This policy establishes a process and guidance for the development, review, approval, and maintenance of University policies and procedures. By implementing this process, the University seeks to enhance operational efficiencies and compliance with applicable laws throughout University operations and activities. Policymaking may be used as a tool for providing guidance and establishing requirements for the areas of the University community covered by the policy or procedure.

Policy template

Procedure template  

PUNID required to review documents.

Faculty, staff and students are expected to comply with campus parking rules and regulations. Parking permits and a copy of current parking regulations may be obtained from the Office of Campus Public Safety.

Parking Assessment Memo

In accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Pacific University patients may complain about how Pacific University uses and discloses their Protected Health Information (PHI). All patient complaints will be submitted to the HIPAA Privacy Officer for investigation and resolution. (See the policy document for procedures on submitting a complaint.)

Pacific University has established a comprehensive HIPAA privacy and security program to prevent unauthorized access to protected health information (PHI). This policy sets forth Pacific's approach to investigating and responding to patient complaints about privacy practices. This policy applies to the workforce members of Pacific University’s Healthcare Clinics.  Pacific University is a hybrid entity. Only the health care component (i.e., the covered functions) of Pacific University must comply with this policy. All references in this policy to “Pacific University” shall be construed to refer only to the health care components of Pacific University.

Updated August 2023

The purpose of this policy is to ensure credit balances are appropriately returned to the payer, patient, or properly accounted for by each clinic.

Human Resources maintains the official personnel files for all current and past employees to document benefits and employment related decisions and comply with federal and state recordkeeping requirements.

Supervisors are discouraged from keeping informal files on employees. But supervisors may temporarily maintain records concerning ongoing employee performance. These records will be considered personnel records if they fall within the definition of “personnel records” as defined by ORS 652.750. Supervisors must follow all personnel record retention and confidentiality requirements and must transmit any personnel records to Human Resources in a timely manner and upon request by Human Resources.

Employees have a right to access their personnel records. An employee who wishes to review their personnel file should contact Human Resources to schedule a mutually convenient time when the file can be reviewed at the University. The personnel file cannot be removed from the Human Resources Department. In addition to reviewing their personnel records at the University or in lieu of that, employees may request hard or electronic copies of their personnel records. In accordance with Oregon law, a reasonable charge will be made for hard copies requested by employees.

To ensure the confidentiality of personnel information, access to an employee’s personnel file is limited to the employee, an employee’s authorized representative, and authorized administrators and supervisors.

The purpose of this policy is to provide guidelines for use of printing credits for the Pharos stations located on Pacific University’s Forest Grove, Hillsboro, Eugene, and Woodburn campuses. This policy applies to all Pacific University students and employees.

University Information Services (UIS) deploys and maintains printing and copy stations to numerous locations at Pacific University campus locations where there are high concentrations of students. This system is primarily for student use. Employees should utilize printing resources provided by their departments or use the Service Center for larger quantities of copies but may use the Pharos printing system for small quantities when away from their departmental resources.  All employee Pharos printing charges will be billed to the employee’s department. Currently enrolled Pacific University students receive an annual printing credit, currently set at $60.00, for use of the Pharos printing system. The credit does not apply to sponsored student accounts or students who are not currently enrolled in classes.

PUN ID required to review policy.

Members of Pacific University (the “University”) community, guests and visitors have the right to be free from sexual harassment, violence, and discrimination. All members of the university community are expected to conduct themselves in a manner that does not infringe upon the rights of others. The policies and procedures for addressing sex discrimination, and sex based harassment have been developed to reaffirm this expectation and to provide recourse for those individuals whose rights have been violated. 

The university is committed to providing a learning environment that affirms the dignity and inherent worth of every member of the university community. The Student Code of Conduct is an overarching set of regulations and procedures designed to protect and foster such a learning environment and includes within it this Non-Discrimination and Harassment Policy. Human Resources policies, including the University Faculty and Governance Handbook and Staff Handbook, also include prohibitions on sexual misconduct and discrimination on the basis of sex and other protected classifications.

The university maintains a policy of zero tolerance for sexual misconduct regardless of the sexual orientation or gender identity of individuals. Zero tolerance means the University will take steps to address all unwelcome conduct of a sexual nature and will impose sanctions on anyone who violates this policy. Resolution by the university is intended to help bring an end to harassing or discriminatory conduct, prevent recurrence, and address the effects on the survivor and the community. This policy serves (1) as a measure to evaluate if behaviors trespassed on community values and (2) as a guide for students, employees, and third parties about the University’s expectations for responsible and respectful sexual communication and interaction.

Other related policies:

Pregnancy and Related Medical Conditions Policy

Title IX

For reporting and support options, please visit our Title IX webpages.

Pacific University supports the principles of Academic Freedom and encourages free and open discussion of ideas and opinions. As part of its dedication to active citizenship, the university encourages students, faculty, and staff to exercise their civic rights to participate as individuals in the political process.

The Posthumous Degree Policy articulates the criteria by which a posthumous degree can be awarded.

A PUNet ID is required to review this policy.

Pacific University of Oregon is committed to creating and maintaining a community where all individuals enjoy freedom from discrimination, including discrimination or harassment, or retaliation on the basis of sex, as mandated by Title IX of the Education Amendments of 1972. Harassment or discrimination based on pregnancy, marital status, or parental status is prohibited and illegal in the University’s education programs and activities, including, but not limited to, admissions, hiring, leave policies, employment policies, and health insurance coverage. The University establishes this policy to ensure the protection and equal treatment of individuals who are pregnant, experiencing a medical condition related to pregnancy, including lactation, or the need to express breast milk for a child.

Please fill out and return this form to Financial Aid to give us permission to speak with others about your financial aid.

This policy establishes the required guidelines for the use of HIPAA/FERPA protected healthcare conferencing and video services (e.g. Healthcare Zoom) by workforce members to discuss Protected Data.  Permitted uses are: case conferences, preceptor consultations, HIPAA/FERPA protected conferencing and video services, student performance measures, care coordination, student advising sessions, and administrative meetings.

PUNID required to review policy.

Updated October 2024.

Pacific University is “committed to free and open inquiry in matters concerning the advancement of knowledge. In order to carry out our mission, we encourage all community members to speak, write, listen, challenge, and learn through a full, open, and civil discussion of ideas.”

In support of free and open inquiry, the Pacific University Libraries acquire and provide access to information resources to support Pacific’s diverse range of academic programs and areas of inquiry, and to encourage intellectual discovery by our students, staff, and faculty.

The intent of this policy and procedure is to help the Libraries create and curate collections that are inclusive and that inform our community's pursuit of education and knowledge without doing harm. 

PROCEDURE - Reconsideration of Library & Archives Materials

PUNID required to view policy and procedure.

This policy describes and defines the retention and destruction of Protected Health Information (PHI) of patients of the healthcare component of Pacific University. The entire record must be maintained for the required period.

This policy is in accordance with all regulations related to the retention and storage of PHI, including but not limited to the follow healthcare regulations: HIPAA, HITECH, Oregon Administrative Rules, Oregon Revised Statutes and Oregon Medical Board.  In cases where regulation and laws offer conflicting retention schedules, Pacific University will comply with the most restrictive requirement.

Additional Key Documents
HCOCC Record Retention Schedule
FRM-4840-1 Certificate of Destruction - On Site
FRM-4840-2 Certificate of Destruction - Vendor

Guidance to hiring managers and employees for relocation benefits in connection with employment at Pacific University. Please reach out to Human Resources for questions related to this policy. 

This policy applies universally to all remote access, regardless of ownership of the equipment used to perform the remote access. Pacific University determines the financial and technical feasibility of implementing technical controls and remote workstation security enhancements.

PUNID required to review policy.

Revised 2/8/2022

This policy establishes a structure for employees to work fully remote, or in a hybrid model based upon certain job functions and responsibilities.  Some job functions and responsibilities restrict or limit employee ability to work remotely. This policy will provide transparency and documentation for remote work for compliance, liability, and prioritize fairness, equity and employee engagement.

This policy, in conjunction with the Remote Work Plan and Agreement Form, ensures that both the supervisor and employee have a clear, shared understanding of the employee’s remote work arrangement.  The remote work agreement is unique based upon each situation and can be adapted to meet individual requirements and the needs of the position, supervisor, team and university.  The expectations for remote work is that the employee will effectively accomplish their regular job duties regardless of work location.

Please see the policy for additional requirements and expectations. 

Remote Work Plan and Agreement Form - February 2022