Computers and Software – Personal Use

Computers purchased by the Warner College of Natural Resources are to be used for College work only.  College computers/software should not be used for private business ventures, personal projects, cruising the Internet, or homework assignments, etc., without the expressed knowledge and consent of your supervisor.

During the business day, employees should not engage in computer games or use of computers for entertainment purposes.  Employees are allowed breaks during the day; however, using University property and software to conduct personal business is not accepted.  Employees should take breaks FROM their work area.

Personal software may be installed on a College computer if the software is used for College work or organization (a scheduling or appointment program for example.)  Screen savers may also be installed since this software is designed to protect the computer screen from damage.  However, screen savers must be tasteful and appropriate enough for a work environment.  If a screen saver is offensive to any group of individuals, the employee will be asked to remove the program.

Please remember how it could look to a student, a visitor, a University official, or fellow co-workers, if a College staff member is seen playing games and/or using the Internet for entertainment purposes during work hours.  The message (whether this is true or not!) comes across loud and clear “this employee does not have enough work to do.”  It is the employee’s responsibility to maintain a professional work environment and a positive public image.

Office Equipment and Supplies

All office equipment (copiers, computers, computer software, telephones, desk equipment, etc.) and supplies (paper products, writing instruments, staples, etc.) are to be used only for College purposes, and by College staff members.  Personal use of office equipment and supplies is not an employee’s right.  Rare exceptions are only allowed with the expressed consent of the supervisor.

Telephone and Cell Phone

Some employees are provided a telephone and direct phone number.  Employees are encouraged to provide family, friends, and work-related contacts direct phone numbers rather than the main number.  Personal calls should ring to the direct line except in the case of emergencies.  Refer to training materials provided by Telecommunications for telephone operation.

For Sponsored Research projects, WCNR follows the Universal Guidance.  Direct charges are allowed for covering security issues during field work.  Cell phones are typically a Facility and Administrative cost.

Voicemail 

All new employees are required by University Telecommunications to be trained before accessing voicemail.  Employees should list an alternate contact (i.e. a co-worker, the front desk) for the caller, by providing a name and telephone number.  During long absences (either a full day of meetings or vacation), the employee should modify the voicemail message to indicate how long the absence is planned and when the employee expects to return.  Again, an alternate contact should be provided.  Refer to training materials provided by Telecommunications for voicemail operation.

Long Distance Authorization Codes

Each employee may also be provided an authorization code in order to make long distance phone calls.  This five-digit code is provided to the employee directly from Telecommunications, and should only be known by the employee and used for College purposes.  At the end of each month, a summary report is generated and reviewed by Budget Office Staff.  The Colorado State University’s policy is that no personal long distance call will be permitted on University funds.  If a College employee thinks they will need to make personal calls during work hours, please apply for a personal calling card.  By no means should an employee accept collect calls.  The University has experienced several telephone fraud cases with collect calls.

Remodeling

Any remodeling done in the Warner College of Natural Resources must be approved by the Dean.  If approved, all remodeling will be coordinated through the Facilities Department at the University.  This policy is effective immediately.  Work done in same location/room is considered one job, i.e., painting, moving furniture, mounting cupboards, etc.

Public Relations – Employee Responsibilities

The customer service and public relations efforts of the Warner College of Natural Resources are of primary importance.  Each member of the College staff is a representative of the Warner College of Natural Resources and of Colorado State University.  All interactions with students, faculty, and the general public, whether in person or on the telephone should reflect the College’s commitment to customer service.

Appearance of the College’s office and staff, as well as the behavior of the staff, should reflect professionalism and pride at all times!  This applies while in the College buildings and at external functions (seminars, conferences, meetings, etc.), as well.  Casual attire is acceptable with the following exceptions: shorts, clothes with holes/tears/rips, or clothing that is stained, dirty or has obscene wording or pictures.  However, there might be occasions where staff members will be allowed and are encouraged to dress casual (during an office move or campus athletic rally, for example).  Student employees are encouraged to maintain a professional image, since they also represent the College; however, students may wear jeans, shorts, and t-shirts (no ripped clothing).

Internal Control Roles and Responsibilities

Internal control is a process affected by this college’s administration, faculty and staff designed to provide reasonable assurance regarding Colorado State University policies and procedures in the effectiveness and efficiency of operations, and reliability of financial reporting.

All employees play a role in effective control.  Each department has a support staff to oversee the needs of the faculty and the students.  Support personnel will be divided to assist with the academic aspect (such as helping students, typing tests, and papers, scheduling graduate students’ offices and supporting the department head) and the budget aspect of the department (such as personnel appointments, purchasing equipment and supplies, and financial analysis of department accounts). WCNR Intranet Accounting access can only be granted to project PIs and CO-PIs.

Internal control is affected by people and is geared to the achievement of objectives in several overlapping categories.  Internal control consists of the following five interrelated components:

  • Control environment – Individual attributes such as integrity, ethical values, competence, and environment in which they operate determine the success of the institution.
  • Risk Assessment – Setting objectives that integrate key activities so the total department/college operates as a unit. Establish mechanisms to identify, analyze, and manage the related risks.
  • Control Activities – CSU policies and procedures must be adhered to and executed to help ensure the actions necessary to achieve the College’s objectives are effectively carried out.
  • Information and Communication – Organize people to capture and exchange information needed to conduct, manage, and control the department/college sufficiently.
  • Monitoring – This process must be monitored and modified to react dynamically to changing conditions.

Some people may produce information used in the internal control system or take other actions needed to effect control.  Any weak link in the department/college structure can create a weakness in the control system.  All personnel should be responsible to communicate problems in operations, deviations from established standards, and violations of CSU policy and procedures.

The College/Department leaders are ultimately responsible for the internal control system.  For example: Deans and department heads have responsibility for designing and implementing control systems at detailed levels and executing University-wide control policies and procedures.  They have authority and accountability to the next higher level.

Financial and budget officers, and their staff, often are involved in developing University-wide budgets and financial plans.  Internal auditors contribute to the effectiveness of the controls, but they are not responsible to establish and maintain them.

Total Quality Management

Following are some of the key concepts underlying the management approach that has come to be known as “Total Quality Management” (TQM) that this College incorporates in their internal control philosophy.

  • The customer is first. Make them feel welcome and important.
  • Internal customers are as important as external customers.
  • Make it right for the customer. Create a win/win situation.
  • Respond to every customer inquiry or complaint by the end of the following day.
  • Answer the phone within three rings.
  • Not only meet customers’ expectations, but delight them.
  • Perceptions are more important than reality.
  • Teamwork and cooperation is more important than individual action and gamesmanship.
  • Work at finding solutions, not fault.
  • Focus on the future. Past experience and mistakes are best used as teaching tools.
  • Fix processes rather than continually correct problems.
  • Long term improvement is better than a short-term, quick fix mentality (why do we never have time to do it right the first time, but we always have time to do it over?)
  • Everyone is involved in the quality effort, no exceptions or bench-sitting is allowed.
  • Respond to every employee suggestion for quality improvement within one week.
  • Never be satisfied with the level of quality, always strive for continuous improvement.
  • Employees are to be rewarded for quality “moments”.

Compliance Reporting Hotline

Colorado State University is committed to conducting its affairs transparently, ethically and in compliance with all laws, regulations, and University policies. All members of the University community are expected to share in this responsibility and to help prevent, detect, and address violations. Consistent with this commitment, the University provides the Compliance Reporting Hotline for employees, students, and constituents to report issues, in good faith, regarding compliance with laws, regulations, and substantive University policies. This reporting mechanism allows people to report issues anonymously if they wish to do so. The issues reported will be reviewed by the appropriate University officials to determine if further investigation and actions are warranted. The University takes every allegation of illegal or unethical conduct seriously.To report suspected compliance violations of any kind, including violations related to ethics policy, financial reporting, internal accounting controls, or audit matters, please go to reportinghotline.colostate.edu