University System of New Hampshire

III. Administrative Policies

Table of Contents

BOT Board of Trustees :: III. Administrative Policies

A. Policy Development and Distribution

  1. Statutory Authority
  2. Delegation of Authority
  3. Adoption, Amendment, and Repeal of Policies
  4. Publication and Distribution of Policies
  5. Interpretation and Priority of Policies
  6. Effective Date of Policies

B. Delegations of Authority

  1. Delegation and Redelegation Authorized
  2. Responsibility for Proper Execution Retained
  3. Form of Delegation

C. Foundations Established for the Benefit of USNH or its Component Institutions

D. Municipal Services

E. Defense and Indemnification of Trustees, Officers, and Employees

  1. In General
  2. Determination of Eligibility

F. Legal Affairs

  1. Trustee Authority
  2. Delegation of Authority
  3. Legal Advice, Counsel, and Representation
  4. Retention of Outside Counsel
  5. Settlement and Appeal of Claims
  6. Periodic Reports

G. Maintenance, Retention, Disposal, and Disclosure of Records

  1. Trustee Authority
  2. Delegation of Authority

H. Naming Facilities and Programs

  1. Trustee Authority
  2. Delegation of Authority
  3. Board of Trustees Approval Required
  4. Factors to be Considered

I. Conflict of Interest – Trustees

  1. Scope
  2. Fiduciary Responsibilities
  3. Procedures

J. Public Safety on USNH Owned or Leased Property

  1. Preface
  2. System and Institutional Policies
  3. Reports

K. Fraud

  1. Standard of Conduct
  2. Reporting of Fraud

L. Conflict of Interest – Employees

A. Policy Development and Distribution

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.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.)


A. Policy Development and Distribution

  1. Statutory Authority
    1. The Board of Trustees, under RSA 187-A:16, has the authority to manage the operation and affairs of the University System and its component institutions. That authority includes the power to adopt policies concerning the general administration of the University System. Those policies shall be called "Board of Trustees Policies" and designated by the initials "BOT."
    2. The presidents, under RSA 187-A:16, are responsible for the general administration and supervision of all aspects of the institutional, research, and service programs of their respective institutions.
    3. The Administrative Board, under RSA 187-A:16, has the authority to coordinate the efforts of the component institutions only as specifically designated by the Board of Trustees and the responsibility to discharge any such other duties as the Board of Trustees may assign.
  2. Delegation of Authority
    1. The Board of Trustees delegates to the Administrative Board the authority to adopt University System policies which shall be consistent with Board of Trustees Policies and generally applicable across the component institutions of the University System. Those policies shall be called "University System Policies" and designated by the initials "USY."
    2. The Board of Trustees delegates to each of the presidents the authority to adopt policies applicable to their respective institutions. Those policies shall be consistent with Board of Trustees and University System Policies. Those policies shall be known as "Institutional Policies" and designated by the relevant institutional initials, e.g. "KSC," "PSU," "GSC," and "UNH."
  3. Adoption, Amendment, and Repeal of Policies
    1. Proposals to adopt, amend, or repeal a Board of Trustee policy ordinarily will be reviewed by the Administrative Board and, if recommended, reported to an appropriate Trustee committee as established in the Board's Bylaws or determined by the Board Chair. That Trustee committee shall review the proposal and report its recommendation to the full Board.
    2. A Board of Trustees Policy can be adopted, amended, or repealed only by a vote of the Board of Trustees taken in accordance with the Bylaws.
    3. A University System Policy can be adopted, amended, or repealed only by the Administrative Board.
    4. An Institutional Policy can be adopted, amended, or repealed only by written decision of the president of the relevant component institution.
  4. Publication and Distribution of Policies
    1. The Chancellor shall develop and administer a system for publishing and distributing the policies adopted by the Board of Trustees, the University System, and the component institutions.
    2. The publication system shall require that uniform numbering and format conventions be followed in the development and adoption of any policy.
    3. The distribution system shall be designed to provide faculty, staff, and students access to all USNH policies.
  5. Interpretation and Priority of Policies
    1. The policies of the Board of Trustees, the University System, and each component institution shall be interpreted liberally to give the greatest possible effect to the purposes for which they were adopted.
    2. In the event of an irreconcilable conflict between policies, a policy of the Board of Trustees shall have priority over any conflicting policies of the University System and the component institutions. Similarly, a policy of the University System shall have priority over any conflicting policies of the component institutions.
  6. Effective Date of Policies
    1. Unless otherwise specified, a policy shall be effective immediately upon adoption.

B. Delegations of Authority

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.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.)


B. Delegations of Authority

  1. Delegation and Redelegation Authorized
    1. Any authority assigned or delegated by any policy of the Board of Trustees may be delegated or redelegated unless a contrary intent is clear from the language or context of the policy.
  2. Responsibility for Proper Execution Retained
    1. A delegation of authority shall not relieve the delegating official of the responsibility for ensuring that the delegated authority is properly executed.
  3. Form of Delegation
    1. Delegations shall be in writing and retained in an appropriate manner to ensure both preservation for a sufficient period of time and relative ease of reference.

C. Foundations Established for the Benefit of USNH or its Component Institutions

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.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.)


C. Foundations Established for the Benefit of USNH or its Component Institutions

  1. The term "affiliated foundation" as used herein shall mean any entity formed for the purpose of raising money to be spent for the benefit of USNH, one of its component institutions, or any division or department thereof.
  2. USNH and its component institutions shall not accept any gifts, loans, donations, disbursements, or any other thing of value from any affiliated foundation which does not conform to the standards set forth herein. Any such nonconforming foundation shall be prohibited from using the name, seal, and any other word, phrase, or symbol associated with USNH, its component institutions, or any departments or divisions thereof.
  3. The USNH Board of Trustees shall retain the ultimate control over the activities of any affiliated foundation including the raising, investing, and disbursing of funds.
  4. The USNH Board of Trustees shall have the legal authority to terminate the existence of any affiliated foundation. The assets of any such terminated foundation shall become the property of the institution with which the foundation was affiliated, to be used in accordance with any specific donor restrictions and for the purposes for which the property was given.
  5. USNH shall have unimpeded access to the books and records of any affiliated foundation and the right to conduct a full audit of the foundation's financial affairs.
  6. Prior to the commencement of each fiscal year, every affiliated foundation shall establish fund raising and disbursement goals and budgets. Those goals and budgets shall be subject to the approval of the USNH Board of Trustees.
  7. The USNH Board of Trustees may require an affiliated foundation to have as voting members of its board of directors some minimum number (for example, three) of USNH Trustees. The Chairman of the USNH Board of Trustees shall appoint those members.
  8. Voting membership on the board of directors of an affiliated foundation shall be for a specific term (not to exceed five years) or ex officio. In no case shall such voting membership be permanent. An affiliated foundation's policies and practices shall provide for and encourage regular and beneficial turnover in the voting membership of the foundation's board of directors.
  9. The USNH Board of Trustees may require an affiliated foundation to adopt personnel policies and employee salary and benefit schedules identical to those in effect for some, or all, classes of USNH employees.
  10. The USNH Board shall retain the right to review and approve the adoption of, and any amendment to, the articles of incorporation, charter, partnership agreement, bylaws or any documents which provide for the establishment and structure of an affiliated foundation.
  11. The Presidents, consulting as appropriate with the leadership of their affiliated foundations, shall adopt and implement such further policies as may be necessary to carry out their responsibilities under this policy and to otherwise ensure that the operations of all affiliated foundations are legal, prudent, and in the best interests of USNH and the component institutions.

D. Municipal Services

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.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.)


D. Municipal Services

  1. State law (RSA 187-A:25 and 72:23) exempts USNH from the payment of property taxes. USNH shall conduct its affairs in a manner which recognizes and gives full effect to the legislative intent and policy embodied in that statute.
  2. The Board recognizes that USNH and its component institutions receive certain municipal services which are funded by property tax revenue. The Board also recognizes that the presence of a USNH institution benefits the community in which it is located in many ways, including financially.
  3. USNH and its component institutions shall not pay property taxes, make payments in lieu of property taxes, or make any other payments (whether in the form of money, real or personal property, or the provision of services) based upon USNH property valuation for the purpose of compensating a local government for the provision of a municipal service which is funded by property tax revenue.
  4. Notwithstanding the provisions of paragraph 3, above, a president is authorized to make payments (in the form of money, real or personal property, or the provision of services) to a local government for the purpose of compensating that government for the provision of a municipal service funded by property tax revenue. The Administrative Board shall adopt a policy to ensure this authority is exercised in a manner that is not detrimental to the interests of any of the component institutions or USNH as a whole, provided, however, that such policy shall only require the presidents to inform each other of the terms and conditions of their institution's municipal service agreements.

E. Defense and Indemnification of Trustees, Officers, and Employees

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.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.)


E. Defense and Indemnification of Trustees, Officers, and Employees

  1. In General
    1. Any trustee, officer, or employee of the University System or any of its component institutions shall be entitled to defense and indemnification of legal claims made against them in their individual capacity provided the claims arose as a result of actions which were both (a) within the scope of the individual's official duties, and (b) neither wanton nor reckless.
  2. Determination of Eligibility
    1. The Chancellor, in consultation with the General Counsel, shall determine whether an officer or employee sued in his or her individual capacity shall be entitled to defense and indemnification under the standard set forth in subsection 1.1 of this policy.
    2. The Board of Trustees' Chair and Liaison to the General Counsel, in consultation with the General Counsel, shall determine whether the Chancellor or a member of the Board of Trustees sued in his or her individual capacity shall be entitled to defense and indemnification under this policy.
    3. Any trustee, officer, or employee may appeal to the Board of Trustees a decision denying him or her defense and indemnification under this policy. The Board of Trustees' decision shall be final.

F. Legal Affairs

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.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.)


F. Legal Affairs

  1. Trustee Authority
    1. The Board of Trustees, under RSA 187-A:16, has authority to manage the operation and affairs of the University System and its component institutions. That authority includes the power to manage the legal affairs of the University System.
  2. Delegation of Authority
    1. The Board of Trustees delegates to the Chancellor the authority to administer the legal affairs of the University System consistent with these Board of Trustees policies and to the Administrative Board the authority to promulgate such further University System policies as may be appropriate to protect the legal interests of the University System and its component institutions.
    2. The Board of Trustees further delegates to the Chancellor the authority to appoint, with the approval of the Board of Trustees, a General Counsel who shall have the responsibilities and authority described in this Board of Trustees policy along with such other responsibilities and authority as the Chancellor may assign.
  3. Legal Advice, Counsel, and Representation
    1. The General Counsel shall be responsible for the provision of all legal advice, counsel, and representation for all matters involving the University System or any of its component institutions and all matters within the official responsibilities of any officer or employee of the University or its component institutions.
    2. The General Counsel's client shall be the University System of New Hampshire, including its Board of Trustees and component institutions, and his or her professional responsibilities shall run to that enterprise. The Chair of the Board, the Board’s Liaison to the General Counsel, and the General Counsel shall work together to assist, enable and maintain timely and effective communications between the Board and General Counsel on the legal affairs of the University System of New Hampshire.
    3. The General Counsel shall be responsible for ensuring that the administrators of the University System of New Hampshire and its component institutions are aware of and comply with the policies of the Board of Trustees.
  4. Retention of Outside Counsel
    1. The General Counsel, in consultation with the Chancellor and the Board of Trustees' Liaison to the General Counsel, is authorized to hire outside counsel when appropriate to protect the legal interests of the University System or any of its component institutions. The Chair of the Board, the Executive Committee, and any other authorized Trustee may retain outside counsel under appropriate circumstances. No other officer or employee is authorized to retain outside legal counsel for any official purpose. When engaging outside legal counsel to represent or advise any of the component institutions the General Counsel shall consult with the president or designee, obtain his or her concurrence on the engagement, and ensure that the engagement is and continues to be effective, efficient, and in the best interests of the component institution.
    2. Unless otherwise directed by the Board of Trustees, all contact with outside counsel shall be under the auspices and at the direction of the General Counsel. Unless otherwise directed by the Board of Trustees, all bills from outside legal counsel shall be reviewed and, if appropriate, approved by General Counsel before being paid.
  5. Settlement and Appeal of Claims
    1. The Chancellor and each president, in consultation with the General Counsel, is authorized to settle any claim involving his or her unit of the University System provided the amount of the settlement does not exceed $500,000 and no issues of significant interest to the Board of Trustees are involved. The chief executive officer of the affected institution or General Counsel shall discuss any proposed settlement in which the amount exceeds $100,000 with either the Board of trustees' Chair or Liaison to the General Counsel to confirm that no issues of significant interest to the Board of Trustees are involved.
    2. The Administrative Board, in consultation with the General Counsel and the chief executive officer of any affected component institution, is authorized to settle any claim involving the University System or any of its component institutions provided the amount of the settlement does not exceed $1,000,000, and no issues of significant interest to the Board of Trustees are involved. The chief executive officer of the affected institution or General Counsel shall discuss any proposed settlement with either the Board of trustees' Chair or Liaison to the General Counsel to confirm that no issues of significant interest to the Board of Trustees are involved.
    3. The Board of Trustees' approval shall be required for the settlement of any claims where the amount of the settlement exceeds $1,000,000.
  6. Periodic Reports
    1. At least twice every year, and at such other times as the Chancellor may direct, the General Counsel shall provide a written report to the Chancellor describing the status of all litigation and other significant claims pending against the University System or any of its component institutions. The Chancellor shall forward such reports to the members of the Administrative Board and the Board of Trustees' Chair and Liaison to the General Counsel.

G. Maintenance, Retention, Disposal, and Disclosure of Records

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.III.G.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.)


G. Maintenance, Retention, Disposal, and Disclosure of Records

  1. Trustee Authority
    1. The Board of Trustees, under RSA 187-A:16, has plenary authority to manage the operation and affairs of the University System and its component institutions. That authority includes the power to regulate the maintenance, retention, disposal, and disclosure of the records of the University System and its component institutions, consistent with the dictates of state and federal law. The state Right-to-Know Law, RSA 91-A, provides citizens with a right of reasonable access to any public record which is not specifically exempted. In general, exempted records are those which relate to individual employees or students, contain confidential commercial or financial information, or contain information the disclosure of which would constitute an invasion of privacy.
  2. Delegation of Authority
    1. The Administrative Board, shall establish policies concerning the effective maintenance, retention, disposal, and disclosure of the records of the University System and its component institutions. Those policies shall be designed to ensure compliance with all applicable state and federal laws.

H. Naming Facilities and Programs

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.III.H.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.)


H. Naming Facilities and Programs

  1. Trustee Authority
    1. The Board of Trustees, under RSA 187-A:16, has plenary authority to manage the operation and affairs of the University System and its component institutions. That authority includes the power to name the facilities and programs of those institutions.
    2. The Board of Trustees delegates to the Financial Affairs Committee the authority to review and make recommendations on proposals to name any of the facilities and programs identified in section 3.1, below.
  2. Delegation of Authority
    1. Each president is authorized to name the programs and facilities at his or her institution other than those identified in section 3.1, below.
  3. Board of Trustees Approval Required
    1. The Board of Trustees reserves to itself the authority to name any permanent building or college or school within an institution.
    2. Any discussions with potential donors which occur prior to final Board of Trustees approval of a name shall be preliminary and non-binding.
  4. Factors to be Considered
    1. In naming a facility or program after a person, whether living or deceased, the Board or a president shall take the following factors into consideration: the person's historical significance, service, philanthropy, and other contributions to the country, state, or University System or any of its component institutions. No facility or program shall be named after a person for partisan political purposes and the Board and each president shall diligently endeavor to avoid even the appearance of such purpose.
    2. No facility or program shall be named after a trustee or employee of the University System or any of its component institutions until at least two years after the individual has left that position.
    3. No facility or program shall be named after an individual who at the time is a declared candidate for elective public office.

I. Conflict of Interest – Trustees

Note: OLPM sections on this page may be cited following the format of, for example, "BOT.III.I.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.)


I. Conflict of Interest – Trustees

1.   Scope. This policy applies to all members of the University System of New Hampshire Board of Trustees. The term University System of New Hampshire (“USNH”) includes the USNH Chancellor’s Office, Granite State College, Keene State College, Plymouth State University, the University of New Hampshire, including the University of New Hampshire School of Law.

2.   Fiduciary Responsibilities.

2.1   Trustees of USNH serve the public trust and are required to fulfill their responsibilities with care and loyalty. All decisions and actions of the board are to be made for the sole purpose of advancing the best interests of the institution and the public good. The integrity of USNH must be protected at all times, and the fiduciary relationship of trustees of USNH must be respected in both actuality and appearance.

2.2   A conflict of interest exists when a trustee's direct or indirect personal interests are inconsistent with or interfere in any way with the best interests of USNH.

2.3   Through this policy, the Board of Trustees intends to implement the highest possible ethical standards and to establish that it will not tolerate conflicts of interest. The Board, through its Governance Committee, will administer this policy strictly, with complete transparency, and in accordance with the following principles:

2.3.1   In general, it is the policy of USNH that it will not engage in business or financial relationships with trustees.

2.3.2   No business or financial relationship or transaction between USNH and any trustee, or a member of his or her immediate family, or any entity with which a trustee or a member of his or her immediate family is affiliated, will be permitted unless it has been thoroughly reviewed and considered by the Governance Committee and has been found to be of clear benefit to USNH.

2.3.3   No trustee, or a member of his or her immediate family, may knowingly invest directly in any business, investment fund, limited partnership, separate account, commingled account, mutual fund, or other vehicle ("Investment Vehicle") in which USNH has a material financial interest. Except with the prior approval of the Governance Committee, USNH will not knowingly invest directly in an Investment Vehicle in which a trustee or officer, or a member of his or her immediate family, has a material financial interest. For purposes of this provision, "material financial interest" means a role as general or managing partner, management-level employee, owner or sponsor of the investment firm, or an ownership interest of greater than 5% in the Investment Vehicle.

2.3.4   Any offer of full-time USNH employment to a member of the immediate family of a trustee is subject to the prior review and approvals of the Chancellor and the Chair of the Governance Committee.

2.3.5   Any trustee who serves at USNH's request as a director or trustee of another organization shall turn over to USNH any compensation received from such other organization for such service.

2.3.6   No trustee or member of his or her immediately family may be a trustee, director, employee, or agent of, or otherwise contract with, another institution of higher education unless the relationship or transaction has been thoroughly reviewed and considered by the Governance Committee and has been found to be consistent with the best interests of USNH.

3.   Procedures. As outlined below, effective implementation of this policy requires, first, the full disclosure of individual interests that might conflict with the best interests of USNH (see 3.1 below). Second, the interested trustee must refrain from participating in USNH decision making with respect to any transaction or relationship in which he or she is interested (see 3.2 below). Finally, an independent determination must be made that the transaction or relationship meets the applicable standard and should be entered into or continued (see 3.3 below).

3.1   Disclosure. All trustees are required to disclose on the Conflict of Interest Disclosure Form: (1) any business or financial relationship or transaction they or members of their immediate families have or propose to have with USNH, either directly or through another entity in which they have a significant interest, and (2) any other organizations as to which they serve as a director, officer, or employee, except where such service is only nominal with no material compensation or decision-making authority, and (3) any other institution of higher education for or with which the trustee or member of their immediate family is a trustee, director, employee or other agent, or has a contract. The disclosure form is to be filed annually; an amended form must be filed promptly in the event of a material change in circumstances. Disclosure forms will be reviewed by the Director of Internal Audit and the General Counsel for compliance. The General Counsel shall provide the Chancellor, Chair of the Board, and Chair of the Governance Committee a summary of all reported disclosures. Unless already included on the most recent annual disclosure form, a trustee shall provide advance written disclosure of any proposed business or financial relationship or transaction covered by this policy to the Chancellor, Chair of the Board, and the Chair of the Governance Committee.

3.1.1   The following guidelines are provided to help trustees determine whether a relationship or transaction should be disclosed:

  • A business or financial relationship or transaction includes the sale or acquisition of goods, property, or services; the commitment of resources to a common venture; or, in the case of a member of one’s immediate family, an employment relationship. It does not include attending USNH as a student.
  • For purposes of this policy, the term “transaction” shall mean any exchange of goods, services, or funds with the following exceptions: (1) an exchange of value worth $50 or less; (2) a purchase of a good or service generally available to the public at the same price; (3) the payment of tuition, room, board, or other fees; (4) a philanthropic gift; (5) services rendered as a Trustee without compensation other than reimbursement of reasonable expenses as permitted by state law and Board policy; (6) meals, beverages, and lodging provided by USNH in conjunction with a USNH event or function; and (7) tickets or free admission provided by USNH to a USNH event or function.
  • A member of one's immediate family means (1) a spouse; (2) a child, grandchild, parent, grandparent, sibling, uncle, aunt, nephew, or niece, or the spouse of any such person; (3) a person having a step-relationship described in (2) above; (4) a parent-in-law or a brother- or sister-in-law; or (5) any other person who resides in the same household as the trustee, officer, or employee.
  • A significant interest in another entity includes service as a trustee, director, partner, or management-level employee; the actual or beneficial ownership of more than 5% of the entity; or a compensation arrangement that is dependent upon a business or financial relationship with USNH.

3.1.2   The foregoing guidelines are not intended to be exclusive; other relationships or interests that might conflict with the best interests of USNH should also be disclosed. If a trustee is uncertain whether to disclose a particular business or financial relationship or transaction, the Chair of the Governance Committee or the USNH General Counsel should be consulted.

3.2   Restraint on Participation. Trustees who have disclosed a potential conflict of interest shall refrain from participating in USNH's consideration of any proposed business or financial relationship or transaction in which he or she is interested, except to respond to questions or to provide further information. If a transaction or relationship requires a vote, the interested party should not be present at the time of the vote.

3.3   Approval of Business or Financial Relationship or Transaction. The Governance Committee will determine whether a business or financial relationship or transaction involving a trustee or officer should be entered into or continued. In the case of any such relationship involving a trustee, such a determination shall be set forth in a written report of the Governance Committee signed by the Chair and a majority of the Committee, and provided to the Board of Trustees.

J. Public Safety on USNH Owned or Leased Property

J. Public Safety on USNH Owned or Leased Property

  1. Preface
    1. The mission of the University System can be fully realized only in an environment where students, faculty, staff, and visitors are reasonably safe and secure. The Board of Trustees believes that the relative safety and security of our campuses is one of USNH's most precious assets. In this policy the Board of Trustees empowers the Chancellor and Presidents with the responsibility and authority to maintain USNH properties reasonably free from threats to the safety of our community, including crimes, other forms of violence, and hazardous conditions, and to protect USNH properties from vandalism and other destructive acts. Under section 3.2, below, the Chancellor will present to the Board an annual report on crimes, conduct code violations, and serious injuries occurring on USNH property.
  2. System and Institutional Policies
    1. Each President shall establish such institutional policies as may be necessary to ensure that his or her institution is reasonably safe and secure, and shall dedicate such resources and take such other steps as are necessary to ensure such polices are carried out.
      1. Said institutional policies, at a minimum, shall address the following issues:
        •   Student safety;
        •   Employee safety;
        •   Campus visitor safety;
        •   Security of property, facilities and equipment; and
        •   Hazardous conditions in facilities and on property.
      2. The Presidents shall take the steps necessary to ensure a good working relationship with other law enforcement agencies, including the municipal police department and county attorney's office.
  3. Reports
    1. Each president shall report annually to the Administrative Board the crimes, conduct code violations, and serious injuries occurring in the previous calendar year at USNH facilities at his or her institution.
    2. The Administrative Board shall report annually to the Board of Trustees the information collected pursuant to the previous section.

K. Fraud

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.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.)


K. Fraud

  1. Standard of Conduct
    1. The University System of New Hampshire and its Board of Trustees and executive leadership are committed to the highest standards of ethical and professional conduct.
    2. Every person working on behalf of USNH – including faculty, staff, student employees, and volunteers – has a basic responsibility to safeguard and preserve the assets and resources of USNH and its component institutions and to conduct work duties in an ethical and professional manner.
    3. This basic responsibility includes the following components:
      1. The use of any USNH equipment, supplies, or facilities for any unlawful or improper purpose is prohibited.
      2. The assignment of any employee or volunteer for any personal, unlawful, or improper purpose is prohibited.
      3. Managers shall ensure that reasonable and appropriate controls for the prevention, detection and punishment of fraud are in place and enforced in the offices and departments for which they are responsible.
      4. All revenues and expenditures shall be recorded and accounted for in the USNH financial accounting system in accordance with (a) procedures established by the Controller and (b) the relevant standards of professional practice.
      5. No intentionally false or artificial entries shall be made into any official USNH records or documentation, including, but not limited to, entries into the financial accounting system, the human resources information system, and the student information system.
      6. All personal employment information and credentials shall be presented without misrepresentation.
      7. All forms, such as leave forms and benefit information, and other paperwork shall be completed in a true and accurate manner to the best of the completer's knowledge and ability.
      8. Conduct of non-USNH business, professional, and all other personal affairs should be done in such a manner that it is not misconstrued as to being work on behalf of USNH (see, Conflict of Interest Policy, USY V.D.7).
  2. Reporting of Fraud
    1. USNH's ability to maintain the highest standards of ethical and professional conduct depends in large part on the willingness of each individual to report potential, perceived, or suspected instances of internal or external fraud.
    2. USNH employees and volunteers are encouraged to make such reports to their immediate supervisor but may also report to more senior management, the Director of Internal Audit Office, the Controller, the General Counsel, or to an anonymous USNH–designated hot line. Any person who receives a report shall in turn inform the Director of Internal Audit. Retaliation against anyone reporting fraud is strictly prohibited.
    3. Reports shall be treated confidentially to the extent permitted by law and consistent with the best interests of USNH.
    4. All employees and volunteers shall cooperate fully in the investigation of any alleged misconduct, including fraud.
    5. The Director of Internal Audit shall report annually to the Vice Chancellor and Treasurer, the Chancellor and the Board of Trustees Audit Committee on the reports, investigations, and findings of fraud occurring during the preceding year.

L. Conflict of Interest – Employees

(Note: OLPM sections on this page may be cited following the format of, for example, "BOT.III.L.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.)


L. Conflict of Interest – Employees

  1. The Administrative Board shall adopt a policy and take such other steps as may be necessary or useful in the prevention and management of employee conflicts of interest.