Use of University Resources

These guidelines have been prepared by the college office to assist FAA units in following campus and university policies and procedures and are summaries of official policies for information only. For the most current information, see official guidelines on the use of university assets in the Business and Financial Policies and Procedures manual, the Campus Administrative Manual, other university publications, and state law.

The university fulfills its mission of teaching, research, and public service by using resources that have been allocated, donated, earned, or contracted. The university has a moral and legal obligation to ensure that these resources are used for purposes for which they have been received.

The Business and Financial Polices and Procedures manual states:

University employees are to manage University assets so they are used only for authorized purposes, in accordance with University rules, policies, and applicable law. It is a violation of this policy for any employee to receive or use a University asset for a non-university purpose or gain, except as provided within University policy, without prior written authorization from the appropriate University administrator. Violations of this policy are further clarified for academic staff members in the Interim Guidelines and Procedures on Conflict of Interest Policies.

It is the responsibility of each campus unit to implement systems of internal control to avoid mismanagement, fraud, theft, or personal use of University assets.

Employees should also consult the University Policy on Conflicts of Commitment and Interest. In addition, the Business and Financial Polices and Procedures manual states:

The financial and business processes of the University are to be developed and operated under a system of internal control that:

  • Safeguards University assets
  • Checks the accuracy and reliability of accounting data
  • Promotes operational efficiency and effectiveness
  • Protects University personnel
  • Ensures adherence to prescribed managerial policies
  • Ensures compliance with applicable policies and regulations
  • Complies with the State of Illinois Fiscal Control and Internal Auditing Act of 1989

All university employees are entrusted with protecting the property, equipment, and other assets of the university. Responsibilities of this trust include actions ranging from locking doors and cabinets to reporting observed patterns of unusual behavior.

Misuse of assets takes on many forms and can involve some deception or misrepresentation of facts and information for personal gain as well as deliberate appropriation of property or funds for personal use. Examples include falsification of time worked; falsification of expenses claimed for reimbursement; theft of cash or property; personal use of university facilities, vehicles, equipment, or supplies; and conducting personal activities during work hours. Other examples include the misrepresentation of the university’s name and logo and inappropriate use of university procurement systems or discounts to the advantage of individuals or entities not affiliated with the university.

The use of university funds or assets for any unlawful or improper purpose is prohibited by state statute. This activity would subject the party to disciplinary action and could include discharge from the university.

 

Equipment and Furniture

State-owned equipment that is no longer being used by a department/unit cannot be taken home by an employee for personal use. There are strict disposal requirements for disposal of equipment or furniture. Questions regarding this policy should be directed to the University Property Accounting and Reporting (UPAR) or reviewed in the section on processes for redistribution and disposal of property in the Business and Financial Policies and Procedures manual.

 

Use of University Computers and Software

Faculty and staff are expected to use computer equipment and software for purposes related to instruction, coursework, research, and administration only. The resources are not to be used for commercial activity or reselling of network services if it is not directly related to the mission of the university. The university computing and network facilities may not be used for improper or illegal purposes, such as unauthorized use of licensed software, intent to breach security, sending chain letters, and introduction of computer viruses. Access to or transmission of pornographic or sexually explicit images or text unrelated to bona fide university teaching, research, or administrative responsibilities is prohibited.

 

Telephone Usage

University policy stipulates that long-distance personal calls should be charged to a prepaid or personal calling card, home number, or other number outside the university system.

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