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10.1 Motor Vehicle Registration
All employees must register their motor vehicle with the Campus Safety office if they intend to park their vehicle on college property. There is no charge for the registration decal.
10.2 Personal Use of Telephones
It is recognized that employees may occasionally need to place or receive personal calls on workplace telephones. However, the telephone system is primarily to serve the needs of the College, and it’s essential that personal use does not interfere with that purpose. If personal communications are necessary, to the extent possible, they should be placed during non-working periods. Callers should be asked to minimize the number of personal calls to employees.
Personal long distance telephone calls must be paid for by the employee. If personal long distance calls are unavoidable, the employee must charge the call to a personal credit or calling card or immediately make arrangements with the Physical Plant Office to reimburse the College for the cost of the call.
10.3 Computer Usage – Internet & Email
The College provides computing resources, equipment and expertise through Information and Technology Services (ITS). The proper use of computer resources for both email and searching the Internet is outlined in the ITS web pages: (http://www.rmc.edu/offices/its.aspx).
Email: E-mail is provided to employees and is intended for the exchange of College information and data. E-mail should be limited to College business use only and should never violate any College policy or any federal, state or local law. The College reserves the right to access e-mail messages at its discretion to address matters of abuse or misuse of this service.
Internet: Subject to the approval of management, employees are encouraged to access the Internet to assist them in accomplishing their departmental objectives. Proper use of this resource, as outlined on the ITS web pages, is expected by all members of the College community.
It is recognized that employees may occasionally need to use utilize email and/or the Internet for personal purposes. If such use is not avoidable, the use of these resources should be limited to non-working periods and should not interfere with the conduct of the employee’s job.
10.4 Use of Cellular Phones
Cellular phones may be approved for use by Randolph-Macon personnel who travel extensively off-campus and must make phone contact with clients or for use by on-campus personnel who absolutely need the service for security, safety, or emergency reasons. An employee driving on College business should avoid using a cellular phone while the vehicle is in motion.
The acquisition of all cellular phone service is coordinated through Physical Plant. The appropriate Cabinet Officer must approve requests for cellular service.
10.5 Purchasing Procedures
Your supervisor will confirm whether you are authorized to incur expenditures of College funds. A Purchase Order System has been implemented by the College to ensure that such expenditures are properly authorized and budgeted. Further guidance can be found on the Business Office website.
10.6 Office Supplies
Individual departments are responsible for ordering their own office supplies. Each office has a designated person who is authorized to order office supplies electronically from a predetermined vendor. Your supervisor will identify who orders supplies in your department.
10.7 Business Expense/Travel
Expense Statements/Travel Records
The Employee Expense Statements/Travel Records Form must be completed and submitted to the Business Office in order for employees to receive reimbursement for any College-related travel expenditure. Expenditures should be authorized in advance and all expense statements must be approved by the appropriate College official prior to submission to the Business Office and must be accompanied by proper receipts. Further guidance can be found on the Business Office website.
Use of College Vehicles
The College both leases and owns a number of vehicles that may be driven by faculty or staff for educational, administrative, or student services activities. Some of the vehicles are assigned to the motor pool operated by the Physical Plant, while other vehicles are assigned to various College departments. Employees driving College vehicles must possess a valid driver’s license and may be subject to an annual Motor Vehicle Record’s check.
At times it may be necessary for an employee to rent a vehicle for business use. If an employee rents a vehicle while on College business, auto insurance options on rentals should be waived. The College’s automobile insurance policy covers rented vehicles.
Use of Employee-Owned Vehicles
An employee driving their own automobile to conduct College business (excluding commuting to and from work), will be reimbursed for their mileage at the prescribed cents per mile rate. If an employee uses a privately owned vehicle, the owner’s insurance will be the only carrier protecting the employee. The College’s insurance protects only the College.
10.8 Media Contact
All media inquiries should be directed to the Marketing and Communications Department. Anyone pursuing media coverage should also work directly through this department.
10.9 On-the-Job Injury Reporting
If you witness an injury accident involving a student, faculty, staff or visitor to our campus, you should immediately render assistance to the injured person. This does not mean that you are required to provide first aid (and you should not unless you are qualified and trained). You should, however, quickly check on the individual’s condition and then immediately call Campus Safety (dial “0” or extension 4710) to alert them to the problem. If the individual appears to require emergency response as a result of a serious cut, sprain, broken bone, difficulty breathing, etc. provide this information to the Campus Safety dispatcher when you make the call for help. They will immediately call 911 for emergency assistance. After making the call to Campus Safety, attempt to comfort the injured individual until emergency personnel arrive on the scene. After the individual receives emergency assistance, it will also be helpful if you can provide as many details of the incident as possible to Campus Safety. This information will also be useful to the Environmental Health & Safety Programs Manager and the Human Resources Office in completing an accident report.
All members of the Randolph-Macon Community share in ensuring the overall effectiveness of our safety net. Please do your part in the continuing effort to make R-MC a safe place to learn and work.
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