.

May. 7, 2020

Charitable Gaming Policy

POL-UA6001

This policy applies to anyone seeking to conduct a charitable gaming activity to raise money to benefit any part of Pacific University.

Definitions:

  • Charitable gaming: consists of bingo, raffle and Monte Carlo events in which the proceeds are used to fund the activities of tax-exempt nonprofit organizations. Regulated by the Oregon Department of Justice (DOJ).
  • Sponsoring party: organization within the university intending to offer a charitable gaming activity, may include employees, parents, students and/or alumni.
  • Charitable donation: A charitable donation is a gift made by an individual or an organization to a nonprofit organization, charity or private foundation. Charitable donations are commonly in the form of cash, but they can also take the form of real estate, motor vehicles, appreciated securities, physical items and other assets or services.

Policy:

  • Charitable gaming activities sponsored by parties within Pacific University must follow the laws of the state in which the activity is held, regardless of the beneficiary of the activity. Pacific University will not conduct charitable gaming activities in states where such activity is illegal.
  • All charitable gaming activities must be reported to University Advancement— see below for additional details, and University Advancement may forbid such activities if they are not compliant with the laws of the state in which the activity will take place. advancementrequests@pacificu.edu or 503-352-2057.
  • University Advancement will maintain a record of all charitable gaming activity and secure and maintain Pacific University’s charitable gaming license(s).

Please see policy document for more information.
PUNID required to view policy. 

May. 12, 2020

University Transfer Policy

POL-AA2005

For programs that accept transfer credits, Pacific University accepts coursework and credits comparable in nature, content, academic quality, and academic level to the coursework expected of the relevant Pacific degree program, according to evaluation criteria and transfer limits determined by each College, School, and/or Program.

Exceptions to specific transfer practices may be made on a case by case basis, when special circumstances warrant.

PUNID Required to view policy.

May. 14, 2020

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