Guidance to hiring managers and employees for relocation benefits in connection with employment at Pacific University. Please reach out to Human Resources for questions related to this policy. 

This policy describes the tuition assistance available to benefit eligible employees for graduate/professional programs at Pacific University.

For selected Pacific programs of study that are not already covered by the University employee tuition remission policy, and that are designed for working professionals, such as those with hybrid or distance- based curricula and/or a part time schedule, benefit eligible employees may receive tuition assistance not to exceed the value set annually by the IRS per calendar year as tax exempt, toward their Pacific degree program. Tuition charges and applicable fees in excess of the IRS approved amount will be the financial responsibility of the employee. Employees must be admitted and matriculated into a degree or certificate program to receive this benefit, and must maintain the program standard for academic good standing. Failure to maintain sufficient academic standards will result in a loss of this benefit.

For each new cohort (class) the Colleges may accept eligible and qualified employees as students in each degree or certificate program on a space available basis. Note that each program maintains ultimate decision-making authority on admissions decisions per program policies, procedures. Once an employee is accepted into the program, the tuition assistance will continue until the employee graduates as long as academic good standing is continuously maintained.

Requirements:

• Employees must be in good standing
• Employees must have been employed at Pacific for at least one year
• Employees must be benefit eligible
• Employees must be admitted to the program BEFORE they can apply for the assistance

Please see full policy for eligible programs. 

PUNID required to view policy. 

This policy describes and defines the retention and destruction of Protected Health Information (PHI) of patients of the healthcare component of Pacific University. The entire record must be maintained for the required period.

This policy is in accordance with all regulations related to the retention and storage of PHI, including but not limited to the follow healthcare regulations: HIPAA, HITECH, Oregon Administrative Rules, Oregon Revised Statutes and Oregon Medical Board.  In cases where regulation and laws offer conflicting retention schedules, Pacific University will comply with the most restrictive requirement.

Additional Key Documents
HCOCC Record Retention Schedule
FRM-4840-1 Certificate of Destruction - On Site
FRM-4840-2 Certificate of Destruction - Vendor

This policy applies universally to all remote access, regardless of ownership of the equipment used to perform the remote access. Pacific University determines the financial and technical feasibility of implementing technical controls and remote workstation security enhancements.

PUNID required to review policy.

Revised 2/8/2022

This policy establishes a structure for employees to work fully remote, or in a hybrid model based upon certain job functions and responsibilities.  Some job functions and responsibilities restrict or limit employee ability to work remotely. This policy will provide transparency and documentation for remote work for compliance, liability, and prioritize fairness, equity and employee engagement.

This policy, in conjunction with the Remote Work Plan and Agreement Form, ensures that both the supervisor and employee have a clear, shared understanding of the employee’s remote work arrangement.  The remote work agreement is unique based upon each situation and can be adapted to meet individual requirements and the needs of the position, supervisor, team and university.  The expectations for remote work is that the employee will effectively accomplish their regular job duties regardless of work location.

Please see the policy for additional requirements and expectations. 

Remote Work Plan and Agreement Form - February 2022

This policy is intended to clarify the University’s expectations and requirements regarding purchasing gifts, gift cards, awards, and prizes utilizing university and student funds.  In addition, this policy outlines when gifts, gift cards, awards, and prizes may be appropriate, the proper procedure for submitting recipient information, the corresponding tax treatment, and to help prevent any potential fraud or misuse of university resources. 

This policy applies to all Pacific University employees, students, and non-employees associated with the University.

The policy is approved as of 3/1/22 but will have a grace period for potential consequences or sanctions for violation of the policy until 7/1/22. 

PUNID Required to view policy. 

Pacific University is “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.”

In support of free and open inquiry, the Pacific University Libraries acquire and provide access to information resources to support Pacific’s diverse range of academic programs and areas of inquiry, and to encourage intellectual discovery by our students, staff, and faculty.

The intent of this policy and procedure is to help the Libraries create and curate collections that are inclusive and that inform our community's pursuit of education and knowledge without doing harm. 

PROCEDURE - Reconsideration of Library & Archives Materials

PUNID required to view policy and procedure.

Pacific University will allow commercial filming on campus in instances when and where the filming project will be least disruptive to the academic or student life experience and ordinary operations of the university. Commercial filming by non-University entities offers many benefits, however, it can pose risks to the people, programs, and property of Pacific University. This policy mitigates those risks and outlines established rules and procedures to guide commercial filming.

The Pacific University Libraries seek to advance critical inquiry, collaborative learning, and knowledge creation through dynamic services, spaces, and collections. The Libraries’ enactment of this mission is guided by our core values, which prioritize providing opportunities to engage with diverse ideas, providing services that contribute to equitable access to information, and the use of inclusive approaches to delivering services.

Aligned with this mission and these values, the Libraries provide information technology resources — desktop and laptop computers configured to allow unfiltered access to subscribed and open Internet information resources — that are available both to Pacific University students, staff, and faculty and to external community patrons for use in Libraries facilities. The primary intended purpose of these resources is to support the teaching, learning, research, service, and administrative activities of the Pacific community; a secondary purpose is to support the personal information technology/resource needs of the Pacific community and the academic and personal needs of external community members.

Access to these information technology resources and to subscribed and open Internet resources is provided in compliance with the American Library Association’s (ALA) Library Bill of Rights and the ALA Access to Digital Resources and Services: An Interpretation of the Library Bill of Rights statement.

This Computer/Internet Use Policy is intended to elaborate on and extend the Pacific University Appropriate Use Policy for Information Technology policy; library computer users should refer to that policy as the primary source of parameters, rights, and restrictions on the use of information technology in Libraries facilities.

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

Pacific University will investigate any possible fraudulent or dishonest conduct, including misuse of University resources or property by faculty, staff or students. Anyone found to have engaged in fraudulent or dishonest conduct is subject to disciplinary action by the University up to and including dismissal or expulsion, and civil or criminal prosecution when warranted.

All members of the University community are encouraged to report possible fraudulent or dishonest conduct. An employee should report his or her concerns to their manager. Managers are required to report suspected fraudulent or dishonest conduct to the Vice President of Finance and Administration. If for any reason an employee finds it difficult to report his or her concern to a manager, the employee can report it directly to the Vice President of Finance and Administration (VPFA), the Director of Human Resources, or the University Controller/Assistant VPFA.

Fraudulent or dishonest conduct may include criminal acts, subject to prosecution under the law. The university must safeguard its assets and reputation and protect its funds from theft and misappropriation. This policy provides information on the proper procedures that should be followed to report known or suspected fraudulent or dishonest conduct. These procedures have been developed to achieve confidentiality and consistency. In addition, this policy establishes a central collection point for reporting all known or suspected fraudulent or dishonest conduct so that financial and system controls can be thoroughly and consistently reviewed, evaluated and modified in order to prevent similar irregularities in the future.

See policy for more information. 

Contact Information

Office of the President, 503-352-2123, president@pacificu.edu

Finance and Administration, 503-352-2258

Human Resources, hraccount@pacificu.edu

The purpose of this policy is to establish language proficiency requirements for Providers in accordance with OHA 333.002.0250.

Pacific University will allow Providers to interpret from English to the target language, when arranging for or providing services to a person with Limited English Proficiency (LEP), when the Provider meets the proficiency standard, prior to acting as interpreter. Patient requests for a certified or qualified interpreter from the Health Care Interpreters Registry will be honored by Pacific University.

This policy applies to Providers within 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.

Pacific University has maintained unique collections of artifacts, art, and archival records for many years. While the great majority of these materials will remain at Pacific indefinitely, occasionally some items need to be transferred or discarded – a process formally described as “deaccessioning” – from our permanent collections. Professional guidelines for museums and archives recommend that formal standards for deaccessioning be created and maintained by collecting institutions. This policy provides: standards for considering materials for deaccessioning; the authorities and restrictions on making deaccessioning decisions; and the valid means of disposal or transfer of deaccessioned materials.

Cultural Collections Deaccessioning Policy

The purpose of this policy and procedure is to confirm Pacific University’s compliance with federal HIPAA regulation 45 CFR §164.308(a)(8), which directs Pacific University to perform periodic evaluations of security safeguards, especially in response to environmental or operational changes, and are necessary to re-affirm that ePHI continues to be protected in accordance with the HIPAA Security Regulations. This policy reflects Pacific University’s commitment to comply with such regulations.

PUNID required to review this policy.

Security Evaluation Policy | POL-COM

Revised 11/8/2022

Most information systems, including electronic health records that contain ePHI have the ability to create log files, which describe the activity occurring to, or within the system. A timely review of system activity can give insight into potential issues that may negatively impact the security of protected health information.

The purpose of this policy is to establish Pacific University's compliance with federal HIPAA regulations including standard practices for reviewing system activity within information systems. These types of reviews may include the activity and access logs of Pacific University medical record systems which store ePHI.

PUNID required to review policy.

Information Systems Activity Review and Audit Policy

Appropriate management of access to protected health information is an important aspect of Pacific University's information security strategy.  Pacific University has adopted this Access Control Policy in order to recognize the requirement to comply with the Health Insurance Portability and Accountability Act (“HIPAA”).

The purpose of this policy is to establish a standard for HIPAA access control activities related to the Pacific University HIPAA Program.  Pacific is committed to take reasonable and appropriate steps to ensure that workforce members have the appropriate authorization to access ePHI.  This policy will cover initial, as well as periodic access control activities. 

PUNID required to review policy.

Information Systems Access Control and Management

This policy describes the procedures in relation to awarding credit for prior experiential learning, including the award of credit for selected credit-for-examination programs.

The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed or of no value are discarded at the appropriate time. 

The Student Records Retention Policy will do the following: retain student 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.