Miscellaneous

1.500 MISCELLANEOUS GENERAL PROCEDURES

1.505 Purchase of Gifts

Guilford College does not authorize the use of departmental funds for the purchase of gifts for employees. Only the President of the College is authorized under appropriate circumstances to use College funds for such purposes. Should staff/departmental members want to purchase a gift for someone employed by the College, they should use their own resources to do so.

1.510 Telephones

Whenever possible telephone extensions are assigned to an individual and can usually be transferred to another department if that individual changes offices. Exceptions to the above are: when more than one individual shares an extension or when extension numbers are assigned to a position rather than an individual.

Each department will receive from the Telecommunications Department a monthly listing of all calls made from each of its extensions. Personal calls will be charged against a department's account until such time as the individual pays the Business Office. Since the Telecommunications Department does not send out bills for personal calls, it is the responsibility of each department to ensure that personal calls are paid to the Business Office. Collect calls and third party charges against the College will not be accepted.

1.515 Postal Service

To mail items through the Mail Services Office we need to have your department organization number written on each piece of mail or on the top piece of a bundle. If you have a bundle of letters that need to be sealed, flap the tongue of the envelopes up so that they are interlocked or make sure that all the flaps are down or closed. Please don't mix. Fold the contents so they fit in the envelope and don't extend into the flap, making a good seal. Do not use staples or paper clips (they cause problems in metering pieces).

FED EX, UPS, and DHL shipping services are also available in addition to the Postal Service.

International pieces need to be separated from domestic mail and identified so they receive the proper postage and are not returned or delayed.  

If you have 200 or more pieces of mail (or 50 pounds or more total weight) you may send them at a bulk discount rate. They need to be identical and processed in zip code order (ascending with lowest number in front). Provide a piece count, this will assist us in filling out the necessary Postal forms. We need to have advance notice of such mailings and they should not be of a time sensitive nature that requires rapid delivery.

Mailboxes are assigned to every residential campus student and are located in the basement of Founders Hall. Mailboxes for Continuing Education students are available in the Center for Continuing Education in Hendricks Hall. Students should be encouraged to check their boxes regularly.

1.520 Rental of College Facilities

College facilities may be rented through the Facilities Coordinator to community groups or institutions for special events, provided the intended activity of these groups is consistent with fundamental testimonies of Guilford College and the Society of Friends. Among these testimonies are concerns for the peaceful resolution of conflict, the integrity of individuals and the common humanity of all persons, equal opportunity for women as well as men, and justice and equality among the races and nations of the world. An implication of these testimonies is that the College will not make its facilities available to groups whose philosophies or activities discriminate on the basis of race, color, religion, age, sex, sexual orientation, disability, or national and ethnic origin, or denigrate the full respect of individuals.

Normally these principles will be interpreted by Facilities Coordinator. In cases where there is uncertainty in the interpretation of these principles, the matter should be brought to the President.

1.525 Requisition of Supplies

The Purchasing Department of Guilford College is charged with providing the College with the highest quality of goods and services available at the best possible pricing. Purchasing is a part of the Business Office operations, and all procurement negotiations should be processed through the Purchasing Department. The exceptions to this rule are the Bookstore, the Library, petty cash (not to exceed $100.00) and reimbursements which are handled by the Business Office.

The Purchasing Department is responsible, in consultation with department heads, for all phases of purchasing activity, including but not limited to, vendor selection, supplies, materials and articles necessary for the operation of the College, as well as equipment rental, lease and sales agreements, and service contracts.

Faculty and staff are not permitted to make personal purchases through the Purchasing Department.

In order to maintain the financial integrity of the College, it is essential that all orders be placed through the Purchasing Department by a written requisition. Occasionally, a rush order (emergency order) is necessary, and a purchase order may be given over the phone (See Purchasing Policies and Procedures - a separate document).

Each department has a list of account numbers that is specifically for its use. This number must be noted in the proper space on the requisition when requesting an order. A list of account numbers should be available from your department head/manager or can be obtained from the Business Office.

Prepayments are generally not acceptable. However, in some cases a vendor may require partial or full payment in advance. Complete a requisition as normal, mark "Prepay" and send to the Purchasing Department.

The College cannot be responsible for the payment of any obligations for goods and/or services ordered by an employee without specific authorization as defined in the Purchasing Policies and Procedures document. Such action may create a personal liability for the individual. No person is authorized to obligate (by ordering and/or purchasing) the College without encumbering, in advance, sufficient funds to meet the obligation. This policy applies to all requisitions regardless of the source of funding.

Please see the Purchasing Department Policies and Procedures manual for further information.

1.530 Equipment Maintenance

Maintenance work is normally scheduled based upon written work orders. If the request is for new work, faculty and staff shall request maintenance work by submitting a "Request for Maintenance Form (Work Order)" through the department chairperson or supervisor. If the request is for repairs, the work order form shall be sent directly through campus mail to Physical Facilities in the Maintenance Building . Telephone or data requests are communicated to the Communications Manager in Computer Services, Bauman Telecommunications Building . Emergency requests for maintenance, i.e., those which are necessary to avoid personal injury or damage to buildings or grounds, should be transmitted by telephone to Physical Plant (extension 2900).

All College employees are expected to be concerned with the care of College equipment. Damage to equipment in any College building should be reported immediately to Maintenance. Smoking is not permitted in classrooms, laboratories, Sternberger Auditorium and Dana Auditorium. This restriction applies to students as well as employees.

1.535 College Keys

New faculty members will obtain keys to offices and laboratories through the Security and Safety Office, using a requisition form signed by the department chair. When assigned keys are no longer needed, faculty will return them to the Security and Safety Office. It is the responsibility of the chairperson to inform the Security and Safety Office when a change in office space occurs, so that new keys may be assigned and the return of old ones requested. Normally, faculty members do not receive building master keys.

1.545 Extracurricular Activities

1.546 Intercollegiate Athletic Contests

To facilitate the scheduling of intercollegiate athletic competitions, an effort is made to make the calendar for the academic year a stable one that is announced as far in advance as possible. When given satisfactory notice by student athletes, faculty are encouraged to work with students to assure that they are given every opportunity to make up any class assignments or exams.

1.547 Class Attendance and Extracurricular Activities (See 3.160.)

Intellectual development is the central concern of the liberal arts college. Extracurricular activities offer all kinds of opportunities for enrichment of undergraduate experience, but established priorities must be maintained. Guilford College students are expected to attend all classes and meetings which are part of their course work. Those representing the College in departmentally or institutionally sponsored extracurricular activities which cause them to miss classes, labs, or meetings should, with the approval of the professor, make up that work, including examinations. A student must arrange for make-up work with the professor prior to any absence he/she expects to have excused. In cases where make-up work is impossible because of the nature of the instructional experience, students must assume personal responsibility for choosing between their academic obligations and the extracurricular activity. At no time will students be excused from classes, labs, or meetings to participate in practices or rehearsals, but must arrange with coaches and/or sponsors for opportunities to make up missed drills.

1.550 Vehicles

1.551 Use of College Cars and Vans

College vehicles or vehicles rented by the college are solely for College business use. All fleet vehicles must be scheduled through the Purchasing Office on a first-come, first-served basis.

All full-time College employees over the age of 21 may drive a College vehicle on College business. Students are not allowed to use College vehicles unless they are age 21 or over and the vehicle is reserved and accompanied, at least within a caravan, by a full-time College employee. A valid driver's license is also required (i.e., NC Class C or above). Note: Some exceptions are allowed for student use on College business within the Greensboro city area.

Additional guidelines regarding the use of College cars and vans are available from the Purchasing Office.

1.552 Parking

All faculty and staff cars and other motor vehicles must be registered with the Director of Security and Safety, Bauman Telecommunications Building , and bear the Guilford College parking permit on the lower left side of the rear window. Marked staff and faculty parking spaces are located throughout the campus.

Faculty and staff may be issued parking tickets for parking in an area other than the one for which their parking permit is valid. Areas which are reserved for the handicapped and fire lanes are tow away zones and are clearly posted as such. Towing is strictly enforced in these areas.

1.560 Publications

1.561 Use of College Letterhead Stationery

College letterhead stationery is to be used for official College business only. Faculty, administrators, staff, and student organizations should not use the stationery for carrying out their own individual business nor for the expression of their own particular views on public issues.

1.562 Clearance of College Publications

All College publications must be cleared with the Director of College Relations or Director of Publications prior to being printed. Clearance involves editorial review, layout, and printing suggestions. The initial preparation of copy should be completed prior to contacting the Publications Office. Consistency of style, typeface, logo, graphics, etc., should reflect the quality of the College while allowing flexibility appropriate to specific programs and subject matter.