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State
University
ONBOARDING
STUDENT
EMPLOYEES
Cynthia
M
Stolpe
GEORGE
MASON
UNIVERSITY
|
EDIT
706
Table of Contents
EXECUTIVE SUMMARY 2
PERFORMANCE
ANALYSIS
3
CURRENT
STATE
3
EMPLOYEE
QUALIFICATIONS
4
FULLY
TRAINED
EMPLOYEE
OUTCOMES
4
TRAINING
ALTERNATIVES
TO
CONSIDER
5
APPENDIX
15
JOB
DETAILS
15
EMAIL
CORRESPONDENCE
FROM
DIRECTOR
OF
STUDY
ABROAD:
17
FERPA
REQUIREMENTS
17
TRADEMARK
LICENSING
POLICY
17
PROCUREMENT
POLICY
21
BUILDING
ACCESS
CONTROL
24
REFERENCES
29
Executive
Summary
Utah
State
University
Huntsman
School
of
Business
will
hire
a
new
student
employee
every
one-to-three
years
to
help
complete
low
level
time
consuming
projects.
The
Huntsman
school
completes
approximately
300
visa
applications
per
year
and
is
required
to
submit
based
on
bureaucratic
requirements
and
varying
timelines.
The
projects
being
completed
must
be
done
for
participants
of
the
study
abroad
to
leave
the
country.
The
students
will
not
be
able
to
fully
participate
without
a
visa/passport,
and
program
fees
are
non-refundable
for
the
participant
for
any
reason.
The
responsibilities
of
the
student
employee
also
engage
former
participants
in
online
forums
and
pass
crucial
information
to
perspective/current
participants
respectively.
Of
the
alternative
presented
in
this
case,
it
is
recommended
that
the
school
choose
an
asynchronous
online
module
to
complete
training
for
the
new
student
employee
since
the
tasks
are
low
level
but
detail
oriented,
the
student
can
complete
it
on
his/her
own
time
table
instead
of
strictly
during
business
hours,
and
it
will
take
very
little
upkeep
after
the
initial
input.
In
conclusion,
this
will
be
the
fastest
and
in
the
long
run
most
time/money
saving
intervention
and
will
make
the
employee
fully
functional
with
the
least
amount
of
effort
on
the
organization.
Performance
Analysis
Current
State
After
an
analysis
of
the
workload
of
the
employees
of
the
study
abroad
office
the
director
of
the
program
found
that
there
were
between
10-20
hours
of
extra
work
that
was
not
being
accounted
for,
and
either
was
being
done
after
hours
or
was
being
put
aside
for
another
school
year.
These
projects
are
high-level
projects
that
would
improve
the
outcomes
of
student
experiences.
The
employees
instead
spent
much
of
their
time
managing
social
media
and
students
to
complete
applications
for
international
visas,
and
passports
in
an
appropriate
and
timely
manner.
Visa
applications
start
at
the
end
of
the
Fall
semester
and
will
be
for
the
Asia
(China,
Thailand,
&
India),
South
America
(Brazil,
&
Peru),
and
African
(South
Africa)
programs.
The
programs
may
vary
from
year-to-year,
but
the
type
of
visa
application
and
type
of
information
needed
for
the
visas
will
not.
The
information
will
need
to
be
collected
from
each
student
compiled,
checked
for
accuracy,
and
sent
to
the
visa
processing
center
for
a
timely
manner.
Though
not
difficult
this
part
of
the
job
is
very
time
consuming
and
requires
a
great
deal
of
attention
to
detail.
If
there
are
any
errors
on
the
application
then
the
visa
will
be
rejected
and
will
need
to
be
resubmitted
with
new
fees.
The
visas
must
also
be
submitted
on
time
or
will
cost
the
school
more
money
to
have
them
expedited,
or
potentially
the
student
will
not
be
able
to
participate.
All
fees
associated
each
program
are
based
on
the
number
of
students
who
sign
up.
If
one
student
is
unable
to
attend
the
student
is
either
required
to
pay
for
the
difference
in
cost
or
the
college
will
be
required
to
pay
for
the
difference.
Social
Media
consists
of
Instagram,
Facebook,
LinkedIn,
and
Twitter
accounts.
It
is
not
difficult
by
any
means,
but
requires
about
10
hours
a
week
to
management
and
upkeep
of
these
accounts.
Employees
ensure
appropriate
language
is
used
on
all
pages,
are
responsible
for
posting
updates
and
marketing,
use
different
avenues
to
advertise
programs
via
social
media,
and
post
photos
and
captions
to
each
of
the
appropriate
pages.
Employee
Qualifications
The
hired
student
will
have
a
high-school
education
or
the
equivalent,
but
is
not
required
to
have
any
marketing
background
or
experience
traveling
abroad.
He/she
will
need
to
have
experience
using
social
media,
and
have
skill
associated
with
operating
a
PC
computer.
The
student
will
also
need
to
complete
reports
on
changes
social
media.
(see
Appendix
Job
Details)
Fully
Trained
Employee
Outcomes
Once
fully
trained
the
employee
should
be
able
to
work
independently
on
all
visas
applications
with
student.
He/she
should
be
able
to
teach
other
students/help
other
students
to
complete
applications.
He/she
will
also
need
to
check
applications
for
accuracy
and
submit
them
on
time
with
zero
errors.
The
student
should
also
be
able
to
work
within
FERPA
guidelines
(see
Appendix
FERPA
Requirements)
in
a
professional
manner.
He/she
will
be
given
reasonable
goals
to
complete
and
will
be
assessed
on
completion
of
those
goals
quarterly.
The
student
will
also
need
to
learn
the
different
procurement
systems
(EZ
Buy)
to
purchase
gifts
and
obtain
approval
for
logoed
items
(see
Appendixes
Procurement
and
Trademark
and
Licensing
Policy).
Training
Alternatives
to
Consider
The
study
abroad
office
is
hiring
a
student
and
will
need
to
replace
them
every
few
years
for
this
low-level
work,
below
is
a
list
of
the
options
to
consider
training
the
new
student
employee.
Alternative
Pros
Cons
Mentoring
Student
will
be
partially
Will
require
more
staff
time
functional
starting
the
first
to
work
with
the
student
day
each
school
year
Staff
can
manage/control
Will
require
more
money
social
media
posts
for
based
on
the
amount
of
staff
beginning
students
time
it
will
take
for
training
Will
allow
for
more
No
guarantee
that
all
personalized
learning
information
is
conveyed
appropriately
Student
must
talk
to
staff
for
any
questions
Job
Aid
and
Mentoring
Student
has
a
resource
Will
only
allow
minimal
eternal
to
staff
for
basic
information
to
be
shared
and
questions
still
require
staff
time
Will
require
minimal
time,
Will
not
allow
for
video
money
and
resources
to
presentations
or
student
create
watching
materials
again
Will
take
less
staff
time
to
Will
have
to
cover
multiple
implement/upkeep
student
software
application
and
visa
progress
applications
Asynchronous
Online
Gives
student
flexible
time
Will
take
more
time
for
Training
schedule
to
learn
positon
student
to
become
including
social
media
completely
functional
posting
Student
will
take
longer
to
Student
can
watch
refresher
develop
relationships
with
training
as
needed
and
can
the
team
review
the
course
from
year
to
year
Creates
fewer
opportunities
for
student
to
ask
questions.
Staff
input
will
be
minimal
Most
likely
to
make
student
independent
for
tasks
associated
with
passport/visas
Do
Nothing
Will
not
require
additional
Student
will
feel
confused
funding,
or
resources
about
work
required
Allows
student
to
research
Will
still
require
staff
input
to
individually
to
accomplish
complete
tasks
tasks
including
troubleshooting
and
Will
increase
number
of
resourcefulness
returned
applications/inappropriate
Allows
employee
to
develop
social
media
posts
his/her
own
social
media
management
plan
Visa
applications,
though
not
difficult
will
require
a
large
amount
to
detail
and
are
required
for
participation
in
each
study
abroad.
Incorrect
completion
of
the
visa
applications
will
have
large
costs
associated
with
resubmission.
Below
is
a
detailed
explanation
of
how
each
alternative
will
impact
the
School
of
Business
Study
Abroad.
Mentoring
This
intervention
will
have
the
greatest
impact
on
the
departments
already
limited
time.
Though
within
budget,
the
director
and
the
half
time
staff
member
will
have
to
take
time
to
meet
with
and
direct
the
students
progress
personally.
The
Marketing
instructor
will
also
need
to
take
the
time
to
mentor
the
student
in
the
social
media
management/marketing
aspects
of
the
position.
This
will
take
coordination
and
time
on
the
part
of
all
parties
involved
but
will
have
the
least
amount
of
up
front
impact
to
deploy.
This
intervention
will
take
the
most
amount
of
staff
time
and
will
need
to
be
continued
every
year
to
ensure
retention
of
material
and/or
training
of
a
new
employee
every
one
to
three
years.
Job
Aid
&
Mentoring
If
the
intervention
is
chosen
the
school
will
have
similar
impacts
as
the
option
above
except
it
will
take
less
of
the
Study
Abroad
Staffs
time
to
work
with
the
student.
Each
year
this
intervention
will
take
staff
time
to
implement
and
review
with
the
student
employee
The
job
aid
will
require
minimal
amounts
of
updating
time
by
the
CIDI
department
per
year.
Asynchronous
If
this
alternative
is
selected
the
student
will
have
a
higher
level
of
Online
Training
training
and
fewer
questions
needed
for
staff.
It
will
increase
his/her
overall
effectiveness
in
the
positon
and
take
the
least
amount
of
time
on
the
part
of
staff
in
overall
training.
This
solution
will
also
take
the
least
amount
of
money
for
upkeep
of
the
training.
This
solution
will
require
minimal
updates
each
year.
Do
Nothing
If
the
School
of
Business
opts
to
take
no
action
regarding
the
new
student
employee
the
student
will
quickly
become
frustrated
and
confused
about
the
requirements
of
his/her
position.
Which
will
lead
to
higher
turnover
than
should
be
expected.
The
student
will
also
not
know
exactly
how
to
do
his/her
position
the
student
will
not
be
able
complete
tasks
appropriately
which
will
either
create
missed
deadlines
and/or
more
work
for
overburdened
staff.
Stolpe
Edit
706
11
Asynchronous
Online
Training
Course
Planning
o The
CIDI
representative
will
meet
with
Marketing
Instructor
and
the
Director
of
Study
Abroad
to
sketch
out
requirements
and
outline
the
course
o Time
Frame:
Two
Weeks
Course
Build
o The
CIDI
representative
will
manage
the
project
and
will
complete
the
course
in
Canvas
including
uploading
any
relevant
documents,
and
additional
research.
He/she
will
be
responsible
for
communicating
with
the
Director
and
Marketing
Instructor
with
questions
and
other
needs.
o Time
Frame:
One
Month
Review
o The
course
will
be
reviewed
by
the
Director
of
Study
Abroad
for
content
o Time
Frame:
Two
Weeks
Training
o The
student
will
participate
in
the
training
for
the
first
few
weeks
of
employment
and
will
use
the
training
as
needed
in
the
future.
o Time
Frame:
Three
Weeks
Evaluation
Multiple
types
of
evaluations
will
be
employed
during
the
creation
of
the
course,
during
implementation
and
post
full
implementation
of
the
course.
The
formative
evaluation
will
be
conducted
during
the
evaluation
of
the
onboarding
process.
The
summative
evaluation
will
be
used
during
the
implementation
of
the
process
and
feedback
will
be
sought
from
the
employee
after
each
training.
The
confirmative
evaluation
will
be
completed
after
the
employee
is
fully
trained
has
been
working
in
the
position
for
4-6
months.
The
student
will
have
quarterly
evaluations
on
projects
completed.
During
the
quarter
following
the
training
the
student
will
be
asked
questions
regarding
the
effectiveness
of
the
training
and
if
anything
could
be
changed
or
updated.
The
success
of
the
training
will
be
measured
by
the
number
of
visas
returned
and
needing
expedited
submission.
It
should
be
fewer
than
10
per
year
or
3%
of
applications.
The
other
staff
members
will
also
make
note
of
any
questions
the
student
has.
This
information
will
be
reviewed
and
will
be
incorporated
into
any
updated
to
materials/explanations/notes
for
the
next
year.
The
information
for
management
of
the
social
media
will
increase
the
awareness
of
students
by
6%
as
shown
by
a
yearend
survey
to
all
business
students.
As
the
student
completes
the
online
course
he/she
will
be
asked
to
complete
a
survey
on
the
effectiveness
of
the
course.
Time
frame
for
evaluations
is
ongoing.
Appendix
Job
Details
Title:
Social Media Marketing Assistant
Requisition:
H1600479
Open Date:
Review Date:
Job Category:
Hourly
College/Unit:
John M. Huntsman School of Business
Location:
Logan Campus
Posting Duration:
Open Until Filled
Position Summary:
Work as part of a study abroad team to develop, implement, and evaluate an
interactive, community intervention focused on improving parenting skills related to
childhood nutrition and feeding practices and relationship skills.
This is a part time position, $12 per hour, 10-20 hours a week.
Responsibilities:
Work as part of a team to develop a social media marketing plan.
Manage social media including twitter, Facebook, and Instagram.
Work with students to complete visas for business study abroad.
Help students prepare applications for passports.
Assist in research for gifts for participants and site visits.
Organize and maintain records of polo shirt sizes.
Assist with program evaluation including collecting data and data entry.
Advertising to potential participants, current and former participants
Other projects as assigned
Qualifications:
Minimum Qualifications:
Requires reading, communication, math and problem solving skills equivalent to a high
school education or GED.
High degree of self-motivation.
Ability to work independently and as a team member.
Preferred Qualifications:
Travel abroad strongly preferred
Experience applying for visas
Marketing experience
Opportunity Type:
ACA Variable (Hourly)
Advertised Salary:
$12.00/hour
conjunction with Public Relations & Marketing. In some cases, a royalty or usage fee is assessed.
Permission is typically granted for a specific length of time; no open-ended approval will be
granted. Acceptable appearance and usage criteria are defined in the Visual Identity Program
(VIP) for USU. (5) The Trademarks of USU will not be used in the promotion of weapons,
alcoholic beverages, tobacco products, "recreational" drugs or drug-related paraphernalia. The
university reserves the right to prohibit other uses that it deems inappropriate or inconsistent with
the image and mission of an educational institution. (6) Merchandise bearing university
trademarks and produced without proper written university authorization may be considered
counterfeit or infringing and therefore subject to all available legal remedies, including, but not
limited to, seizure of the merchandise. 5. Procedures (1) Departments of the university designing
merchandise to bear a university trademark must secure prior approval, in writing, from the
universitys Trademarks & Licensing Manager. Previous approval does not give the right to
produce the merchandise and requires the department to use an Officially Licensed Vendor. The
Licensed Vendor will then be required to submit final artwork through the universitys licensing
agent, CLC. After final artwork approval is given, the vendor may then produce the product. (2)
Departments and recognized student clubs and organizations may use certain logos for certain
official business. Departments and recognized student clubs and department organizations that
wish to design or create new trademarks for their department, club or organization must
coordinate their effort with the Trademark and Licensing Manager in conjunction with Public
Relations & Marketing. Departments requesting authorization for use of current trademarks
within official university publications, letterhead and business cards should direct their requests
to the Trademark and Licensing Manager. (3) Trademarks are to be used only in the specific
manner approved in writing; trademarks may not be otherwise altered without expressed written
authorization by the Trademark and Licensing Manager in conjunction with Public Relations &
Marketing. 6. Labor Practices/Code of Conduct (1) USU is committed to the concept that all
merchandise bearing reference to the university (including names of each department and any
recognized club and organization affiliated with the university) will be manufactured by
companies whose labor policies ensure that their employees are safe from abusive labor
conditions. (2) USU is an active member of the Fair Labor Association (FLA) and supports its
strict Labor Code Standards that require manufacturers of licensed products (licensees) to certify
their compliance with the code. In addition to certifying their compliance with the code,
licensees are required to disclose the location, address, phone number, email and contact person
for each facility it owns or contracts with for the production of goods and licensees must
authorize the FLA to make announced or unannounced inspections of their manufacturing
facilities. (3) In order to ensure the broadest interpretation of this policy, the university requires
that any product produced for the university (or for departments or recognized clubs and
organizations) which carries a university trademark, or that uses the name of, or refers to, a
university department or a recognized club or organization, be manufactured by those companies
that are appropriately licensed to use university trademarks (licensees), and are in compliance
with the universitys Labor Code Standards. For a current list of Officially Licensed Vendors,
contact the Trademark and Licensing Manager in Public Relations & Marketing. 7.
Implementation (1) All products bearing the USU trademarks must be approved and licensed as
specified by this policy. Resale items will be subject to the current standard royalty rate
established by the university. (2) Promotional and/or premium items are also subject to
licensing requirements. Royalties will be determined based upon the scope of the promotion and
other factors considered appropriate by the university. (3) Institutional, non-commercial
does not constitute approval to manufacture a particular product. All products must be
manufactured by, and purchased from, an Officially Licensed Vendor. (3) Exemptions to royalty
fees are given when university trademarked products are used to promote instructional programs
or events, or other activities that further the academic and educational mission of the university
as determined by the Trademark & Licensing Manager. (4) All departments of the university,
recognized campus clubs and organizations, individuals and companies are required to obtain
approval from the Trademark & Licensing Manager under the direction of Public Relations &
Marketing prior to producing or arranging for production of any product or use that utilizes the
university's trademarks, regardless of use or method of distribution, except as otherwise
authorized. (5) This policy may be altered at any time without prior notice. For further
information contact: Utah State University | Public Relations & Marketing 0500 Old Main Hill |
Logan, Utah 84321 - 0500 Phone: 435.797.1351 | Fax: 435.797.1250
v
Procurement
Policy
POLICY MANUAL OPERATING POLICIES AND PROCEDURES Number 510 Subject:
Trademark Licensing Effective Date: February 1, 2006 Date of Last Revision: January 24, 2012
1. Overview and Purpose All Utah State University trademarks are the exclusive property of
USU. Regulation of all uses of USU trademarks is essential to protect the university from
liability and to protect against dilution of the trademarks. USU authorization is required for all
trademark uses. The university has delegated the responsibility for maintaining, managing and
licensing university trademarks to the Trademark and Licensing Manager in conjunction with
Public Relations & Marketing. The mission and purpose of the Licensing and Trademark Policy
is to: (1) Ensure proper control and use of trademarks associated with USU, protect all university
trademarks from unauthorized uses and facilitate the process of granting authorization for
legitimate internal and third-party use of university trademarks. (2) Promote USU in a consistent
and uniform manner to protect the universitys reputation, name and image by permitting only
appropriate uses by Officially Licensed Vendors assuring that only quality products bear the
universitys trademarks and protect the consumer from inferior products bearing university
trademarks. (3) Strengthen the trademarks through relationships with retailers, licensees, campus
departments, student organizations, alumni and fans. (4) Generate royalty revenues; this benefits
the educational goals of the university by providing scholarships to deserving students. 2. What
is a trademark? A trademark is any logo, symbol, nickname, letter(s), word, slogan or derivative
that can be associated with an organization, company, manufacturer or institution and can be
distinguished from those of other entries or competitors. In addition to the trademarks listed in
section three, any indicia adopted hereafter and used or approved for use by USU shall be subject
to the policies and procedures of the trademark and licensing policy. Additionally, the trademark
and licensing program shall also cover any derivations of USU trademarks which would cause
consumer, to erroneously believe that the product originated from, or was sponsored or
authorized by the university. 3. Registered and Protected Trademarks (1) The following
trademarks are registered with the State of Utah on behalf of USU: Utah State University; Utah
State; Aggies; USU; USU Aggies; Block Letter (capital) A; Big Blue; Utah State Aggies;
Block Letter U with State stacked vertically within the U; Tower with an A; The School
Seal; Utah State University-College of Eastern Utah; USU Eastern; Utah State Eastern; Utah
State University-College of Eastern Utah San Juan; USU Eastern San Juan. Trademarks are
updated continually. A current listing of trademarks is available from the Trademark and
Licensing Manager in conjunction with Public Relations & Marketing. (2) All other names,
symbols, initials or graphic designs that refer to USU are protected by U.S. and state law. 4.
Policy Statements (1) The use of any trademark which identifies, or is associated with, USU may
not be used without the prior expressed written authorization from USU (represented by the
Trademark and Licensing Manager in conjunction with Public Relations & Marketing) and is
subject to the licensing requirements of this policy. (2) Only an Officially Licensed Vendor may
produce merchandise bearing USUs trademarks. For a current list of Officially Licensed
Vendors contact the Manager of Trademarks and Licensing in Public Relations & Marketing. (3)
Private companies creating merchandise for sale or distribution may use university trademarks
only after entering into a specific license agreement with the university through the Collegiate
Licensing Company (CLC) that acts on behalf of the university as its licensing agent for
trademark use. For additional information regarding either acceptable or inappropriate uses of
trademarks, contact the Manager of Trademarks and Licensing in Public Relations & Marketing.
(4) Companies using any university trademark for advertising or promotional purposes in any
format must first obtain written permission from the Trademark and Licensing Manager in
conjunction with Public Relations & Marketing. In some cases, a royalty or usage fee is assessed.
Permission is typically granted for a specific length of time; no open-ended approval will be
granted. Acceptable appearance and usage criteria are defined in the Visual Identity Program
(VIP) for USU. (5) The Trademarks of USU will not be used in the promotion of weapons,
alcoholic beverages, tobacco products, "recreational" drugs or drug-related paraphernalia. The
university reserves the right to prohibit other uses that it deems inappropriate or inconsistent with
the image and mission of an educational institution. (6) Merchandise bearing university
trademarks and produced without proper written university authorization may be considered
counterfeit or infringing and therefore subject to all available legal remedies, including, but not
limited to, seizure of the merchandise. 5. Procedures (1) Departments of the university designing
merchandise to bear a university trademark must secure prior approval, in writing, from the
universitys Trademarks & Licensing Manager. Previous approval does not give the right to
produce the merchandise and requires the department to use an Officially Licensed Vendor. The
Licensed Vendor will then be required to submit final artwork through the universitys licensing
agent, CLC. After final artwork approval is given, the vendor may then produce the product. (2)
Departments and recognized student clubs and organizations may use certain logos for certain
official business. Departments and recognized student clubs and department organizations that
wish to design or create new trademarks for their department, club or organization must
coordinate their effort with the Trademark and Licensing Manager in conjunction with Public
Relations & Marketing. Departments requesting authorization for use of current trademarks
within official university publications, letterhead and business cards should direct their requests
to the Trademark and Licensing Manager. (3) Trademarks are to be used only in the specific
manner approved in writing; trademarks may not be otherwise altered without expressed written
authorization by the Trademark and Licensing Manager in conjunction with Public Relations &
Marketing. 6. Labor Practices/Code of Conduct (1) USU is committed to the concept that all
merchandise bearing reference to the university (including names of each department and any
recognized club and organization affiliated with the university) will be manufactured by
companies whose labor policies ensure that their employees are safe from abusive labor
conditions. (2) USU is an active member of the Fair Labor Association (FLA) and supports its
strict Labor Code Standards that require manufacturers of licensed products (licensees) to certify
their compliance with the code. In addition to certifying their compliance with the code,
licensees are required to disclose the location, address, phone number, email and contact person
for each facility it owns or contracts with for the production of goods and licensees must
authorize the FLA to make announced or unannounced inspections of their manufacturing
facilities. (3) In order to ensure the broadest interpretation of this policy, the university requires
that any product produced for the university (or for departments or recognized clubs and
organizations) which carries a university trademark, or that uses the name of, or refers to, a
university department or a recognized club or organization, be manufactured by those companies
that are appropriately licensed to use university trademarks (licensees), and are in compliance
with the universitys Labor Code Standards. For a current list of Officially Licensed Vendors,
contact the Trademark and Licensing Manager in Public Relations & Marketing. 7.
Implementation (1) All products bearing the USU trademarks must be approved and licensed as
specified by this policy. Resale items will be subject to the current standard royalty rate
established by the university. (2) Promotional and/or premium items are also subject to
licensing requirements. Royalties will be determined based upon the scope of the promotion and
other factors considered appropriate by the university. (3) Institutional, non-commercial
marketing materials (e.g., printed or electronic communication to include Internet pages)
produced by the university for official university business shall meet the criteria established by
Trademark and Licensing Manager in conjunction with Public Relations & Marketing. Other
marketing materials and promotional items, regardless of production, method or source of
distribution, are subject to the approval process in this policy. (4) Companies and individuals
wishing to extend congratulatory messages (or statements of support) who do not meet the
criteria above may receive authorization to use prescribed trademarked verbiage (e.g. GO Aggies
or Congratulations Aggies). Such messages must be clearly separate from the sale or promotion
of any products or services. 8. Licensing and Royalties (1) Any person, business, or organization
desiring to use the universitys trademarks in any manner and for any purpose must be licensed
to do so. The university has arranged for licenses to be issued by the Collegiate Licensing
Company (CLC) on the universitys behalf. (2) The university has partnered with Collegiate
Licensing Company and offers the following types of licenses. (a) Internal Campus Supplier:
The Restricted License is for companies that wish to pursue items purchased by Institutions for
internal use only. Restricted Licensees are not permitted to sell product(s) to retailers, direct to
consumers, un-exempt Institutional departments or to any entities unrelated to an institution.
Official institution entities include athletic departments, alumni departments, recognized student
groups/organizations, etc. (b) Local License: The Local License is for companies that desire to
obtain a license with an institution located in their immediate in-state marketplace. This license
type may better suit companies that do not believe they can qualify for a Standard License, but
believe they can demonstrate sales success within a few years at the local level in order to
qualify for a Standard License. Local Licensees ARE permitted to sell product to institutions and
their departments, retailers and directly to consumers. (c) Standard License: The Standard
License is intended for companies that are capable of extensive production and retail distribution
of their product(s) and/or are introducing a unique and commercially viable product to the
collegiate market. The Standard License is usually not for first-time applicants or companies
without well-established marketing plans, existing product distribution and/or a solid financial
history of selling licensed products. (3) A product generally is subject to royalty or right fees if a
university trademark is utilized AND / OR: the product is for resale the product promotes a
specific event for which a fee is charged the name, trademark, or logo of a third party is used
with the universitys trademark. Activities or products that include the use of commercial
sponsors names or logos on the licensed product will be assessed a higher royalty contingent on
university approval. Exemptions to royalty fees are given when university trademarked products
are used to promote instructional programs, events, other activities that further the academic and
educational mission of the university as determined by the Licensing Manager. (Instructional
programs/events include, but are not limited to, classes, courses, seminars, workshops and other
activities directly sponsored by a college, division, department, program or service of USU.)
Exempting royalties is done in writing and does not exempt the requirement to use a licensed
vendor for manufacture or production. (4) These guidelines are usually sufficient in determining
royalty/non-royalty. However, each submission shall be reviewed individually to make sure all
aspects of the situation are taken into consideration. 9. Exemptions (1) For purposes of
consistency, the university does not exempt campus-operated stores from purchasing emblematic
merchandise from Officially Licensed Vendors. Royalties are charged to campus stores in the
same manner as charged to off-campus retail establishments. (2) Departments of the university,
and recognized clubs and organizations, are also required to purchase emblematic merchandise
from Officially Licensed Vendors. Receiving authorization for a design or to utilize a trademark
does not constitute approval to manufacture a particular product. All products must be
manufactured by, and purchased from, an Officially Licensed Vendor. (3) Exemptions to royalty
fees are given when university trademarked products are used to promote instructional programs
or events, or other activities that further the academic and educational mission of the university
as determined by the Trademark & Licensing Manager. (4) All departments of the university,
recognized campus clubs and organizations, individuals and companies are required to obtain
approval from the Trademark & Licensing Manager under the direction of Public Relations &
Marketing prior to producing or arranging for production of any product or use that utilizes the
university's trademarks, regardless of use or method of distribution, except as otherwise
authorized. (5) This policy may be altered at any time without prior notice. For further
information contact: Utah State University | Public Relations & Marketing 0500 Old Main Hill |
Logan, Utah 84321 - 0500 Phone: 435.797.1351 | Fax: 435.797.1250
Building
Access
Control
POLICY MANUAL OPERATING POLICIES AND PROCEDURES Number 520 Subject:
Building Access Control Effective Date: September 4, 2013 520.1 OVERVIEW The objective of
the building access control policy is to provide a reasonable level of security for the University
and, at the same time, allow as much freedom of building access as possible to the campus
community. An Access Technical Group exists to resolve any disputes concerning denied access.
A listing of the members of the Access Technical Group can be located on the USU Facilities
web page. 520.2 ACCESS CONTROLS 2.1 Access Definitions: For a clear understanding of the
Building Access Control policy, and procedures, the following terms are defined: Building
Master Access. Allows access to all rooms within a single building excluding mechanical,
communication, electrical, and custodial rooms. Department Master Access. Allows access to
all rooms within an individual department. Group Master Access. Allows access to limited
subgroup areas within a single department. Outside Door Access. Allows access to a specific
building from a specific outside door. Individual Access. Allows access to a single room.
Mechanical Access. Allows access to mechanical areas, roofs, and outside entrances to buildings
for service people. Custodial Access. Allows access to custodial closets and designated outside
doors. Communication Access. Allows access to communication closets. Electrical Access.
Allows access to electrical vaults. Utility Master Access. Any key or access that includes
communication closets, machine rooms, custodial areas, and electrical vaults. Prox Card
Access. Allows access to any building or room having an I-Class reader, upon required access
request approval. 2.2 Access Approval (1) Requests for access must be approved as outlined
below. A Dean, Vice President, or Director may designate someone from his/her area to approve
the request and sign for access. Building Master Access must be approved by Dean, Vice
President, NonAcademic Director responsible for the building, and Chief of Police Department
Master Access must be approved by Department Head, Director, and Chief of Police Group
Master Access must be approved by Department Head or Director Outside Door Access must
be approved by Department Head or Director Individual Access must be approved by
Department Head or Director Mechanical Access must be approved by Director of Facilities
Operations and Chief of Police Communication Access must be approved by Director of
Communication Electrical Access must be approved by Director of Facilities Operations
Custodial Access must be approved by Director of Facilities Maintenance Utility Master
Access must be approved by Director of Facilities Operations, Director of Communication,
Director of Facilities Maintenance, Associate Vice President for Facilities or Chief of Police (2)
No individual may sign his/her own access request. (3) Individuals denied access by the Access
Control Office may appeal, in writing, to the Access Technical Group if the request is believed to
be unjustly denied. The Access Technical Group will then determine if circumstances warrant
the issuance of access to the appealing party. 2.3 Access Control Request Form Access to
buildings, rooms, and closets is issued by the Access Control Office only when a completed
Access Control Request Form is signed by the authorized parties. The Access Control Request
Form is valid for thirty (30) days following the date of authorization. Access Control Request
Forms can be obtained from the Central Distribution Center. 2.4 Signature Card Each Dean, Vice
President, Department Head, Director, or his/her designee who authorizes and signs the Access
Control Request Form must have a signature card on file with the Access Control Office. The
card must be approved by the Dean, Vice President, or Director responsible for the area. The
signature card(s) must be signed at the Access Control Office. A valid photo ID will be required
from the person signing the signature card. 2.5 Obtaining Access (1) The department that
requests access for an employee must submit a completed Access Control Request Form to the
Access Control Office. The department will be notified when the key or prox card is ready to be
picked up. (2) Prox cards and keys cannot be obtained through the mail. They must be issued at
the Access Control Office to the individual who will have possession of the card or key. Proper
identification will be required to pick up keys/prox cards. (3) Generally, students may not have
master keys or master prox cards issued to them. (4) Whenever technology becomes available,
appropriate changes in the access request process will be implemented. 2.6 Access Transfers All
keys or prox cards must be checked out of and into the Access Control Office by the person to
whom they are issued. The transfer of keys directly from one person to another must be
completed at the Access Control Office. Prox cards cannot be transferred from one individual to
another. 2.7 Access Dispersals (1) Each college/department determines the access that may be
issued to its personnel. Full-time employees, students and part-time employees may not have
more than one key/card to the same area. (2) Students and part-time employees will be assessed a
$25 deposit for issued keys and a $50 deposit for issued prox cards. The deposit will be refunded
when the key(s) or prox card is returned. (3) If a college/department desires to control the keys or
prox cards to its own area, a request must be made in writing to the Access Technical Group. The
request must state the reason the college/department needs to control its own keys or prox cards.
Such requests are discouraged but may be approved by the Access Technical Group under
extenuating circumstances. a. If approval is granted, the college/department must check out all
keys or prox cards at the Access Control Office so a current access list detailing the keys or prox
cards checked out to the college/department may be maintained. The college/department will be
responsible for the return of all keys or prox cards, and for the collection of replacement fees for
lost or stolen keys or prox cards. The college or department will be responsible for the cost of re-
keying or replacing cards due to lost items. A current list of those who have been issued access
must be maintained by the college/department. Access reports must be submitted annually or
approval may be revoked. (4) An individual must inform the Access Control Office within 24
hours of lost or stolen keys or prox cards. 2.8 Broken/Worn Out Keys or Prox Cards Keys or
prox cards that are broken or worn-out must be returned to the Access Control Office for
replacement by the person to whom they are issued. The broken or worn-out keys or prox cards
must be turned in before new ones will be issued. There will be no charge for replacing broken
or worn-out keys or prox cards. 2.9 Temporary Access (1) College/department and other
personnel requiring temporary access must present an approved Access Control Request Form to
the Access Control Office stating the length of time access is required. The Access Control
Request Form must be properly completed and approved by the appropriate authority.
Temporary keys or prox cards will not be granted to those who have forgotten or misplaced their
keys/prox cards; instead, they must rely on the University Police to obtain access to the locations
that need to be entered. (2) Under certain circumstances, University access may be granted to
outside vendors for service of, or bidding on, a project. An Access Request Form must be signed
by a Dean, Vice President, or the Associate Vice President for Facilities authorizing the issuance
of the access. This request must also be approved by the Director of the University Police. Keys
will be issued on a temporary basis from the Access Control Office. A $500 fine will be charged
to the department that authorized the request if keys/prox cards are not returned. (3)
Occasionally, a private contractor will be on campus for an extended period of time and will
need access to various areas to complete their work. In these situations, Facilities Design and
Construction must complete an Access Request Form requesting the necessary access which is
approved by the Associate Vice President for Facilities. The keys or prox cards will be issued at
the Access Control Office. The contractor will be required to sign a Contractor Key
Acknowledgment for the keys or prox cards to verify they will pay a fine of $2000 per key that is
lost, stolen, or late. All fines will be deducted from contracts pending with Utah State University.
2.10 Duplicating Access and Changing Locks (1) State of Utah law prohibits the
removal/installation of locking mechanisms or the duplication of any Utah State University key
or prox card by anyone other than the University Access Control Office. USU is using ASSA
high security cylinders and keys to increase security and provide excellent access control. ASSA
High Security Lock Company holds utility and design patents and will initiate a lawsuit against
anyone (individual or company) who duplicates its keys except for its registered agent. The USU
Lock Shop is the only registered agent to make keys or prox cards used by the University. The
USU Lock Shop is the only agent to purchase and issue Prox Cards. (2) Door locks may only be
removed or changed by the University locksmiths. Departments will be responsible for any cost
incurred to resolve unauthorized changes. 2.11 Returning Keys/Prox Cards (1) Before
terminating from the University or transferring to another department, all students, faculty, and
staff must return their University keys and prox cards to the Access Control Office. (2) Each
college/department is responsible for advising all terminating or transferring employees of their
obligation to return University keys or prox cards to the Access Control Office prior to leaving
campus. Students and employees who have a deposit on file with the Access Control Office will
be given a voucher at the time keys or prox cards are returned that can be redeemed at the
Cashiers Office for the amount of deposit. Vouchers not redeemed within 90 days will result in
forfeiture of the deposit. (3) Students who fail to return keys or prox cards before transferring
departments, leaving the University, or by the due date listed on the Access Control Request
Form will have a hold placed on their transcripts or registration packets. Deposits will be
forfeited. (4) If a hold is placed on transcripts or registration packets, it can only be removed by
returning keys or prox cards to the Access Control Office or by paying the appropriate fee listed
in Section 520.2.12 (Lost/Stolen Keys or Prox Cards/Fees) for each uncollected key or prox card.
The intent is not to collect fees, but to demonstrate that uncollected keys or prox cards seriously
compromise the security of the campus. (5) If an employee or student leaves the University
without returning his/her key(s) and/or prox card or paying the appropriate lost key/card fee,
his/her home department will be liable for the costs incurred to re-key. 2.12 Lost/Stolen Keys or
Prox Cards/Fees (1) All lost or stolen keys or prox cards must be reported to the home
college/department, the Access Control Office and to the University Police. The University
Police will complete a Lost or Stolen Access Control Report. Replacement of keys or prox cards
will not be made until the Lost or Stolen Access Control Report is completed. (2) To replace lost
or stolen keys or prox cards, individuals must complete an Access Control Request Form. In the
List of Requested Access Control portion of the form, indicate that the keys or prox cards are
replacements. The Access Control Request Form must then be approved as outlined in Section
520.2.2 (Access Approval) and signed by the University Police. (3) A key or prox card
replacement fee will be assessed for all replaced keys or prox cards at the following rates
(established in 2008 and may increase over time): Building Master, Utility Master, or
Mechanical Access has a replacement fee of $200; Department Master Access has a replacement
fee of $100; Sub Master, Outside Door, Communication, or Electrical Access has a replacement
fee of $50; Individual or Custodial Access has a replacement fee of $25; and Access Card has a
replacement fee of $5. (4) The individual to whom the replaced key or prox card is issued is
responsible for payment of the replacement fee. (5) If an individuals keys or prox cards have
been stolen, that person may appeal the lost or stolen key or prox card fee by presenting to the
Access Technical Group a police report. If it is determined that negligence on the part of the
individual did not contribute to the key or prox card being stolen, the fee will be waived. (6) If a
Dean, Vice President, Director, or Department Head believes that extenuating circumstances
justify not charging a replacement fee for a lost key or prox card, an appeal can be presented in
writing to the Access Technical Group to determine whether or not a replacement fee is required.
(7) If keys have been lost or stolen, it is critical that those doors affected by the loss of the keys
be re-keyed. To re-key a door, the department needs to send a completed work order to Facilities.
2.13 Access Control Records/Inventory Lists (1) The Access Control Office maintains a
complete computerized access record on each key or prox card issued. An Access Control
Inventory List will be sent to each department on an annual basis for reconciliation purposes.
This list identifies all the department employees who have access rights issued to them.
Department personnel are responsible to verify that the report is accurate. Departments should
maintain a complete and current list that indicates the following: name of key or prox card
holder, key number, date issued, and date to be returned to the Access Control Office. The
departments access list will help when reconciling the Access Control Inventory List sent from
the Access Control Office. Discrepancies should be reported to the Access Control Office within
thirty (30) days. An amended list will be printed and sent back to the department to ensure that
changes have been accurately entered on the access computer system. Since each person or
department is financially responsible for all keys or prox cards issued, accurate information is
essential. (2) If a department requires an Access Control Inventory List more often than annually,
it is available upon request from the Access Control Office. 2.14 Future Access Control (1) Utah
State University is in the process of installing an Access Control System in several new buildings
on campus. The new system is expected to expand into a campus-wide system with buildings
coming on-line as funds become available. INET is providing the software and all controllers
and door hardware will need to be compatible with their system. This will include all cameras
and equipment used for security purposes if the intent is to tie into the University system. Stand
alone systems such as Omni Lock, Alarm Lock, and Locknetics will no longer be allowed on
campus buildings maintained by Facilities. Existing systems will still be maintained at a cost to
the department until updated. Departments will be responsible for costs incurred on department
doors to install and maintain access control hardware. However, after installation, Facilities will
administer the new system at no cost to the department. A complete list of costs and
specifications is available from the University Lock Shop for departments desiring to add access
control to doors other than the ones Facilities is doing at the present time. (2) The new Access
Control System will be controlled and maintained by Facilities with no cost to the individual
departments. 2.15 Security For security reasons only Police, Fire Service, and Facilities
locksmiths may be issued override keys to any doors with a centrally managed electronic access
system that uses a prox card and provides an audit trail. Any exception to this policy must be
approved by the Chief of Police.
References
Center
for
Innovative
Design
and
Instruction.
(n.d.).
Retrieved
May
7,
2017,
from
http://cidi.usu.edu/