6. Codes of Conduct

  1. Attendance
  2. Personal Appearance and Dress
  3. Confidentiality Information
  4. Solicitation/Distribution Policy
  5. Personal Telephone Use
  6. Electronic Mail and Computer Use
  7. Audio or Video Recording of Employee Communications
  8. Firearms and Other Dangerous Instruments

6.01 Attendance (REV. 09/01/03)

Punctuality and attendance are essential to the functioning of the Institute and are expected of all staff. An employee’s attendance record is considered as part of the performance appraisal process throughout the year, as well as, in decisions regarding continued employment and salary increases.

Employees that demonstrate excessive absenteeism may be expected to provide the supervisor with a physician’s document indicating that the employee was seen in the physician’s office. If a physician’s document is requested by the supervisor, the physician’s document needs to be on file with the supervisor prior to the employee returning to work. If the employee is reporting to work outside of normal business hours, the physician’s document is to be given to the supervisor upon the supervisor’s arrival to work. Employees that do not maintain an acceptable attendance record, as determined by the supervisor, may be subject to corrective action, up to and including termination.

Any variation from the regular work schedule should be approved in advance by the supervisor (See Section 3.10 Work Schedules).

Employees who do not give proper notice, as determined by the supervisor, for time off, may be subject to corrective action, up to and including termination. Vacation leave must be approved by the supervisor prior to use (See Section 5.12 Vacation Leave).

6.02 Personal Appearance and Dress

An employee’s appearance affects the image of the Institute. Employees are expected to be neat and clean, and to dress in a manner appropriate for their work environment. Supervisors will inform employees regarding specific dress requirements when they are applicable.

6.03 Confidential Information

Employees may have knowledge of confidential information which, if released without authorization or carelessly handled, may be damaging to the employee or the Institute. It is therefore important to handle all confidential information with discretion, labeling it "confidential," safeguarding it when in use, filing it properly, and discussing it only for Institute business. All personal and personnel information is confidential (See Section 2.04 Intellectual Property and Section 3.15 Personnel Records).

6.04 Solicitation/Distribution Policy

The Institute reserves the right to regulate or prohibit any solicitations or other communications that occur on its premises, use its identity or communications resources, or are directed at Institute guests, employees, students, parents, or alumni.

6.05 Personal Telephone Use

Telephone service is provided by the Institute to conduct Institute business. Local calls for personal use are permitted if they are brief and infrequent. The Institute must be reimbursed for personal calls that result in toll charges. A personal security code (PSC) for long distance calls may be obtained by contacting extension 8518. (See Section 3.05 Facilities and Services). The Institute’s “800" long distance lines are for Institute business only.

6.06 Electronic Mail and Computer Use

E-mail and computer services are provided to employees to conduct Institute business. (For example, they should not be used to advertise personal items for sale, conduct non-school business, or commercial enterprises, etc.) Before sending a campus-wide mailing, please consult Technical Services Center guidelines (See Appendix 9to determine appropriate use of the electronic mail system. Fraudulent, harassing, or obscene messages and/or materials, and chain letters must not be forwarded or stored. Users must be aware that e-mail is neither private nor secure.

While the Institute does not censor or edit messages, any individual who authors, stores, or forwards messages is responsible for their subsequent use and distribution. Users must be aware that writing, storing, or distributing some material may violate state and/or Federal laws that govern pornography and workplace and sexual harassment. When in doubt about appropriate message content, the general guidelines published in the Technical Services Center Policy for Responsible Use of Rose-Hulman Computing Facilities offers excellent guidance (See Appendix 9).

6.07 Audio or Video Recording of Employee Communication

It is a violation of Rose-Hulman Institute of Technology policy to audio or video record conversations with any personnel using any recording device unless written approval is received from your supervisor or a member of senior management or all parties to the conversation give their written consent prior to any recording. This practice is in direct conflict with the Institute's Fair Treatment Practices Policy which "strives for a workplace where accountability, diversity, opportunity, openness, professionalism, teamwork, and a sense of purpose combine to create a rewarding work experience."

6.08 Firearms and Other Dangerous Instruments

The Institute takes seriously its obligation to protect the academic community from unlawful conduct or conduct which presents a serious threat to person(s) or property.

The transfer, use, or possession of explosives, fireworks, firearms, dangerous chemicals, or any lethal weapon on Institute property under any circumstances except as part of an Institute authorized activity, instructional session, event or duty is prohibited. This includes possession or storage of such items in personal vehicles, offices, briefcases, filing cabinets or any other storage location.