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(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.A.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������Responsibility

1.1������The University Police Department is responsible for overseeing the display of flags on the Thompson Hall flagpole.

2.������United States Flag

2.1������The United States flag is to be flown from dawn to dusk each and every day, including Sundays and holidays and whether the University is in session or not, except in inclement weather (i.e., heavy rain or snow).

2.2������The United States flag is to be flown at full staff at all times unless ordered to half-staff by the President of the United States or by the Governor of New Hampshire as a mark of national or statewide mourning.

3.������University of New Hampshire Flag

3.1������The distinctive UNH flag will be flown at half-staff (below the American flag) on the Thompson Hall flagpole upon the death of a member of the University community (student, faculty, administrative, or staff member) or a UNH alumnus killed in wartime. On such occasions the flag will be flown at half-staff for a period of three consecutive days. The American flag will be at full staff unless the occasion coincides with a declared period of national or state mourning. In this instance, the American flag will be flown at half-staff with the University flag directly beneath it.

3.2������The UNH flag is to be flown at full staff (immediately below the American flag) on the Thompson Hall flagpole on formal University "days," i.e., commencement, alumni reunion weekends, parents' day, honors' day, etc. The President's office can determine other occasions when the UNH flag will be flown.

4.������Other Flags

4.1������No other flag of any type or description, except the State of New Hampshire flag, is to be flown from the Thompson Hall flagpole. The President's office or the Governor of New Hampshire may determine when the state flag is to be flown.

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.B.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������General

1.1������The University of New Hampshire maintains mailing lists of specific audiences of special interest such as students, parents of students, faculty and staff, alumni, and some other groups.

2.������Mailing Lists

2.1������Mailing lists are defined as a listed record of the names and mailing addresses of a specific audience in the form of a computer printout, addressograph plate listing, labels, or other similar formats. The purpose of these lists is the mailing of materials and information having to do with the business of the University or the University System.

2.2������Such lists are maintained as a necessary communications tool to be used solely by academic, administrative, and student offices. The lists are not intended for use by organizations or interests not affiliated with the University or the University System.

3.������Policy

3.1������It is the policy of the University that mailing lists will be made available (through the office which is responsible for gathering and maintaining such lists) only to offices that are a part of the University or University System and only to carry on the communication of University and campus business and operations. Lists and/or labels will not be made available by any campus or System office or group to organizations or interests not a part of the University or University System.

3.2������However, it is recognized that the Alumni Association and the UNH Foundation because of the uniqueness of their activities may face different mailing needs than other campus offices. Therefore, the Foundation and Alumni Association -- through their boards of directors and professional administrators -- are encouraged to follow the policy herein, but the ultimate responsibility for any deviation from the policy rests with the Association/Foundation.

3.2.1������Alumni Database Information Usage Policy

3.2.1.1������The alumni database information is for official University, Alumni Association, and UNH Foundation use only. This information is not to be used for commercial or political purposes, or solicitations for non-University business.

3.2.1.2������Data provided is to be used only by the requesting department/individual and not passed on to third parties without strict usage controls which conform to the alumni database information usage policy. Data must be used only for the purpose for which it was requested. Data is perishable due to a high volume of address changes and must be used and/or discarded within 30 days from receipt. The Alumni Office will rerun the data if not used within 30 days. This information is not to be used to create local databases.

3.2.1.3������Individual financial or giving data should not be released under any circumstances without prior approval of the UNH Foundation's AVP of Advancement Services.

3.2.1.4������Any misuse of the alumni database information constitutes misappropriation of UNH property and will result in revocation of the requestor's access to alumni data and/or disciplinary action under UNH/��쿪��ֱ�������� regulations.

3.2.1.5������Request Procedures

From outside Alumni Association/UNH Foundation:

• Request must originate from a Dean, Vice president, Director, Department Chair, or similar University official
• Request must be made using the (in the drop down menu entitled "Request Type" please select "Report Request")
• Sample or draft of material to be sent must be attached and/or the intended use must be specified
• Returned information to the requestor will include the Alumni Database Information Usage Policy and must be strictly adhered to

From Alumni Association/UNH Foundation:

• Within the UNH Foundation, all list requests for any purpose must be cleared through the UNH Foundation's AVP Advancement Services

4.������Directories

4.1������It is noted that UNH publishes staff and faculty and/or student directories, alumni directories, and the like. When published, these are public documents, and this policy does not prohibit the acquisition of such publications by organizations and interests not a part of the University.

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.C.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������All gifts and matching gifts from individuals, foundations, corporations, trusts, etc., and other donations such as real property whether transmitted to the University of New Hampshire or to the University of New Hampshire Foundation, with the exception of those associated with New Hampshire Public Television, must be recorded through the University's and Foundation's joint gift recording and accounting system within 48 hours of receipt. Proper documentation specifying the name and address of the individual donor as well as the donor's wishes with respect to the use of the gift (if any) and the intended recipient of the gift must accompany cash, checks, negotiable securities, and other forms of donation. The UNH Foundation will provide the donor with acknowledgment of all gifts keeping in mind Internal Revenue Service guidelines.

2.������Grants and contracts are not gifts, and they are processed in a different manner. Grants and contracts in support of specific sponsored programs and projects which require periodic reporting and financial accounting to the grantor or contractor must be processed through the Sponsored Program Administration. That office must also review and approve all agreements related to technology transfer including, but not limited to, licensing of inventions, patents, software, and biological materials.

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.D.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������The University of New Hampshire cannot accept any gifts, loans, donations, disbursements, or objects of value from any individual, group of individuals, or organization engaging in the unauthorized use of the name or seal of the University, or phrases and symbols associated with the University. Authorization for such use shall only be granted by the President or his/her designee and must be in writing.

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.E.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������Authority

1.1������The President of the University of New Hampshire is responsible under RSA 187-A:16 for the general administration and supervision of all aspects of instructional, research and service programs for the University of New Hampshire, including those for UNHM, Cooperative Extension and NHPTV. In addition, Board of Trustees policy BOT III.A.1 and 2 establish authority for the President to adopt institutional policies.

1.2������In addition to the above responsibilities, BOT and USY policy specifies areas of delegated authority and responsibility to UNH. Those specifications are included by functional area.

1.3������The President of the University of New Hampshire may delegate authority to specific officers of the University. Those delegations are included by function into "UNH" designated policy. In addition, the President may delegate authority for the adoption of UNH procedures.

2.������Definition and Elements

2.1������Definition. UNH shall promulgate such policies, procedures, and guidelines as are necessary to carry out its responsibilities under UNH III.E.1.

2.1.1������"Institutional" policies, procedures, and guidelines shall mean those that have general applicability throughout the University. Policies, procedures, and guidelines that are unique to one particular part of the University, e.g., college, school, designated committee, Faculty Senate, administrative office, etc., have separate approval processes as delegated by the President of the University.

2.1.2������"Policies" shall mean written statements or sets of statements that describe principles, requirements, and limitations and will be characterized by indicating "what" needs to be done rather than how to do it. Such statements will have the force of establishing rights, requirements, and responsibilities.

2.1.3������"Procedures" shall mean written documents providing specific "how to" information and will normally be developed by the office responsible for administration of a policy. In cases where procedures establish rights, requirements, and responsibilities, they will normally be developed through a process similar to the institutional policy approval process.

2.1.4������"Guidelines" shall mean written documents that further explain policies/procedures and will be characterized by narrative descriptions and examples that serve as aids in interpreting and applying them. Unless otherwise stated, guidelines will not normally have the force of establishing rights, requirements and responsibilities.

2.2������Institutional Policy Elements

2.2.1������All UNH institutional policy shall include the following elements: a) the statement of policy, b) the effective date of the policy which shall be the date of adoption by the President unless otherwise specified1, c) a statement of authority, and d) a statement regarding applicability.

2.2.2������Policy formatting shall be consistent with USY and UNH convention and numbering.

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¹ As policies are revised, all dates of revision and the date of original policy issuance should be listed to preserve the history of policy formation.

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3.������Adoption, Amendment and Repeal of UNH Institutional Policy

3.1������All UNH institutional policy shall be developed, reviewed and approved according to this policy (UNH III.E). UNH institutional policy shall be adopted, amended or repealed by written authorization of the President or his/her designee. Authorized institutional policies and revisions shall be forwarded to the ��쿪��ֱ�������� General Counsel for inclusion in the On-line Policy Manual (OLPM).

4.������Institutional Policy Initiation and Development

4.1������Review of Institutional Policy

4.1.1������External Review. In addition to the review process contained in this policy and accompanying guidelines (see "Developing Institutional Policy at the University of New Hampshire: Steps in the Process"), the proposed institutional policy will be reviewed by the ��쿪��ֱ�������� General Counsel as well as any other group or individual prescribed by existing policy.

4.1.2������Presidential Notifications. The President's office shall notify the initiating individual or committee whether or not a proposed institutional policy or revision is adopted.

5.������Policy Status

5.1������Policies included and authorized as BOT, USY, or UNH institutional policy are official and are available in the OLPM. During the transition period to formal approval of all UNH institutional policies, the President or his/her designee shall make the determination about whether a policy or procedure is to be considered a "working" UNH policy or procedure.

5.2������In the event of conflict between policies, BOT policy shall have priority over USY and UNH policy. USY policy shall have priority over UNH policy. Official adopted UNH institutional policy shall have priority over working policies or UNH procedures.

6.������Interpretation of Institutional Policy

6.1������Philosophy. UNH institutional policy shall be interpreted to give the greatest effect to that purpose for which it was adopted. UNH institutional policy is intended to support the mission of the University and should be applied with flexibility and judgment consistent with UNH's goals and obligations.

7.������Record Keeping

7.1������The Office of Executive Assistant to the President shall be responsible for records of notifications and approvals, and shall ensure that those responsible for dissemination of institutional policy are informed of the President's approval, policy adoption, amendment, revision or repeal.

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Recommended Guidelines

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.F.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������Purpose

1.1������The University of New Hampshire is committed to providing a safe environment for all persons, including but not limited to children, and to prevent and respond to abuse, neglect and crimes against children.��This policy establishes consistent standards intended to support the University in meeting its commitment to protect minors who participate in University activities.

1.2�� ��All members of the University community who have any reason to suspect child abuse or neglect��shall��follow all applicable NH state laws and the process for reporting as described in this policy.

2.������Definitions

2.1������Child Abuse and Neglect - for purposes of this policy, the definitions of child abuse and neglect shall be those contained in NH RSA 169-C:3, as amended:

"Abused child'' means any child who has been:��
�� �� �� ��(a) Sexually abused; or��
�� �� �� ��(b) Intentionally physically injured; or��
�� �� �� ��(c) Psychologically injured so that said child exhibits symptoms of emotional problems generally recognized to result from consistent mistreatment or neglect; or��
�� �� �� ��(d) Physically injured by other than accidental means.

"Neglected child'' means a child:��
�� �� �� ��(a) Who has been abandoned by his parents, guardian, or custodian; or��
�� �� �� ��(b) Who is without proper parental care or control, subsistence, education as required by law, or other care or control necessary for his physical, mental, or emotional health, when it is established that his health has suffered or is very likely to suffer serious impairment; and the deprivation is not due primarily to the lack of financial means of the parents, guardian or custodian; or��
�� �� �� ��(c) Whose parents, guardian or custodian are unable to discharge their responsibility to and for the child because of incarceration, hospitalization or other physical or mental incapacity.

2.2������ Minor - a person under the age of 18 years old

2.3������ UNH Youth Program -��Events or programs sponsored, operated, or supported by the University specifically intended for minors who are under the supervision of UNH staff, including faculty, volunteers and student employees. These programs may be day or overnight; on- or off-campus.

Note: the following are not considered a UNH Youth Program:

• Events at UNH open to the public where parents/guardians or adult chaperones are expected to accompany and supervise minors.
• Undergraduate and graduate programs in which minors are enrolled for academic credit or have been accepted for enrollment.
• Courses in which minor students are dually enrolled in UNH credit-bearing non-residential courses while also enrolled in elementary, middle, and/or high school.��
• University programs, such as student teaching, academic or clinical internships, which take place outside of the University under the supervision of a separate organization. UNH staff and students in these placements will follow the policies and procedures for the protection of minors in place at the hosting organization.
• Field trips or visits to UNH solely supervised by an external school or organization, where there is no UNH department providing contracted facility usage or otherwise supporting the program. These trips or visits are subject to the policies in place within the sponsoring organization.
• Licensed child care facilities operated by UNH.

2.4 �� Youth Skill Camp -��Consistent with NH State Law, UNH defines a Youth Skill Camp as a program that runs for three or more consecutive days for the purpose of teaching skills to minors.

2.5�� ��Sponsoring department - The UNH department or program��sponsoring, operating, or supporting programs for minors, or contracting for the delivery of activities to participants who are minors.

2.6������UNH Youth Program Manager - Employees, faculty, students or volunteers who manage or direct a UNH program(s).��The UNH Youth Program Manager is responsible for ensuring compliance��with all policies and procedures.

2.7�� ��UNH Youth Program Staff - Employees, faculty, students and volunteers, whether paid or unpaid, who work for a UNH Youth Program.

2.8�� ��Authorized Adult - A University employee, student, or volunteer (paid or unpaid) who has successfully completed a criminal background check and completed a University protection of minors training within the timelines outlined in the Procedures for the Protection of Minors.

2.9�� ��External Groups - Groups outside of UNH who use UNH facilities as the location for programs or events intended for minors or where minors may be present.

3.������Background Checks

3.1�� ��Youth Skill Camp – UNH Youth Program Managers and UNH Youth Program Staff working in programs that meet the NH State definition of a “youth skill camp” are required to complete an annual background check, including a check of the National Sex Offender Registry (NSOR), in accordance with NH State Law. (RSA 485-A:24).

3.2�� ��Other UNH Youth Programs - Youth Program Managers and Staff working in programs that do not meet the NH State definition of a “youth skill camp” are subject to a criminal history background check as outlined in the UNH Procedures for the Protection of Minors.

3.3�� ��Guest Speakers - UNH Youth Programs may utilize untrained and unscreened guest speakers,��instructors, or volunteers to work with minors for short term specific tasks, as long as the program provides continuous supervision by an Authorized Adult.

4.������Reporting Obligation

4.1�� ��NH Law (RSA 169-C:29-31) requires any person who suspects that a child under age 18 has been abused or neglected must report that suspicion immediately to:

• NH Division for Children, Youth and Families (DCYF) Intake Unit
  If calling from NH: (800) 894-5533
  If calling from outside NH: (603) 271-6562
• After a call to NH DCYF, contact UNH Police.

Note:��Proof of abuse and neglect is not required to make a report.

4.2�� ��The Youth Program Manager and Staff will follow established procedures for reporting, as outlined in the Procedures for the Protection of Minors.

4.3�� ��In addition to these statutory reporting requirements, University employees must also comply with��any other University policies that impose additional reporting obligations, such as the Clery Act, UNH Policy on Discrimination, Harassment, Interpersonal Violence, and Title IX.

5.������External Groups and Outside Contractors

5.1������External Groups conducting programs or events at UNH intended for minors: UNH departments providing contracted facility usage or otherwise supporting external groups will require that an external group affirms its compliance with all applicable NH State and Federal laws, including:

• Requiring background checks for staff and volunteers;
• Training for staff and volunteers working with minors, including NH State requirements for reporting suspected cases of child abuse and neglect.

5.2�� ��In UNH contracts with external groups, it shall specify that, while the University acts as landlord for the event, the external group is responsible for the safety of minor children attending the program. The contract will further state that the external group ��is required to obtain its own insurance, including coverage with no exclusions or sub-limits for incidents arising from sexual misconduct (including, but not limited to, sexual molestation, sexual assault, sexual harassment, dating violence and stalking).

5.3�� ��Outside Contractors or Vendors - UNH departments that utilize outside contractors or vendors to provide services at UNH locations where the contractor or vendor may have unsupervised access to��minors ��should ensure that the contractor or vendor affirms its compliance with all applicable NH State and Federal laws, including the hiring and supervision of employees.

6.������Violation of Policy

6.1������Violations of this policy may result in appropriate disciplinary measures in accordance with University policies, applicable collective bargaining agreements, and applicable Student Conduct policies.

UNH Procedures for the Protection of Minors

1.�� ��Responsibility

1.1�� ��The Dean of Students is responsible for monitoring and updating this policy as needed.

2.�� ��Definition

2.1�� ��Commercial Activity – This term refers to any activity undertaken as part of a commercial enterprise. This includes marketing, sales, or any other action deemed as commercial activity by the University.

3.�� ��Policy

3.1�� ��The purpose of this policy is to manage outdoor commercial activity on campus in order to maintain a healthy, safe, and attractive educational and living environment, which is in keeping with the University of New Hampshire's mission, including its Academic Plan, Transportation Policies, and Campus Master Plan. Conducting any commercial activities for the profit of any person or business is permitted on the campus only upon receipt of a UNH Outdoor Commercial Activity Permit with the following conditions and exemptions.

4.�� ��Exemptions

4.1�� ��The following activities are exempt from this policy:

4.1.1�� ��Commercial activities at athletic events that receive authorization from the Director of Athletics and are registered with the University Police Department through a separate process.

4.1.2�� ��Student activities performed by the students of the University.

4.1.3�� ��Commercial activities sanctioned under separate contract agreements executed by authorized University officials. Anyone wishing to obtain more information about the UNH Outdoor Commercial Activity Permit can contact the UNH Police Department during normal business hours by calling 603.862.1427 or visiting their office at 18 Waterworks Way on campus.

5.�� ��Sale of Concert and Performance Related Materials

5.1�� ��The sale of records, tapes, programs, and other items immediately before, during intermission(s), and directly after concerts and other performances sponsored by recognized student organizations and/or University departments, shall be permitted provided that all material offered for sale is directly related to the person or group performing.

6.�� ��Public Presentations

6.1�� ��Public presentations of a commercial nature to which students may be invited shall be permitted in the conference rooms of the New Hampshire Memorial Union, provided that:

6.1.1�� ��The presentation or demonstration is requested by a recognized student organization or campus department, the presentation is relevant in nature to the work of the organization or department and the organization or department is not, in the view of the Memorial Union administration, being used to “front” for an external organization that would otherwise be subject to different policies and rates as a non-UNH organization;

6.1.2�� ��The room to be used is properly reserved;

6.1.3�� ��The Memorial Union and Student Activities Office is given, through the reservation process, a clear and complete explanation of the nature of the presentation or demonstration;

6.1.4�� ��During and immediately after the presentation or demonstration, no sales may be discussed or closed, no reservations recorded, no money exchanged, and no credit obligations created.

7.�� ��Memorial Union

7.1�� ��The sale of items in the Memorial Union is permitted in accordance with specific guidelines outlined by the Memorial Union & Student Activities and the Memorial Union Board of Governors. Vendors are guests of the University.

8.�� ��Private Individual Sales Presentations

8.1�� ��Nothing in this policy shall prohibit a person or business engaged in commercial activities from conducting private individual sales presentations on campus if so requested by a student, advertising in student and local newspapers, telephoning students, or posting information on general-use bulletin boards.

9.�� ��Permission

9.1�� ��A license/permit shall be required by all students, staff, and commercial groups, individuals(s) not associated with the University. Upon appropriate approvals, including the Chief of Police or designee, the University of New Hampshire Police department, said license/permit will be issued.

1.�� ��Responsibility

1.1�� ��The Executive Director of Hospitality and Campus Services is responsible for monitoring and updating this policy as needed.

2.�� ��General Provisions

2.1�� ��This policy shall govern the use of all personal manual and motorized devices that facilitate the movement of people on the University of New Hampshire Durham campus. This policy is meant to encourage safe shared use of transportation infrastructure including roads, walkways and pathways around campus and town, with environmentally friendly modes of transportation in a manner that protects the safety of all riders, motorists, and pedestrians. Our community expectation is that riders will operate their devices with courtesy on our shared pathways and always yield to pedestrians.

2.2�� ��This policy shall not deny or limit campus access for individuals with disabilities. Mobility devices and other similar Assistive Technology (AT) specifically designed for an individual with a disability or used to facilitate access in accordance with the (i.e., wheelchair, mobility-aid) are explicitly excluded from the scope of this policy.

2.3�� ��For community members interested in riding their personal transportation devices on public streets, in town or on campus, it’s important to know that electric motorized devices are not considered vehicles per NH motor vehicle laws; however, riders are required to follow NH state statute, and the Town of Durham, and related ordinances.

3.�� ��Terms and Definitions

3.1�� ��Manual Devices – This term refers to any form of personal transportation propelled solely by human power including bicycles, inline skates, kick scooters, and skateboards.

3.2�� ��Motorized Devices – This term refers to any form of personal transportation powered by electricity or gas not classified as a moped or motorcycle including e-bikes.

4.�� ��Registration Process

4.1�� ��Students and employees are prohibited from operating a motorized device on any part of the UNH premises unless such motorized device has been properly permitted through . Effective January 1, 2025, owners may only possess and operate motorized devices and batteries that are commercially manufactured and UL/ULC listed as evidence that certain safety standards have been met.

4.2�� ��Registration provides a record of ownership of your personal transportation device. Should your device be lost or stolen, your registration record can be used to file a report with University Police or to contact owners of impounded devices.

5.�� ��Dismount and Parking Regulations

5.1�� ��All personal transportation devices are prohibited from the interiors of academic and administrative buildings.

5.2�� ��Riders must fully dismount from their transportation device prior to entering a residential building and walk through the area as operation of any kind while indoors is prohibited.

5.3�� ��Parking is prohibited in pedestrian pathways leading to buildings, vehicle parking spaces or ADA ramps.

5.4�� ��Unattended devices shall only be secured and parked at outdoor racks in such a manner that does not impede the free and clear use of passageways.

5.5�� ��At no time may personal transportation devices, bicycles, or e-bikes be chained, locked, or attached to any handrail, tree, bush, door, signpost, lamp, telephone pole, lamppost, fence, or other object not maintained or designated for the purpose of securing a transportation device.

6.�� ��Storage and Charging

6.1�� ��Indoor storage and charging for personal devices are available for resident students in the designated location of their assigned residence hall or campus apartment.

6.2�� ��Motorized devices may be charged in residence halls and campus apartments so long as they are properly permitted, except for hoverboards and gasoline powered motorized devices which are prohibited from all university housing facilities.

6.3�� ��At no time may motorized devices be stored or charged in university housing rooms, or academic and administrative buildings.

6.4�� ��Owners must remove or disconnect the battery of personal devices and actively monitor batteries until charging is complete.

7.�� ��Operational Safety

7.1�� ��The University strongly suggests all operators wear safety protection including a properly fitted and fastened helmet.

7.2�� ��Riders are prohibited from operating personal devices while under the influence of alcohol or drugs.

7.3�� ��To mitigate any chance of losing control of the device, riders should remain attentive to their surroundings and limit the use of earbuds or headphones.

7.4�� ��Operation of these devices upon a sidewalk, defined as a walkway immediately adjacent to a public road, is strictly prohibited.��

7.5�� ��Operation of motorized devices on multi-use trails, and other pathways is subject to regulation by the University of New Hampshire.

7.6�� ��Motorized devices shall not be operated at a speed greater than is reasonable and prudent under existing conditions and in no event exceeding the posted limit.

7.7�� ��Devices must be operated near the right-hand side of the roadway or path as practicable, exercising due care when passing a parked vehicle or pedestrian.

7.8�� ��Motorized devices emerging from a driveway or building shall upon approaching a sidewalk or roadway yield the right-of-way to all pedestrians approaching on the said sidewalk area; and upon entering the roadway shall yield the right-of-way to all vehicles approaching on said roadway.

7.9�� ��Operators of motorized devices must obey all official traffic signals, signs, and other control devices on the UNH premises used in regulating and directing traffic, unless otherwise directed by a police officer.

7.10�� ��On roadways, devices shall be operated in the direction and with the flow of vehicular and bicycle travel.

7.11�� ��On public roadways where authorized signs are posted, riders operating a motorized device shall obey the regulation contained therein, except that when such person dismounts from the motorized device to make any such maneuver, the operator shall obey all the traffic ordinances provisions applicable to pedestrians.

7.12�� ��No person shall operate a motorized device unless it is equipped with a brake, front and rear lights, and bell or other audible alert.

8.�� ��Oversight and Enforcement

8.1�� ��University Police and Transportation Services will work cooperatively with university departments to enforce personal transportation device regulations.

8.2�� ��Personal transportation devices that are improperly parked, not permitted, or abandoned are subject to citation, fines, impoundment, or disposal, including disposal of hazardous materials, may also be subject to fines by UNH Facilities or Health and Safety and external entities.

8.3�� ��Responsibility for costs that accrue as a result of such fines rests with the device owner and the University shall not be liable for any damage, repair, or replacement associated with moving or impounding any device operated or stored in a manner that violates this policy.

1.�� ��Responsibility

1.1�� ��The Director of Education and Promotion for Health & Wellness is responsible for monitoring and updating this policy as needed.

2.�� ��Preamble

2.1�� ��The University of New Hampshire (UNH) joins with the American College Health Association (ACHA) and more than 2000 institutions of higher education in supporting the findings of the Surgeon General that tobacco use in any form, active and passive, is a significant health hazard. UNH further recognizes that environmental tobacco has been classified as a Group A carcinogen by the United States Environmental Protection Agency. Considering these health risks, UNH hereby adopts a tobacco policy that is committed to a tobacco, smoking, and nicotine-free campus and prevention, reduction, and cessation actions as they pertain to tobacco, smoking, and nicotine (TSN) use issues.

2.2�� ��UNH supports the health goals of the U.S. Public Health Service (USPHS) to reduce the proportion of adults who consume TSN products, and to positively influence our community by helping people remain or become TSN-free. Efforts to promote a TSN-free environment have led to substantial reductions in the number of people who consume these products, the amount of these products consumed, and the number of people exposed to environmental harms associated with use. At the same time, the simple message of “smoke-free” can sometimes be misinterpreted to mean “smoker-free” or “anti-smoker.” Our intent is to institute a policy that respects the rights of people who smoke and those who do not. We acknowledge the Centers for Disease Control and Prevention (CDC) statistics that an estimated 32 million people who smoke (about 70% of all people who smoke) report that they want to quit smoking completely. We recognize that the implementation of a 100% TSN-free policy will have an immediate effect on our campuses, and therefore have included prevention, education, and cessation initiatives to support the non-use of tobacco products.

3.�� ��Policy

3.1�� ��In order to protect the health, safety and comfort of University students, faculty and other academic appointees, staff, and visitors, and consistent with state law (RSA 155:64-77), the University of New Hampshire is committed to a policy of prohibiting the use of tobacco products, including but not limited to: cigarettes (clove cigarettes, bidis, kreteks), electronic nicotine delivery systems (ENDS, vaping), cigars and cigarillos, hookah-smoked products or any lighted or heated tobacco and nicotine products, and non-combustible tobacco and nicotine products (dip, chew, oral nicotine pouches, tobacco substitutes) in facilities and on grounds owned and occupied or leased and occupied by the University (including UNH Manchester & UNH Law). In addition, UNH supports education programs to provide prevention and cessation initiatives to our students, faculty and other academic appointees and staff. This policy supersedes all other TSN policies at UNH.

4.�� ��Definitions

4.1�� ��Tobacco Product – This term refers to any substance containing tobacco leaf, including but not limited to, cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, blunts, clove cigarettes, or any other preparation of tobacco; and any product or formulation of matter containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the expectation that the product or matter will be introduced into the human body by inhalation, ingestion, or absorption; but does not include any cessation product specifically approved by the U.S. Food and Drug Administration for use in treating nicotine or tobacco dependence.

4.2�� ��Smoking – This term refers to inhaling, exhaling, burning, or carrying any lighted or heated cigar, cigarette, pipe, hookah, or any other lighted or heated tobacco or plant product intended for inhalation, including cannabis (recreational and medicinal), whether natural or synthetic, in any manner or in any form. “Smoking” also includes the use of an electronic smoking device which creates an aerosol or vapor, in any manner or in any form, or the use of any oral smoking device for the purpose of circumventing the prohibition of smoking in this Article.

4.3�� ��Electronic Smoking Device – This term refers to any product containing or delivering nicotine or any other substance intended for human consumption that can be used by a person in any manner for the purpose of inhaling vapor or aerosol from the product. The term includes any such device, whether manufactured, distributed, marketed, or sold as an e-cigarette, e-cigar, e-pipe, e-hookah, or vape pen, or under any other product name or descriptor.

4.4�� ��Tobacco Substitutes – This term refers to nicotine pods and juices, oral nicotine pouches electronic cigarettes or other electronic or battery-powered devices that contain and are designed to deliver nicotine or other substances into the body through the inhalation of vapor and that have not been approved by the U.S. Food and Drug Administration for tobacco cessation or other medical purposes. Products that have been approved by the U.S. Food and Drug Administration for tobacco cessation or other medical purposes shall not be considered tobacco substitutes as defined in this Article.

4.5�� ��Hookah - This term refers to a water pipe and any associated products and devices which are used to produce fumes, smoke, and/or vapor from the burning of material including, but not limited to, tobacco, shisha, or other plant matter.

5.�� ��Education

5.1�� ��The UNH TSN policy shall be included in the new employee and student orientation program, in the Student Rights, Rules, and Responsibilities, Room & Board Agreement, in admissions application materials and other campus documents where appropriate.

5.2�� ��UNH encourages employees and students not to use tobacco products by offering educational information and providing information about TSN cessation resources offered through university departments or offices, health care providers, nonprofit organizations, or other groups.

5.3�� ��UNH Health & Wellness, Living Well Services, will provide prevention and cessation programs to students upon request and offer other prevention and education initiatives that support non-use and address the risks of exposure to second and third hand exposure.

5.4�� ����쿪��ֱ�������� health and wellness programs and services will offer prevention and cessation programs to faculty and staff.

6.�� ��Affected Areas of the Tobacco-, Smoke-, and Nicotine-Free Policy

6.1�� ��The TSN-Free policy applies to all University of New Hampshire facilities, property, and vehicles, owned, or leased, regardless of location. Smoking and the use of tobacco products shall be prohibited in any enclosed place, including, but not limited to, all offices, classrooms, hallways, waiting rooms, restrooms, meeting rooms, community areas, performance venues and private residential space within UNH housing. TSN products shall also be prohibited outdoors on all UNH campus property, including, but not limited to, parking lots, paths, fields, sports/recreational areas, and stadiums, as well as in all personal vehicles while on campus. This policy applies to all students, faculty, staff, and other persons on campus, regardless of the purpose for their visit.

7.�� ��Sales and Marketing

7.1�� ��Advertisement of all tobacco products or their use shall be prohibited in all University of New Hampshire publications and on all University owned, occupied, or leased properties.

7.2�� ��Any sale or free sampling of tobacco products on campus shall be prohibited.

8.�� ��Implementation

8.1�� ��The cultivation of a TSN-Free public health environment is a social process that cultivates shared public health norms over time. This policy relies on the consideration and cooperation of individuals who consume tobacco products and those who do not. All members of the UNH community, including visitors, are asked to observe this policy that begins and remains centered on communication, education, and cessation as the community adapts to the policy.

9.�� ��Compliance

9.1�� ��The policy will operate through educational communication and the cultivating of public health norms within a community-inclusive framework with the primary goal of voluntary compliance. Implementation focuses on communication, education, and cessation as the community adapts to the policy over time. The Tobacco, Smoke, Nicotine-Free Task Force will work with campus stakeholders in an ongoing way to address compliance. Oversight is the shared responsibility of all UNH community members who are expected to execute that responsibility in good faith.

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.J.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������The University of New Hampshire, Durham, Concord, and Manchester campuses, is committed to providing a safe and secure learning and working environment for students, faculty, staff, and visitors.

2.������The use and possession of all firearms, other dangerous weapons intended to inflict injury, or explosives are prohibited on the Durham, Concord, and Manchester core campuses of the University of New Hampshire. Law enforcement officers duly authorized to carry such instruments are excepted.

3.������Weapons may be stored on campus under the control or direction of the Chief of the University Police Department and in accordance with the policy and procedures of the University Police Department.

4.������The Chief of Police may grant permission in writing to an individual, academic or research department, or operational department to possess a weapon or ammunition on campus for instructional or other qualified purposes and in other special circumstances and conditions as approved by the Chief of Police.

5.������Any person violating this policy will be subject to appropriate legal and administrative action, provisions of state laws and be subjected to sanctions under applicable process for just cause.

��

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.K.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.����Responsibility

1.1����The Dean of Students and Director of Community Standards are responsible for monitoring and updating this policy as needed.

2.�� ��Guidelines

2.1����The University is committed to establishing and maintaining an environment that fosters mutually beneficial interpersonal relations and a shared responsibility for the welfare and safety of others. Because alcohol can have a significant effect on that environment, the University has adopted this policy for governing alcohol use by students, staff, faculty, visitors, and guests. The focus of University alcohol policy is to comply with local ordinances, state laws and federal laws that protect the health and welfare of individuals and the community. The possession, consumption, and transportation of alcohol by persons under the age of twenty-one is illegal in New Hampshire. While University policy permits responsible consumption of alcohol at some places and times, the consumption of alcohol should never be the primary purpose or focus of an event. Alcohol-free social events are encouraged.

2.2����All students are prohibited from engaging in any of the alcohol-related behaviors described in of the Code of Conduct within .

2.3����Whenever alcoholic beverages are to be served at a University event,��the acquisition, distribution, possession, or consumption of alcohol by members of the UNH community must be in compliance with all local, state, and federal laws.

2.4����Non-alcoholic beverages must be provided at events where alcoholic beverages are served.

2.5����UNH has an interest in off-premises events held in its name. If alcohol is used illegally or inappropriately at such events, the University may take steps to protect its interests.

2.6�� Additional provisions regarding Residential Alcohol Policy and Regulations and procedures related to service of alcoholic beverages at university events, may be found in within the Student Policies and Regulations section of .

3.����This policy is effective as of July 1, 2023.

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.M.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������Purpose

1.1������Provide opportunity to the University community and groups external to the University to promote and advertise their names, logos, products, services and activities while preserving the educational purposes of the University.

2.������Intent

2.1������Provide and preserve a quality educational environment for the enjoyment of the University community and general public.

2.2������Maintain appropriate standards in appearance and message of advertisements and promotions befitting an educational environment and in support of University policies

2.3������Generate revenue to support the operations and maintenance of the institution through the sale of advertisement and promotional opportunities

2.4������Prohibit the advertisement of the manufacturer, brand names and logos of tobacco and alcohol and other products that represent a significant risk to health or safety and/or the promotion of the use of such products.

3.������Procedure

3.1������Vice Presidents and/or RCM Unit Heads shall designate and allocate the inventory of available advertisement and promotional opportunities within facilities and on the grounds of the University.

3.2������The RCM Unit Heads and their respective staff shall solicit interest in advertising and promotional opportunities from businesses and organizations, and shall receive all inquiries from the same.

3.3������The RCM Unit Heads and their respective staff require all parties interested in advertisement and promotion to submit sketches, copies and/or descriptions of proposed advertisements and promotions for evaluation as to appropriateness and adherence to University policies.

3.4������In the event sketches, copies, and/or descriptions of proposed advertisements and promotions are found to be in appropriate and a violation of policy, the RCM Unit Heads will forward such findings to the appropriate vice president or their designee for review and final decision.

3.5������The RCM Unit Heads and their respective staff shall develop and execute written advertisement and promotion agreements, consistent with ��쿪��ֱ�������� policy and procedure, receive monies and manage accounts receivables related to the same.

3.6������The RCM Unit Heads and their respective staff shall coordinate the design, production and installation of signage, banners, etc., for the purpose of advertisement and promotions.

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.N.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������Definitions

1.1������A University of New Hampshire ("UNH") Industrial Consortium is a formal association between UNH and the commercial entities party to executed Industrial Consortium Agreements.

1.2������An "Agreement" is a legally binding document that specifies the rights and responsibilities of the parties.

1.3������The commercial entities are commonly called "members."

2.������Policy. UNH may enter into a UNH Industrial Consortium Agreement ("Agreement") with commercial entities where all parties have a mutual interest in the advancement of science and technology in a specific field. A UNH Industrial Consortium must be headed by a UNH status employee, typically a faculty member, who serves as the program or project director of the consortium.

2.1������A program or project director wishing to establish a UNH Industrial Consortium must present a proposal with budget and justification to his/her Responsibility Center ("RC") unit head (normally a dean, institute director, or vice president). Written approval by the RC unit head is required to establish a new UNH Industrial Consortium. Such approval must be in place before any agreements are negotiated and executed. A UNH Industrial Consortium is based organizationally and financially in the program or project director's UNH college/school/institute/other relevant unit.

2.2������UNH's Sponsored Program Administration ("SPA") is authorized and responsible for creating, negotiating, and executing Industrial Consortium Agreements, and ensuring that those agreements are in the best interest of UNH. Prior to executing any Industrial Consortium Agreement, SPA will coordinate resolution of all relevant intellectual property issues with the program or project director and with the Director of the UNH Office of Intellectual Property Management ("OIPM").

2.3������Each UNH Industrial Consortium member pays an annual fee to belong to the Consortium. For each agreement and/or new member, the fee is due from the member(s) upon signing the agreement. Payment of a UNH-issued annual invoice for the fee by a Consortium member constitutes acceptance by the member of the terms and conditions of the existing agreement for the upcoming year.

2.4������SPA will establish an account in the ��쿪��ֱ�������� ("��쿪��ֱ��������") financial accounting system for each newly-approved UNH Industrial Consortium. Unless the RC unit head has authorized a Not-Fully-Executed ("NFE") account budget, the budget will reflect only those revenues received from member fees. The program or project director is not authorized to incur expenses in excess of budget.

2.5������The UNH Industrial Consortium program or project director is responsible for charging to Consortium revenues the direct costs for administering the Consortium including, but not limited to, the portion of salaries and wages for the program or project director and UNH personnel (e.g., technicians, graduate students) working directly on Consortium activities. For UNH Industrial Consortia established on or after the effective date of this policy, the Facilities and Administrative ("F&A") costs rate assessed on Consortium revenues is 20% of total direct costs less equipment. The F&A costs rate for UNH Industrial Consortia established before the effective date is grandfathered.

2.6������If a UNH Industrial Consortium program or project director terminates employment with UNH, the RC unit head will appoint another UNH employee as the replacement program or project director, with the consent of Consortium members. If consensus about a replacement project director cannot be achieved, either the Consortium will be disbanded, or the original program or project director may move the Consortium to a non-UNH organization. In the latter case, the RC unit head will decide on the disposition of any remaining Consortium direct and F&A fund balances within the boundaries of the executed Agreements.

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.O.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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1.������Purpose and Scope

The University's International Travel Policy is intended to promote the health, safety and security of all members of the University community while traveling abroad. The university supports and promotes travel on its behalf by individuals whose business or scholarly activities involve international travel while encouraging sound business practices and security measures that minimize risks to the traveler and the institution.

The International Travel Policy applies to all faculty, staff and students traveling outside of the United States of America, including travel to off-shore United States territories and possessions, on University-related activities, which may comprise but are not limited to study, research, internships, service, conferences, presentations, teaching, performances or athletic competitions.

The International Travel Policy outlines the University's requirements with regard to: (2) the University International Travel Registry, (3) the International Travel Assistance & Insurance Program and (4) International Travel Risk Review.

2.������International Travel Registry

2.1������Definition

2.1.1������The UNH International Travel Registry is a database for maintaining critical travel information for faculty, staff and students traveling abroad on University-related activities. The UNH International Travel Registry is the official and authoritative source of traveler information that forms the basis for the University’s emergency response protocols and communications strategy (e.g. alerts, warnings, evacuation notices) when responding to an emergency or critical incident abroad.

2.1.2������The Center for International Education (CIE) is responsible for the management of the UNH International Travel Registry.

2.2������Policy

2.2.1������All faculty, staff and students traveling abroad for University-related purposes shall register their international travel in the UNH International Travel Registry a minimum of two weeks before the expected departure date and shall update the Travel Registry as additional information becomes available or changes occur throughout the duration of the trip.

2.2.2������Completing the International Travel Registry process ensures enrollment of UNH travelers in the UNH International Travel Assistance & Insurance Program. Without registration, UNH travelers are not insured for any emergency assistance services.

2.2.3������All students participating in UNH-Managed, UNH-Exchange, or UNH-Approved study abroad programs who fail to sign up for and complete the International Travel Registry according to their program's deadline will not be registered for Study Abroad and thus will not receive academic credit, will not be eligible for financial aid (if applicable) and will not be enrolled in the UNH International Travel Assistance & Insurance Program.

2.2.4������Among other data, the International Travel Registry shall establish and collect two distinct date types—UNH activity dates and travel dates.

2.2.4.1������UNH activity dates comprise the start and end dates of the University-related experience as defined by, including but not limited to: an activity supervised, led, arranged, or sponsored by an UNH department or faculty or staff member; activity supervised, led, arranged, or sponsored by a University office, organization (band, athletic team, etc.) or by a University recognized student organization; research sponsored or supported by a University research office unit or committee; presentation at a conference about University programs, activities, or research; work that falls within the scope of an employee’s official duties or association with the University.

2.2.4.2������Travel dates are defined by the individual's dates of travel, which may or may not match the University-related activity dates. For example, individuals may engage in personal travel before or after the UNH-related activity. The specific and accurate travel details should also be completed in the International Travel Registry, regardless of how they coincide with the UNH-related activity dates.

2.2.4.3������Refer to International Travel Policy Section 3.2, the International Travel Assistance and Insurance Program, for the policy on how these dates impact insurance coverage.

2.3������In accordance to FERPA, information contained in the International Travel Registry is confidential and access is limited to the purposes contained in the statute and regulations.

2.4������UNH International Travel Registry data is secured by The ANVIL Group, an internationally renowned risk management consultancy, accredited with ISO 9001, the International Quality Management and Control Standard, and ISO 27001, the Information Security Systems Management Standard.

2.4.1������The accreditation demonstrates the independence of ANVIL's internal controls and that their organizational risks are properly identified, assessed and managed. ANVIL’s systems are designed to meet Corporate Governance, Data Protection and Business Continuity requirements. The ANVIL Group is Safe Harbour Certified and registered under the United Kingdom’s Data Protection Act.

3.������International Travel Assistance & Insurance Program

3.1������Definition

3.1.1������The University of New Hampshire provides an international travel assistance service and emergency travel insurance program to students, faculty and staff traveling abroad on University-related activities. The definition of a University-related activity can be found in Section 2.2.4.1 of the International Travel Policy.

3.1.2������There are 2 components to this program:

3.1.2.1������Travel assistance services — Provides resources to travelers to help with medical, security and logistical questions, concerns and situations.

3.1.2.2������International travelers’ accident/sickness/disaster insurance — Provides insurance benefits to cover emergency accident/sickness/disaster services costs in the event of an incident abroad.

3.1.2.3������Details of the Program, including Evidence of Benefits and policy exclusions, are on the CIE website����.

3.2������Policy

3.2.1������All faculty, staff and students traveling abroad on University-related activities, as defined in Section 2.2.4.1 of the International Travel Policy, shall be covered by the UNH International Travel Assistance and Insurance Program to provide risk management and emergency support and services for travelers on UNH business.

3.2.2������Completion of the International Travel Registry process enrolls the UNH traveler in the University's International Travel Assistance & Insurance program.

3.2.3������Failure to register in the University’s International Travel Registry precludes the traveler from coverage by the University's International Travel Assistance and Insurance program.

3.2.4������For properly registered UNH international travelers, the Program provides defined benefits between the official UNH activity start and end dates.

3.2.4.1������The Program provides UNH international travelers the opportunity to purchase additional optional coverage if the traveler is adding personal travel or travelers in conjunction with the UNH-related activity.

4.������International Travel Risk Review

4.1������Definition

4.1.1������It is a goal of the University of New Hampshire strategic plan to ensure that students will have maximum exposure to international experiences. To minimize health hazards and safety risks, UNH established the International Travel Risk Review Committee (ITRRC) to evaluate UNH-sponsored education abroad activities when a significant health or safety concern is raised and to decide whether to suspend that activity.

4.1.2������This health or safety concern may arise from a number of sources. Examples of such sources may include but are not limited to: the U.S. State Department, governmental/NGO health organizations, travel assistance providers, UNH faculty and staff with an expertise in the area, on-site staff officials or other indicators of potential health or safety threats.

4.2������Policy

4.2.1������UNH policy prohibits student activities in countries for which a U.S. State Department Travel Warning is in effect and in other potentially high risk destinations.

4.2.2������There may be instances when an individual UNH student or a UNH-sponsored group considers that there is a compelling educational interest to conducting an activity in a country on the U.S. State Department Travel Warning list or in other potentially high risk destinations and that it is possible to mitigate the risks. In these cases an individual student or a unit may petition to the International Travel Risk Review Committee (ITRCC) for prior approval.

4.2.3������The International Travel Risk Review Committee (ITRRC) is the responsible body for deciding whether or not to suspend an international student activity due to health or safety issues. ITRRC may decide to suspend an education abroad activity before it starts or while it is in process.

4.2.4������Information, guidelines, and forms are available on the Center for International Education website: .

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.P.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

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Spanish version

1.������Preamble

1.1������The Health Insurance Portability and Accountability Act of 1996 (Public Law 104-191 as amended) (HIPAA) regulates organizations that electronically maintain or transmit protected health information in connection with a covered transaction. HIPAA requires each organization to maintain reasonable and appropriate administrative, technical and physical safeguards for privacy and security. Entities or individuals who contract to perform services for such an organization and who have access to protected health information are also required to comply with the HIPAA privacy and security standards. The University of New Hampshire (UNH) recognizes its responsibility to comply with HIPAA to ensure reasonable protection of protected health information. Accordingly, UNH maintains a policy for HIPAA compliance. UNH strives to ensure that all members of its workforce understand and adhere to this policy. The Health Insurance Portability and Accountability Act of 1996 (Public Law 104-191 as amended) (HIPAA) regulates organizations that electronically maintain or transmit protected health information in connection with a covered transaction. HIPAA requires each organization to maintain reasonable and appropriate administrative, technical and physical safeguards for privacy and security. Entities or individuals who contract to perform services for such an organization and who have access to protected health information are also required to comply with the HIPAA privacy and security standards. The University of New Hampshire (UNH) recognizes its responsibility to comply with HIPAA to ensure reasonable protection of protected health information. Accordingly, UNH maintains a policy for HIPAA compliance. UNH strives to ensure that all members of its workforce understand and adhere to this policy.

2.������Definitions

2.1������Business Associate: A person or entity that performs certain functions or activities that involve the use or disclosure of protected health information on behalf of, or provides services to, UNH. A member of UNH's workforce is not a business associate of UNH. UNH, through its covered units, also may act as a business associate of other entities outside of UNH.

2.2������Covered Unit: A UNH department/unit is designated as a covered unit only to the extent that it performs HIPAA covered functions, or engages in activities that would make it a business associate of another UNH covered unit or a business associate of an entity outside of UNH. The UNH HIPAA Advisory Committee is responsible for designating and identifying the UNH departments/units that are covered units and thus subject to HIPAA, based on performance of covered functions, and these shall be listed in the UNH HIPAA procedures.

2.3������Electronic Protected Health Information (PHI): Individually identifiable health information that is transmitted by or maintained in electronic media. Examples include, but are not limited to internet, extranet, leased lines, dial-up lines, private networks, hard drives, flash drives, magnetic tape/disk, CD, digital memory card.

2.4������Health Insurance Portability and Accountability Act of 1996 (HIPAA): The federal law that establishes national standards for the privacy and security of health information and electronic health care transactions, which are found in 45 CFR Parts 160, 162 and 164.

2.5������HIPAA Advisory Committee: The UNH committee providing oversight of UNH's compliance with HIPAA and applicable state laws governing the use, storage and disclosure of Protected Health Information (PHI).

2.6������Health Information Technology for Economic and Clinical Health Act (HITECH): Part of the American Recovery and Reinvestment Act of 2009. It is a federal law that affects the health care industry that provides expanded reach of HIPAA. Section 13400-13423 Subtitle D-Privacy.

2.7������Hybrid Entity: For purposes of HIPAA, UNH has designated itself a hybrid entity. This means that UNH performs functions covered by HIPAA and functions not covered by HIPAA. The UNH HIPAA Advisory Committee is responsible for designating and identifying the UNH departments/units subject to HIPAA (covered units), based on performance of covered functions, and these shall be listed in the UNH HIPAA procedures and on the UNH website.¹

2.8������Notice of Privacy Practices: HIPAA provides that an individual has a right to adequate notice of how a covered entity may use and disclose protected health information about the individual, as well as his or her rights and the covered entity’s obligations with respect to that information. The document containing this information is UNH's Notice of Privacy Practices.

2.9������Privacy Officer: The individual responsible for overseeing compliance with the privacy provisions of HIPAA (Standards for Privacy of Individually Identifiable Health Information, 45 CFR Parts 160 and 164) and applicable state laws.

2.10������Protected Health Information (PHI): Individually identifiable health information created, maintained or transmitted by UNH or any other covered entity in any form or medium, including information transmitted orally, or in written or electronic form.

2.11������Security Officer: The individual responsible for overseeing compliance with the security provisions of HIPAA (Security Standards for the Protection of Electronic Protected Information, 45 CFR Parts 160, 162 and 164) and applicable state laws.

2.12������Workforce Member: UNH workforce member means employees, students, trainees, volunteers and other persons whose conduct, in performance of work for UNH, is under the direct control of UNH, whether or not they are paid by UNH. It does not include business associates or their employees and agents.

3.������Policy Statements

3.1������It is the policy of the University of New Hampshire (UNH) to comply with the Health Insurance Portability and Accountability Act of 1996 and its federal regulations (collectively, "HIPAA") to the extent that HIPAA is applicable to UNH.

3.2������UNH’s designated covered units shall maintain the security and privacy of PHI in accordance with the requirements of the HIPAA statute and regulations.

3.3������UNH’s workforce members are expected to follow federal and state laws, as well as UNH's policies and procedures regarding the privacy and security of PHI.

4.������Status and Designations

4.1������UNH's activities include both HIPAA covered and non-covered functions. Accordingly, UNH has determined that it is a hybrid entity for HIPAA compliance purposes.

4.2������UNH has designated certain departments/units as covered units. Covered units must comply with UNH HIPAA procedures. The UNH Privacy Officer may amend UNH's designation of covered units as appropriate. UNH's covered units shall be listed in the UNH HIPAA procedures and on the UNH website.²

4.3������Other UNH departments/units that perform health care functions that are not covered by HIPAA may voluntarily choose to comply with or participate in some or all HIPAA requirements, policies or procedures. Such voluntary compliance or participation shall not affect a unit’s status as a non-covered unit.

5.������Privacy Officer, Security Officer, and Privacy Coordinators

5.1������UNH has designated a Privacy Officer for HIPAA compliance purposes. The HIPAA Privacy Officer designation and contact information are posted on the UNH website.³ The designation of the Privacy Officer is subject to change by the UNH President.

5.1.1������The Privacy Officer is responsible for the development and implementation of general operating procedures as required by HIPAA and approved by the UNH HIPAA Advisory Committee.

5.1.2������The Privacy Officer is designated to receive complaints concerning UNH's HIPAA related policies, procedures and HIPAA compliance, and to provide further information about matters covered by UNH's Notice of Privacy Practices.

5.1.3������The Privacy Officer is responsible for initial and on-going HIPAA privacy training, monitoring use and disclosure of PHI and investigating HIPAA privacy concerns/complaints. The Privacy Officer may delegate tasks as needed, but shall retain overall responsibility for these activities.

5.2������UNH has designated a Security Officer who is responsible for developing and implementing HIPAA security policies, providing initial and on-going HIPAA security training, monitoring security of UNH electronic PHI and investigating of HIPAA security breaches, concerns, and complaints.

5.3������Each covered unit shall designate a Privacy Coordinator to interact with the Privacy Officer and coordinate HIPAA compliance within the unit. Documentation of each Privacy Coordinator designation shall be provided to and maintained by the Privacy Officer.

6.������Procedures

6.1������UNH's Privacy Officer is responsible for adopting and implementing general operating procedures governing HIPAA compliance by all covered units. Such procedures shall be distributed to all covered units and posted on UNH's website.

6.2������Each covered unit is responsible for complying with UNH's HIPAA general operating procedures, as applicable, and for developing procedures and forms as needed to implement and comply with such procedures and HIPAA including, but not limited to, appropriate administrative, technical and physical safeguards to protect the privacy of protected health information.

6.3������Each covered unit is responsible for providing the Privacy Officer with current copies of its procedures and any forms or other HIPAA compliance related documents in use by such covered unit.

6.4������ Each covered unit shall have in place and operational procedures and forms to comply with UNH's HIPAA general operating policies. Each covered unit shall provide to the Privacy Officer copies of its procedures and forms. The Privacy Coordinator and the administrative head of each covered unit shall work with the Privacy Officer and the Security Officer to ensure appropriate implementation of UNH's HIPAA general operating policies by the covered unit. Once approved by the Privacy Officer, copies of any material changes to a covered unit’s HIPAA procedures and forms shall be provided to the Privacy Officer for review and approval in writing prior to such revised procedures taking effect.

6.5������The Privacy Officer may require a covered unit to change its procedures, forms or related compliance documents if those procedures, forms or documents are deemed inconsistent with or contrary to the HIPAA general operating policies.

7.������HIPAA Advisory Committee

7.1������UNH has established a HIPAA Advisory Committee to assist the Privacy Officer and oversee UNH's HIPAA compliance. The Privacy Officer shall chair the committee. The advisory committee shall have representation from each covered unit, as well as other UNH department/units as appropriate. UNH's Security Officer will also serve on the committee. Additional members may be appointed by the Privacy Officer. A representative of the ��쿪��ֱ�������� General Counsel's Office shall provide advice to the committee.

8.������Training

8.1������UNH will train its workforce members in each covered unit on the UNH HIPAA policy and operating procedures with respect to protected health information as required by HIPAA. Such training will be as necessary and appropriate for the workforce members to carry out their function within the covered unit. The Privacy Officer, in conjunction with each covered unit's Privacy Coordinator, is responsible for developing training materials and implementing, updating and overseeing workforce training.

8.2������Training for covered units shall be completed within a reasonable time, not to exceed 60 days, after the department/unit is identified as a covered unit. Thereafter, each new member of a covered unit's workforce shall be trained within a reasonable time (within 30 days) after joining the workforce. Additional training will be provided to each member of a covered unit's workforce whose functions are materially affected by a change in HIPAA related policies or procedures. Such training will be provided within a reasonable time (within 30 days) after the material change becomes effective.

8.3������The Privacy Officer and the covered units' Privacy Coordinators shall maintain copies of the training materials and document that the required training has been provided.

9.������Enforcement

9.1�� The Privacy Officer is responsible for implementation of this policy and overall responsibility for UNH's compliance with the HIPAA regulations.

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