University System of New Hampshire

III. Administrative Policies

 

Table of Contents

UNH University of New Hampshire :: III. Administrative Policies

A. Display of Flags on the Thompson Hall Flagpole

1. Responsibility
2. United States Flag
3. University of New Hampshire Flag
4. Other Flags

B. Mailing Lists and Directories

1. General
2. Mailing Lists
3. Policy
4. Directories

C. Policy on the Receipt of Gifts

D. Use of University's Name for Fundraising Purposes

E. Institutional Policy Development, Review and Approval

1. Authority
2. Definition and Elements
3. Adoption, Amendment and Repeal of UNH Institutional Policy
4. Institutional Policy Initiation and Development
5. Policy Status
6. Interpretation of Institutional Policy
7. Record Keeping

F. Protection of Minors

1. Purpose
2. Definitions
3. Background Checks
4. Reporting Obligation
5. External Groups and Outside Contractors
6. Violation of Policy

J. Firearms on Campus

K. Alcohol Policy

M.  Promotion and Advertising

1. Purpose
2. Intent
3. Procedure

N. Industrial Consortia

1. Definitions
2. Policy

O. International Travel Policy

1. Purpose and Scope
2. International Travel Registry
3. International Travel Assistance & Insurance Program
4. International Travel Risk Review

P. Compliance with the Health Insurance Portability and Accountability Act (HIPAA)  Spanish version

1. Preamble
2. Definitions
3. Policy Statements
4. Status and Designations
5. Privacy Officer, Security Officer, and Privacy Coordinators
6. Procedures
7. HIPAA Advisory Committee
8. Training
9. Enforcement

A. Display of Flags on the Thompson Hall Flagpole

(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.)


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.

B. Mailing Lists and Directories

(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.)


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/USNH 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 online form (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.

C. Policy on the Receipt of Gifts

(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.)


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.

D. Use of University's Name for Fundraising Purposes

(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.)


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.

E. Institutional Policy Development, Review and Approval

(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.)


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.


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.


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 USNH 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 USNH 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.


Recommended Guidelines

E. Institutional Policy Development, Review and Approval | Recommended Guidelines

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


DEVELOPING INSTITUTIONAL POLICY AT THE UNIVERSITY OF NEW HAMPSHIRE: Steps in the Process

Following are some recommended guidelines in the process of creating and revising institutional policies at the University of New Hampshire (UNH). These recommendations should be viewed as providing general direction rather than specific prescriptions for action, except where specific actions are required by existing laws or policies.

The steps outlined below refer to institutional policies within the authority of the UNH President. Institutional policies are those that have general applicability throughout the University. Policies 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.

Policies that must be approved by the University System Board of Trustees or that have System-wide implications for any other reason must be reviewed by the appropriate committees of the University System (see On-line Policy Manual section) and/or the Board of Trustees (see On-line Policy Manual section).

NOTE: These recommended guidelines should be read in conjunction with the 'UNH Policy on Institutional Policy Development, Review, and Approval."

A. Identify the issue/problem to be addressed.

B. In consultation with the appropriate individuals, consider whether a new institutional policy is needed to address the issue/problem. Consider whether the issue/problem can be handled in other ways, for example by clearer communication of existing policies or by developing a policy or procedure at a lower level.

C. If a new institutional policy or institutional policy revision is needed, consult with the appropriate vice president, the Provost, or the President to determine what part of the university will have jurisdiction over the proposed institutional policy development or revision, and what levels of approval are required for its development, revision, and dissemination.

D. Determine who should assist in the development of the proposed institutional policy or revision.

E. Assign the policy drafting or revision process to an individual, administrative unit, existing governance group, or a specially formed committee. If an ad hoc committee is required, consider the appropriate committee composition.

  • What constituencies need to be represented on the committee?
  • Are there resident "campus experts" who ought to be included or consulted during the process?

F. Collect information from other institutions regarding their related policies. (Use of listservs of appropriate professional organizations may be helpful here as well as personal contacts.)

G. Draft the institutional policy, modeling its form after existing USNH and UNH policy, drawing ideas from other institutions' policies, and seeking advice from the USNH General Counsel on applicable local, state, and/or federal laws and regulations. Elements to include in the institutional policy:

  • A statement of the policy (mandatory)
  • Who has authority to approve and make changes to the institutional policy (mandatory)
  • To whom or to what the institutional policy applies (mandatory)
  • Effective date of the institutional policy (mandatory)
  • Who administers or has responsibility for the institutional policy (mandatory)
  • Reference to other relevant policies and procedures (optional)
  • Definitions of terms (optional)
  • Examples to illustrate policy (optional)
  • Where in the policy "hierarchy" this policy fits, i.e., how it interacts with other policies (optional)
  • Enforcement mechanism and appeal process (when applicable)
  • Exceptions and exemptions (optional)

H. Distribute the institutional policy draft/revision to the USNH General Counsel and to the appropriate groups and individuals identified in step D for review and recommendation. Depending on the nature of the policy or policy revision, consider distributing it campus-wide for comment from the university community as a whole. In response to feedback, make changes and revisions; then redistribute as appropriate for final comment/review.

I. Submit the proposed institutional policy or revision to the President and appropriate vice presidents. Respond to recommended changes.

J. The President with the advice and counsel of the president's staff determines who has final review of the text of the institutional policy or revision prior to presidential approval.

K. Facilitate distribution of the proposed draft to final reviewers selected by the President. Make additional revisions as appropriate. Include the USNH General Counsel in this stage of revisions for sign-off on legality and consistency with existing USNH policy.

L. The UNH institutional policy or policy revision is signed by the President. Depending on the policy matter, the President or General Counsel may transmit the institutional policy or revision to the Chancellor as an informational item.

M. The USNH General Counsel will add the new institutional policy or revisions to the On-line Policy Manual.

N. The final step is to plan and implement broad communication and distribution of the new institutional policy through mailing of hard copies, announcements on UNHINFO, Campus Journal notices, etc., as appropriate. Consider use of the University web pages to provide information on the new institutional policy/revision, links to other relevant policies, and connections to the administrative offices that have jurisdiction over the institutional policy.

Partial Reference List

Committees, Groups, Constituencies, Administrative Offices, etc., to Consider

When Developing University of New Hampshire Policies

NOTE: Because the list of committees, groups, etc., at the University of New Hampshire is long and constantly changing, this reference list should not be viewed as complete. To help keep it as accurate and up-to-date as possible, please contact the office of the UNH Executive Assistant to the President with any additions, deletions, or other recommended changes.

NOTE: For University System committees, please refer to the On-line Policy Manual section. For University System Board of Trustees committees, please refer to the On-line Policy Manual section.

  • Academic Computing Advisory Committee
  • Academic Standards and Advising
  • Affirmative Action Office
  • Alumni Association Board of Directors
  • American Association of University Professors
  • Athletics Advisory Committee
  • Committee on Campus Aesthetics
  • Committee on Recognition for Philanthropy and Service
  • Council of Academic Department Chairs
  • Deans' Council
  • Disability Awareness Committee
  • Distance Learning Committee
  • Drug Advisory Committee
  • Executive Committee of the Durham Business Association
  • Extension Educators Council
  • Faculty Advisory Committee to the Sponsored Program Administration
  • Faculty Senate
    • Academic Affairs Committee
    • Agenda Committee
    • Campus Planning Committee
    • Finance and Administration Committee
    • Library Committee
    • Professional Standards Committee
    • Research and Public Service Committee
    • Student Affairs Committee
  • Finance and Administration Council
  • General Education Committee
  • Graduate School Council
  • Graduate Student Organization
  • Grants Management Advisory Committee to the Sponsored Program Administration
  • Human Resources (UNH)
  • Institutional Animal Care and Use Committee
  • Institutional Review Board for the Protection of Human Subjects
  • Issue-specific student groups
  • Marine Program Board and Marine Program Safety Board
  • Memorial Union Building Board of Governors
  • New Student Orientation and Advising
  • Office of the Controller
  • Sponsored Program Administration
  • Operating Staff council
  • Parents' Association
  • PAT Council
  • President's Commission on the Status of People of Color
  • President's Commission on the Status of Women
  • President's Extended Staff
  • President's Staff
  • President's Task Force on Gay, Lesbian, Bisexual, and Transgender Issues
  • Research Advisory Board to the Vice President for Research and Public Service
  • Research Faculty (via Office of the Provost and Vice President for Academic Affairs)
  • Research Information Systems Steering Committee
  • ROTC Board of Governors
  • Space Allocation, Renovations and Repairs Committee (SARRC)
  • Student-designed Majors Committee
  • Student Senate
  • Study Away Committee
  • Transportation Policy Committee
  • UNH Foundation Board of Directors
  • University Honors Program Committee
  • University Governance Communications Council
  • USNH committees, groups, etc. (e.g., FINPAC, ITPAC, etc.)
  • University Environmental Health and Safety Committee
  • USNH General Counsel
  • USNH Human Resources
  • Violence Against Women Committee
  • Woodlands and Natural Areas Committee
  • Writing across the Curriculum Committee

F. Protection of Minors

(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.)


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

J. Firearms on Campus

(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.)


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.

 

K. Alcohol Policy

(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.)


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. 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.   A request for approval to serve alcoholic beverages form must be submitted to Conferences and Catering for each function being planned where alcohol, beer or wine will be served. This form must be submitted 30 days prior to the event. All bar service must be provided by Conferences and Catering, as holder of the Liquor License. If requests are received with less than 30 days notice, Conferences and Catering has the right to deny approval and service will not be granted.

3.   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.

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

5.   Institutional restrictions on alcohol use on UNH property vary by location, and, in some cases, by time.

5.1   University residence halls and apartment complexes. Residents of legal drinking age may consume alcohol in their rooms or apartments. Alcohol may not be consumed in common areas such as lounges, hallways, etc.

5.2   Dining halls. During periods when dining halls are not open to students and are assigned to workshops or conferences, alcohol may be served and consumed.

5.3   MUB, Hamel Recreation Center, Field House. Alcohol may not be consumed in these facilities.

5.4   Whittemore Center Arena, skyboxes, and skybox lounge. As a "sports/ entertainment complex," state law imposes special restrictions on alcohol consumption in the Whittemore Center arena, its skyboxes, and skybox lounge. For more information, contact the Manager of Centerplate Concessions.

5.4.1   Arena and skyboxes. As required by law, no alcoholic beverages may be sold or consumed in arena or skybox seating at any intercollegiate or interscholastic event. Furthermore, this policy prohibits distribution, possession, or consumption of alcohol in the arena or skyboxes at any event either sponsored by a student organization or which attracts a substantial number of audience members who are under the legal drinking age. Consistent with the foregoing restrictions, alcohol may be served and consumed at a limited number of approved events in the arena and skyboxes.

5.4.2   Skybox lounge. Alcohol may be served to private groups at approved events in the skybox lounge.

5.5   The President's Residence. Alcohol may be served and consumed in compliance with all local, state, and federal laws.

5.6   Academic, administrative, and classroom buildings (any UNH building not included in the previous categories). Consumption of alcohol is permitted only as part of an approved event, such as a reception for a visiting scholar or a celebration of a special accomplishment. The dean or vice president who is sponsoring the event must give the required approvals.

5.7   UNH grounds. Consumption of alcohol is permitted only as part of an approved event. The Assistant Vice President for Business Affairs must give the required approval.

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

7.   Any request for variation from this policy must be submitted to Conferences and Catering.

8.   This policy is effective as of July 1, 2011.

M. Promotion and Advertising

(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.)


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 USNH 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.

N. Industrial Consortia

(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.)


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 University System of New Hampshire ("USNH") 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.

O. International Travel Policy

(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.)


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  http://www.unh.edu/cie/unh-intl-travel-policies-resources.

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: http://www.unh.edu/cie/unh-intl-travel-policies-resources.

P. Compliance with the Health Insurance Portability and Accountability Act (HIPAA)

(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.)


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 USNH 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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1,2,3http://www.unh.edu/research/health-insurance-portability-accountability-act-hipaa