POLICIES, PROCEDURES, AND GUIDELINES

The following polices have been adopted and are in use at Francis Marion University.

Sexual Misconduct (Title IX) Policy

Francis Marion University (FMU) is committed to providing a healthy living, learning, and working community with an atmosphere that emphasizes the dignity and worth of all individuals within that community. Towards that end, we promote personal integrity, civility and mutual respect, and an environment that is free from sexual misconduct and discrimination.

Francis Marion University follows all state, local, and federal laws banning discrimination in public institutions of higher learning. FMU adheres to all Title IX policies, and does not discriminate on the basis of race, color, sex, religion, ethnicity, national origin, age, sexual orientation, gender identity, veteran status or any other protected category under applicable state, local, or federal law. General questions regarding Title IX can be directed to the Office of Civil Rights (www.ed.gov/ocr). Specific questions may be referred to the University’s Title IX Coordinator (titleixcoordinator@fmarion.edu) or the University’s Human Resources Office.

Francis Marion’s sexual misconduct (Title IX) procedures define the University’s response to reports of sexual misconduct and explain the recourse and protections afforded complainants and respondents.

University Policies

Disbursement Authorization Form

A Disbursement Authorization Form (DAF) may not be used for reimbursements for travel, the purchase of goods or services, or the payment of people.  A DAF should be used only when a disbursement is required and no other procedure is appropriate.  Correct usage includes a request for a refund to a donor or participant, a request for reimbursement for business calls made from a personal telephone or payment from an agency fund (9 fund).  Disbursement Authorization Forms may be obtained from the Accounting Office.

RESPONSIBILITY ACTION
Requestor 1.  Completes top portion of form; signs, dates, attaches receipts, and forwards to Department Head for approval
Department Head 2.  Approves form and forwards to appropriate Vice President or approved representative for approval
Vice President
or Approved Representative
3.  Approves form and forwards to Accounting for payment
Accounting 4.  Verifies form for accuracy and proper approval; processes payment

Reimbursement for Personal Consumption Items at Employee's Official Headquarters

I.  Policy – Reimbursements and payments for personal consumption items shall be allowable by the following policy. Allowable expenditures by University personnel for these activities must be reasonable, appropriate, and justifiable. Such expenditures shall be fully disclosed to the public except for names of donors and prospective donors. This policy is formulated in accordance with Section 59-101-187 of the amended Code of Laws of SC, 1976.

  A. Reimbursements and payments of food expenses from Unrestricted Educational and General Funds.

  A-1. THE FOLLOWING UNIVERSITY FUNCTIONS FOR FOOD EXPENSES MAY BE INCURRED FROM EDUCATIONAL AND GENERAL FUNDS:

1. Commencements.

2. University orientation activities, training and recognition functions.

3. Recognition of students as authorized by the President or designee.

4. One event for each Honors and Freshmen Seminar class.

5. Entertainment or recognition of donors or prospective donors.

6. Business meetings with non-university personnel.

7. Recruitment of students as authorized by the President or designee.

8. Board of Trustees/Board of Trustees Committee meetings.

9. Direct costs relating to the operation, functioning and promotion of Continuing Education programs and conferences in which a fee is collected from participants of the programs and conferences.

10. Search committees as authorized by Vice Presidents or higher authority.

11. Official Presidential entertainment or entertainment in the interest of the university as directed by the President.

  A-2. THE FOLLOWING RULES AND CONDITIONS APPLY:

a. Functions held on campus must be catered by University Dining Services with the exceptions of numbers 9, 10, and 11 or those functions self-catered with a cost less than $250. Catering for functions not held on campus, which utilize state funding, must be procured in accordance with the SC Procurement Code.

b. Alcoholic beverages are prohibited except for continuing education programs and conferences in which a fee is collected from participants.

B. Reimbursement for payment of food expenses from Designated Funds, Student Activity Funds, Athletic Funds, Private Funds and Auxiliary Funds.

B-1. THE FOLLOWING UNIVERSITY ACTIVITIES FOR FOOD EXPENSES MAY BE INCURRED FROM DESIGNATED FUNDS, STUDENT ACTIVITY FUNDS, ATHLETIC FUNDS, PRIVATE FUNDS AND AUXILIARY FUNDS:

1. Student Activities

2. Athletic Activities

3. Business meetings with other departmental personnel.

4. Catered employee recognition and special occasion functions.

5. Catered staff meetings.

6. Per diem expenditures in excess of State Travel Regulations as approved by Vice Presidents or higher authority. An authority higher than the individual must approve expenditures.

C. Reimbursement for payment of foods expenses from Restricted funds shall be in compliance with award specifications.

II.  Procedure – Requests for reimbursement should be submitted on an Entertainment Expense Documentation Form or Travel Request Form (along with appropriate receipts and/or invoices) and must include an exact description of the purpose of the expenditure and those persons in attendance except for donors and prospective donors.

Intra-Institutional Transfer (IIT) Procedures

RESPONSIBILITY ACTION
Department Head or Approved Representative 1.   Requests service or material according to Service or Sales Department procedure.  Supplies appropriate charge number.
Service or Sales Department 2.   Initiates service to be performed or issues items requested.
3.   Completes IIT form or summary.
4.   Forwards original copy or departmental summary to Accounting.
Accounting  5.   Makes necessary entries to reflect transfer of funds between departments.

 

Intra-Institutional Transfer (IIT) forms may be obtained from the Accounting Office.

Receipting and Invoicing

For all anticipated payments of funds from external entities, documentation should be submitted to Accounting.   All invoices will be prepared and mailed by Accounting.

All special activity letters and printed brochures should clearly instruct recipients to mail registration forms and money to the Cashier’s Office.  A receipt will be generated and mailed to the payee.  The registration form and a copy of the receipt will be forwarded to the activity director.  All material requesting payments should be reviewed by the Assistant Vice President for Accounting prior to printing.

Anyone collecting money must utilize a Francis Marion University prenumbered receipt book.  Receipt books should be obtained from the Cashier’s Office several days in advance, and questions regarding collection procedures should be resolved at that time.  The only exceptions are pre-approved and prenumbered tickets and certain departments that have in place alternative auditable procedures.

In any case where these guidelines are not followed, an “Explanation of Non-Adherence to Revenue Collection Guidelines” form must be completed and signed, and then submitted to the appropriate Vice President for approval.

Supplementary W-2's

University employees may receive an additional W-2 if one of the following situations occurred during the calendar year:

1.  The employee received reimbursement for business meals while in a non-travel status.

2.  The employee received reimbursement for meals while on a one-day trip.

3.  The employee received reimbursement for taxable moving expenses.

4.  The employee received reimbursement for other working condition fringes which are not specifically excluded as a business expense under the Internal Revenue Code.

Faculty, Staff, Student, or Student Group Travel

Although travel funds are limited, the University encourages attendance at off-campus professional activities by assisting with travel expenses.   It is expected that the budgets of all departments will be adequate to provide some financial assistance for professional travel.  At the same time, employees may be expected to share the cost of professional travel, especially when meetings are held at a great distance from the campus.

Vehicles Dispatched by the University (University owned or rented) University vehicles are to be used when available but cannot be taken on trips extending over a considerable time period.  When vehicles are dispatched by the University, they will be charged to the Department’s budget at the rate of 53.5 cents per mile or the cost of the rental and fuel. The 2016-2017 General Appropriations Act in Proviso 117.21.J provides for mileage reimbursements at the standard business mileage rate established by the Internal Revenue Service. Beginning on January 1, 2017, the Internal Revenue Service rate will be 53.5 cents per mile (IRS Revenue IR 2013-95). Reimbursement for trips taken on or after January 1, 2017, will be at the rate of 53.5 cents per mile.

Link to Facilities Management- Vehicle Reservations/ Rentals.

Travel Request and Reimbursement Forms

The form to be used in conjunction with travel is available from Accounting.  The upper travel request portion of this form is to be completed by the Traveler and submitted to the Department Chairman or Supervisor in advance of a scheduled trip.  The gold copy of the approved request should be submitted to Accounting if registration fees and/or airline tickets are to be paid in advance, if a vehicle is to be rented, or if a travel advance is requested.  The pink copy of the approved request is submitted to the Facilities Management Office to reserve a vehicle.  Upon return, the Traveler completes the reimbursement portion of the form, obtains appropriate approval and submits the original form to Accounting in order that the reimbursements for approved expenses can be made.

Any foreign travel of a State employee must be reported by the University to the President of the Senate, the Speaker of  the House, and the Budget and Control Board at the end of the fiscal year.  For the purpose of this regulation, foreign travel is defined as any destination outside the continental limits of the United States except Alaska, Hawaii, Canada, Puerto Rico, or the Virgin Islands.  Other travel is reported by individual as requested by the Office of the Comptroller General.

Airfare

The traveler should make inquiries several weeks before the trip in order to receive the best rates.  If a pre-approved travel agency is used to book the ticket, Accounting must receive an approved travel request with ticket cost and appropriate budget number in order to authorize the charge.  The traveler may do an online purchase and receive reimbursement upon return from the trip.  A receipt showing proof of payment must be indicated on the itinerary for the cost of the ticket.  The traveler may have to return to the website 24 hours later to print a receipt or in some cases, the traveler may receive a receipt via e-mail.  Credit card statements are not valid receipts as indicated on the travel request form.  The traveler may also call Accounts Payable to set up an appointment to purchase the ticket online with the University’s travel card.  The traveler must have an approved travel request with estimated ticket cost and appropriate budget number.

Allowances

Employees traveling on official business of the University may, upon presentation of a paid receipt, be allowed reimbursement for actual expenses incurred for lodging, limited to in-state costs per night of $125.00 and out-of-state costs of similar amounts except for large urban cities which should be limited to $175.00 per night.

Employees may also be reimbursed for the actual expenses incurred in the obtaining of meals except that such costs shall not exceed $25.00 per day in-state and $32.00 per day out-of-state.

The mileage reimbursements at the rate of 53.5 cents per mile will be made when an employee uses a personal automobile in travelling on University business.  Travel by commercial airlines is encouraged so valuable time will not be spent in slower ground travel.   Total transportation allowance will not exceed tourist airfare.

Special Rules

  1. Reimbursement will be made for meals for trips of a day’s duration or shorter.   Regulations appearing below will apply.  In accordance with Internal Revenue requirements, the appropriate tax form will be generated reflecting such reimbursements.
  2. Receipts for meal and taxi expenditures are not necessary.  Receipts for all other expenditures must be submitted.  The State will not accept cancelled checks or copies of credit card invoices in lieu of receipts.
  3. No reimbursement for overnight accommodation will be made within fifty (50) miles of the traveler’s official headquarters and/or residence.
  4. Registration receipts must accompany travel voucher.
  5. Employees earning frequent flyer premiums while traveling on State business must use them to reduce the cost of subsequent business travel whenever possible.

Method of Determining Maximum Subsistence

This procedure should be used in completing the Travel Request portion of the form prior to departure and the Travel Reimbursement section of the form on returning from trips.

1.  Single Calendar Day-When reimbursements for meals are claimed, the time of arrival and departure as well as the starting point and destination must be shown.  In determining the maximum amount of subsistence for meals which may be reimbursed, the following time schedule will be adhered to:

AMOUNT PER MEAL
If Departure Time Is: And If Return Time Is: In State Out-of-State
Maximum $25/day Maximum $32/day
1.  Before 6:30AM *1.  After 11:00AM
(Breakfast)*2.  After 1:30PM (Lunch)*3.  After 8:30PM (Dinner)
*$  6.00
*$  7.00*$12.00
*$  7.00
*$  9.00*$16.00
2.  6:30AM or after
and before 11:00AM
*1.  After 1:30PM (Lunch)

*2.  After 8:30PM (Dinner)

*$  7.00

*$12.00

*$  9.00

$16.00

3.  11:00AM or after
and before 5:15PM
*1.  After 8:30PM (Dinner) *$12.00   $16.00

2.  Overnight Travel-When a University employee is traveling in or out of the State on official University business, the following maximum reimbursement for subsistence will apply:

  • Meals – The cost of meals will be reimbursed up to the maximum amount as provided for in the single calendar day schedule above.  The time limitations for breakfast will not apply for overnight trips.  Time of Departure and Time of Arrival must be indicated for the first and the last day of the trip.
  • Hotel/Motel – Actual hotel/motel costs will be  reimbursed when a paid original receipt is presented and attached to the travel voucher.  It is expected that persons traveling for Francis Marion University generally will limit in-state hotel/motel costs to $125.00 and out-of-state costs to similar amounts except for large urban cities which should be limited to $175.00.  Exceeding these limits will require special justification to be approved by the appropriate Vice President.
  • Parking – Parking fees for State-owned and privately owned vehicles are reimbursable upon presentation of a paid receipt.
  • Porterage and Gratuities – Gratuities are not an allowable reimbursement for state employees.  When paid as part of a billing for a banquet, luncheon, etc., gratuities will be allowed.  Porterage, in general, is not an allowable reimbursement for state employees.  It may be reimbursed when an employee flies to a major city out-of-state where there is no option concerning baggage handling.   Porterage may also be reimbursed when an employee has heavy, excess equipment needed to conduct official University business.

Travel Request forms may be obtained from Accounting.

TRAVEL REQUEST – PROCEDURES

Responsibility  Action
Traveler 1.  Completes the upper travel request portion of the five-part travel form
2.  Sends all five copies to Dean or Department Head prior to departure
Dean or Department Head 3.  A.  Approves the request and amount and forwards the five copies to the appropriate Vice President or approved representative
(or)
     B.  Disapproves request and notifies employee
Vice President or Approved Representative 4.  A.  Approves the request, and routes all five copies back to the Traveler
(or)
     B.  Disapproves, notifies Dean or Department Head, and returns forms to Dean or Department Head
Traveler 5.  Forwards pink copy to Facilities Management if a University vehicle is to be reserved (Facilities Management calls Traveler to confirm vehicle reservation.)
(and/or)
6.  Forwards gold copy to Accounting if mode of travel is by airline.  Contacts travel agency to arrange schedule and charges ticket to University.  Travel agent will verify charge with the University.  Accounting must have received a copy of the approved travel request before the charge can be made.  (Note:  Air travel has become quite competitive.  The air traveler should make early inquiries, several weeks before a trip if possible, in order to receive the best rates.)  Should rental car services be desired, obtains rental card from Accounting.  If registration is to be paid by Accounting, attaches appropriate information.
7.  Retains white, green and yellow copies to be completed and approved upon completion of the trip.

TRAVEL REIMBURSEMENT REQUEST – PROCEDURES

Responsibility Action
Traveler

 

 

1.  Completes the reimbursement request section of the travel form in triplicate and attaches lodging, airline, registration, gasoline, parking and other necessary receipts if applicable to the white copy2.  Submits both copies to Dean or Department Head for approval on a timely basis so that appropriately approved documents will reach Accounting within 30 days of travel
Dean or Department Head

 

 

 

3.  Reveiws reimbursement request for validity and limitations

4.  a.  Approves request and forwards to Vice President or approved represtative for approval

(OR)

4.  b.  Rejects reimbursement request and returns to Traveler for required adjustments

Vice President or Approved Representative

 

5.  a.  Approves reimbursement request, retains yellow copy, and routes green and white (original) copies to Accounting

(OR)

5.  b.  Rejects reimbursement request and returns all three copies to Dean or Department Head for required adjustments

Accounting 6.  Processes payment.  Issues check to Traveler and charges proper department budget account.  Sends green copy to traveler with check.  Files white (original) copy in check folder

“Reimbursement for Personal Consumption Items at Employee’s Official Headquarters” contains additional reimbursement information.

TRAVEL ADVANCES

The Appropriations Act provides authority for advance travel payments as follows:

“That a State agency may advance travel and subsistence expense monies to employees of that agency for the financing of ordinary and necessary travel required in the conducting of the business of the agency.  The Budget and Control Board is directed to develop and publish rules and regulations pertaining to the advancing of travel expenses and no State agency shall make such advances except under the rules and regulations as published.  Provided, all advances for travel and subsistence monies shall be repaid to the agency within thirty (30) days after the end of the trip or by the end of the fiscal year, whichever comes first.”

Budget and Control Board policy regarding travel advances:

  1. No travel advance shall be made to an employee for travel within the State of South Carolina without specific approval of the State Budget and Control Board.
  2. No travel advance shall be made for more than 80% of the estimated amount of the total travel expense, excluding airline transportation and registration.
  3. No advance shall be made in instances where 80% of the estimated travel expense does not exceed $250.00.

Travel advances should be requested from Accounting at least three (3) working days prior to departure.  Request for Travel Advance forms may be obtained from Accounting.

TRAVEL ADVANCES – PROCEDURES

Responsibility Action
Traveler

 

 

1.  Completes Request for Travel Advance in Accounting2.  Submits Request for Travel Advance along with properly approved Travel Request to Assistant Vice President for Accounting
Assistant Vice President for Accounting

 

 

3.  a.  Approves request and amount(OR)

3. b.  Disapproves request and notifies employee

Cashier’s Office 4.  Advances travel funds in accordance with Budget and Control Board policy
Traveler

 

5.  Upon completion of trip, submits reimbursement request (on Travel Request form) within proper time frame and reimburses Cashier’s Office for travel advance

 

TRAVEL  POLICY FOR STUDENTS

For any course or Student Life activity involving travel by students, responsible faculty or staff must, in addition to following normal Travel Request procedures, issue and complete the appropriate release form.

  • If student travel is required for a course, the professor must on the first day of class issue to each student in the course a “Field Trip/Off Campus Academic Activities Release Form.”  This form may be attained from each Schools Dean’s office or the Provost’s Office.  Each student who acknowledges this travel requirement and wishes to remain in the course must sign and date the form and write in his/her Social Security number.  The professor must then collect these forms, sign them, and obtain the school dean or department chair’s signature.  Once the forms are complete, all white copies must be forwarded to the Provost’s Office and the yellow copies delivered to the students.
  • If student travel is associated with any Student Life activity, each student member of the club/organization will be required by the faculty/staff sponsor to complete a “Student Life Travel Release Form” prior to traveling, including a parent/guardian’s signature if the student is under 18 years of age.  This form may be obtained from the Student Affairs Office.  The faculty/staff sponsor must then obtain the signature of either the Assistant Vice President of Student Development or the Vice President for Student Affairs.  Once the forms have been completed, the faculty/staff sponsor must forward all white copies to the Student Affairs Office and the yellow copies to the student.

The responsible faculty or staff member will note on travel request forms that all students traveling have completed an appropriate release form.

CASH ADVANCE PROCEDURES FOR STUDENT GROUP TRAVEL

I.       As soon as trip plans are known and no later than two weeks prior to departure date, Faculty/Staff Advisor of Student Group:

  1. Completes the upper portion of the five part travel request and forwards to the Provost or the appropriate Vice President for approval.  The amount of money requested should follow the same state guidelines used for faculty and staff.
  2. Completes a purchase requisition if lodging is not to be charged on personal credit card and forwards to the Provost or appropriate Vice President for approval.
  3. Upon approval from the Provost or appropriate Vice President, forwards gold copy of travel request, along with a list of students and faculty/staff members who will be travelling, to Accounting and forwards pink copy of travel request to Facilities Management.
  4. If appropriate, forwards purchase requisition to the Purchasing Office.

II.      At least two days before departure date, Faculty/Staff Advisor of Student Group:

  1. Calls Accounting to verify availability of check for advance for meals and to schedule a time to pick up funds.  Money will not be advanced before two days prior to departure date.
  2. If Faculty/Staff Advisor of Student Group cannot personally pick up the check advance, consults with Provost or appropriate Vice President and obtains written approval for a designee.
  3. Calls the Purchasing Office to confirm motel has been prepaid or company has agreed to bill the University.

III.     Not more than two days prior to departure, Faculty/Staff Advisor of Student Group may pick up check advance in Accounting.

IV.     During trip, Faculty/Staff Advisor of Student Group:

  1. Obtains receipts for all money spent.  Credit card receipts are NOT acceptable.
  2. Obtains signatures of those receiving meals and/or cash for meals.
  3. Ensures State and University guidelines are followed concerning meal amounts and times of arrival and departure.

V.    Within 1 week after return date, Faculty/Staff Advisor of Student Group:

Completes bottom portion of travel request and forwards to Provost or appropriate Vice President for approval.  Returns completed travel request and any money not spent to Accounting.

 

Foreign Travel

While on foreign travel actual lodging expenses will be reimbursed. Fees for the purchase of traveler’s checks, passports and visas will be reimbursed provided a receipt is furnished. All expenses claimed must be converted to U.S. dollars and the conversion rate be properly documented.

If receipts are not provided, only the maximum daily rate established by the Federal Government for meals and incidentals can be claimed. When claiming reimbursement for actual expenses of meals that exceeds the daily rate, receipts are required. To locate the Foreign Per Diem Rates, including a breakdown of meals and incidental expenses, follow this link: http://aoprals.state.gov/web920/per_diem.asp

Past Due Balance

It is the policy of Francis Marion University that a student will not be allowed to register for a subsequent semester until all past due financial obligations are paid.  The University may not furnish transcripts if a student is diligent in paying on a student account or student loan obligations.  An account deemed uncollectible by the University may be reported to a credit bureau and referred to a collection agency.

Change Checks/Financial Aid Overage Checks

The Accounting/Cashier’s Office does not disclose change check amounts or verify when individual student change checks will be ready over the phone. 

For inquiries about your change check(s), please check your student account.  Once you log into your account, scroll down to the most recent activity.  Once your account shows “Check Issued,” a change check will have been printed for you. Checks are distributed on Fridays. ***Please note that this information updates to each student account on Thursday during the fall and spring semesters, and on Wednesdays during the summer semesters.

You will receive an e-mail to your SwampFox e-mail address when your check has been processed.

**Students must present a valid photo id to pick up change checks.**

Check Cashing

Personal and student payroll checks (from Aramark or Follett) along with a valid picture I.D. can be cashed in the Cashier’s Office. Our office does not cash third-party checks.  The limits for check cashing are as follows:

Personal Checks
On campus students $50.00 or less
Parent or Guardian checks sent to on-campus student or Patriot Place student NO LIMIT*
Faculty and Staff $100.00 or less
Payroll Checks
FMU student payroll checks, Aramark, Follett, or Capstone NO LIMIT*

*SUBJECT TO CASH AVAILABILITY

Direct Deposit

The Francis Marion University Accounting/Cashier’s Office can now deposit excess funds on student accounts directly into a current bank account. (Direct Deposit is only offered for excess checks (change checks) and not for student pay roll checks.)

If you wish to use this new direct deposit feature, please fill out the Direct Deposit Authorization form , attach a voided check, and return both to the Accounting/Cashier’s Office in the Stokes Administration Building, Room 103 or mail to: Francis Marion University, Accounting/Cashier’s Office, P.O. Box 100547, Florence, SC 29502

Financial Holds

Pre-Registration: A student may not be allowed to register for a subsequent semester until all past due financial obligations are paid.

Transcripts: FMU may not release official transcripts until all past due financial obligations are paid.

Returned Checks

Returned/Dishonored Checks

Persons who have a returned check with the University will receive written notification and will be charged a $30.00 returned check fee.


Returned Checks for Tuition/Fees Payments

Failure to pay the original check amount (of the check written for tuition/fees) and returned check fee within 5 days of written notification will result in withdrawal from all classes.


Returned Checks for Other Payments or Check Cashing

Persons failing to pay the original check amount (of the check written for other payments or for check cashing) and the returned check fee within 10 days of written notification will be submitted to the Florence County Solicitor’s Office Worthless Check Unit.

Returned checks can be paid in the Cashier’s Office.  Anyone who has three or more returned checks loses his/her check writing and check cashing privileges.

Traffic Ticket Appeals

Any person who believes that his/her vehicle was unjustly ticketed may appeal.  Before completing your appeal, you are encouraged to review the FMU Traffic Regulations relating to your individual rights, and more specifically, the sections which relate to the nature of your citation.

All appeals must be received within fourteen (14) calendar days after issuance of the ticket or the right to appeal is forfeited and the fine will double.

**The decision of the Traffic Committee is final.**

Contractual Services

SACS Resource Manual

SACS Resource Manual (2012)    This is the guidebook that we are working from.

SC Higher Education Statistical Abstract (2016)    Current version of this reference.


2.11.2 Physical Resources

2.11.2 The institution has adequate physical resources to support the mission of the institution and the scope of its programs and services. (Physical resources) [Directions from the SACS Resource Manual]

Rationale and Notes  Adequate physical resources are essential to the educational environment and include well maintained buildings and grounds that are safe and appropriate for the scope of the institution’s programs and services. It is reasonable that the general public and current and prospective students expect the institution to have sufficient physical resources necessary to fulfill its mission as an ongoing concern.

Relevant Questions for Consideration

How does the institution demonstrate that the physical resources of the institution are adequate in quality, scope, and condition to support the mission of its programs and services?

How does the institution evaluate the appropriateness and sufficiency of physical resources at off-campus instructional sites?

Required Documentation, if applicable  Documentation of the adequacy and condition of physical resources at all locations

Examples of other Types of Documentation

  • Facilities master plan
  • Financial history and narrative regarding recently completed, present, or planned capital campaigns
  • Facilities inventory plan
  • Surveys from faculty, staff, and students addressing adequacy of the institution’s physical facilities
  • Data comparing facility needs to actual facilities available
  • Academic master plan or similar document for planned facilities use to support academic programs, if available
  • Survey results of benchmark comparisons

Reference to Commission Documents, if applicable  “Distance and Correspondence Education”

Cross References to other related Standards/Requirements, if applicable  Comprehensive Standard 3.11.1, Comprehensive Standard 3.11.2, Comprehensive Standard 3.11.3

2007 SACS Report (Section 2.11.2)    Original submission from last time.

2008 FMU Focused Report (Section 2.11.2)    This is the FMU response to the Off-Site team’s requests for additional information or clarification for the last SACS report.

Current FMU Version with Armacost Notations (Section 2.11.2)

Nicholls State (Section 2.11.2)    Nice narrative that we can replicate as needed.  Succinct.

ECU Version (Section 2.11.2)   This one seems quite detailed and more than we could get to.

Great Colleges Topline Survey    This survey shows that our faculty/staff are more pleased with our Facilities at 88% than the 2016 Honor Roll schools at 81% or the 2016 Carnegie Master’s Schools at 73%.  This note can be added to the report in response to the Armacost quote “Do you do any surveys of faculty and students about facilities?”


3.11.1 Control of Physical Resources

3.11.1 The institution exercises appropriate control over all its physical resources. (Control of physical resources)

Rationale and Notes  Physical resource management is critical to the long-term stability of an institution. The institution has a fiduciary responsibility to operate in a prudent and responsible manner. This responsibility extends to the care for its physical assets by obtaining, sustaining, and maintaining them for achieving its mission. This requires the institution to employ qualified staff empowered to provide systems and procedures for adequate checks, balances, and control over assets.

Relevant Questions for Consideration

  • Does the institution have accurate and up-to-date records of its physical inventory?
  • Is proper documentation maintained to explain asset disposals?
  • How does the institution manage deferred maintenance?
  • How does the institution manage risk as it relates to physical resources?

Required Documentation, if applicable  None noted

Examples of other Types of Documentation

  • Internal audit and risk management reports
  • Management letters
  • Documentation of regular physical inventories
  • Institutional policies related to purchasing, including methods for recording, tracking, and disposal of assets
  • Links to various planning and control documents

2007 FMU Version (Section 3.11.1)

Current Version with Armacost Notations (Section 3.11.1)

Nicholls State (Section 3.11.1)    Nice narrative as well that we certainly could replicate.

ECU Version (Section 3.11.1)     Nice narrative on Fixed Assets and Surplus Property.


3.11.3 Physical Facilities

3.11.3 The institution operates and maintains physical facilities, both on and off campus, that appropriately serve the needs of the institution’s educational programs, support services, and other mission-related activities. (Physical facilities)

Rationale and Notes  Within the mission and purpose of the institution is the need to operate and maintain physical facilities adequate to serve the educational programs, support services, and other mission related activities. Adequate, well-maintained facilities for all programs enable an institution to achieve its educational goals and to more effectively serve its constituents.

Relevant Questions for Consideration

  • Is there a master facility plan in place designed to meet current and future needs of the institution? How is it revised and updated?
  • Is the technological infrastructure sufficient for the needs of the institution, especially for distance and correspondence education programming?
  • What is the institution’s plan for routine and preventative maintenance?
  • What is the institution’s deferred maintenance plan?
  • How do the physical facilities support the needs of the institution’s educational programs, support services, and other mission-related activities?
  • How does the institution provide adequate physical facilities at off-campus sites?
  • Does the institution use surveys to determine whether physical facilities meet the needs of users?

Required Documentation, if applicable  None noted

Examples of other Types of Documentation

  • Plan for routine, preventative, and deferred maintenance
  • Facilities satisfaction survey results
  • Most recent 3-5 years annual capital budget
  • Evidence that the institution has facilities that adequately support the mission of the institution
  • A video or other visual means to provide a “walking tour” of all the institution’s facilities
  • Facilities master plan including a campus map

Reference to Commission Documents, if applicable  “Distance and Correspondence Education”

Cross References to other related Standards/Requirements, if applicable  Core Requirement 2.11.2

Note:  There have been several iterations of this section since the initial 2007 report.  I believe we could benefit greatly from reviewing the changes through the subsequent reports since 2007 and updating the 2012 Interim Report which Facilities Management may have not been provided when building their draft.

2007 SACS Report (3.11.3)    The initial report from last time.

2008 Focused Report (3.11.3)    FMU response to the Off-site Review Team’s request for additional information fo this section.

2012 SACS Interim Report (3.11.3)    Interesting narrative here (not picked up in the 2017 draft below) that ties the chronology of FMU Campus Development to community needs and faculty governance.

SACS Referral Report (3.11.3)    Subsequent report compiled to Dr. Wages.

2017 SACS draft as of 05 11 17 (3.11.3)   Latest draft from Ralph Davis.  This draft has not been reviewed by the Armacosts.

Facilities Data Summary    Dr. Wages included this document with the 2012 SACS Interim Report.  Looks useful to reference this time as well.

Nicholls State Version (3.11.3)

ECU Version (3.11.3)    Choose from menu bar.

Resource Area

The John K. Cauthen Educational Media Center functions primarily for the use of the students, faculty, and staff of the University. All persons in these categories, upon presentation of a valid FMU I.D. card, are entitled to use facilities.

If there is no conflict with the primary function, any resident of the area may use the Media Center for reference and research. Special needs of public school teachers. clergymen, and research specialist in business and industry will be handled on an individual basis.

Students enrolled in elementary and secondary schools of the area may use the Media Center facilities for reference and research, but cannot check out material or equipment for home use.

On-Line Public Access Catalog

The on-line public access catalog is the primary guide to materials in the Media Center. The collection is currently under conversion to the Library of Congress catalog system. A professional staff member can assist in locating materials.

Reserve Material

Some titles have been designated by professors for use in specific class assignments and have been placed on “Closed Reserve” behind the Control Center. These materials must be used in the Resource Area.

Circulation

  1. Most materials and equipment are available only for use in the building. Arrangements can be made for short-term loan of materials to be used in the classroom. Professors can schedule equipment for these presentations.
  2. Portable equipment used in the Resource Area such as stereo headsets, mono headsets, viewers, etc., can be obtained from the Control Center upon presentation of a University I.D.. Users are responsible for items checked out.
  3. Any material may be removed from the shelf and used in the Resource Area. Users are requested not to re-shelve materials but to leave them on the wheeled carts near the storage shelving Student assistants will re-shelve materials.
  4. If materials is damaged or if equipment does not operate properly, the user is asked to notify the person at the Control Center. Users are responsible for damage/loss of equipment and materials resulting from negligence. Repair or replacement charges will be based on current market value.

Acceptable Use

Access to Francis Marion University’s (FMU) computer systems and network is a privilege and not a right.  As such, access to computer systems and a network owned or operated by FMU imposes certain responsibilities and obligations and is granted subject to university policies, and local, state, and federal laws.


In making acceptable use of FMU resources you are expected to:
  • Use resources only for authorized purposes.
  • Protect your user id and system from unauthorized use. You are responsible for all activities on your user id or that originate from your system.
  • Access only information that is your own, that is publicly available, or to which you have been given authorized access.
  • Use only legal versions of copyrighted software in compliance with vendor license requirements.
  • Use only legally obtained versions of sound recordings and movies downloaded from the network or internet.
  • Be considerate in your use of shared resources. Refrain from monopolizing systems, overloading networks with excessive data, degrading services, or wasting computer time, connect time, disk space, printer paper, manuals, or other resources.

In making acceptable use of resources you are expected NOT to:
  • Use another person’s system, user id, password, files, or data without permission.
  • Use computer programs to decode passwords or access control information.
  • Attempt to circumvent or subvert system or network security measures.
  • Engage in any activity that might be purposefully harmful to systems or to any information stored thereon, such as creating or propagating viruses, disrupting services, or damaging files or making unauthorized modifications to university data.
  • Use university systems for commercial or partisan political purposes, such as using electronic mail to circulate advertising for products or for political candidates.
  • Make or use illegal copies of copyrighted materials or software, store such copies on university systems, or transmit them over university networks.
  • Use mail or messaging services to harass or intimidate another person, for example, by broadcasting unsolicited messages, by repeatedly sending unwanted mail, or by using someone else’s name or user id.
  • Waste computing resources or network resources, for example, by intentionally placing a program in an endless loop, printing excessive amounts of paper, or by sending chain letters or unsolicited mass mailings.
  • Use the university’s systems or networks for personal gain; for example, by selling access to your user id or to university systems or networks, or by performing work for profit with university resources in a manner not authorized by the university.
  • Engage in any other activity that does not comply with the General Principles presented above.

The Digital Millennium Copyright Act (DMCA) and Peer-to-Peer File Sharing Policies

Copying, distributing, and downloading copyrighted materials, including music, videos, and games, for which you do not have the owner’s (copyright holder’s) permission is a violation of federal law. Compliance with federal copyright law is expected of all students, faculty, and staff at FMU. If you download and/or distribute unauthorized copies of copyrighted music recordings and movies, you are breaking the law and may be held legally liable for thousands of dollars in damages. Federal law provides severe penalties for the unauthorized reproduction, distribution, or digital transmission of copyrighted materials. The FBI investigates allegations of criminal copyright infringement and violators are prosecuted.

Most peer-to-peer (P2P) software turns file sharing on by default as soon as the software is installed. This means that others may access materials on your computer without your knowledge, whether you have given permission or not. Downloading copyrighted music or movie files without permission is illegal. It is also illegal to share purchased music or movie files with others, again, whether you are aware that you have done it or not.

If you install P2P software, turn the file sharing options off. And, remember, if you are sharing materials inadvertently, you are still liable for violating copyright law.

WARNING: Under the Digital Millennium Copyright Act (DMCA), Francis Marion University reserves the right to terminate computing services of users who repeatedly infringe upon the rights of copyright owners. If you have questions about whether you may be infringing on another’s copyright, please review the online Crash Course on Copyright.


Enforcement

The University considers any violation of acceptable use principles or guidelines to be a serious offense and reserves the right to copy and examine any files or information resident on university systems or systems attached to the university network allegedly related to unacceptable use, and to protect its network from systems and events that threaten or degrade operations. Violators are subject to disciplinary action as prescribed in the student handbook. Offenders also may be prosecuted under laws including (but not limited to) the Communications Act of 1934 (amended), the Family Educational Rights and Privacy Act of 1974, the Computer Fraud and Abuse Act of 1986, The Computer Virus Eradication Act of 1989, Interstate Transportation of Stolen Property.

The system administrator will interpret this acceptable use policy, and he/she will attempt to contact users (via electronic mail or in writing) that are behaving inappropriately to discuss and correct their behavior. If a user continues to behave inappropriately, the system administrator may restrict, suspend, or revoke a user’s Internet access without further warning or discussion. A user may appeal the system administrator’s decision to the University’s Chief Information Officer, who will consult with the Vice President for Student Life or Vice President for Administration as appropriate for a decision. Users who have difficulties with others on the Internet (whether they are on campus or off campus) should report those problems to the system manager.


Information Disclaimer

Individuals using computer systems owned by FMU do so subject to applicable laws and University policies. FMU disclaims any responsibility and/or warranties for information and materials residing on non-university systems or available over publicly accessible networks. Such materials do not necessarily reflect the attitudes, opinions, or values of FMU, its faculty, staff, or students. These guidelines should not be construed as a limit on any individual’s right under the Constitution of the United States.


Digital Copyright Compliance

Downloading, copying and sharing material, such as music, movies, games, and applications, for which the copyright holder has not given you rights is both against the law and Francis Marion University’s (FMU) Acceptable Technology Resource Use Policy for computing resources.

Most peer-to-peer (P2P) software turns file sharing on by default as soon as the software is installed. This means that others may access materials on your computer without your knowledge, whether you have given permission or not. Downloading copyrighted music or movie files without permission is illegal. It is also illegal to share purchased music or movie files with others, again, whether you are aware that you have done it or not.

If you install P2P software, turn the file sharing options off. And remember, if you are sharing materials inadvertently, you are still liable for violating copyright law.

The Higher Education Opportunity Act (HEOA) also referred to as H.R. 4137, was signed into law on August 14, 2008. The HEOA primarily addresses obstacles that make it difficult for qualified students to obtain a college education, but it also includes specific statements requiring colleges and universities to comply with digital copyright laws.

This law requires us to take the following steps to deter illegal downloading:

  • Use of one or more technology-based deterrents
  • An annual disclosure to students describing copyright law and campus policies related to violating copyright law.
  • A plan to “effectively combat” copyright abuse on the campus network using a “variety of technology-based deterrents”
  • Provide access to and offer alternatives to illegal downloading

Technology-based Deterrents

FMU uses its firewall as a technology-based deterrent and monitors total Internet usage on a daily basis.  Certain application-level traffic related to P2P is currently monitored and rate-limited to help deter unlawful file sharing and adherence to the Digital Copyright Compliance Policy.


Annual Disclosure

FMU uses the following methods to inform the university community about the law and FMU’s response to copyright infringement claims:

  • In order to use university technology resources, all members of the FMU Community endorse a Use Agreement that includes a section on copyright compliance.
  • New student orientation materials will include information to make them aware of legalities associated with peer-to-peer file sharing.
  • The annual newsletter distributed to FMU students during the early fall will include informational reminders regarding illegal distribution of copyrighted materials. .
  • Computing support staff, which includes student workers, is made aware of legalities associated with peer to peer file sharing during annual training.
  • Language is included in the Student Handbook outlining the Digital Millennium Copyright Act.
  • Student residence hall assistants are made aware of illegal peer-to-peer policies during annual orientation.

Offer alternatives to illegal file sharing

Copyright Violation Notice 

The Recording Industry Association of America (RIAA) and the Motion Picture Association of America (MPAA) actively notifies FMU of individuals on the network who are offering and/or receiving copyrighted movies or music recordings for download through peer to peer applications.

FMU takes these reports very seriously and will take steps to address any infringing activity. Failure to take these actions can potentially result in liability for the University itself. In addition to any University-imposed action, any student using his/her network access privileges to engage in the downloading, uploading, or other unauthorized distribution of copyrighted materials is potentially at risk of becoming the target of legal action for copyright infringement. Legal actions in prior years have resulted in thousands of dollars in fines levied against our students.

As outlined in the Students’ Rights and Responsibilities in the Student Handbook, there is a judicial process for students violating University policies. These steps can include loss of network access through the residence halls and wireless network among other disciplinary actions deemed appropriate by Student Affairs. Please read your student handbook for more information.

WARNING: Under the Digital Millennium Copyright Act (DMCA), Francis Marion University reserves the right to terminate computing services of users who repeatedly infringe upon the rights of copyright owners. If you have questions about whether you may be infringing on another’s copyright, please review the online Crash Course on Copyright.


Reviewing Effectiveness

Compared to our peers, FMU receives remarkably few (averaging less than two per year) peer-to-peer file sharing take-down notices. We will continue to monitor these notices to watch for unexpected increases that would require additional measures.

Stanton Academic Computer Center

Laboratory Access Policy

Computing resources are provided to currently enrolled students, faculty and staff at Francis Marion University as well as active alumni members.


Classroom Access Policy

Students should only be in the classrooms during scheduled classes/workshops with authorized instructors.


Computer Center Rules

Disk Write Rights:  No privileges are granted to write to any hard drive available in the Computer Center.

Piracy: The software and documents available are copyrighted products. They may NOT be reproduced, in part or in whole, for any purpose.

Viruses: Please use Norton’s Antivirus to scan your flash drive for viruses. You never know when one may be written to your media so you should do this often. If a virus is detected, follow the on screen prompts to remove it.

Sessions: Laboratory computing sessions are limited to 90 minutes. If there are people waiting after your 90 minutes has expired, you will be asked to relinquish your computer to the next user.

Climate: The laboratory operates with an atmosphere similar to library. No smoking, food, or drink is allowed. While talking and moving about is fine, the rights of others must be respected. Noise and other distracting behavior will not be tolerated.

Flash Drives: In order to use the PC’s you must have your own flash drive. These are sold in the University Store. The Computer Center does not sell or loan them.

Workstations: Are on a first come first served basis.

Telephone: The telephone is for business use. The student operator will dial the phone for you if you need to talk with your instructor. No long distance calls are allowed.

SwampfoxMail

General use of SwampfoxMail is governed by Francis Marion University’s Acceptable Use Policy.

Mass e-mail should only be sent to students for the purpose of making significant announcements, conveying important University business, or providing reminders of University events.  Such e-mail should be compelling, brief and to the point. Guidelines and forms for mass e-mail requests can be found on the website of the Vice-President for Student Affairs

As a security measure to prevent potential viruses, your mail account does not allow users to receive executable files (such as files ending in .exe) that could contain damaging executable code. Any message of this type sent to your mail account will be bounced back to the sender.

With your mail account, you can send and receive messages up to 20 megabytes (MB) in size. However, the precise amount allowable will depend on the attachment.

New students who apply, get accepted, but do not enroll in a class will have their SwampfoxMail account deleted.

Students who drop classes after mid term of each fall and spring will be deleted at the next fall or spring if they have not re-enrolled.

Graduating students will have their SwampfoxMail account access deleted according to the following schedule:

  • For students graduating in fall semester, accounts will be deleted in August.
  • For students graduating in spring or summer semesters, accounts will be deleted in January.

The Help Desk is open 8:30 a.m. – 5 p.m. Monday – Friday, and can be reached at (843) 661-1111.

Passwords

Your Active Directory username (i.e.  network and email credentials) is tied to a password in order to access the services on campus. It is important that you never share your password with anyone. Passwords are only good for a certain time period, at which point they “expire” and must be changed. This is to reduce the chance of a long lasting password from being used to access our services without authorization.

FMU Active Directory passwords must adhere to the following guidelines:

  • They must be at least 8 characters in length.
  • They must include characters and numbers.
  • They cannot be reproductions of any of your previous 4 passwords.
  • They have a maximum age of 120 days. (This is the “expiration period”.)

Printing

Pay-for-Print

Effective fall 2015, each registered student will be required to used their campus ID card to print in public labs.  The University will credit $12.50 per year to each student’s campus ID card to be used for printing.  This is equivalent to 250 black and white prints/copies.  Once the print credits are used, additional printing will require that students have money on their campus ID card to cover printing costs.  Additional funds can be added to the student’s campus ID card for prints/copies at the Cashier’s area, room 104 in Stokes Administration Building.  Unused print credits will be cleared before new print credits are applied each fall semester.


FMU-funded Allocations
  • Fall Semester:  Each registered student will be issued $12.50 in print credits.
  • Spring Semester:  Each newly registered student (does not include those who registered in the fall) will be issued a pro-rated $6.25 in print credits.
  • Summer Semesters:  No print credits will be issued during the summer sessions.
  • Unused Print Credits:  Will be cleared (zero balance) before applying new funds prior to each fall semester.

Pricing for Prints
  • Black and white prints/copies are $0.05 each (duplex is two prints or $0.10).
  • Color prints/copies are $0.35 each (duplex is two prints or $0.70).
  • Prints/copies will be deducted first from the FMU-provided print credits. Once the FMU-provided print credits are used, printing will be debited from the student’s campus ID card debit balance.  Funds can be added to the student’s campus ID card at the Cashier’s area, room 104 in Stokes Administration Building starting at a minimum of $5.00.

Process for Printing

Printing in FMU’s public computer labs now requires the use of a student campus ID card.  The first time the campus ID card is used, the student will be required to “link” their campus ID card with their FMU network (Gmail) credentials.  This is done when a student prints in a public computer lab for the first time by tapping the campus ID card on the card reader attached to the printer/copier and then entering their network (Gmail) username and password.  Once this is done, the student only needs to print to the “follow me printer” queue and then tap their campus ID card at one of the printers located in the one of the public computer labs (i.e. Rogers Library, Cauthen Educational Media Center, Stanton Academic Computer Center) to complete their print request.  Students must have enough funds to cover the queued print job on the student’s campus ID card before completing the print request.

***BE SURE TO LOGOUT AFTER COMPLETING YOUR PRINT/COPY REQUEST***


Public Lab Printing Instructions

Login for Pay 4 Print Image

  1. Must have current FMU ID card
  2. Must know login (FMU Gmail Account / FMU Network Credentials)
  3. Must link ID with login during first-time use
    • Tap ID
    • Type in FMU Gmail (network) username (Do NOT need @g.fmarion) and password
    • Tap ID again to link information
  4. When printing use Kyocera Follow Me Printer (this is the default printer)
  5. Go to any Kyocera public lab printer
  6. Tap your FMU ID card
  7. A list of the document(s) sent to printer will appear
  8. Select the document(s) you want to print (one at a time or print all)
  9. Cost of printing document will appear on the printer screen (.05 per b&w copy / .35 per color copy)
  10. Press print icon to release document(s) to that printer
  11. Default settings are duplex (two sided = two copies) and stapled (IF stapler unit is on that printer)
  12. Log out

Printing Policy

For computer lab users in the Library and the Media Center and all facilities of Campus Technology:

Networked laser printers are provided to the university community for the pursuit of professional and scholarly endeavors.

If you are involved with a business which requires printing, please find another way to do your printing. Commercial use of printing resources is simply not allowed.

If your university department or student organization needs to print, please be reminded that the University has already provided you with a budget for this as well as a print shop if your needs are extensive. (For example, instructors requiring students to make multiple copies of materials for class distribution should seek departmental assistance with this instructional expense.) University departments and organizations should use their own printing resources.

Distance Education - Student Privacy and Student Authentication

Francis Marion University complies with the SACS Commission on Colleges’ distance education policies. These policies include procedures to protect student privacy and to ensure student authentication. Each student in a distance education course is assigned a login and password and must use this login and password to access and participate in the distance education course. For security reasons, this specific course and student information is not available to any outside users.

All Francis Marion students, including those enrolled in online, hybrid, or other distance education classes, are informed of the FMU honor code, standards of academic conduct, and standards of student behavior. Students enrolled in online, hybrid, or distance education courses must adhere to policies on electronic security that prohibit sharing of passwords and require students and faculty to prevent non-authorized persons from gaining access to their university computer accounts.

Faculty engaged in distance education actively seek to ensure the integrity and security of distance education instruction. The university encourages additional means of authentication and student privacy in distance education courses as new options become available.

No additional costs are associated with the authentication of student identity at Francis Marion University.

ResNet

Francis Marion University provides free basic internet access to students living in FMU on-campus housing.  This service is intended to support primarily the academic growth of the student, provide e-mail access, and basic internet browsing capability.

Implied Consent: In accessing the campus network through university supplied connections in the residence area, users agree to abide by the policies of the University and are subject to any applicable federal, state, or local laws and statutes. By connecting to the network, users consent to any activity monitoring deemed appropriate by the University computer system management staff.

The University reserves the right to disconnect users at any time for violation of the policies stated here. Notification of the violation will be forwarded to the Vice President for Student Affairs and Dean of Students. Reconnection of service must be approved by the Vice President for Administration.

Network access requires the student to have a fully functional and personally maintained, network capable computer which includes:

  • All critical updates from the operating system vendor installed and maintained
  • Antivirus software installed and updated with the vendor’s virus definition or signature files and software patches
  • A student-provided Ethernet patch cable
  • A functional operating system on a computer which boots and runs with no critical errors, recognizes all properly installed hardware, and which has an operating system environment conducive to the varied demands of Internet access.

The following activities are considered inappropriate use of university assets, and are therefore prohibited:

  • Promotion of commercial business in any form
  • Software piracy or copyright infringement (e.g. peer-to-peer, BitTorrent, UTorrent, etc.)
  • Any attempt to circumvent security or in any way gain unauthorized access to any computing resources (on or off campus)
  • Any deliberate practices to waste bandwidth or disrupt the campus network

In order to ensure the integrity of the campus network cabling system, the University imposes the following restrictions:

  • Users may not alter or tamper with the data outlets, nor the wiring behind them.
  • Users may not connect Wireless Routers or Access Points. If such devices are connected, we will give the user one warning. If this warning is not heeded, Student Affairs will be notified of the violation, and the user will be blocked from accessing the network.

In the interest of providing adequate basic service to all users, the university sets the following restrictions for residence area connections:

  • No machine on the University’s network in the residence area may be used as a “server” of any kind. This includes, but is not limited to, Web servers, mail servers, FTP servers, news servers, and LAN servers.
  • Computers in the residence areas are dynamically assigned IP addresses for internet access. Users may not configure their systems to use another address nor enable others to use their assigned address.
  • Users connected to the residence area system may not establish domain names for their computers through free domain name services or by any other means.

Vehicle Reservations / Rentals

Facilities Management Dispatch Services provides vehicle transportation to the University community traveling on University business.

Our professional staff coordinates vehicle delivery and return, prepare information  packets (what to do in case of a breakdown, an accident, fueling card, and contact numbers) in advance of your departure date. Upon return they total the vehicle rental fee and bill out monthly on the travel cost.  This service is provided so that your trip will be less burdensome.

Contact Tamara Gardner at 661-1100, Monday through Friday, 8:30 am to 5 pm, or you can email Tamara Gardner or Carolyn Mumford for your transportation needs.

Satisfactory Academic Progress Policy for Continuing Financial Assistance

View Your Satisfactory Academic Progress Information

View Petition Decision by the Financial Aid Committee

Download a Petition Form – review your SAP information first to make sure that you are eligible to petition.


Introduction

Students who receive financial assistance from any federal program authorized by Title IV for the Higher Education Act of 1965 must meet minimum standards of academic progress. These programs include but are not limited to:

Federal Pell Grants
Federal SEOG
Federal Work-Study
Federal Perkins Loans
Federal Direct Loans
Federal PLUS (Parent) Loans

Certain state, institutional and private assistance programs will also require that students maintain these standards of satisfactory academic progress.


Standards of Satisfactory Academic Progress

Pursuant to the Act and regulations issued by the United States Department of Education, Francis Marion University has determined that students are considered to be making Satisfactory Academic Progress if they meet the following minimum standards:

1. Receive admission to and are enrolled in an eligible program of study.

2. Meet grade point average standards for continued enrollment as published in the Francis Marion University Catalog, including continuance based on appeal.

3. Earn a minimum of 67% of all credit hours attempted (includes withdrawals and carry overs) at Francis Marion University. This includes all academic terms (fall, spring, and summer).

4. Complete their degrees within attempting no more than 1 1/2 times the length of their program (example: 180 hours for an undergraduate degree, 54 hours for a graduate degree in education or business, and 86 hours for a graduate degree in psychology). Attempted hours includes all hours taken at FMU, coursework taken at other colleges/universities, advanced placement credits, and College Level Examination Program credits.
5.  Must have a minimum 2.0 cumulative GPA at the end of the second year of college.


Termination of Financial Assistance Eligibility 

The satisfactory academic progress of all students receiving financial assistance is checked at the end of the Fall and Spring semesters. At the end of the Fall semester, students not making satisfactory academic progress are notified and encouraged to use the Spring semester to demonstrate academic progress. Financial assistance eligibility is not terminated at the end of a Fall semester with the following 4 exceptions:

1. Students for whom the Fall semester brings their attempted hours up to the maximum level (example:  180 for undergraduates, 54 for education and business graduates, 86 for psychology graduates).

2. Students who were approved by appeal through a Fall semester only.  At the end of the Spring semester, students who received financial  assistance during the Spring semester are evaluated. Those who do not meet the minimum satisfactory academic progress standards will be notified that their financial assistance is terminated.

3.  Students who were approved by appeal through Fall and Spring but received more than 4 hours of ‘F’s/W’s during the Fall or earned less than a 2.0 Fall semester and cumulative GPA.

4.  Students with less than a 2.0 cumulative GPA after the second year of college.


Reinstatement of Financial Assistance Eligibility

Eligibility for financial assistance may be reinstated in one of three ways:

1. Improving the percentage of hours completed to at least 67% by enrolling in and completing courses with personal funds.

2. The approval of a petition submitted by the student to the Office of Financial Assistance. The petition should include explanation and documentation of any unusual circumstances that prevented the student from performing his or her best academically.

3. Approval after evaluation of academic transcripts determining that the criteria set for the previous year or semester was met.


Academic Dismissal

A student who has been academically dismissed from the University must appeal separately to the Admission and Retention Committee for reinstatement to the University.  Please contact Kyle Miller at (843) 661-1563 if you have any questions.

Budget Classifications and Budget Transfers/Adjustments

BUDGET CLASSIFICATIONS

It is the responsibility of each department head to determine the appropriate account for an expense.  The following are guidelines for classifying expenses into proper categories; more specific classifications may be assigned for appropriate accountability.

Personal Services – All expenditures for the direct services of persons who are in the employment of Francis Marion University.  Examples include:

 Salaries and Associated Fringes
 Student Wages

Travel Classifications – Following are the two most commonly used travel classifications:

Travel – Regular:  Expenditures by Francis Marion University employees while traveling on official business of the University.

Non-State Employee Travel:  Expenditures for non-state employees while traveling during the performance of their services while under contract with the University.  Travel paid to students and volunteer workers should be charged to this code as well.

Examples of Travel-Regular and Non-State Employee Travel expenditures include:

  Lodging
  Meals
  Mileage
  Registration Fee
  Transportation (Airfare, Vehicle Rental, etc.)

Please note that all payments are subject to Travel Policies and Procedures.

Contractual Services Classifications – Following are the most commonly used contractual services classifications:

Entertainment Expenses – Please note that thereare new instructions and guidelines for Entertainment expenses and three new entertainment-related expense codes:

E3840 Student Functions and Events

E3841 Employee Functions and Events

E3842 Business Meals and Events

Please click the following link and scroll to page 3 for additional information regarding these codes at Entertainment Expense Documentation form.

Other Contractual Services – Expenditures for services which involve the use of equipment, materials, or commodities.  Examples include:

  Advertising
  Carpeting with Installation
  Consultants and Speakers who are not Francis Marion University employees
  Contracted Lodging or Meals for Groups
  Data Processing Services
  Freight (when not related to a purchase)
  Maintenance Contracts
  Printing – off campus
  Repairs
  Service Calls

 

Contractual Services – Technology:  A classification used to delineate for tracking purposes those Other Contractual Services (see Other Contractual Services definition above) which are related to information technology (technology utilized to create, store, exchange and use information in its various forms) or are related to technology specific to an academic discipline.  Examples include:

Maintenance and Service Contracts on Technology Supplies and Equipment items (computers, printers, digital copiers, etc.)

Supply Classifications – Following are the most commonly used supply classifications:

Supplies– Expenditures for articles or substances which have specific uses and, when they are applied to their respective uses, are subject to such changes that will consume them or render them unfit for continuous and permanent use.  Also to be classified as Supplies expenses are purchases of articles, parts, or things of a permanent nature which can be used continuously and which cost less than $5,000.00.  Items of this nature which cost $5,000.00 or more and meet the Equipment definition should be charged to Equipment (See Equipment explanation which follows).  Transportation charges and taxes paid on Supplies are a part of the cost of Supplies and will be classified and charged as such.  Examples include:

  Copying Charges
  Educational Supplies
  Janitorial Supplies
  Office Supplies
  Printed Supplies
  Repair Parts
  Equipment Costing Less than $5,000

Supplies-Print Shop – Expense classification for charges for printing items by the University’s Office of Publications and Printing.

Postage Reimbursement – Expense classification for charges for off-campus mailing expenses by the University’s Office of Mail Services.

Supplies–Technology – A classification used to delineate for tracking purposes those Supplies expenditures (see Supplies definition above) which are for information technology (technology utilized to create, store, exchange and use information in its various forms) or for technological supplies specific to an academic discipline.  Transportation charges and taxes paid on Supplies are a part of the cost of Supplies and will be classified and charged as such.  Examples include:

  Computers
  Digital Cameras
  Printers
  Software
  Other Multimedia Equipment Costing Less than $5,000
  Other Information Technology Equipment Costing Less than $5,000.00

Utilities – Expenditures relating to heating, cooling, light and power, gas, water, and any other utility necessary for operation of the University.  The following examples have individual expenditure codes:

  Electricity
  Fuel
  Telephone
  Water

Equipment – Expenditures for moveable articles costing $5,000.00 or more and having a life expectancy of more than one year, including the purchase and lease/purchase of data processing equipment.  Examples include the following if the item costs $5,000.00 or more:

  Computers and Accessories
  Furniture
  Machines (Moveable)

 

BUDGET TRANSFERS & ADJUSTMENTS

Department heads are responsible for maintaining budget integrity.  To serve as a planning guide for managing revenues and expenses, budgets are maintained at Francis Marion University as follows:

General Fund Accounts (1-Funds) – If expenses for an individual line item go over budget in a 1-fund account, purchases or payments are not restricted unless the total expenses exceed the total budget of that department, excluding personnel expenses.

Though not required in 1-fund accounts, department heads are encouraged to maintain positive budget balances in individual line items through the budget transfer/adjustment process to assist in planning and budget management efforts.

Other Funds (Unrestricted Designated, Restricted Expendable, etc.) – If expenses for an individual line item exceed the budget for that line item, purchase orders or payments can not be processed until a Budget Transfers/Adjustments form is initiated and processed to correct the negative balance in that line item.

Funds Transferred between Departments and New Awards – Funds transferred between departments require the approval of the donating department head.  New awards require the approval of the appropriate Vice President and the President.

Budget Transfers/Adjustments Form – Forms may be obtained from the Office of Financial Services or downloaded and printed at Budget Transfers/Adjustments form (a Microsoft Excel file).  Forms should be mailed (in intra-campus mail or by e-mail) to the Financial Services Office.  Please allow a minimum of one week for processing.

Budget Transfers/Adjustments Form Procedures

The Department Head:

  • Completes Budget Transfers/Adjustments form.
  • Obtains transfer approval from department head or individual authorized to approve departmental disbursements.
  1. Funds transferred between departments – require the approval of the donating department head.
  2. New awards – require the approval of the appropriate Vice President and the President.
  • Forwards the request to the Office of Financial Services via printed form or e-mail.

The Financial Services Office:

  • Verifies accuracy of budget codes and amount totals.
  • Processes approved Budget Transfers/Adjustments form or notifies requester of request status.

Grants & Contracts Guidelines

At Francis Marion University, the following are guidelines to applying for and administering grants and contracts from the planning and proposal stages to receipt of the grant award and completion of the project:

SUBMITTING A GRANT PROPOSAL:

The Principal Investigator:

  • Initiates a Grant Concept Approval form to request approval to apply for a grant.  A Grant Concept Approval form secures permission to begin the application process and approves any necessary release time and/or matching resources (cash or in-kind).  A completed Grant Concept Approval form which reflects this planning process should be signed by the Department Chair, Provost or Dean, and the President. The form can be downloaded at Grant Concept Approval form or by contacting the Director of Grants Development Program in the Associate Provost Office (Stokes Administration Building, room 116). The Dean or Department Head will plan the coordination of departmental resources and release time should the grant be awarded to the University.
  • Provides a draft of the grant proposal to the Director of the Grants Development Program in the Associate Provost Office (Stokes Administration Building, room 116).  That Office will send a copy to the Financial Services Office for review.  The two offices will coordinate assistance as necessary to ensure that the grant proposal adheres to State, Federal, and grantor regulations.
  • Completes the process by making the appropriate number of copies and mailing them to the grantor as well as forwarding copies to the Provost, the Grants Development Office and the Financial Services Office.

The Financial Services Office:

  • Reviews the budget section of the grant proposal.
  • Submits the budget to the Human Resources Office (if appropriate) to verify the budget for personnel costs.
  • Requests completion by the Principal Investigator of the Certification for Exemption Form if specialized equipment is required by the grant and coordinates with the FMU Purchasing Office.  Prior to acceptance of certification, the project must be reviewed by the Dean or Department Head, Vice President or Provost (as appropriate), and the Financial Services Office.
  • Completes appropriate GCR forms if grant amount is greater than $200,000 and submits them to the Office of State Budget 65 days prior to the submission of the grant application to the grantor as required by state regulations.
  • Requests grant status from Principal Investigator at 30 day intervals until award disposition is known.

IF THE GRANT IS AWARDED:

The Principal Investigator:

  • Provides Financial Services a copy of the award letter.  If signature of acceptance are required, traditionally the VP of Business Affiars should sign; however, the Provost or President may sign on behalf of the University.
  • Coordinates the use of departmental resources and release time arrangements with appropriate Dean or Department Head.
  • Submits any grantor approved budget changes to the appropriate Vice President, Provost, or Director who will then provide written notification to the Financial Services Office of such changes.
  • Requests approval of changes in program personnel from the Provost (or other Vice President, or President, as appropriate) and seeks written approval of the changes from the grantor.  Forwards correspondence from grantor to the Provost (or other Vice President, or President, as appropriate) and to the Office of Financial Services.
  • Prepares reports as required by grant guidelines.
  • Completes progress reports, final reports, and requests for renewal funding at least 15 days prior to due date.
  • Submits quarterly personnel Activity Reports for federally sponsored programs that include payroll costs 45 days after the end of the quarter.
  • Incorporates financial reports as completed by the Financial Services Office.
  • Makes the designated number of copies and forwards to the Financial Services Office.

The Financial Services Office:

  • Submits the GS-7 form to the Office of State Budget within 14 days of receiving project award notice, if project is less than $200,000.
  • Sends Funding Verification form to grantor, as appropriate.
  • Sets up budget and circulates budget codes.
  • Notifies the Principal Investigator of the specific requirements of the Activity Reports for federal programs with personnel services expenditures.
  • Sends Notification of Grant Award forms to Human Resources, Accounting, Purchasing, and Public and Community Affairs.
  • Verifies all purchase orders, requisitions, travel requests, release time, and personnel services expenditures to ensure adherence to budget.
  • Verifies report schedules with Principal Investigator; sends reminders 30 days prior to due date.
  • Completes all financial reports and ensures submission of accurate Activity Reports in a timely manner.
  • Monitors budget until all funds are received and the project is complete.
  • Verifies all reports and is responsible for forwarding reports to the grantor at least 10 days prior to the due date.

Utilization of Facilities and Campus Space

Introduction

The facilities at Francis Marion University and the acreage which comprise the campus exist to support the educational mission of the University. Requests for the use of facilities by students, faculty and staff which address academic and student life needs are given first priority. Other requests to use University space are given due consideration as they impact the educational mission and resources of the University.

This policy is intended to facilitate the fair allocation and efficient use of facilities at Francis Marion University and to provide for the uniform and consistent administration of facility usage. This policy applies to the temporary use of specific facilities on the Francis Marion University campus that are made available for meetings, activities, and events. The following procedures are used to coordinate the various needs for space and to prevent conflicting events.

Campus Space Coordinator – The Francis Marion University Campus Space Coordinator and the University Space Committee are responsible for scheduling the use of campus facilities. Requests for the use of campus facilities must be submitted to the Campus Space Coordinator who will schedule all space requests with the respective building coordinator.

Reservation Assignments – Francis Marion University facilities are reserved in the order in which requests are received, with the consideration being given to the size of the group, type of set up needed, and space availability. The University reserves the right to assign and, if necessary, reassign facilities to assure the maximum and most appropriate utilization of University facilities.


Definitions

University Groups – Recognized University groups, units/offices, and registered student organizations.

Non-University Groups – Groups other than recognized University Groups that are legally separate from the University, even though some of the members or participants may be University personnel, alumni, or students. Includes non-University non-profit or for-profit groups.

University Employees or Current Students – Individual University employees or current students not part of a registered student organization.

Jointly-Sponsored Events – Events & Conferences scheduled by University groups, units/offices, and registered student organizations that jointly sponsor with a non-University group (non-profit or for-profit). The University group shall be responsible for all aspects of the event or conference.


Reserving Space

Event Scheduling – Reservation and use of University facilities is requested on a Facilities Reservation Request form, is scheduled through the Campus Space Coordinator, and must be approved by the University Space Committee. To initiate this process, contact the Space Coordinator at the Office of Financial Services in Stokes Administration Building, Room 107, telephone (843) 661-1133. Reservations for use of The Cottage must be made to the FMU Foundation Office (843) 661-1380.  Reservation of the Performing Art Center must be made to the PAC Office at (843) 661-1720.


Advance Scheduling

University Groups – University Groups may schedule events up to 12 months in advance. University Groups may schedule a major event up to two years in advance. A major event is defined as a conference or similar activity requiring multiple rooms and where a commitment for facilities is required more than one year in advance.  Student organizations may schedule events during the current semester.

Non-University GroupsNon-University Groups may schedule an event up to 60 days in advance.

University Employees or Current Students – Individual University employees or current students not part of a registered student organization may schedule an event up to 60 days in advance.

Summer Camps/Programs – Please contact the Coordinator of the University Center at (843) 661-1189 concerning Summer Camps/Programs.


Reservation Procedures

1) Check Availability – Contact the Campus Space Coordinator in the Office of Financial Services in Room 107, Stokes Administration Building or at (843) 661-1133 to determine if space is available.

A tentative hold may be placed on a space until confirmed by a Facilities Reservation Request Form and by a deposit, if one is required. If a second group requests the same space, the Campus Space Coordinator will ask the first group to complete the reservation or the space will be released.

2) Complete & Return a Facilities Reservation Request form – This form can be obtained from the Office of Financial Services.

For student organizations, a Facilities Reservation Requests must be signed by the advisor of the student organization before being submitted. Events scheduled by student organizations should also be coordinated through and may require the signature of the Coordinator of Student Life.

3)      Request Catering and Additional Services If Needed – Contact Dining Services if appropriate for the event (see Catering for Events section and Requesting Additional Services section below for additional information).

University Groups must have authorized signature approvals and billing information as appropriate on forms for all services including facilities, catering, and additional services.

4)      Receive Approval Notification – Space use is not approved until notification is received from the Space Coordinator.

Timing – Space should be requested and forms should be filed at least two weeks in advance for routine events and earlier for large events or those requiring special preparation.


Events in the Smith University Center should also be coordinated with the Coordinator of the University Center at (843) 661-1189.

Extraordinary Events – Requests for events which require extraordinary University services and use of facilities may be referred to senior administration by the Campus Space Coordinator for evaluation.

Opening and Closing of Facilities – After hours and on weekends, Campus Police may open facilities based on the Facilities Reservation Request. To preclude a space being left unattended, no facility will be opened until a member of the requesting group is on hand to assume responsibility for the area. The individual and/or group is financially liable for any and all damages to University equipment, facilities, and grounds as duly determined by the University.


Catering for Events

Dining Services Provider – Catering for events can be arranged through the contracted University Dining Services provider by calling the Catering Manager at (843) 661-1262 to coordinate menus and services after the appropriate facility has been scheduled.  Outside individuals or groups are not allowed to bring in food.

University Departments and Registered Student Groups requesting catering should complete and submit the Entertainment Expense Documentation form. This form can be printed online and then completed and submitted in paper form.

All Other Individuals or Groups requesting catering should contact the Catering Manager at (843) 661-1262.


Additional Procedures:

·          The Entertainment Expense Documentation form may be obtained from the Office of Financial Services (843-661-1133) or from Dining Services (843-661-1260).

·          Each form should be completed and submitted to the Dining Services Office or the Office of Financial Services at least three working days prior to the event.

·          Forms cannot be processed unless a Facilities Reservation Request form has been approved by the Space Committee.

·          The Individual or Group will receive notification of approval or disapproval from the Director of Dining Services.

·          A guaranteed guest count should be provided at least 48 hours prior to the event.


Requesting Additional Services

If a particular meeting or event requires services other than the opening and closing of facilities or the provision of existing seating and lighting, please complete the Campus Event Services Request form.

The Campus Event Services Request form

·          This form can be obtained from the Office of Financial Services at (843) 661-1133.

·          The Campus Event Service Request form should be submitted for approval to the Office of Financial Services or the Director of Facilities Services at the same time campus space is reserved. Form should be submitted at least three weeks in advance. Requests for major events should be coordinated with the Director of Facilities Services as far in advance as possible.

·          This form is not approved until notification is received from the Director of Facilities Services in the Office of Facilities Management.

To coordinate set-up services, please contact the Director of Facilities Services at (843) 661-1108.  In the absence of the Director of Facilities Services, please contact the Superintendent of Custodial Services at (843) 661-1103.


(UNIVERSITY PERSONNEL ONLY)  Audio Visual Equipment and Services Provided by the University – request by calling the Office of Instructional Technology and Electronic Media Services at (843) 661-1250.

Charges for Lighting or Sound Personnel – Individuals or groups needing use of University lighting and/or sound systems will be charged for authorized FMU personnel to run these systems.

Outside Audio-Visual Equipment

–          Individuals or groups are allowed to bring in audio visual equipment but Francis Marion University will not provide storage for and assumes no liability for outside equipment.

–          Sound amplification equipment may not be used in any areas other than in the assigned facilities for scheduled events.

–          Sound volume must be closely coordinated as not to disrupt or interfere with University operations, events, or classes.

–          Individuals or groups should be sensitive to the nature of lyric content when amplified music or other audio-visual media is played in venues open to the public.

–          Advance coordination will be required if equipment needs to be tied into house power (i.e. cannot simply be plugged into a normal wall outlet) so that a qualified FMU electrician can supervise safe connection.


Potential Additional Fire, Police, and Security Requirements

·          Francis Marion University Campus Police Department (FMUPD) reserves the right to require fire, police or other security personnel for events at Francis Marion University. The need shall be determined based on the time, place, and type of event, anticipated crowd and any extraordinary requests from the requesting parties.

·          Law enforcement personnel may also be provided at the request of the sponsoring group.

·          Events requiring security coverage will not be permitted if adequate security is unavailable.

·          To allow sufficient security for the event, law enforcement personnel must be coordinated in advance with the Francis Marion University Campus Police Department.

·          If a police presence is required, please complete the FMUPD Special Event/Request for Police Officers form. This form can be obtained from the FMU Campus Police Department, the Office of Financial Services, or the Office of Student Affairs.

–          must be completed by the individual or group requesting the services.

–          for student organizations, must be signed by the organization’s advisor.

–          is completed along with the other forms relevant to the space begin requested.

–          must be turned in to Campus Police at least 2 weeks in advance of the event.

·          All Special Event requirements outlined in the Student Handbook must be complied with including additional requirements when hosting large events.

·          The individual or group sponsoring the event is responsible for all applicable security charges.

·          Campus Police can be contacted by calling (843) 661-1109.


Rental Rate Categories

The following categories shall be used in determining the rental rates for Francis Marion University facilities:

University Groups – Events scheduled by University groups, units/offices, and registered student organizations whose primary audience is Francis Marion University students, faculty or staff with no admission charge or other solicitation of funds (i.e. donations) associated with the event are exempt from room rental charges with the exception of state, regional and or/national conferences coordinated by the University group on behalf or in collaboration with an external, non-University group (see Jointly-sponsored events). University groups holding fund-raising events where admission is charged must contribute an agreed-upon fee for facilities.

Non-University Groups – Events scheduled by all non-University non-profit or for-profit groups are subject to standard room rental charges.

University Employees or Current Students – Events scheduled by individual University employees or current students not part of a student organization (see University Groups paragraph noted above) are subject to standard room rental charges.

Jointly-Sponsored Events – Events & Conferences scheduled by University groups, units/offices, and registered student organizations that jointly sponsor with a non-University group (non-profit or for-profit) are subject to standard room rental charges. The University group shall be responsible for all aspects of the event or conference.


Facilities and Additional Charges

Facilities Charges

The University reserves the right to require a payment on facilities charges.

Cauthen Educational Media Center
 Lowrimore Auditorium – Capacity 201 $500
 Lobby Only $100
 Classrooms $100
 
 
Ervin Dining Hall
4hr event + 2 hr setup + 1hr breakdown Full day event
 Hendrick Dining Room $75 $125
 Palmetto Room $100 $150
 Main Dining Room $350 $500
 
Founders Hall
 Classrooms $100
 
 
Leatherman Science Facility
 Classrooms $100
 
 
Lee Nursing Building
 Thomason Auditorium and Lobby $500
 Lobby Only $200
 Classrooms $100
 
 
McNair Science Building
 Chapman Auditorium – Capacity 246-478 $500 plus Auditorium Coordinator
 Lobby Only $100
 
 
University Center
 Conference/Classrooms $100
 Commons $300 plus Building Worker, Security, and Special Services
 
University Center (Indoor) Pool and Outdoor Pool
 
 University Center (Indoor) Pool $75 per hour
 Outdoor Pool $75 per hour
Pool Reservations – Indoor and outdoor pool reservations must include a two-hour minimum rental and are subject to the availability of lifeguards and locker rooms.  The Outdoor Pool may be reserved by officially recognized student organizations one night per week (usually Monday) for a two-hour period at $75 per hour. Additional lifeguard is $20 per hour and may be required depending upon the size and age of participants.
Indoor and Outdoor Pool Policies & Procedures are available from the University’s Office of Student Affairs.
 

Additional Charges

Charges may be incurred for facilities usage as well as separate day(s) needed for set-up and clean-up. Additional charges may also be incurred including set-up costs, extending beyond approved reserve times, fees for personnel for lighting, sound, security (Campus Police), custodial services, etc., or other additional costs not noted.

Individuals or groups may be charged for damages to University furnishings, equipment, facilities, or landscaping as well as missing University property (extension cords for example), or cleaning costs due to trash or materials left behind.  If the event is catered by the University’s Dining Services provider, Dining Services is responsible for disposing of all garbage/trash.

Payment Due Date – If a facilities charge and/or charges for additional services are assessed, payment in full is due within two (2) weeks of invoice date. A late charge will be applied for delinquent payments.


Cancellation Procedures & Charges

·          Cancellation of an event should be made by calling (843) 661-1133 Monday through Friday. If necessary to cancel during the weekend, due to the proximity to the event date, please call Campus Police at (843) 661-1109.

·          University groups must report cancellation of an event at least 48 hours prior to the event.

·          All other individuals or groups must report cancellation of an event at least seven business days prior to the event or forfeit the deposit if one had been required.

·          Failure to report cancellation in a timely manner may result in a charge of up to $50 or more.

·          If an individual or group cancels an event, the individual or group will be held responsible for all charges incurred as a result of any commitments made to facilitate the event.


Guidelines & Rules

Sponsor Accountability – The individual or group sponsoring an event is held accountable for the actions of the participants throughout the Francis Marion University campus.

Observance of Rules and Policies – Individuals or groups using Francis Marion University facilities shall assume full responsibility for adherence to University policies as well as all local, state and federal laws regarding the use of facilities. This includes but is not limited to policies stated on the University’s website including the Code of Student Conduct as well as other University policies located in the Rights and Responsibilities section of the printed copy of the Student Handbook.

Denial of Use of Facilities – Violation of any section of this policy may result in subject individuals or group(s) being denied the privilege of continued or future use of Francis Marion University facilities. Appeals must be submitted in writing to the Campus Space Coordinator within five working days of the issue being appealed. The appeals statement must contain grounds for the appeal and include all information presented for appeal. Decisions will be communicated to all parties within ten business days.

Supervision of Minors – Groups with participants under the age of 18 must provide adequate adult supervision.

Alcoholic Beverages – The possession and/or consumption of alcoholic beverages on the Francis Marion University campus is strictly prohibited except where permitted by established University policy. The University will enforce federal, state, and local laws, as well as its own alcohol and drug policies. The purpose of the Alcohol and Other Drug Policy Summary located in the Rights and Responsibilities section of the Student Handbook (as well as policies contained in the FMU Faculty Handbook, and the FMU Staff Handbook) is to address those areas wherein the consumption and/or possession of alcoholic beverages is permissible and to establish under what conditions such consumption and/or possession is permitted.

Drugs – All State, Federal, and local laws will be strictly enforced. The possession of stimulants, depressants, narcotics, hallucinatory drugs, drug paraphernalia, and/or other agents having potential for mental or physical harm (except when these agents have been prescribed by a physician) is prohibited. Likewise, the selling, exchanging, and giving away of such drugs to any person not intended to possess them is prohibited. Prescribed medications should remain in the original marked containers.

Tobacco-Free Designation – Francis Marion University facilities are designated as tobacco-free.

Weapons – Possession and/or use of any weapons or simulated weapons including, but not limited to, firearms, BB/pellet/air guns, blow guns, paint ball guns, sling shots or other projectile weapons; hatchets, knives or other edged weapons; bows/arrows, explosives, fireworks, chemical components expelled by compressed gases (i.e. OC or pepper spray); impact weapons (i.e., nun chucks, slap jacks, or other martial arts type weapons); electrical shock devices (i.e. stun guns or Taser type weapons); dangerous/noxious chemical mixtures, incendiary devices, propelled missiles or other dangerous substances is prohibited and may be illegal.

Advertising – Advertising an event prior to event confirmation is prohibited and may result in denial of the request to use Francis Marion University facilities. All advertising for fund raising activities sponsored by University groups must prominently display the name of the sponsoring department or student organization.

Disclaimer Requirement for Printed Materials – Non-University individuals or groups may be asked to include the following statement in any printed materials related to a scheduled event: “Use of Francis Marion University facilities does not imply University sponsorship.”

Sales and Solicitations – Some sales or solicitations are permitted at Francis Marion University, but only as part of the legitimate fund raising activities of a student organization or University group. Requests for approval of any form of solicitation must be made in writing to the Dean of Students Office no later than seven business days preceding the proposed date of the activity. Following content approval by the Dean of Students Office; the appropriate space must be reserved. Sales and Solicitations must abide by the: “Solicitation Policy” in the Rights & Responsibilities section of the Student Handbook. Also, see the “Solicitation on Campus by Student Organizations” in the Student Services section of the printed Student Handbook.

All items and procedures for sale must comply with South Carolina law. All of the profits generated by a sale or solicitation conducted at Francis Marion University must be used for the activities of the sponsoring student organization, University group, or their publicly stated cause, e.g., a charitable organization. A fundraiser request form must be approved by the Office of Student Affairs prior to the event and a financial report must be submitted to the Office of Student Affairs after the fundraiser.

Distribution of Literature, Petition Drives, Surveys and Similar Activities – These activities must be conducted only from a reserved location, in accordance with the University Literature Distribution Policy (see the Rights & Responsibilities section of the Student Handbook), and with the approval of the Office of Student Affairs.

Pets – No pets are allowed with the exception of service animals (animals that are individually trained to perform tasks for people with disabilities).

Lost, Stolen, or Damaged Property – Francis Marion University is not responsible for any lost, stolen or damaged property belonging to users of the facilities.

Damages, Missing Items, or Trash – Individuals or groups are responsible for returning University facilities (including classrooms) to the original or better condition than prior to the event including the removal of trash, decorations, and materials. Damages, missing items, or trash may result in additional charges (see Facilities Charges section).

Decorations, Exhibits, and Displays

1.      Decorating and posting limitations must be discussed with the Campus Space Coordinator at the time the event is scheduled. No tape, glue, tacks, Velcro, staples, pins, or nails are permitted on the walls, doors, floors, ceilings, glass, draperies, or woodwork of Francis Marion University facilities without approval of the respective building coordinator.

2.      Doorways, hallways, corridors, staircases and fire exits cannot be blocked or obstructed; all fire alarm pull stations, hydrants, and extinguishers must remain unobstructed and accessible by someone in a wheelchair.

3.      Light bulbs may not be placed where the heat from the bulbs might create a fire hazard.

4.      The use of candles or incense is not permitted.

5.      Table centerpieces must be non-flammable or constructed of fire resistant materials.

6.      Special effects equipment, such as smoke, fog and fire machines, sparklers, etc., is not permitted without approval of the Director of Campus Police at (843) 661-1109.

7.      The use of glitter, rice, or similar materials in decorations and activities is not permitted.

8.      Decorations, exhibits, displays, and directional signs must be removed immediately following the event or activity, unless the respective building coordinator has approved other arrangements.

9.      The University (or it’s designated vendor) is not responsible for the loss of any materials, displays, gifts, favors or other items left in a building or on the grounds.

10. Any special needs for decorations, exhibits, and displays beyond the scope of this policy must be approved by Francis Marion University.


Liabilities and Limitations

Francis Marion University, its respective officers, employees, agents, and assigns explicitly disclaim any and all liability, damage, injury, or death resulting from the use of its facilities by University or non-University individuals or groups, regardless of whether or not such liability, damage, injury, or death arises, in whole or in part, from the negligence of Francis Marion University, its Board of Trustees, its respective officers, employees, agents, and assigns. Further, University or non-University individuals or groups, their officers, employees, agents, or assigns shall hold harmless and indemnify Francis Marion University, its Board of Trustees, its respective officers, employees, agents, and assigns from any and all liability, damage, injury, or death resulting from the use of its facilities, regardless of whether or not such liability, damage, injury, or death arises, in whole or in part, from the negligence of Francis Marion University, its respective officers, employees, agents, and assigns.


Emergencies

For a medical emergency, to report a fire, or to summon Campus Police:

·         dial (843) 661-1109 from an off-campus or cell phone

·         dial 1109 from a campus phone

·         use one of the Emergency Call Boxes or access telephones on campus. These devices provide 24 hour access to Campus Police.

·         go directly to the Campus Police Office located in the Campus Police/Facilities Management Building at 4802 Patriot Drive. The building is normally open Monday through Friday from 8:30 a.m. to 11:30 p.m.

Automated External Defibrillator (AED) Units – Automated External Defibrillator (AED) units are available in several buildings on campus but should be used only by persons trained in the use of this equipment.

Emergency Siren System – An emergency siren system has been added to the campus to notify the campus community of emergencies that might threaten the health and safety of the FMU community. In the event of a natural or man-made emergency the siren system may be activated to advise what action should be taken.

Fire Evacuation – In the event of a fire or as a result of fire alarm activation, all persons in the facility will evacuate the building. Everyone will remain outside the building until the area is cleared by Campus Police or responding fire department personnel.

FMU Patriot Card Holder Agreement

The Patriot Card:

The Patriot Card is your official University ID card, your meal plan card (if enrolled in a meal plan at the University), and your debit card (if you deposit funds onto the card to purchase items from the FMU Bookstore, The Grille, or the Ervin Dining Hall). The card is non-transferable and must be returned upon request of the University. Because misuse of cards may have a negative impact on both students and the institution in general, students are expected to protect their card and abide by all terms and conditions associated with the use of the Patriot Card. The Patriot Card and its accounts, all forms, and records of its use are property of the University. Use of the Patriot Card may be revoked at any time.


Use of the Patriot Card as a Debit Card:

Card Accounts: (1) A Patriot Card Account is a record of pre-deposited funds accessed by the cardholder for the purpose of purchasing products and services. (2) There is no daily limit to the number of transactions that can be made; however, no debits shall exceed the amount deposited into the account. (3) The University will not pay interest on balances in a card account. (4) The card holder understands that the account is non-transferable. (5) The account will be activated upon receipt by the University of an initial deposit.  Note: Dependent of the manner in which funds are deposited onto the card balances may not be available immediately following the deposit of funds. See the deposit procedures below for more details. (6) The card holder is responsible for monitoring his or her own account balances.

Deposits may be made as follows: (1) Through the University’s on-line accounting payment system. Note: Deposits may be made with tuition bill during the fee payment process, or at any time during the year with a debit or credit card. The availability of deposited funds to the Patriot Card may not be instantly after the transaction. Automated transactions generally take several hours to process and may not be available within the first 6 hours after deposit. (2) In person in the Dining Service Office located in the Ervin Dining Hall. Note: Balances are available instantly. (3) In person at the Cashiers Office. Note: The availability of deposited funds to the Patriot Card may not be instantly after the transaction. Automated transactions generally take several hours to process and may not be available within the first 6 hours after deposit.

Fees: There are no fees associated with transactions using the Patriot Card. A check that is presented for deposit onto an account which is returned by the bank as uncollectible, will be assessed a fee of $30 per check.

Returns of Merchandise: Merchandise may be accepted for return in accordance with the refund policy in effect at the place of purchase of the products or services. Any refunds shall be credited to the Patriot Card account. Note: FMU can not guarantee instant crediting back to the Patriot Card account; however, most refunds are processed and credits are available generally within 6 hours of a return. No cash refunds will be made for any purchase made with the Patriot Card.

Refund of Balances, and Account Closure: Request for refunds from your Patriot Card is granted only upon graduation, withdrawal from the University, or termination of employment (employees of FMU). The administrator of the Patriot Card system will determine the inactive accounts having been inactive for more than 6 months with balances remaining in the account. These accounts will be reconciled to the card holder’s academic status to determine if the student is in inactive status. If the card holder is determined to be inactive academically, and the balances have not been claimed within 6 months of becoming inactive these balances will be forfeited to the University less an administration fee provided to the Patriot Card Administrator for card monitoring. Balances forfeited to the University will be credited to the FMU Scholarship fund. Request for refunds should be requested in writing to the Dining Services Office located in the Ervin Dining Hall. If a student has outstanding balances due to the University, refunds will be reduced by the amounts owed the University.   Balances of less than $5 will not be reimbursed.

Lost or Stolen Cards: Lost or stolen Patriot Cards should be reported immediately to the Office of Dining Services in the Ervin Dining Hall.  A $15 card replacement fee will be charged to the student’s FMU account at the time a replacement card is issued. It is the student’s responsibility to pay to the Cashiers Office promptly upon receipt of the replacement card. FMU is not responsible for any account balances or transactions that occur as a result of lost or stolen cards. It is the card holder’s responsibility to promptly notify the Card Administrator of lost or stolen cards.

Changes in Terms and Conditions: Cardholder’s use of the Patriot Card provides consent to all terms and conditions. Francis Marion University may change any and all terms and conditions without sending a written notice to the participant. Changes will be posted to the University’s website at least 30 days prior to the effective date of change. Participant’s use of their Patriot Card on or after the effective date of the change provides consent to all amended terms and conditions. It is the card holder’s responsibility to stay informed of any and all changes made to the terms and conditions.

Effective date of this Agreement: This card holder agreement is effective for all active cards in use on or after January 1, 2011.

Original / Amended Agreement Effective Date: January 1, 2011.

Fundraising

The Development Office assists with the coordination of all campus fundraising efforts (except those involving student organizations).  The Development Office organizes, plans, and carries out annual fundraising campaigns for the Annual Fund, the Swamp Fox Club and special projects.  The Development Office identifies prospects and works with donors who wish to make restricted and unrestricted gifts to the University.   The office prepares proposals to solicit major gifts from individuals, foundations, businesses, industry, and other community/civic organizations.

All gifts of cash are received in the Development Office which is also responsible for receipting funds appropriately and acknowledging and reporting gifts.  Non-Cash Gifts are also recorded in the Development Office.  A Non-Cash Gifts Form is used for reporting such gifts.  This form may be obtained in the Development Office.  The office maintains records of donor activities and plans special events to cultivate and recognize donor generosity.

Any academic or administrative department or division which plans to solicit funds from the private sector should coordinate such activities through the Development Office.

Non-Cash Gifts

The Development Office records, receipts, and acknowledges all gifts to Francis Marion University or the FMU Foundation. Donors may designate their gifts to either Francis Marion University or the FMU Foundation. The Development Office has in place mechanisms to direct gifts and gift income as required by the University and/or the donor. Donors wishing to give to the University should contact Development Office directly at (843) 661-1295.

It is important to recognize that gifts classified as equipment, supplies, construction, architectural services, engineering services, or other services or in-kind contributions may require that we obtain prior approval from the State Budget and Control Board Office of General Services. Therefore, no commitment should be made to a donor in advance of all necessary approvals.

Gifts of real estate, personal property, equipment and other in-kind items will be assessed at fair market value. Documentation of gifts at fair market value must be provided to comply with IRS rules and guidelines and to insure accurate records and asset control. The donor should furnish the fair market value of a non-cash gift. For gifts valued at $5,000 or higher a written certification by a qualified appraiser may be required in accordance with IRS regulations (Form 8283). This form may be obtained from the Development Office. It is the donor’s responsibility to obtain the gift appraisal.


The Non-Cash Gifts form should be used to report non-cash gifts to the University or the FMU Foundation. Information should be collected to comply with IRS regulations and properly recognize those individuals making the gift. The form should be completed by the individual or department anticipating the gift, and properly routed and signed prior to gift acceptance. It is required that the gift not be contingent upon any conditions, whether by gratis advertising, monetary, or any form of financial gain to the donor.

For certain gifts, it may be necessary to consult with the Director of the Physical Plant to insure that all requirements can be met prior to accepting the gift:

  • gifts that require permanent connection to the building or to any building service (electricity, water supply or drain, ventilation, gas, air, steam)
  • gifts that require the addition or extension of any building service, including electricity at a different voltage or increase in power available
  • gifts that require special cabinetry, support, or housing not acquired as part of the equipment
  • gifts that require special environmental conditions
  • gifts that are particularly large or heavy
  • gifts that require any cutting, patching, or building modification

Actions required for completing the process:

  1. The individual/department potentially accepting the gift contacts the Development Office and completes the Non-Cash Gift Form.
  2. The completed form is forwarded to the Provost or appropriate Vice President.
  3. All forms are then routed and reviewed by the Vice President for Business Affairs.
  4. The Vice President for Business Affairs forwards the form to the Director of Purchasing to obtain Office of General Services approval if required.
  5. The Director of Purchasing routes the form to the Development Office after Office of General Services approval.
  6. The Development Office records and acknowledges the gift to the donor and forwards the form to the Accounting Office and a copy to the department accepting the gift.
  7. The Accounting Office records the gift and notifies appropriate offices/departments if further action is needed.  (Example: notifying departments responsible for asset control and insurance.)

Alumni Website Privacy

We have created this statement to demonstrate our firm commitment to your privacy. We do not collect personally identifying information about you when you visit our site, unless you choose to provide such information to us. Providing such information is strictly voluntary. This policy is your guide to how we will handle information we learn about you from your visit to our Web site.


Use of Links

Throughout our Web pages, we provide links to other servers which may contain information of interest to our readers. We take no responsibility for, and exercise no control over, the organizations, views, or accuracy of the information contained on other servers. Creating a text link from your Web site to our site does not require permission. If you have a link you’d like us to consider adding to our Web site, please send an email to webmaster@clientURL.org with the subject “Link request.”


Use of Text and Images

If you would like to publish information that you find on our Web site, please send your request to webmaster@clientURL.org. Where text or images are posted on our site with the permission of the original copyright holder, a copyright statement appears at the bottom of the page. Information about using our logo and images is available in Media Resources.


Accessibility

This Web site is designed to be accessible to visitors with disabilities, and to comply with federal guidelines concerning accessibility. We welcome your comments. If you have suggestions on how to make the site more accessible, please contact us at webmaster@clientURL.org.


Reading or Downloading

We collect and store only the following information about you: the name of the domain from which you access the Internet (for example, aol.com, if you are connecting from an America Online account, or princeton.edu if you are connecting from Princeton University’s domain), the date and time you access our site, and the Internet address of the Web site from which you linked to our site.

We use the information we collect to measure the number of visitors to the different sections of our site, and to help us make our site more useful to visitors.


Online Profile Updates and Donations

If you complete the Profile update form and share your personally identifying information, this information will be used only to provide you with more targeted content. We may use your contact information to send further information about our organization or to contact you when necessary. You may always opt-out of receiving future mailings; see the “Opt Out” section below.


Sending us an Email

You also may decide to send us personally identifying information, for example, in an electronic mail message containing a question or comment, or by filling out a Web form that provides us this information. We use personally identifying information from email primarily to respond to your requests. We may forward your email to other employees who are better able to answer you questions. We may also use your email to contact you in the future about our programs that may be of interest.

We want to be very clear: We will not obtain personally identifying information about you when you visit our site, unless you choose to provide such information to us. Providing such information is strictly voluntary. Except as might be required by law, we do not share any information we receive with any outside parties.

If you sign up for one of our email lists, we will only send you the kinds of information you have requested. We won’t share your name or email address with any outside parties.


Kids and Privacy

For children who visit our site, special rules apply. We do not request personal information about children, such as first and last name or street address and city. When kids send email to us, their online contact information (email address) is not used to re-contact them and is not maintained in retrievable form.


Opt-Out or Change Your Contact Information

Our site provides users the opportunity to opt-out of receiving communications from us through a special online form. You may choose to receive only specific communications or none at all. You may also update your contact information previously provided to us through another online form. You can not remove yourself from our database, but you can prevent unwanted communication.

Swamp Fox Club

General Information

The Swamp Fox Club, formerly the Patriots Brigade, is the official booster club that generates support for the Francis Marion University Athletic Department.  Renaming this organization honors the Swamp Fox himself – General Francis Marion, the Revolutionary War hero who outfoxed the British to help America win its independence and for whom the University is named.

On an annual basis, more than 175 student-athletes receive some scholarship assistance from the Swamp Fox Club.  The athletic booster club has developed into a vitally important support group for the Athletic Department, pursuing the excellence, integrity and pride in the University’s athletic program.


Vision for the Future

The Swamp Fox Club plays a vital role in Patriot Athletics’ continued success.  As educational expenses continue to rise, it will become increasingly more difficult to achieve academic and athletic excellence.  These dramatic increases make reliance on private support a must in providing financial assistance for our student-athletes.


Planned Gifts

You can make a substantial contribution to the Patriot Athletic Scholarship Fund through gifts in trust, charitable annuities, endowed scholarships, life insurance policies, and bequests.  Many of these options provide significant tax savings, as well as rates of return significantly higher than traditional investments.  For more information on planned giving to Francis Marion University Athletics, please contact our office at (843) 661-1240.


Methods of Contribution

Each year alumni and friends of Francis Marion University make a variety of gifts in support of athletic and academic excellence.  Each contributor can elect to make a gift in a way that best suits his or her personal preference.  Gifts made to the Swamp Fox Club are tax deductible.


Cash and Other Gifts

Cash is the most common form of giving.  Contributions provide the yearly financial resources necessary to operate our athletic program.  Some contributors may elect to give stock, securities, real estate or life insurance policies.


Matching Gifts

This method goes hand-in-hand with cash gifts.  If your company is a participant in a matching gift program, you receive credit in the Swamp Fox Club for the total contribution – a great way to double or triple the impact of your gift and increase your membership level and its privileges!  See your personnel officer for complete information on matching gifts.


Planned and Estate Gifts

Contributors can make life income arrangements and donate monies using trusts, gift annuities, pooled income funds, etc.  Individuals can choose to make provisions in their estates for the support of our athletic program, using a variety of gift vehicles.  These gifts can provide present and future support for Francis Marion University athletics and can offer you valuable tax advantages and income benefits.


Tax Implications

All contributions to the Swamp Fox Club for the Athletic Scholarship Fund are deductible for tax purposes.  These gifts are credited for full value for purposes of gift record at the university.  However, in order to comply with IRS laws concerning charitable contributions, the value of any benefits received must be subtracted from the amount of the gift.  If you wish to claim a deduction for your entire gift amount, you may elect not to accept the benefits your gift entitles you to receive.  If this is your wish, please indicate on the membership form.  If no deduction is given, benefits will not be provided and the full donation will be considered to deductible.  The Athletic Department has estimated the fair market value of the benefits described in this brochure, and that information is available upon request.


Corporate Sponsorship

The Francis Marion University Athletic Department offers a variety of corporate sponsorship opportunities, which provide first-rate and high profile advertising.  Your business can gain wide recognition and broad distribution through signage and printed materials.  For more information on how you can reach the clients of tomorrow today, click on the below links and contact the Francis Marion Athletic Department (843-661-1240) to customize a package that will fit your business needs and goals.

The Cottage

The lease contract contains guidelines, policies and restrictions on the use of The Cottage. The following information may be helpful while planning an event in this facility:
  • All state and local laws concerning the consumption of alcoholic beverages will be observed and strictly enforced. No alcoholic beverages will be served to individuals under age 21.
  • Functions at The Cottage must end no later than 11 p.m.; clean-up should be completed and the facility closed by midnight. The individual or group renting the building is responsible for leaving the venue in its original condition.
  • Audiovisual equipment is available for meetings, seminars, etc., and should be reserved upon leasing the facility.
  • Rental equipment should be removed at the end of the event. Failure to do so will result in forfeiture of the deposit.
  • Amplified music is permitted inside The Cottage and on the immediate grounds for special events. All exterior music must cease at 10 p.m.Rice, birdseed, and confetti are not allowed inside the premises. Francis Marion is a smoke-free campus; smoking is not permitted on campus properties.
  • A limited number of parking spaces are available adjacent to The Cottage which is accessible from Wallace Woods Road and through Parking Lot F. Parking Lots E and F also provide nearby parking for this facility.

View all Guidelines here.

The Non-Profit Leadership Institute

Attendance Policy

Participants enrolled in the current year’s Institute class are required to attend at least 90% of sessions included in the current year’s program.  Attendance will be counted in half-day increments.


Cancellation Policy

The Non-Profit Leadership Institute requires notification of cancellation at least two weeks prior to the beginning of classes in order for participants to be relieved of registration fee obligations. Please note that a refund of fees is not possible 72 hours prior to the beginning of the first class.


Dress

Dress for all Institute sessions is casual. If there are evening functions requiring more formal attire, you will be informed well in advance of the event. Since room temperatures and weather may vary, you may wish to dress in layered clothing for maximum comfort.


Smoking

Smoking is prohibited on all property owned or controlled by Francis Marion University, the Francis Marion University Foundation, and the Francis Marion University Real Estate Foundation. This prohibition includes all buildings and grounds owned, leased, or rented by the University and its related entities.


Cell Phones

Cell phones must remain OFF during the sessions. There are frequent breaks which will allow participants to check messages.


Special Needs

If there are any provisions we need to make to accommodate sensory, physical, or learning difficulties, please let us know.


Diet

Please report any special dietary needs you may have. Make certain you have let staff know of any such needs at least one week prior to the commencement of the first session so that we may do our best to address those issues in a timely manner.


Parking

Parking passes should be hung on your car’s rear view mirror. These passes do not allow you the privileges of a faculty, staff, or dining hall parking space. The pass is there to identify you as an NPLI participant while on campus.

Grants and Research

Concept Approval Form

As soon as you have decided to undertake a grant, you need to fill out the Concept Approval form for the grant. The form provides the University with core information regarding your proposed activity. It also provides everyone with documentation that this activity was discussed and was approved, at least at the conceptual level.

After filling out the details on the form, you have your Department Chair sign it. Your Department Chair passes it onto the next administrator on the list for approval. At any point in this process, discussions may occur to further clarify what will be entailed in the proposed activity. Once the President has signed the form, it is sent to Shara Moore in Business Affairs with a copy also residing in the Provost’s Office.


General Information on Grants at FMU
How the Grants Development Program can assist you:

The Grants Development Program works with campus members to prepare grant proposals to external funding agencies.  In doing so, the Grants Development Program also works closely with the Office of Financial Services, Human Resources, Accounting, the University Foundation, and the Office of the Provost.  Faculty are encouraged to meet with the Director of the Grants Development Program to acquaint the office with their current and anticipated interests.   Doing so enables the office to add that information to search criteria so that campus community members can be notified of funding sources and opportunities that may support their project interests.  As soon as a faculty member plans to pursue a particular funding source, they are asked to complete a Grant Concept Approval form to obtain requisite permissions from their Department Chair, Dean, Provost and the President of the University.  The form is available on-line at this site in word processing formats for both Macs and PCs.


Reasons to consider doing a grant

Grants provide faculty with some amazing opportunities. This is your chance to turn ideas into reality – whether to carry out a research project or to demonstrate a new way of doing something. Many grants provide faculty with a way to build in additional professional development, equipment, materials, and travel. They provide a rich environment to gather data for peer-reviewed articles. Most importantly, they are a key scholarly activity that enhances your overall development as an academic.

An article you may want to look at was written by Kenneth Henson of the Citadel, a specialist in grants at the post-secondary level. He has done a nice job of providing some insights into the grants process for faculty members.


Steps in doing the grant

1. You have a passion to do something.
2. You find a funding source that is compatible with your idea.
3. You complete the Concept Approval Form and submit it to your Department Chair or Dean who then moves it up the list of people.
4. You begin mapping out the overall grant. You might brainstorm ideas with fellow faculty or you may be setting up meetings with partner groups to get their input and direction.
5. With a better idea of what will happen in the grant, you talk with the Director of Grants Development (Jane Madden, 1230) or the Director of Financial Planning (Shara Moore, 1132) to see if there are some points you should be checking. For example, does your proposal need to be submitted to an IRB review for Human Subject Research? Do you need to check with Physical Plant on alterations to facilities? Calling or meeting with the Director of Grants Development will be a quick way to find a partner to help you sort through the issues.
6. You are working diligently on writing the grant. You have friends lined up who are willing to read and see if it makes sense. Does it fit together? Does it sound doable? They could also check it for spelling and grammar.
7. You are also working on the budget section and have started to share that with Shara Moore, the Director of Financial Planning so she can spot problems early on.
8. You have completed the entire grant and have submitted it to the Provost’s Office for a preliminary review. He may ask the Director of Grants Development and the Director of Financial Planning to look it over at this time.
9. You take the feedback from the various groups that have reviewed the document and have incorporated the appropriate changes. Seven working days (not including weekends) ahead of the deadline for the grant leaving campus, you submit the grant to the Provost’s Office for a final review. Again, the Director of Grants Development and the Director of Financial Planning will usually be involved in the process.
10. Everything looks good. You submit it online or you make your copies and send it off and breathe a sigh of relief that it made it out the door on time.

Why the University must sign-off on the grant

Despite the hours we may put in on a grant, it really isn’t ours. A grant is normally a contract between the funding agency and the University. The University has the responsibility to be sure that whatever efforts take place on the campus, or through the campus, are consistent with the mandate of the University and abides by all the regulations governing the University. That last part is very significant. The rules and regulations governing the University are many and varied. Fortunately, each administrative department is quite cooperative in helping to decipher what those are and how they impact your grant efforts.


Foundation vs. University

On occasion, you will come across funding opportunities through private foundations. If it is a situation where the funding agency (the private foundation) can only give the funds to another non-profit agency such as the University Foundation, then you must gain permission from the Foundation before applying. There is a separate form for applications that must go through the Foundation. The reason for seeking approval for the Foundation is that it must practice due diligence in reviewing the activities in which it will engage to be sure they fit within the guidelines established for its operation. Again, even though you may be the one carrying out the activities in a successful grant application, it is technically the Foundation (in this scenario) that is receiving the funds.


GrantStation Information

Several departments on campus are using the GrantStation website to locate alternative funding sources for projects. Please remember to sign-in (login) to the GrantStation website so that you can have maximum access to all of the resources that are available. Individuals who do not have a password for the site are not able to get to the full-range of options that are there for members. If you forget your user name and password, please give Jane a call at Ext. 1230 or e-mail hmadden@fmarion.edu We held several workshops on campus to orient people to the GrantStation site. If you were unable to attend, please feel free to call Jane and she’ll give you an orientation over the phone or one-on-one. She’s also developed a handout for the GrantStation site to help new users.


Grant Deadlines

You will find that you will read the guidelines for a grant several times, if not more! Keep an eye on the deadline date. This can be tricky. Check for the following:

a. The grant RFP says that the grant must be received by a particular time and date. Remember – all your work will be for nothing if it is not received on time. If 5:00 p.m. is the cutoff, then 5:01 p.m. is too late.

Don’t assume because you sent it via the post office that the funding agency will still accept it if it shows up a day late. Many agencies will tell you that if you send it via the postal service, you’ll have to have a postmark on your package that must be 5 working days (not including weekends) in advance of the deadline. Keep a receipt for your package that you can use to argue your case in the event the parcel does arrive late. You’ll need it.

The State does have a free courier service that runs between state agencies. Unfortunately, it can’t guarantee that a package will get into Columbia on time. In that situation, a date stamp doesn’t do a thing for you according to one of the state agencies with whom we dealt. Get behind on your project or run into last minute difficulties and you’ll find yourself dashing to Columbia with the package in hand. Don’t worry – you won’t be the first person to do it and you won’t be the last.

The University does have a regular commercial courier pickup on campus. Call the Warehouse to arrange a time early in the day. Normally, someone will be around to pick up your package by 2:00 p.m. in the afternoon. If you’re not going to be ready until later in the day, get your label with the proper account number on it and then drop it off yourself in town at the correct courier depot on your way home. Talk to your department to get one of the labels filled out and ready to go.

B. The grant RFP says the grant must be sent by a particular time and date. In this scenario, you feel like you’ve got a little bit more breathing room. In reality, you don’t. A lot of federal agencies seem to be encouraging people to use commercial courier services over the post office because of the security issues in place for handling postal packages. There can be significant delays for items travelling through the regular mail service due to the security precautions at the other end.


Electronic Submissions of Grant Applications

In this scenario, the grant RFP says you must submit the grant electronically by a certain time and date through an online portal. NSF has been using this for quite a while. The federal department of education has also started the move to online submissions. Their system is actually quite user friendly compared to NSF.

The NSF uses something called “FastLane.”
For details on how to use the Department of Education’s online submission portal, check out:
How to use the e-Application process in the federal Department of Education

Concerns you should have over electronic submissions:

Apart from the usual nightmares that you have left it until the last minute and are now concerned that the entire University network will go down, you have to be very concerned about the authorization process and the time lines associated with that process. Electronic submissions are actually a multi-step procedure.

Once you get all of your bits and pieces uploaded, the system sends a message to the authorized representative for the University who must electronically sign your document to authorize it to go forward to the competition. Without that step, your proposal is going nowhere. For electronic submissions, the Provost’s Office has been the authorized representative. NSF provides a breathing space between your submission of the proposal and the authorized university representative signing it. This allows for anomalies such as submissions that occur late at night or for a situation when a person could be out of town. Note that the federal department of education does not do that. If your submission is to be in no later than midnight on a particular date, then once you submit your proposal, the authorized representative must also electronically sign your proposal before that midnight hour. Of course, if you’ve got the proposal in early, that won’t be a problem. On the other hand, if you are indeed submitting it at the very last minute possible, and it will be happening well after work hours, you could have some excitement.


Getting a focus for your grant efforts

Many people approach grants with a shopping list of things they want rather than with an outcome in mind. The “shopping list” approach can result in a lot of stress because you end up twisting yourself out of shape to try and get it to fit the objectives of the funding source. Without a logical outcome, trying to set up coherent arguments that justify the “shopping list” gets very tricky.

The easy way to begin your process is by playing the “So what?” game with yourself. Simply state your case in a sentence or two as to why you need this money. Next, if you can find a volunteer to assist you with this process, read aloud your statement and get them to say “So what?” Now, try and answer that question. Each time you come up with an answer, have them challenge you by saying, “So what?” Eventually, you’ll either discover you’ve been heading in the wrong direction or you’ll find that you have hit on the heart of the matter and are ready to put everything else into place. Play “So what?” by yourself or with a partner – it’s a little exercise that can save you a lot of time.


Salary-related issue for grants

A large number of grants provide faculty with the opportunity to buy out their time from the University or to arrange to receive additional hours – both during the year and especially in the spring and summer months. The State does not allow faculty to earn more than their regular hourly wage. Nor can faculty earn more than a particular percentage over their regular salary during the course of the year. Therefore, it is important that you get accurate figures to use in your budget section. Human Resources can supply you with the necessary information. The person to contact there is Beth Gould (661-1142).

When it comes to including the cost of your time in a proposal, you have to remember that your salary consists of both wages and fringe benefits. Those fringe benefits can cost up to an additional 35% (and as health costs continue to increase, that number may also increase). The University pays for a large percentage of our benefits. Remember, we still have to pay our own portion of retirement, social security, and taxes, and any other applicable deductions on top of that.

So why worry about salary and fringes when doing a grant budget? Consider the following examples:

a. The budget shows one flat rate for the faculty member, $1,000. In real terms, that means the check they receive from their work might show a total of anywhere from $650 to $825. (Everything is dependent upon your individual deductions as well as the employer fringes.) That’s what they can put in the bank. The institution had to deduct the benefits portion from the grant funds as the grant was picking up the faculty member’s time. It also had to deduct those items we are personally responsible for. Occasionally, a grant might be set up such that the grant picks up the wages for the faculty member and the institution picks up the fringe benefits. All of those things have to be negotiated prior to the grant being submitted.

b. In our second example, the grant budget is set up to cover both the salary at $1,000 and a calculated estimate of the fringe benefits on top of that. Apart from the individual deductions such as social security, retirement, and taxes, the amount on the check that goes in the bank will be much higher than in our first example (a).

c. Any money over your regular salary will not have health and dental deducted.

d. If your intention is to receive additional funds from another state agency or a grant during the time you are under contract with the University, it is imperative that you meet with Human Resources to be sure you are within the State regulated guidelines.

An important exception you should know about . . . .

In the beginning, I naively assumed that all PreK-12 schools and Universities were state agencies. PreK-12 schools are not considered state agencies. Therefore, in a situation where a school is the fiscal agent (they get the money directly from the funding agency and handle the bills) for the grant and they’ve retained your services, then the salary you receive from them is not counted towards your annual total, nor is it subject to the hourly wage limitations. In other words, it is as if it didn’t even happen! However, if they buy your services from the University and you receive your check from the University, then it does count towards the annual total limitations and the hourly wage limitations. Always, make sure that your time commitments do not interfere or conflict with your scheduled teaching and office hours. Clear any such arrangements with your department chair. Watch how you set it up and always double-check on regulations as they change!


DUNS, TNS, EIN Numbers

On all federal grant applications, you will come across a request on the cover sheet for a DUNS identification number. Recent application forms are also calling for the TNS number. Shara Moore, Jane Madden, and Cathy Shwartz all have those numbers or can find out for you.


See Financial Services policy on Grants for more information.

General Policies

Trash Disposal

Residents are expected to remove garbage and other trash from their rooms and apartments on a regular basis. For convenience, large trash dumpsters are located throughout the area. Trash should not be left on balconies, in hallways, or other areas of the residential facilities. Recycling receptacles have been placed throughout housing areas. A $25 trash fee will be charged if a resident leaves the trash outside their apartment or hall room. The fee will be divided evenly between all residents that live the apartment or residence hall at that time unless it can be determined who it belongs to.


Weapons/Firearms/Fireworks

Possession or use of any type of firearm, fireworks, or other weapons by anyone on university-owned or -controlled property is prohibited. Instruments used to simulate such weapons in acts that endanger or tend to endanger any person shall be considered a weapon. Involvement in this activity will result in removal from the residential facilities on a permanent basis and could result in other sanctions such as suspension or expulsion (see Code of Student Conduct section of the FMU Student Handbook). For more information regarding weapons on campus, please see Campus Police and the Student Rights and Responsibilities sections of the FMU Student Handbook.


Pets

For health and safety reasons, students and their guests are prohibited from possessing pets in and around the residence halls and student apartments. Students found with a pet or animal will be required to remove the pet immediately and will be subject to disciplinary action. Additionally, the student will be assessed for any pest control or cleaning costs.


Solicitation

Distribution of written materials and solicitation by students, university employees, nonaffiliated individuals, and nonaffiliated groups are prohibited in student housing. Canvassing, selling, offering for sale, soliciting, or promoting the sale of any goods or services is prohibited on university premises, including residence halls and apartments, except as allowed under University policy (see Solicitation Policy in Rights and Responsibilities section). However, an individual student has the right to invite anyone into his or her residence hall living quarters for the purposes of that student considering or purchasing the invitee’s goods or services. Students are not allowed to conduct commercial activities or business ventures from their rooms or apartments.

Written materials designed for commercial purposes may not be distributed on university premises, including residence halls and apartments. Before any material is posted, it must be approved through the Offices of Housing and Residence Life or Student Affairs (see Literature Distribution and Posting Policy).


Sports and Use of Sports Equipment

Use of outdoor sporting equipment such as balls, Frisbees, golf clubs, bats, skateboards, lacrosse sticks, etc. inside of the residence halls and apartments is prohibited. Use of such equipment indoors poses a threat to the physical safety of residents and can result in damage to university or individual property or bodily harm as well as creating noise problems. Use of such equipment is restricted to appropriate locations outside of the residence halls and apartments.


Windows/Balconies

Throwing objects from windows, balconies, etc., is a danger to students outside of the building and is therefore prohibited. Hanging outside or climbing from windows is also prohibited due to the danger involved. Screens must remain in windows at all times.

Community Standards

What are community standards?

Everyone in the community must respect the rights of others and make choices to maintain a safe and secure environment that allows all residents to pursue their academic goals. There are also some standards in the form of established policies that have been set forth for which you will be accountable. These include, but are not limited to, University Housing and Residence Life Policies, the Code of Student Conduct, and the University Alcohol and Drug Policy. These policies can be found in the FMU Student Handbook and other university publications.


What happens when standards are not met or a policy is violated?

Ideally, all members of the community encourage one another to live by the standards and policies set forth. However, when infractions occur, individuals must take responsibility for their choices. A disciplinary process exists by which individuals are held accountable for their choices and actions that violate policies. Typically, RAs become initially involved in responding to policy violations. The RA then makes a report to the Assistant Director of Housing and Residence Life, who determines what actions should be taken (which may include referral to the Office of Student Affairs – see Code of Student Conduct). When an RA or other university official, confronts a possible violation of university policy, everyone involved is expected to comply with their requests. Failure to do so will result in disciplinary action.

Guest Visitation

Each guest must have some form of positive identification with proof of age. Guests must be 18 years old or older in order to visit the residence halls and student apartments. When visiting, the guest must be escorted by the host resident at all times. When accompanied by parents or responsible relatives, those under 18 may visit for a short period of time during established visitation hours. Guests should not be left in the building while the resident is not present. Residents are responsible for the actions of their guests. Violations of this policy by residents will result in disciplinary actions, which could include loss of visitation privileges. Nonresidents who violate any part of this policy may be banned from the residential facilities or campus. Please note that due to liability reasons, babysitting is not allowed.


Opposite Gender Guest Visitation

Overnight guests of the opposite gender are not allowed. Members of the opposite gender may visit residents during the following hours:

Residence Halls
Sunday through Thursday: 10 a.m. – midnight
Friday and Saturday: 10 a.m. – 2 a.m.

Village Apartments and Forest Villas
Due to the nature of the student apartments, guest visitation is not restricted to specific time periods. However, all other guest visitation guidelines are applicable.


Same Gender Guest Visitation

Residential students may visit other residential students of the same gender at any time. Non-residential students must adhere to the same visitation hours that apply to opposite gender visitation unless they have registered as an overnight guest. Residents may have overnight guests of the same gender with written approval from the Resident Assistant or Housing and Residence Life Office staff. Overnight Guest Visitation Forms are available from the Housing and Residence Life Office during business hours or from a Resident Assistant when the office is closed. Overnight guests are required to register their vehicles and display a temporary parking permit as noted on the Overnight Guest Visitation Form. Please note that all residents of a room or apartment must sign the Overnight Guest Visitation Form.

Noise

Because of the nature of high-density living on a college campus, it is important that the rights and responsibilities of all residents are both respected and protected. One right all students have is to live in an environment that is conducive to the educational nature of Francis Marion University. In order to respect the rights of others, it is expected that students will not create excessive amounts of noise in the residential areas of campus. If noise of any type is loud enough to potentially disturb others, it is unacceptable. Exceptions to this policy can be made by the office of the Dean of Students or the Office of Housing and Residence Life for pre-approved activities by recognized students or campus organizations.


While not all-inclusive, following is a list of examples of what might generate unacceptable levels of noise.

  • Playing stereo loud enough to be heard outside of your room or apartment.
  • Screaming, yelling, or making other verbal noise that can disturb others.
  • Large groups of people gathered in public places near residence halls (e.g. octagon or triangle, etc.) or apartments (e.g. community center, picnic areas, etc.) talking loudly or playing music.
  • Car stereos loud enough to be heard outside of the vehicle.
  • Running, jumping, dancing, or other activity that can be heard in other parts of the building.
  • Televisions, video games, or other devices loud enough to be heard outside of the room.
  • Banging or knocking on doors in a manner that others may be disturbed.

In all residence halls and apartments, 24 hour “courtesy hours” are in effect with regard to noise. This means that at all times, residents must be aware and courteous regarding the noise level and how their noise may impact on others’ ability to study, sleep, read, visit, etc.

Parking for Resident Students and Guests

Perimeter parking is available. Access roads within the apartment areas will be open while students are moving in and out of the apartments at the beginning and end of the semester. Residence Hall gates will not be opened.


Loading and Unloading on Access Roads
  • Park vehicle with two wheels on the same side on the grass to allow other vehicles to pass.
  • Maximum parking is 20 minutes.
  • Parking is prohibited on access roads from 10 p.m. to 6 a.m.
  • Vehicles may not be parked on sidewalks or other grassy areas.

Resident and Guest Parking

Residents must purchase and display the FMU decal (indicated by the letter “R”). Between the hours of 2 a.m. and 6 a.m., parking is restricted to the appropriate decal for off-campus students.

Temporary permits (a section on the Guest Visitation Form) may be obtained for visitors from the Housing and Residence Life Office or your Resident Assistant if proper approval is obtained.

Parking for the Study Hall is available 24 hours daily. Parking during the hours of 2 a.m. and 6 a.m. for off-campus students, faculty, staff and visitors must be coordinated through Campus Police. For more information, refer to the Campus Police and Parking sections of the FMU Student Handbook.

Policy Violations

Standards of Conduct

Francis Marion University prohibits the conduct listed below. Persons committing such acts are subject to disciplinary action from the University.


University Violations
  1. Academic cheating or plagiarismCheating is defined by its general usage. It includes, but is not limited to, wrongfully giving, taking or presenting any information or material by a student with the intent of aiding him/herself or any other person on any academic work which is considered in any way in the determination of the final grade. Plagiarism involves the use of the ideas or writings of another without acknowledgment of that use. For a more detailed description of these two forms of academic dishonesty, and how allegations of academic dishonesty are handled, refer to the Academic Integrity section in the FMU Student Handbook.
  2. The illegal manufacture, possession, use, or distribution of drugs or the use of drugs for which the holder has no legal prescription, or other drug-related conduct which is a violation of South Carolina law. Such conduct is a university violation regardless of where it occurs on or off-campus;
  3. The illegal manufacture, distribution, possession, or consumption, or being under the influence of alcoholic beverages on university property or during university activities. For purposes of this policy, a blood alcohol concentration of .08 or greater is conclusive evidence that a student is under the influence of alcohol, but a student’s conduct, physical appearance, and other factors are also evidence (please refer to the University Alcohol Policy and Housing Violations for more details on alcohol issues);
  4. Sexual assault or inappropriate sexual conduct;
  5. Physical abuse or assault of any person, or other conduct which threatens the health or safety of any person, including self;
  6. Failure to comply with the directions of a university official acting in performance of his/her duty. This includes, but is not limited to, failure to report to a university office or official; after notice to do so, failure to appear for a judicial hearing or comply with a disciplinary penalty; failure to pay promptly, after notice, all university bills, fines, accounts and other financial obligations; failure to produce positive student identification upon request;
  7. Theft, wrongful appropriation, unauthorized possession, or damage to property of the university (including library materials) or of any organization affiliated with the university or of another member of the university community (i.e. faculty, staff, student, or campus visitor);
  8. Furnishing false or incomplete information to a university official to include, but not be limited to, providing false, misleading or incomplete information during an investigation or hearing involving an alleged violation of university policy or local, state or federal law;
  9. Forgery, alteration, destruction, damage, or misuse of university documents, records or identification (e.g. FMU ID cards, library materials, etc.). FMU ID cards are the property of the university and are not transferable. Use by a person other than the authorized user is a violation of this policy, as is permitting or abetting such use;
  10. Any act of arson, falsely reporting a fire or other emergency (such as the presence of an explosive or incendiary device), knowingly setting off a fire alarm or emergency call box when the student knows that no fire or emergency exists; tampering with or removing from their proper location fire extinguishers, hoses or any other fire emergency equipment except when done with an actual need for such equipment;
  11. Possession, while on university-owned or -controlled property, or at university-sponsored or -supervised activities, of any weapons such as, but not limited to, rifles, shotguns, ammunition, handguns, and air guns, including explosives and incendiary devices, such as firecrackers or fireworks. Possession of pocket knives having no blade longer than two inches and possession of weapons or tools required by a student’s job or studies at the location in question is not a violation;
  12. Unauthorized use or entry into university facilities and/or unauthorized possession or use of keys to university facilities;
  13. Obstruction or disruption of teaching, research, administration, disciplinary proceedings, or other university activities, including public service functions, or any authorized activities on university premises;
  14. Disorderly conduct or lewd, indecent, or obscene conduct on university-owned or -controlled property or at university-sponsored or -supervised functions;
  15. Violation of properly constituted rules and regulations governing the use of motor vehicles on university-owned or -controlled property;
  16. Violation, attempted violation, or the incitement of others to violate written university policies or regulations as herein stipulated or as promulgated and announced by university personnel;
  17. Violation, or attempted violation, of local, state or federal law, whether on or off campus, when it appears that the student has acted in a way which adversely affects, or seriously interferes with the university’s normal educational function, or which injures or endangers the welfare of any member of the university community;
  18. Unauthorized use or misuse of the university’s computing facilities, to include, but not be limited to, violation of the university policy on acceptable computer use in the FMU Student Handbook;
  19. Hazing, which is defined as: any intentional or reckless act, on or off university property, by one student, acting alone or with others, which is directed against any other student, that endangers the mental or physical health or safety of that student, or which induces or coerces a student to endanger his or her mental or physical health or safety, and includes treatment of a violent, abusive, shameful, insulting, or humiliating nature;
  20. Harassment, stalking and/or unauthorized surveillance, which includes, but is not limited to, (a) unwanted and repeated contact (after notice to desist) with another individual or group through personal contact, contact by electronic or other media; (b) other behaviors which are perceived as threatening or intended to intimidate or induce fear; or (c) making unauthorized video or photographic images of a person in a location in which that person has a reasonable expectation of privacy, including, but not limited to, shower/locker rooms, residence hall rooms, and men’s or women’s restrooms, is prohibited. Also prohibited is the storing, sharing, and/or other distribution of such unauthorized images by any means. In some circumstances, such behaviors may also constitute violation of local, state, or federal laws;
  21. Other conduct which a reasonable person having sufficient intelligence to acquire postsecondary education would understand is injurious to the university or the university community. This standard shall not be interpreted to infringe upon a student’s constitutional rights.

Student Housing Violations

The Francis Marion University Offices of Housing and Residence Life prohibit the conduct listed below in and around the university residential facilities. Persons committing such acts are subject to disciplinary sanctions listed in the FMU Student Handbook.

  1. Residents assigned to a specific area (apartment, suite, residence hall floor) will be held responsible for damages or violations that occur in communal areas (living rooms, kitchens, bathrooms, hallways, lounges, computer rooms) unless a specified individual or individuals can be identified as responsible.
  2. Violation of the Guest Visitation policy (see Housing and Residence Life section).
  3. Inappropriate trash disposal (see Trash Disposal in Housing and Residence Life section).
  4. Possession and/or use of prohibited appliances (see Appliances in Housing and Residence Life section).
  5. Possession and/or use of prohibited items such as waterbeds, lofts, dart boards, public street signs, alcohol containers (in residence halls), space heaters, window air conditioners, exterior antennae or satellite dishes.
  6. Use of bicycles, motorcycles, mopeds, skateboards, roller skates, or in-line skates in the residential buildings. Bicycles, motorcycles, and mopeds are not allowed to be stored in the residential facilities.
  7. Damage to university or personal property or misbehavior/neglect which results in the need for unusual cleaning activities by the university.
  8. Rearrangement or acquisition for personal use of university common area furnishings.
  9. Delinquency in the payment of any financial obligation to include, but not limited to, utilities, telephone, fines, key charges, and other obligations.
  10. Alcoholic beverages (wine and beer only) may be possessed, by those allowed by law to do so, in the university apartments. The possession of alcohol or empty alcohol containers by other persons in other areas is prohibited (see Alcohol and Other Drug Policy). Possession of distilled spirits (hard liquor) is prohibited on campus.
  11. Possession of pets in or around student housing facilities to include common areas such as the octagon and triangle (see Pets in Housing and Residence Life sections of the FMU Student Handbook).
  12. Creating or contributing to excessive noise in and around the residential facilities to include common areas such as the octagon and triangle (see Noise in Housing and Residence Life section).
  13. Circumvention of or tampering with any security system in the residential facilities including, but not limited to, lighting, security cameras, common area telephones, exit doors (propping open), allowing unauthorized persons to enter the building, etc.
  14. Subletting or allowing a person to reside in a residential facility other than those officially assigned to that space by the Office of Housing and Residence Life.
  15. Circumvention, disregard, or failure to comply with policies and procedures of the Office of Housing and Residence Life including, but not limited to, Room Assignment, Room Change, Mail Delivery, Maintenance Services, Safety Inspections, Check In/Check Out Procedures, etc.
  16. Failure to follow established fire safety procedures and policies (see Fire Emergency Section under Campus Police).
  17. Possession or use of candles, incense, fireworks, or other incendiary devices in the residential facilities.
  18. Entering or exiting windows, throwing items from windows or balconies, throwing items onto roofs or ledges, or accessing roofs or ledges in any way.
  19. Conspiring with or enticing others to engage in policy violations.
  20. Creating conditions or being involved in behavior that endangers or potentially endangers the safety and well being of self or others.

Housing and Dining Refunds

The Housing and Dining Refund Policy is separate and apart from the Academic Refund Policy and follows different procedures than the Academic Refund Policy due to the unique business of providing food and housing services to students.

Students who withdraw from on-campus housing during the period between the authorized move-in date through 14 calendar days into the fall and spring semesters will receive a 90% refund of the housing fee, less the $150 Housing application / reservation fee.   The 90% refund period begins on the authorized move-in date and continues through 14 calendar days into the fall and spring semester. During this period, students with a mandatory meal plan that withdraw from the residence halls or move from the residence halls to the apartments will receive a 90% refund of the meal plan assessment. All other students who wish to change or withdraw from a voluntary meal plan during this period may request a refund by completing and submitting the Dining Services Refund Request form (available at the Ervin Dining Hall). This policy does not apply to any declining balance accounts.

After the 90% refund period, there is no guaranteed refund of housing and meal plan fees. However, appeals will be considered for situations such as marriage, activation for military service, or uniquely extenuating circumstances that occur during the term of the contract. Appeals must be made within the academic semester that the appeal is based upon and should be submitted as soon as possible after the change of status occurs.

All appeals require completion of the Housing and/or Dining Refunds – Appeal Form, which must be submitted to the Director of Housing and/or the Director of Dining Services who will forward the request to the Housing and Dining Refund Committee. Students will be notified in writing of the committee’s decision. The Housing application / reservation fee of $150 will be deducted from all refunds with the exception of academic dismissal and military activation. The decision of the Housing and Dining Refund Committee is final.

Inventory Control

Property to be Inventoried

Items to be inventoried include moveable equipment costing $5,000.00 or more and having a life expectancy of more than one year.  Specific designation of each item of equipment to be inventoried will be made by Office of Business Affairs – Purchasing when equipment is procured.

Departmental Responsibility

Each department head is responsible for properly securing and keeping track of all supplies or equipment assigned to the department, whether included on inventory listings or not.  Significant relocation or change in possession of inventoried equipment should be reported to the Office of Telecommunications and Asset Management as soon as it occurs by use of Authorization to Move form.  Authorization to Move forms may be obtained from the Office of Telecommunications and Asset Management.  Equipment may be transferred from department to department only upon approval by the head of the donating department or appropriate Vice President.  Equipment may be disposed of only upon approval of the appropriate Vice President (see procedure below).

Semi-annually (or more often, in conjunction with the Office of Telecommunications and Asset Management in the case of certain departments or certain classes of equipment) each department will physically verify the presence of or otherwise account for all equipment assigned to the department as reflected on inventory listings which will be furnished by the Office of Telecommunications and Asset Management.


Procurement of Property

Property may be procured in several ways.  In each case, appropriate steps should be taken to bring the property under control.

  1. Purchases – See normal purchasing procedures.   The Office of Business Affairs – Purchasing will designate property to be inventoried, consulting with the department requisitioning the articles if appropriate.
  2. Gifts – see the Policies & Procedures Guide’s Development section:
  3. Fundraising Policies and Procedures
  1. Fabrications – Any department constructing inventoriable equipment from parts or materials should report constructed items to the Office of Telecommunications and Asset Management, which will take appropriate steps to inventory applicable items.  This does not apply to assemblies of a temporary nature.
  2. Discoveries – Any department discovering items which apparently should be but are not inventoried, as evidenced by lack of inventory tag, should report them to the Office of Telecommunications and Asset Management, who will take appropriate steps to inventory applicable items.  Items so discovered during the semi-annual physical verification of the inventory may be reported as provided in the instructions accompanying the inventory listing.

Disposal of Property

To have an item of inventoried equipment removed from the inventory, the department should complete the Property Disposal Request.  This form must be signed by the Department Head and approved by the appropriate Vice President.   It will then be forwarded to the Office of Telecommunications and Asset Management for appropriate action.  If the property involved is missing, a separate report must be made to the Public Safety Department.  The property in question should not be disposed of until disposal is approved.  Physical disposition of articles will be handled by the Office of Telecommunications and Asset Management.   Property Disposal Request or Loss Report forms may be obtained from the Office of Telecommunications and Asset Management.

Facilities Management Inventory Control

  • Equipment that is considered “excess or surplus” will be staged in the warehouse until the equipment is identified as “surplus or trash”, as instructed by The State of South Carolina representative.
  • Equipment marked “surplus” will remain in the warehouse until the State of South Carolina picks up the surplus equipment and moves it to a staging location.
  • The Director of Facilities Management or his designee will be responsible for disposal of all items that are define as “ trash”.
  • Surplus items defined as “trash” will be removed by the warehouse personnel and disposed of in the trash dumpster, located on the property of the university.
  • All scrap metal items will be staged in the scrap metal yard, until sufficient metal has been accumulated initiating the need for a sale.
  • The Warehouse Manager, under the approval of The Director of Facilities Manager, will conduct the sale of all “scrap” metal and be responsible for documenting the proceeds and handling the disbursement of those proceeds to the Office of Telecommunications and Asset Management.
  • Documentation of all “scrap metal” sales will be recorded and filed in the warehouse.
  • All “surplus” and “trash” items are considered property of the State of South Carolina and can not be given to any employees.
  • Employees must not tamper with or remove any items that are considered “surplus” or “trash” from the premises.  This includes any items that may be trashed and remains in the trash dump until pickup by the contractor.

Progressive Discipline (Offense or Job Deficiency)

Failure to follow these guidelines, as stated above will result in disciplinary actions as stated in the Progressive Discipline Policy.  Under the Guide for Disciplinary Actions, the offense will be consistent with  the other policies relating to Stealing and the Willful Violation of Written Rules, Regulations, and Policies.  The policy is defined in the Human Resources Section under Inventory Control Procedures.

Items Susceptible to Theft

Property Susceptible to Theft

Items designated as susceptible to theft are items costing less than $5,000.00 include, but are not limited to the following:

  • Personal computers
  • Printers
  • Televisions
  • VCRs
  • FAX machines
  • Miscellaneous items determined as such by the Department Head or at the request of the using department

Items designated as susceptible to theft valued from $1,500.00 to $5,000.00 will be placed on an inventory maintained separate from the inventory for moveable equipment costing $5,000.00 or greater.  Specific designation of items to be inventoried will be made by the Office of Business Affairs – Purchasing when the item is procured, and notify the Office of Telecommunications and Asset Management on a monthly basis.

A listing of the designated items will be provided annually to the departments for verification.


Departmental Responsibility

Each Department Head is responsible for properly securing and keeping track of all supplies or equipment assigned to the department, whether included on an inventory listing or not and regardless of value.  Each Department Head is to review and determine miscellaneous items to be included in the inventory listing of items susceptible to theft.   The Office of Telecommunications and Asset Management is to be informed by the Department Head of any determinations.  The Department Head and/or designated staff member will be responsible for the maintenance of the listings.

Annually the department will be provided an inventory listing of items susceptible to theft.  The Department Head or designee shall verify status, and record identifying numbers or attributes that will allow identification.  Items not appearing on the listing are to be added with a current status as part of the verification process.  The Department Head shall forward the verified listing including all updates to the Office of Telecommunications and Asset Management, to be centrally maintained for subsequent review and verification.  Each department is to provide a written statement of the control procedures (i.e., security of premises, storage, observation) used by the department to safeguard assets.  That statement should also be submitted to Telecommunications and Asset Management, and should be updated in the event modifications occur.


Relocation or Change in Possession

Significant relocation or change in possession of inventoried items should be reported to the Office of Telecommunications and Asset Management as soon as the change occurs.  E-mail Asset Management to document the move.  Items may be transferred from department to department only upon approval by the head of the donating department or appropriate Vice President.  A copy of the e-mail is to be maintained by the donating department.


Disposal of Property

To have an inventoried item removed from the inventory, the department should contact Asset Management.  If property involved is missing, a separate report must be made to the Public Safety Department.  The property in question should not be disposed of until disposal is approved.  A copy of the e-mail is to be maintained by the department.  The Office of Telecommunications and Asset Management, will handle physical disposition of articles.

Failure to follow these guidelines, as stated above will result in disciplinary actions as stated in the Progressive Discipline Policy.  Under the Guide for Disciplinary Actions, the offense will be consistent with  the other policies relating to Stealing and the Willful Violation of Written Rules, Regulations, and Policies.  The policy is defined in the Human Resources Section under Inventory Control Procedures.

Computer Use

The primary purpose of the James A. Rogers Library is to support the educational curricula of the University and to support general research in the Pee Dee region. Therefore, public access computers in this library are provided primarily for the use of students, faculty, and staff at Francis Marion University. Persons from the community may use the computers for research and/or educational purposes provided that there is no conflict with our primary users. The following restrictions may apply:

  • Violation of United States or South Carolina State Law including copyright laws and licensing agreements is prosecutable.
  • Persons engaging in recreational use of the computers may be asked to move should the computers be needed for educational purposes.
  • Recreational chat rooms are prohibited.
  • Recreational games are prohibited.
  • The Library staff may monitor the use of public access computers.
  • According to the USA PATRIOT Act (PL 107-56), the FBI can monitor users activities on the computer.
  • Downloading of computer viruses is prohibited.
  • Modification or destruction of hardware, software or data including display and desktop configuration is forbidden.
  • Harassment of other library users including the display of graphics, which may be reasonably interpreted as offensive, is prohibited.
  • Attempted evasion of system and network security measures is prohibited.
  • Library staff reserves the right to place time limits on the use of computers.
  • The Library assumes no responsibility for damage or harm, direct or indirect, arising from the use of its computer and network facilities.
  • Children under ten must be accompanied and supervised by an adult while using the computers.

Internet Resources

  • It is the sole responsibility of the user to determine the accuracy and completeness of information obtained through the Internet.
  • Internet resources may contain material of a controversial nature. The Library does not control access to or content of material on the Internet.
  • The library web page identifies specific links as starting points for Internet research, but cannot control Internet access points because of the rapid and unpredictable changes of Internet addresses.

Wireless Access

  • Wireless users agree to adhere to Francis Marion University policies while connected to the wireless network.

Violations

  • Users violating any portion of this policy will be advised of the appropriate policy section and asked to comply.
  • The Library staff reserves the right to terminate computer access for users who repeatedly violate stated policies.

–Policy subject to change without notice–

Copyright

The materials on the library’s web site are available for use in research, teaching, and private study.  You may reproduce (print, make photocopies, or download) materials from it without prior permission for these non-commercial purposes, on the condition that you provide attribution of the source in all copies.

Some materials on the web site may be copyrighted by other entities; persons wishing to reproduce such materials must assume all responsibility for identifying and satisfying any claimants of literary property rights or copyrights.


United States Copyright Law

The copyright law of the United States {under Title 17 United States Code (http://www.copyright.gov/title17/} governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction.  One of these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.”  If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use” or any other exception to the copyright law that user may be liable for infringement.  This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

For more information about copyright law and how it applies to information found on the internet and printed sources, see the Copyright and Fair Use section at (http://www.copyright.gov/fls/fl102.html).


Providing attribution for materials reproduced from James A. Rogers Library web site

When using materials from the James A. Rogers Library web site, please acknowledge their source by clearly stating the name of the Library, the title of the web site or resource, and the URL (web address) of the page in which you found them. Examples of how to cite web pages are available as a part of the Library’s guidelines for citing sources.

Food & Drink

  1. Snacks are permitted but NOT meals or messy, aromatic foods (e.g., fried chicken, pizza, soup)
  1. Covered beverages and snacks are permitted, but NOT:

–  in the Progress Energy Computer Lab
–  around microfilm equipment
–  in the Arundel Room
–  in Room 201, &
–  specific areas as posted.

Food and drink can damage library collections, equipment, and furnishings. We therefore ask that you act responsibly when consuming food and drink in the library.

Printing

Pay-for-Print

Effective fall 2015, each registered student will be required to used their campus ID card to print in public labs.  The University will credit $12.50 per year to each student’s campus ID card to be used for printing.  This is equivalent to 250 black and white prints/copies.  Once the print credits are used, additional printing will require that students have money on their campus ID card to cover printing costs.  Additional funds can be added to the student’s campus ID card for prints/copies at the Cashier’s area, room 104 in Stokes Administration Building.  Unused print credits will be cleared before new print credits are applied each fall semester.


FMU-funded Allocations

  • Fall Semester:  Each registered student will be issued $12.50 in print credits.
  • Spring Semester:  Each newly registered student (does not include those who registered in the fall) will be issued a pro-rated $6.25 in print credits.
  • Summer Semesters:  No print credits will be issued during the summer sessions.
  • Unused Print Credits:  Will be cleared (zero balance) before applying new funds prior to each fall semester.

Pricing for Prints

  • Black and white prints/copies are $0.05 each (duplex is two prints or $0.10).
  • Color prints/copies are $0.35 each (duplex is two prints or $0.70).
  • Prints/copies will be deducted first from the FMU-provided print credits. Once the FMU-provided print credits are used, printing will be debited from the student’s campus ID card debit balance.  Funds can be added to the student’s campus ID card at the Cashier’s area, room 104 in Stokes Administration Building starting at a minimum of $5.00.

Process for Printing

Printing in FMU’s public computer labs now requires the use of a student campus ID card.  The first time the campus ID card is used, the student will be required to “link” their campus ID card with their FMU network (Gmail) credentials.  This is done when a student prints in a public computer lab for the first time by tapping the campus ID card on the card reader attached to the printer/copier and then entering their network (Gmail) username and password.  Once this is done, the student only needs to print to the “follow me printer” queue and then tap their campus ID card at one of the printers located in the one of the public computer labs (i.e. Rogers Library, Cauthen Educational Media Center, Stanton Academic Computer Center) to complete their print request.  Students must have enough funds to cover the queued print job on the student’s campus ID card before completing the print request.

***BE SURE TO LOGOUT AFTER COMPLETING YOUR PRINT/COPY REQUEST***


Public Lab Printing Instructions

Login for Pay 4 Print Image

  1. Must have current FMU ID card
  2. Must know login (FMU Gmail Account / FMU Network Credentials)
  3. Must link ID with login during first-time use
    • Tap ID
    • Type in FMU Gmail (network) username (Do NOT need @g.fmarion) and password
    • Tap ID again to link information
  4. When printing use Kyocera Follow Me Printer (this is the default printer)
  5. Go to any Kyocera public lab printer
  6. Tap your FMU ID card
  7. A list of the document(s) sent to printer will appear
  8. Select the document(s) you want to print (one at a time or print all)
  9. Cost of printing document will appear on the printer screen (.05 per b&w copy / .35 per color copy)
  10. Press print icon to release document(s) to that printer
  11. Default settings are duplex (two sided = two copies) and stapled (IF stapler unit is on that printer)
  12. Log out

Printing Policy

For computer lab users in the Library and the Media Center and all facilities of Campus Technology

Networked laser printers are provided to the university community for the pursuit of professional and scholarly endeavors.

If you are involved with a business which requires printing, please find another way to do your printing. Commercial use of printing resources is simply not allowed.

If your university department or student organization needs to print, please be reminded that the University has already provided you with a budget for this as well as a print shop if your needs are extensive. (For example, instructors requiring students to make multiple copies of materials for class distribution should seek departmental assistance with this instructional expense.) University departments and organizations should use their own printing resources.

Special Collections

Access to Special Collections
  • Access to special collections is regularly available upon request Monday-Friday, 8:30 a.m. – 5 p.m.
  • Appointments are not required, however, we may anticipate your needs better with advance notice of your visit.

Use of Special Collections
  • Patrons needing resources from special collections must first complete a registration form (available from the reference desk) that includes: name & address, the call numbers/schedule & titles of the materials to be used, and the date. Materials will be retrieved by a reference librarian or the archivist.
  • Patrons must present their FMU card or a photo id with the archivist or a reference staff member when using special collections.
  • Patrons usually will be seated near the reference desk while using special collections.

Reproduction of Materials
  • If reproductions of any special collection material are requested, the patron must complete a photocopy request slip, available from the reference desk.
  • Only Rogers Library employees (librarians or trained staff members) may duplicate materials. Outside duplication tools (scanners, photocopiers, cameras, etc.) are not permitted.
  • Due to staffing limitations, we do not guarantee that duplications can be made immediately. If necessary, you may have to return to receive your reproduction.
  • Unless the materials cannot be duplicated (a decision made library staff), we are able to provide photocopies of materials on letter or legal paper at your request for 5 cents a page.
  • The patron has sole responsibility for respecting copyright law.  The library reserves the right to refuse to accept a reproduction request if, in its judgment, doing so would violate copyright law.

Copyright Restrictions
  • While the library is able to provide reproductions of materials held, we do not hold the copyright to such material. The Library does not have the authority to grant permission to publish (in any form, including display) any material in our collection.
  • Anyone contemplating publication (in any form) must obtain permission from the creator or rights holder. Identifying and locating the creator/ rights holder is the sole responsibility of the patron.

 The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.”

If a user makes a request for, or later uses a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement.

The institution reserves the right to refuse to accept a copying request if, in its judgment, fulfillment of the order would involve violation of copyright law.

Reserves

Selection and placement of items on reserve
Library circulating books, faculty members’ personal copies, and photocopies may be placed on reserve.
  • Library books to be placed on reserve must be pulled from the shelves by the faculty member and brought to the Circulation Manager.
  • Personal copies

i.  Personal copies must be delivered (via campus mail or in person) to the Circulation Manager.

ii.  As with all other materials, barcode labels must be attached to personal copies for check-out purposes.

iii.  Although every effort will be made to see that items checked out are returned, the Library is not financially responsible for personal copies which are lost, stolen, or damaged. When a student pays for a lost personal copy, payment will then be made to the faculty member.

  • Photocopies

i.  Photocopies of Library or personal materials for reserve are to be supplied by the faculty member. The Library will be responsible for actual photocopying only in the case of replacing photocopies damaged or worn through repeated use.

ii.  In compliance with the Copyright Act of 1976, the Library will place ONE copy of a journal article, a chapter of a book, etc. on reserve. Additional copies cannot be accepted without written permission of the copyright holder. If a faculty member finds more than one copy necessary, he/she must obtain such permission and submit a copy of the permission, along with the additional copies, to the Circulation Manager. (see sample letter)

  1. Items generally not accepted on reserve are complete issues or bound volumes of Library periodicals, Library reference books, and Special Collections books.
  2. Reserve requests should be submitted at least 24 hours before needed for class assignments. A considerable number of items (10 or more) placed on reserve at one time may require longer than 24 hours to process.
  3. At the time that reserve requests are submitted, the faculty member should also submit a “Reserve Book List” form, indicating titles that are being placed on reserve, the loan period of each, and when the materials should be removed from reserve (at the end of the semester, etc.) This will enable the Library to re-shelve books promptly when no longer needed on reserve. (See sample Reserve Book List).
  4. There is no specified limit of items that may be placed on reserve. However, the Library urges faculty members to consider that if volumes seldom or never read in the closed reserve collection were on open shelves, they would be found by readers who are browsing in a particular subject area.

Removal of items from reserve
  1. Removal of items on reserve is determined by information given by the faculty member to the Circulation Manager at the time the reserve request was made. (Section Id above).
  2. One week after the end of the semester, Library books not to be used the following semester will be removed from reserve and re-shelved.
  3. Personal copies and photocopies not to be used the following semester will be held at the Circulation Desk for one week after the end of the semester to be picked up by the faculty member. After this time, the items will be sent by campus mail to the faculty member’s office.
  4. The Library cannot store personal copies or photocopies which will not be on reserve the following semester.

Loan periods on reserve materials
  1. Faculty members stipulate the loan periods for each item they place on reserve.
  2. Generally, loan periods are as follows:
  • Building use only (2 hours)
  • Overnight (one day)
  • Three-day

Borrowing reserve materials
  1. Only Francis Marion University students and faculty may take overnight and three-day reserve materials out of the building. Others (for example, cooperative borrowers) may check reserve materials out to use in the building, but they may not take them out of the building, regardless of the loan period.
  2. Only one reserve item, regardless of the loan period, may be checked out at a time. EXCEPTIONS: 1) If a student wants to make copies, more than one item can be checked out. 2) Depending on demand, 2 to 5 juvenile books may be checked out at the discretion of staff on duty.
  3. Reserve materials may not be renewed. The current borrower may return the following day to check the book out again if someone has not already done so.
  4. Reserve materials cannot be “held” for anyone.
  5. A faculty member may check out reserve items on his or her own reserve list for any specified time not to exceed the fixed annual due date for faculty check-outs. Reserve items on other faculty members’ reserve lists may only be checked out for the stipulated loan period.
  6. Reserve items must be returned directly to the Library. They may not be deposited in the book return unit located in Founders Hall.

Fines and penalties
  1. Building-use only: $25.00 for removal of reserve item from the Library.
  2. Overnight: $1.00 per day.
  3. Three-day: $1.00 per day. D. THERE IS NO MAXIMUM ACCRUED FINE FOR A RESERVE ITEM.

Confidentiality of library records

In compliance with the South Carolina law, Library Confidentiality Act (Act 108), the Library will not divulge to any person, student or faculty, the names of persons who either are currently using or who have previously used reserve materials.

General Information

Purpose: These procedures are a summary guide for University departments, outlining procedures for processing requirements through the Purchasing Office. Through these procedures, we have attempted to relate policies and objectives necessary to procure goods and services for your department.

Authorities:    All purchases must be made through the Purchasing Office.

Procurement Code:    The South Carolina Consolidated Procurement Code governs the expenditure of all funds regardless of source unless specifically exempted.

  • The Purchasing Office will adhere to and abide by the Procurement Code and its implementing regulations.

Where a procurement involves the expenditure of federal grant or contract funds, Francis Marion University is required to comply with the federal law and authorized regulations which are applicable even if not presently reflected in the South Carolina Procurement Code.

Certification:    The Office of General Services of the Budget and Control Board has certified Francis Marion University to make direct purchases of up to $250,000 for goods/services, $150,000 for construction, consultant services and $150,000 for information technology.

Contracts:    A purchase order constitutes a contract binding the University and the supplier.

  • The Vice President for Business Affairs, Director of Purchasing, and designated procurement officers are the only persons authorized to bind Francis Marion University except as delegated under the purchasing card program.

Correspondence with Vendors:

  • All correspondence pertaining to a purchase order involving prices, terms, conditions, delivery, quantity, substitution, complaint, or anything whatsoever involving the commitment, shall be conducted by the Purchasing Office.
  • Direct correspondence by faculty and staff is accepted practice for obtaining instructional information, availability, or requests for literature, etc.
  • Faculty and staff personnel should refrain from any correspondence which may be interpreted as committing Francis Marion University to a binding contract.

Coordination:    Departments are encouraged to coordinate with the Purchasing Office in advance of purchase requisition submission for complex high-value procurement actions.

 

Planning for Your Purchase

Authorities: All purchases must be made through the Purchasing Office.

It is important that departments properly plan their purchasing actions.

  • Purchase requisitions are forwarded to the Purchasing Office after completion.
  • Departments must allow for competition and purchase order processing time when establishing requirements.
  • Check enclosure requirements should take into consideration check write dates.

It is the responsibility of the Purchasing Office to originate, control, and analyze quotations, bids and proposals.

  • The department’s responsibility includes defining quality, quantity, specifications, delivery date requirements and all other pertinent information essential to proper purchase.
  • The requisitioning department should also suggest sources, when known, especially for unusual or unique items and may be called upon to assist the procurement officer in evaluating the quotes, bids or proposals received.

Coordination: Departments are encouraged to coordinate with the Purchasing Office in advance of purchase requisition submission for complex high-value procurement actions.

We cannot overemphasize the need for departments to plan their needs well in advance and involve the Purchasing Office in the planning stage.

The University is required to utilize existing STATE CONTRACTS in certain instances.  The state has contracts with select vendors to provide agencies with goods and services and information technology.

Purchase Requisition

Originator Responsibilities:

  • Determines if the purchase will require special facilities need.  (If so, see Equipment Purchases.)
  • Completes Purchase Requisition in triplicate, retains the third, and forwards for appropriate signatory approval.  Purchase Requisition order forms are available from the Purchasing Office.
  • Is the designated recipient of delivered goods unless otherwise noted on the requisition.  Storage and/or installation are the responsibility of the originator.

Purchasing Office Responsibilities:

  • Upon receipt of the requisition, verifies that appropriate signatures have been obtained and sufficient funds are available.  Requisitions not properly signed or lacking sufficient funds in the referenced budget will be returned to the originator for required signatures or budget resolution.
  • Determines appropriate solicitation methods and issues a Purchase Order, or obtains competition as appropriate.
  • Sends copy of the Purchase Order to the originator, who verifies it as being consistent with the requisition.  Discrepancies should be immediately brought to the attention of the Purchasing Office.  After verification, the Purchase Order should be retained by the originator, or in a central location as determined by the Department Head for future reference.
  • Forwards a “Receiving Copy” of the Purchase Order with printed completion instructions to the originator.  The Department Head shall verify receipt of goods or services when received and forward the Receiving Copy to the Purchasing Office.  The Department Head may designate a limited number of staff to accomplish this on his/her behalf.  Purchasing will request and maintain a current listing of authorized designees for verification purposes.

Department Head or Designee Responsibilities:

  • Notes the Receiving Copy appropriately and forwards to the Purchasing Office.  Timely and accurate completion of this document is the basis for payment to the vendor.  It is important to forward it as soon as possible.

Purchasing Thresholds

Limited Purchase Orders: A five-part form for local supply purchases under $100.00; instructions residing on the reverse of the form.  “Local” is generally defined as Florence mailing addresses.

Purchases up to $2,500.00:  Small purchases not exceeding $2,500 may be made without securing competitive quotations if the prices are considered fair and reasonable.

  •  If the total estimate is close to $2,500 or if the procurement officer feels a better price can be obtained, the order may be informally bid.
  • Final discretionary authority rests with the procurement officer.  Otherwise, the orders are processed and sent directly to the suggested vendor.

Purchases from $2,500.01 to $10,000.00:  Verbal solicitation of a minimum of three written quotations is required, prior to award.

  • These quotations will be solicited by a procurement officer, or written quotations will be accepted from departments provided the quote accurately addresses the item(s) to be purchased, is signed by the vendor, and includes sufficient information for verification by the Purchasing Office.
  • Quotations provided by departments must contain sufficient information for verification (i.e. vendor name, address, phone number, contact person).  The information may be confirmed by the Purchasing Office prior to award.

Purchases from $10,000.01 to $50,000.00:  Written solicitation of written quotes, bids, or proposals shall be made.

  • The procurement shall be advertised at least once in the South Carolina Business Opportunities publication.  (Quotations will not be accepted from departments.)

Purchases over $50,000 are required to be awarded on the basis of competitive sealed bids/proposals.  Francis Marion is certified  at the following levels:

Goods and Services:            $250,000
Information Technology:       $150,000
Consultant Services:            $150,000
Construction:                      $150,000

  • This procurement methodology requires advance planning, advertising, public opening of bids/proposals and analysis prior to award of the contract.
  • Departments must allow a minimum of thirty (30) days for these procedures after submitting a purchase requisition.
  • The procurement shall be advertised at least once in the South Carolina Business Opportunities publication.

Purchases over the certification levels listed above must be competitively bid by the State Materials Management Office.

  • Departments must allow a minimum of one hundred (100) days for these purchases after submitting a purchase requisition.

Confirming Purchases and PBR's (Payment by Requisition)

Confirming Purchases:    On occasion, it may be necessary to issue a verbal or “confirming” purchase order.  To obtain a confirming purchase order, the department head or delegated representative should contact the Purchasing Office.

The following information will be required prior to issuance of a confirming purchase order:

  • Vendor
  • Amount of purchase
  • Reason for confirming purchase
  • Requestor’s name

Purchase requisitions for confirming purchases will be entered in the purchasing system as a “PBR” (pay by requisition).

Pay By Requisition (PBR): A form of direct payment to a vendor utilizing a completed requisition and corresponding invoice for repairs (less than $2,500.00), memberships, confirming purchases, subscriptions, and personal reimbursements.  The Director of Purchasing or his designee may authorize departmental use of this procedure for repairs or supplies on an as needed basis.

Emergency Purchases

Emergency Purchases:    When purchases must be made on an emergency basis, the department head should contact the Director of Purchasing and request an emergency purchase.  The following information will be required prior to approval:

  • Name of vendor
  • Amount of purchase
  • Name of requestor
  • Description of item or service to be purchased
  • Nature of emergency

In cases where the exact amount of the purchase is not known, an estimate must be made.  Competition will be solicited, if possible.  The Director of Purchasing through the Vice President for Business Affairs is the approval authority for emergency procurements.  Upon receipt of the emergency purchase order number the vendor may be notified and the goods/services procured.

NOTE:  FAILURE TO ANTICIPATE A REQUIREMENT DOES NOT CONSTITUTE AN EMERGENCY UNDER THE PROVISIONS OF THE SOUTH CAROLINA PROCUREMENT CODE.

Equipment Purchases

Equipment Purchases:  The purchase or acquisition of high value equipment may require in excess of 30 days to process; therefore, it is important to anticipate needs.

  • Printing Equipment:  All procurements of printing equipment in excess of $25,000 require approval of the state’s information technology planning office.
  • Equipment-Lease, Lease/Payment, Installment Purchase and Rental:  Acquisition of equipment by any means other than purchase must be fully justified.  (Most purchases in this category require prior approval from General Services or the State Treasurer and involve long lead time; therefore, plan accordingly.)
  • Equipment Trade-in:  Items may be used for trade-in credit when purchasing or leasing new, like items.

Consult with the Director of Facilities Management to insure all requirements can be met prior to requisitioning any equipment:

  • That requires permanent connection to the building or to any building service (electricity, water supply or drain, ventilation, gas, air, steam, etc.)
  • That requires the addition or extension of any building service, including electricity at a different voltage or increase in power available.
  • That requires special cabinetry, support, or housing not acquired as part of the equipment.
  • That requires special environmental conditions, such as control of temperature or humidity.
  • That is particularly large or heavy.
  • That requires any cutting, patching, or building modification.

Sole Source Purchases

The basis for the sole source determination and the reason no other product or vendor is suitable are required.  The Purchasing Office cannot adequately answer these questions without your input.  The Vice President for Business Affairs is the approval authority for sole source procurements.

NOTE:  COMPETITION SHALL BE SOLICITED IN CASES OF REASONABLE DOUBT.

Art Purchases

To purchase art objects such as paintings, antiques, sculptures or similar objects costing above $1,000.00, the President is required to provide written determination specifying the need for such objects and the benefits to the State.  Such written determination will be forwarded to the South Carolina Arts Commission for approval prior to purchase.  Departments/activities desiring to purchase art objects will enter their purchase requisition and forward a memorandum to the Purchasing Office specifying the need for such objects and the benefits to the State.

Standing Purchase Orders

Standing Purchase Order’s are contracts issued to establish and monitor use of products or services for a specified period of time and to increase efficiency in administration of those agreements.  Contracts issued as such will be competed appropriately by the Purchasing Office and when established will clearly indicate term and pricing on the purchase order.  The using department will be responsible for:

  • Reviewing invoices for accuracy and resolving any discrepancy with the vendor.
  • Identifying and noting the applicable purchase order number on the invoice.
  • Forwarding the invoice to the Office of Accounting for payment.
  • Monitoring expiration dates.

Reimbursements

Under some circumstances, traditional methods of purchase may not be applicable or practical.  In those cases, faculty/staff members may opt to expend personal funds for necessary departmental supplies and be reimbursed for cost of those supplies, provided that:

  • Established purchasing methods are not feasible (i.e. purchase order documents or procurement cards are not an option).
  • The reimbursement request relates to departmental supplies only.  Services, travel, or other forms of personal reimbursement will not qualify.
  • The requestor insures their departmental policies or procedures are not violated.
  • The request does not exceed $500.00. (Reimbursements in excess of $500.00 must have prior approval by the Director of Purchasing.)
  • The items do not conflict with established contracts.

Reimbursements should be the last purchasing method considered.   Requests not in compliance will require completion of a Ratification of Unauthorized Procurement form prior to processing.

Reimbursement requests should be submitted on a Purchase Requisition form, appropriately signed, with all supporting documentation attached.  Important:   The name, mailing address and social security number of the person to be reimbursed must be included.

The Purchase Requisition form will be noted “PBR-Reimbursement” and will be forwarded to the Office of Accounting for payment processing.

Unauthorized Procurements

An unauthorized purchase is defined as the obligation of payment for goods and services made by any person without the requisite authority to do so by an appointment or delegation under the provisions of the South Carolina Procurement Code and Francis Marion University guidelines.  When an individual without that authority commits the University to a contract, State law requires that the agency head ratify that contract.  This is accomplished by having a Ratification of Unauthorized Procurement form completed and signed by the individual.  The form should then be routed through those responsible for the budget for signature, then to the President for final approval.

Construction Procurements

The University will adhere to guidelines established by the Office of State Engineer in conjunction with the South Carolina Procurement Code requirements for construction procurements.  The Facilities Management Department administers construction procurement.

Purchases from Other State Agencies

Purchases from other state agencies, except those specifically exempted, must meet the same competitive tests as purchases from outside vendors and require a purchase order in advance.

Purchases of In-State Conference Facilities

There are guidelines which must be followed when selecting conference facilities for which expenditures of State funds are involved.  The guidelines apply to all hotel or motel facilities regardless of what the gathering is called, e.g., meeting, seminar, conference, workshop, retreat, etc.  If such a meeting is being planned, contact the Director of Purchasing for details.

Services

Catering Services: The University’s official food service contractor is the primary source of catering for official functions.

  • Catering from outside vendors will not normally be authorized unless the food service contractor cannot provide the requested service.
  • Catering services from outside vendors, when authorized, must be solicited in accordance with the South Carolina Procurement Code.
  • This policy is both a contractual matter and an economic matter since Francis Marion University receives a designated percentage of catering services revenues from the University’s food service contractor.

Consultant Services: Departments requesting consultant services should submit a purchase requisition that contains the following information:

  • Definition of need
  • Expected results from consultant
  • Specific qualifications the consultant must possess
  • Period services will be needed
  • Selection criteria to be used in judging consultant proposals
  • Number, type and frequency of reports required
  • Payment terms

Employee Services:    Requests for employee services are to be made to the Office of Human Resources.


Legal and Auditing Services:

  • Payment for legal services will require prior approval of the State Attorney General’s Office.
  • Procurement of certified public accountants and public accountants to perform financial and/or compliance audits are exempt from competition but are subject to approval by the State Auditor’s Office.

Photocopying and Duplicating:     Copy machines are located in various locations on campus and are provided with codes for recording departmental copies.   Please contact the Purchasing Office if you have a question regarding departmental copier usage.

(Supplies for Copiers) Paper for departmental copies are requested by calling the Purchasing Office.


Printing Services: Francis Marion University Publications and Printing Office is the preferred source for all printing requirements.

  • Printing services from outside printers shall be solicited in accordance with the State Printing Manual using the printing specification sheet or forms specifications.
  • Departments requiring printing services from outside sources shall enter a purchase requisition in the purchasing system and forward the appropriate specifications to the Purchasing Office.
  • Required specification sheets or forms specifications may be obtained from the Purchasing Office.

Professional Services: When professional services are to be obtained under an independent contractual relationship, wherein the University relinquishes the RIGHT to DIRECT or CONTROL the professional in the method of performance or the end results of his/her efforts as defined in IRS regulations, then procurement must be accomplished as directed in the South Carolina Procurement Code and ensuing Regulations.

  • Professionals with fees over $2,500 who are unique in their applicability to University programs may qualify for “sole source” procurement action.  Such determination can only be made by the Vice President for Business Affairs.
  • Proposed contracts, which do not qualify as “sole source” will require competitive bidding.

Repair Services: Requests for repair services, under normal or non-critical circumstances, will be processed as a routine purchase.

  • Whenever equipment is in need of immediate repair or the repair service is critical to department operations and regular procedures cannot be followed, the department should follow the Confirming Purchases procedures.

Revenue Generating Contracts

Revenue generating contracts are those where there is a sales management agreement with an outside contractor and the contractor pays Francis Marion University a commission or some other consideration.  These contracts are subject to the South Carolina Procurement Code.  Examples of management services covered are:

  • Bookstore management
  • Food Service management
  • Vending management
  • Sports marketing
  • Novelty and trademark rights
  • Cash management by banks

Telecommunications Procedures

The use of Francis Marion University’s telecommunications services, including office telephone , cellular telephone, and facsimile machine, is limited to official University business.  It is a violation of State law (Section 16-13-400) to abuse State telecommunications services.

Employees are to make no personal long distance telephone calls and charge them to Francis Marion University.  Brief non-business calls, when justifiable, must be made to a local telephone number or, if long distance, must be charged to the employee’s home telephone number, be made to an 800 toll-free number, be charged to the party being called if it is a non-state government number, or be charged to a personal credit card (in accordance with Budget and Control Board Policy Notice, “Use of State Government Telephone Services,” issued December 13, 1988).

As with telephone calls, employees are to make no personal fax transmissions and charge them to Francis Marion University in accordance with Budget and Control Board policy.   The facsimile machines located in various offices around campus are to be used for official business only.

Francis Marion University’s personal fax service center is located in the Patriot Bookstore.  All fax transmissions of  a personal nature must be received at or sent from the Patriot Bookstore.  Faculty, staff, and students using this service will be charged as follows: $1.00 per page to receive fax transmissions, $1.50 per page to send local and regular long distance fax transmissions, and $2.00 per page to send international fax transmissions.

The Office of Telecommunications and Asset Management should be contacted at extension 1335  regarding any telecommunications equipment issues, problems, changes, or expansions.

Internal and External Communications

PURPOSE:  The Public Affairs Office is responsible for communicating the story of Francis Marion University to its various publics—on and off campus—by establishing and increasing awareness of University programs, policies, opportunities, goals, and achievements.  The purpose of this document is to establish policies governing official University publications, communication with the mass media, and public service radio-television programs that reflect on the role, scope, mission, stature, and identity of the Pee Dee region’s major university.

GENERAL POLICY:  The following statements reflect Francis Marion’s policy related to publications; desktop electronic publishing; letterhead, logo and seal; news service; photography; and electronic media.

Publications

To provide service to the divisions of Francis Marion University and to ensure that printed matter for public distribution reflect the goals and image of this institution, it is desirable that uniform practices be followed in planning, editing, designing, purchasing, and producing such materials.

Therefore, supervision and production of all University publications (catalogs, pamphlets, booklets, brochures, fliers, posters, newsletters and other similar printed matter) shall be centralized in and coordinated by the Public Affairs Office.  This office will determine the need for and purpose of publications and to ensure that they contribute to and reflect favorably on the University.

The department requesting issuance of a publication shall be responsible for providing the necessary funds for production and distribution of the publication unless such funds are included in the University’s publications budget.

The department requesting issuance of a publication shall be responsible for determining that the departmental chairperson, the dean or the Office of the Provost has reviewed and approved the publication for academic content, especially statements about educational policy, program offerings, and/or admission to the University.


Desktop Electronic Publishing

Many campus departments have access to desktop electronic publishing systems that can produce camera-ready documents for printing.  Prior to printing, the Public Affairs Office should review desktop publishing documents planned for distribution to off-campus publics of more than 200.

The same procedures are to be followed for electronic publishing as for printing documents by conventional means to ensure accurate information, clarity of editing, consistency in style, and pleasing design that projects the University in the best possible light.


University Web Site

The Public Affairs Office shall be consulted about the content of information to be displayed on the University’s web page.   It is desirable that the editorial content and design of web pages reflect favorably on the University, and the role of Public Affairs will be to assist in that effort.  Public Affairs will not be responsible for the technical set-up of web sites but only with editorial content.


Letterhead, Logo, and Seal

Design of letterheads (both stationery and envelopes) for any department, division, program, institute, etc., within the University is to follow standard guidelines as determined by the institutional identity program of the University.  Public Affairs must review any proposed letterhead prior to its submission to Printing Services for printing.

Use of the University logo must follow standard guidelines of the institutional identity program issued by the Public Affairs Office in conjunction with the Office of the President.  The official name of the University is Francis Marion University and should be used where appropriate.

Words, letters, graphic devices and other indicia associated with Francis Marion University are protected against unauthorized use by means of federal and state trade or service mark registration, and/or state statute.  Questions regarding the use of Francis Marion indicia should be directed to the Public Affairs Office.

Use of the University seal is restricted to more formal application.  It is appropriate to use the seal on official and legal documents, diplomas, certificates, flags and official University ceremonial paraphernalia.  The seal may never be distorted in any way and should never be used in such a manner that it gives the impression that it is the seal of any division, department or entity within the University.


The Crier

“The Crier” is the official internal newsletter and should be used by all departments to communicate vital information to the greater FMU community and friends.  Written and edited by the Public Affairs Office staff, “The Crier” is published on the premise that better-informed employees are better citizens of the University.


News Service

To provide consistent, accurate information to the mass media, it is essential that Francis Marion maintain a centralized effort to coordinate the flow of information.  Uniform procedures must be followed in preparing and releasing statements and news releases so that the media will receive an organized flow of information that is consistent in style, quality and content.

Therefore, the planning, research, writing, and distribution of news stories, sports stories, University statements, public service announcements, feature articles, and other informational materials (including photographs) released to the media should be centralized in and coordinated by the Public Affairs Office.

All University-generated news releases about programs, activities, and people of the University shall be approved in advance by the VP for Public and Community Affairs who shall consult with the president and other appropriate administrators when necessary.

This policy is not intended to handicap or restrict faculty and staff from expressing opinions or providing information to media representatives regarding their research and/or areas of expertise.  It does apply, however, in regard to questions of University policy that should be referred to an appropriate administrator or the Public Affairs Office.

In instances of direct media contact, faculty and staff members may ask to call the reporter back and contact the Public Affairs Office for advice and counsel prior to consenting to interviews, particularly on sensitive questions.  Employees should always state that views given are personal opinions and not necessarily those of their colleagues or the University.

In the event of an emergency, crisis, or controversy, the President may designate a spokesperson for the University.  In that event, all media calls regarding that particular situation shall be referred to the spokesperson through the Public Affairs Office.


Electronic Media

It is desirable that uniform practices be followed in planning, writing, producing and distributing electronic media programs to uniformly reflect the goals and image of Francis Marion University.  This includes public service radio and television programs promoting the University as well as all recruiting and promotional radio and television products about the University. Therefore, the Public Affairs Office should be involved in the planning and distribution of University produced programs for external audiences.

The department requesting issuance of such broadcast materials shall be responsible for providing the necessary funds for production and distribution of the materials unless such funds are included in the budget of Public Affairs.

This policy applies only to news, public service, recruiting and promotional radio and television programs originated by the University for internal and external use.  Exclusions from this policy are scholarly and instructional audio/visual products and those programs produced by student media.


Questions about these policies may be directed to the VP for Public and Community Affairs, telephone 661-1220.

Printing Services

The Printing Services division of the Public Affairs Office is located in the Office Services Building (grey building on the east side of Stokes Administration Building) and provides a broad range of professional design and printing services to the University community.

Publication services include editing, desktop publishing, graphics design, typesetting, pre-press, as well as other functions to assist members of the University community in planning and preparing a document for publication.

Printing services include one- and two-color offset press production, high-speed black and white photocopying, full-color photocopying and various finishing and bindery options. Examples of printed materials include applications, letterhead, envelopes, business cards, brochures, certificates, forms, fliers, invitations, manuals, newsletters, notepads, postcards, posters, programs, reports, tickets, and more.

Every effort should be made to utilize university resources to produce your job. An order that is beyond the capability of FMU Printing Services should be submitted to the director of publications & marketing who will develop job specifications and coordinate with a commercial vendor to complete your job.

Requests for campus publications and printing projects should be submitted on a “Printing Work Order” form which must include an account name, budget number and approval of the department head, dean or office manager. Forms are available in faculty secretary offices or from the Printing Services office.

Copyrighted materials will not be reproduced without written permission from the copyright owner.