• Requests are to be made to the ADA Coordinator in writing, when possible, or in another appropriate format.

• The College reserves the right to determine all accommodation.

• Simple, inexpensive, work accommodations may be granted by supervisors to all employees alike without regard to ADA.
• The ADA Coordinator is to be informed of all requests that involve a work change due to a health condition.
• The reasonableness of any accommodation will be made on a case by case basis.
• Temporary accommodation may be made while a decision is pending.

5) Appeal: If the employee believes the determined accommodation to be inadequate or unacceptable, s/he may appeal the decision, in writing or in other appropriate format, to the 504 Compliance Officer.

6) The 504 Compliance Officer will investigate the appeal and make a recommendation to the College President, who will make a final decision.

CONFIDENTIALITY is a critical issue at a college because of the many private records with which we work. We wish to protect the rights of privacy for both legal and ethical reasons.

• GRAMA (Government Records and Management Act): Provides guidelines for satisfying the public’s right to access information concerning the conduct of the public’s business and the right of privacy in relation to personal data gathered by government entities.

• FERPA (Family Educational Rights and Privacy Act): guarantees confidentiality of information in a student’s education record that is not classified as "open directory".

RECORDS ARE CLASSIFIED IN FIVE BASIC CATEGORIES (The various lengths of time that specific records are to be kept are dictated by law.):

1. PUBLIC: All records held by a government entity are "Public" unless they fall within one of the following four categories.
2. PRIVATE: Records about individuals that contain personal information such as medical, personal financial, grades, home addresses, and personal communications. Private records are ordinarily available only to the subject of the record, administrators of the records, select government agencies, and to persons with written permission from the subject.
3. PROTECTED: Records that may be kept confidential to protect various interests, including business interests, in the case of information that would give competitors an advantage, and the public interest, in the case of information that would assist others in gaining an unfair advantage. Protected records are ordinarily available only to the persons who submitted the records, to those who have written permission from submittees and to the government administration.

4. CONTROLLED: If a government entity reasonably believes that release of a medical, psychiatric, or psychological record to the individual who is the subject of that record would be detrimental to the subject’s mental health or to the safety of any individual or would violate normal professional practice and medical ethics, the record may be classified as "controlled". Controlled records ordinarily may be released only to a physician, psychologist, or social worker with a release from the subject, and that person may not disclose the information to the subject.
5. LIMITED (by statute): Access to some government records is controlled by the specific law that authorizes or requires the keeping of the record. (For example: Medicaid statutes, regulations on financial aid records, FERPA) If there is an applicable statute, federal regulation, or court rule, GRAMA only applies to the extent that it does not conflict with that statute, regulation, or rule.

STUDENT INFORMATION WHICH IS PUBLIC (unless a request to hold directory information while enrolled is made by the student): "Open Directory" Information: Student’s full name, address, E-mail, telephone listings, date and place of birth, major field of study, participation in officially recognized activities and sports, photograph, weight and height if a member of an athletic team, dates of attendance, and classification. Other private information is not to be disclosed without written permission by the student. Exceptions are release of information to parents of dependents, upon completion of affidavits of dependency, and to government and educational agencies.

EMPLOYEE INFORMATION WHICH IS PUBLIC: Full name, campus address and telephone listing, job title, job description, salary, and start date of employment. Private information such as home addresses, telephone listings, private financial and medical records are not to be disclosed without written permission from the employee. Employees have the right to access their own personnel files.

Employees are expected to avoid any situation where they use their College position to influence transactions to their personal benefit, or to conduct any business in which they have an interest, or to benefit any family member. Some examples of conflict of interest situations include, but are not limited to:

• An employee representing or influencing the College in its dealings with an organization in which s/he owns interest.
• An employee personally benefiting from the purchase of surplus property if s/he participated in the College's decision to sell such property.
• College employees or students given work assignments of a personal nature during hours they are working for the College.
• An employee's private use of College equipment and facilities, without supervisory approval, unless rented under the same conditions as offered to non-employees.
• Personal use of supplies. When expendable supplies are used, compensation to the College is required.
• An employee using privileged information for personal gain.
• An employee accepting valuable gratuities or special favors from an individual or an organization with which the College does or may do business.
• An employee using a College position to obtain personal privileges or to provide credibility or support to a private undertaking.
• Employment of relatives (See Employment of Relatives Policy 4-8)
• Participation in professional or creative activities such as consulting, research, lecturing, etc., is encouraged as long as such activities are not incompatible with the employee's Dixie College assignments, as determined by the employee's supervisor.
• Supplemental employment is permissible, as long as it does not interfere with the employee's fulfillment of responsibilities to the College.

If an employee's attitude, conduct or performance on the job is less than satisfactory, the supervisor should use the following procedure. Some actions taken by an employee while not at work may also result in disciplinary action.

• Reasons for corrective action discussion include, but are not limited to: negligence; incompetence; insubordination; disorderly conduct; discourteous or abusive treatment of others; excessive absence; unauthorized absence; unsuitability to job requirements; unjustified interference with the work of others; misuse of institutional property and funds; fraud; use of alcohol or drugs or being under the influence while working; violation of statutory requirements or College policies; and violation of other generally accepted standards of conduct and performance.

PROCEDURES FOR HANDLING DISCIPLINE: Discipline or correction is best dealt with in a straight forward manner, speaking face to face with employees. Keys to successful use of correction are setting clear standards, documentation, using specific examples/dates of unacceptable behavior, dealing with problems when they come up, setting short and long-term goals, and following through.

There are three levels of Correction Action (For specifics see the Corrective and Disciplinary Action Policy):

DISMISSAL/TERMINATION: For specific policy and procedures regarding termination see the Termination and Reduction of Workforce Policy. An employee may be recommended for dismissal according to the above procedure or for serious misconduct, without the above preceding First and Second Level Corrective Discussions, including, but not limited to, the following job-related reasons:

• Fraud, including falsification on employment application.
• Misuse of College property or funds.
• Violation of statutory requirements of institutional regulations and policies, such as regulations related to discrimination or harassment.
• Conviction of a crime by a court of competent jurisdiction.
• Lewd, threatening, abusive or violent treatment of the public, students, or other employees.

A written record of all proceedings related to disciplinary action and dismissal will be placed in the employee's official personnel file and a copy of the record will be given to the employee.

Employees receiving formal disciplinary action, that is at least a Second Level Corrective Discussion, will be informed by their supervisor or the Human Resources Director of their right to use the grievance process.

Dixie State College is committed to providing an environment free from harassment and other forms of discrimination based upon race, color, ethnic background, national origin, religion, creed, age, lack of American citizenship, disability, status of veteran, or gender. Such discrimination undermines the sense of human dignity and belonging of all people in the environment.

FIRE, POLICE, AMBULANCE EMERGENCY DISPATCH: Dial 9, if on campus, than 911. Provide your name, location, phone number, and brief details of the emergency.

CAMPUS SECURITY: Don Reid, Director of Campus Security - Ext. 7515, or 619-1145, 619-1146; night shift 619-1144.

ST. GEORGE CITY: Police - 634-5000. Ambulance - 634-5899. Fire Department - 634-5844. Sheriff - 656-6500.

FIRE: Attempt to extinguish only very small fires by using the building's fire extinguisher. Otherwise, clear the area by sounding the fire alarm. Follow building evacuation procedures. After leaving the building, call 911 immediately to report the fire and location.

BOMB THREAT: In the case of a telephoned bomb threat, remain calm and courteous. Do not put the caller on hold or attempt to transfer the call. Listen first, then ask questions. Take careful notes. After hanging up, talk to no one other than Campus Security. If you find suspicious packages or boxes, DO NOT MOVE THEM, but contact Campus Security immediately.

CHEMICAL SPILLS/LEAKS: Use the fire alarm to clear the building. Do not attempt to clean up a spill unless specially trained. Notify Hazardous Materials Specialist Dennis Cox at ext. 7555 or contact Campus Security.

POISON CONTROL: Call 1-800-456-7707

EARTHQUAKE: During an earthquake, take refuge under a desk or in a solid framed doorway. Stay away from windows which shatter. After the quake stops, stay put. Secondary shockwaves may make hallways and exits hazardous. If the fire alarm sounds, proceed quickly to the nearest exit and follow fire evacuation procedures.

ON-THE-JOB INJURIES: Report injuries to immediate supervisor. If necessary, call 9-911 for an ambulance and paramedics, or go to IHC WorkMed located at 385 N 3050 E, St. George, UT 84790. Notify the Human Resources Office and complete a workers compensation form.

FIRE EVACUATION PROCEDURES:

1. LEAVE WHEN THE ALARM SOUNDS, EVACUATE. The College does not have fire drills. When you hear the alarm, assume it is an emergency situation. All occupants of a building must proceed immediately to the nearest exit. DO NOT STOP TO GATHER BELONGINGS. DO NOT RISK YOUR LIFE BY STAYING IN THE BUILDING. In the event the alarm ceases, but no "all clear" notice is given, continue to evacuate.

2. EVACUATE TO YOUR DESIGNATED ASSEMBLY POINT. All of a building’s occupants should gather at the designated assembly point (see reverse side), which must be at a distance of at least 1 ½ times the height of the building. Each building’s designated evacuation coordinator or alternate will maintain a list of regular building occupants and account for everyone upon exit. If someone is missing, do not reenter the building to search for him or her until the "all clear" notice is given, but immediately notify security or fire department personnel.
3. REMAIN CALM. Danger is greatly reduced if you remain calm and clear thinking.

4. KNOW YOUR EMERGENCY EXIT and alternate exits.

5. PROCEED CAUTIOUSLY. Feel the door before opening it. If the door is hot, don’t open it, there is fire on the opposite side. If there is smoke and no fire nearby, crawl to the exit. The air is safer close to the floor.

6. USE STAIRWAYS ONLY. Do not use the elevators, since they may malfunction or open onto a fire.

7. NEVER ATTEMPT TO FIGHT A FIRE ALONE. If the fire is small, attempt to extinguish it with an available fire extinguisher. Know the location of the closest fire extinguisher. Generally, if the fire involves more than a waste basket, pull an alarm and evacuate immediately. Call "911" when you are out of the building.

8. IF YOU BECOME TRAPPED, go to an external window for refuge. All doors around you should be closed and sealed tightly to prevent smoke penetration. Wait at the window, signal for help, and remain calm. If there is not smoke outside your window, break the window to exit, if safely possible, or to attract attention and call for help.

9. EVACUATE INDIVIDUALS WITH DISABILITIES. Four persons should be assigned to assist the evacuation of individuals in wheel chairs. One person should be assigned to carry the empty wheel chair.

10. EVACUATE EMPLOYEES AND STUDENTS WITH SPECIAL NEEDS. Individualized evacuation plans should be developed for persons with special needs. Anyone desiring individualized plans should contact the Human Resources Director.

11. ALL CURRENT AND NEW EMPLOYEES SHOULD BE THOROUGHLY ORIENTED ON EVACUATION PROCEDURES.

POLICY AND PROCEDURE MANUAL SECTION 3-2, 3-3, 3-39, 4-2, AND 4-3

All employment issues are handled through the Human Resources Office. The necessary paperwork to establish a new full-time employee is handled through the Human Resources Office and is coordinated with the Payroll Office for the payment of all salaries, wages and related benefits for all college employees.

Individual departments in some instances may hire part time employees directly. Before an individual starts work, required employment forms must be completed and submitted to the Human Resources Office. To determine the required paperwork, review the following information.