Except for certain public information, student records are regarded as confidential and are maintained by the University primarily to benefit students in their educational and professional advancement.
A “record” means any information recorded in any way, including handwritten, print, computer media, video or audio tape, film, photographs, microfilm, or microfiche.
Generally, Family Educational Rights and Privacy Act (FERPA) and University policy prohibits disclosing, without a student’s written permission, most information contained in student records to anyone outside of the University, including a student’s parents; or to University employees unless the employee demonstrates a legitimate educational interest consistent with his or her official function for the University and consistent with usual professional and legal practices. ( It is AUA’s policy that students will have the rights afforded by FERPA regardless of whether that law is legally applicable. FERPA sets forth limited circumstances under which information in a student’s records can be released without the student’s prior written permission. It also sets forth their rights of the students to review their records. Requests for information from a student record from anyone other than the student or a University employee, who has a legitimate educational interest, should be directed to the University Registrar. FERPA gives students the right to inspect their own records with certain limited exceptions.
Faculty Handling of Student Records:
The University’s policies with respect to the rights and limitation of rights of students and of their families to privacy and to access to their records are the same as those set forth in the Family Educational Rights and Privacy Act (FERPA) For instance, FERPA prohibits the public posting of grades by the student’s name . Grades can be publicly posted by using randomly assigned numbers known only by the faculty and the individual student or by using the student ID numbers in such a way that individual privacy is protected (e.g., not listing the students in alphabetical order). A system must also be used in returning student tests and papers to prevent access and/or release to anyone other than to the student or to those to whom the AUA is authorized under FERPA to release them.
Faculty are expected to participate in the University’s annual budgetary process. This process requires each full-time faculty member to provide to his or her Department Chair a University budget sheet outlining course needs. Each Department Chair in return is required to review each faculty member’s budget request and then submit to the Executive Dean a departmental budget request. The Executive Dean shall then review and recommend to the AUA President a medical school budget, which the AUA President shall review and then submit to the University Board of Trustees for approval.
The current version of the Corporate Travel, Entertainment and Expenses Policy is found under the Forms tab.
SABBATICAL LEAVES
Each full-time faculty member who has completed a minimum of four years of service as a full-time faculty member is eligible to apply for a one semester sabbatical leave at one-half pay. Each full-time faculty member who has completed a minimum of six years of service as a full-time faculty member is eligible to apply for a one semester sabbatical leave at full pay. Sabbatical leaves must be recommended by the appropriate Department Chair and the appropriate Executive Dean, and then approved by AUA’s President. An application for sabbatical leave should include a statement of a well-considered plan for spending the leave in a manner calculated to contribute to the professional effectiveness of the applicant and the best interest of the University. The right to apply for a sabbatical leave is separate and apart from leaves for scholarly activity.
AUA computers, email and information systems have been organized to improve communication and reduce the time and effort it takes to complete administrative activities. Faculty use of University supplied computers, email and information systems must always reflect that these are shared resources that have been established for the good of the AUA, LLC and university community.
Electronic mail is available to facilitate the professional and business work of persons employed at American University of Antigua. It provides a way to communicate with individuals and with designated groups. American University of Antigua encourages appropriate use of e-mail to enhance productivity through the efficient exchange of information in furtherance of education, public service and the expression of ideas. Use of this resource must be consistent with these concepts. As a responsible member of the University community, employees are expected to act in accordance with the following general guidelines. These guidelines are not meant to be all-inclusive. Generally accepted practices of common sense, decency, civility and legality should be taken into account when e-mail is utilized.
The Campus Technology Service (CTS) staff is charged with maintaining the hardware, software and network for maximum efficiency of the e-mail system. Lack of adherence to these guidelines will adversely impact the capabilities of campus-wide servers. CTS staff will counsel individuals whose practices impinge on the capabilities of the services and assist them in reducing their drain on resources.
The guidelines below reflect the commitment you are required to make to use University supplied technology resources properly and responsibly.
In making acceptable use of resources faculty must:
1. Protect the faculty member’s system user name and password from unauthorized use.
2. Understand that faculty members are responsible for all activities that originate from their system account.
3. Access only information that is authored by or intended for the use of the faculty member,, that is publicly available, or to which the faculty member has been given authorized access.
4. Use only legal versions of copyrighted software in compliance with vendor license requirements.
5. Be considerate in your use of shared resources. Refrain from monopolizing systems, overloading networks with excessive data, degrading services, or wasting computer time, connect time, disk space, printer paper, manuals, or other resources.
6. Use resources only for authorized purposes.
In making acceptable use of resources you must NOT:
1. Use another person’s computer, system name & password or files.
2. Use computer programs to decode passwords or access control information.
3. Attempt to circumvent or subvert system or network security measures.
4. Engage in any activity that might be purposefully harmful to systems or to any information stored thereon, such as creating or propagating viruses, disrupting services, or damaging files or making unauthorized modifications to University data.
5. Use University systems for commercial or partisan political purposes, such as using electronic mail to circulate advertising for products or for political candidates.
6. Make or use illegal copies of copyrighted materials or software, store such copies on University systems, or transmit them over University networks.
7. Make disparaging comments about competitors or make statements, speak or write on behalf of AUA, LLC in a news group or chat room unless you are duly authorized to do so by the University.
9. The electronic mail system shall not be used to create, send or receive any offensive or disruptive messages. Among those which are considered offensive include: any messages which contain sexual implications, racial slurs, or any comments that offensively address someone’s age, gender, sexual orientation, religious or political beliefs, national origin or disability. Email communications should be considered official communications and should be composed in a professional business-like manner.
10. Use mail or messaging services to harass or intimidate another person, for example, by broadcasting unsolicited messages, by repeatedly sending unwanted mail, or by using someone else’s name or system user name.
11. Waste computing resources or network resources, for example, by intentionally placing a program in an endless loop, printing excessive amounts of paper, or by sending chain letters or unsolicited mass mailings.
12. Use the University’s systems or networks for personal gain; for example, by selling access to your system user name or to University systems or networks, or by performing work for profit with University resources in a manner not authorized by the University.
13. Access content that is pornographic in nature.
14. Intentionally cause physical damage to a technology asset.
15. Engage in any other activity that does not comply with the general principles presented above.
Policy for Email, Voicemail and Internet Usage
AUA’s belief is that e-mail, voicemail and Internet access, (eResources), are integral and effective tools for AUA and its employees to communicate with customers, clients, vendors, and fellow employees. eResources are provided to all AUA employees in order to facilitate their effectiveness in these manners and all other business functions. eResources are not intended for personal use and may not be used to solicit for commercial ventures, religious or political causes, outside organizations, or any other non-job-related solicitations.
AUA exercises certain methods to restrict access to computers, electronic mail, the Internet, and voicemail, in order to protect these systems against external parties or entities obtaining unauthorized access.
All employees should understand that these systems are intended for business use, and all content, obtained, created, or stored on AUA equipment is considered to be the property of AUA. This includes but is not limited to: computer data and information, electronic mail, voice mail, and text messaging.
Therefore, employees using AUA’s business equipment should also have NO expectation that any information stored on any AUA, LLC computer (whether contained on a computer hard drive or computer disks), telephone or mobile phone, voicemails, network computers, or in any other manner will be private.
AUA maintains the right to regularly monitor eResources related content for any reason whatsoever or for no reason at all. As such, AUA maintains the right to inspect the contents of computers, electronic mail, voicemail, or text messaging particularly in the course of an investigation triggered by indications of unacceptable behavior, or as necessary or desired, to locate needed information.
AUA maintains and reserves the right to monitor all Internet access to any sites, and to block those sites that AUA deems to be offensive or undesirable. In addition, employees found to be visiting sites that aren’t blocked, but are subsequently found to be offensive, are subject to review and possible disciplinary action. Offensive sites include, but are not limited to, sites focusing on: pornography, violence, hate groups, and similarly objectionable material of no business relevance.
Sexually explicit material may not be accessed via the Internet. The display of any kind of sexually explicit image or document on any AUA system is a violation of our policy on sexual harassment. In addition, sexually explicit material may not be archived, stored, distributed, edited or recorded using our network or computing resources.
AUA may disclose the contents of computers, voicemail, text messaging and electronic mail for any business purpose. Notwithstanding AUA’s right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient.
AUA maintains the right to obtain access to all electronic mail, text messaging, and voicemail messages, left on or transmitted over AUA owned systems. As such, employees should not assume that such messages are private or confidential. Additionally, there should be no assumption that AUA, LLC or its designated representatives will not have a need to access and review this information.
Enforcement:
The University considers any violation of acceptable use principles or guidelines to be a serious offense and reserves the right to copy and examine any files or information residing on University systems allegedly related to unacceptable use, and to protect its network from systems and events that threaten or degrade operations. The University maintains the right to perform occasional, unscheduled audits of all PC’s including portables to insure that the University in in compliance with all software licenses. Violators are subject to potentially disciplinary action up to and including termination of employment.
Information Disclaimer:
Individuals using computer systems owned by the University on or off premise, do so subject to applicable laws and University policies. The University disclaims any responsibility and/or warranties for information and materials residing on non-University systems or available over publicly accessible networks. Such materials do not necessarily reflect the attitudes, opinions, or values of the University, its faculty, staff, or students.
Any questions or comments regarding any portion of this Technology Policy should be directed to the Vice President of Information Technology.
Personal Electronic & Music Devices:
AUA strives to provide excellent customer service to our faculty and an enjoyable professional working environment. In order to ensure excellent service to faculty and provide an enjoyable professional working environment, it is the policy of AUA to allow the use of personal electronic & music devices during working hours with the requirement that the use of a personal electronic & music device must not interfere with the ability to hear, respond, and interact in a professional manner with students, and co-workers.
For purposes of this policy:
The term “personal electronic & music device”, PE&MD, includes personal cell phones, PDAs, MP3 players, iPods or similar devices.
Personal electronic and music devices may be used during working hours in a manner that allows employees to perform their work responsibilities; deliver excellent customer service; and does not disturb co-workers. Employees are required to use their devices in a location and a manner that does not disturb and or offend their co-workers. When using a PE&MD, the volume is required to be set at a level that allows the employee to hear and respond to phone calls, and verbally converse with students and co-workers in a professional manner. If your manager or supervisor requests that the PE&MD use be discontinued, employees are required to comply with this request. If a co-worker indicates that the use of the PE&MD is disturbing or offensive, then the usage of the PE&MD must be adjusted or cease.
AUA reserves the right to discontinue the privilege of using a PE&MD during working hours for any employee or for all employees.
Use of a PE&MD during meetings or conference calls is not allowed.
“Social media” is a term used to describe tools and platforms that enable individuals to share ideas and content quickly and easily. Examples of popular social media include, without limitation, texting, blogs and platforms such as Twitter, Facebook, Instagram, LinkedIn®, My Space, YouTube and Flickr®. Within the last few years, the growing popularity of social media has fundamentally changed the way we communicate as individuals and as an Institution. AUA recognizes and embraces the power of social media, and the opportunity those tools provide to communicate with the AUA community, including students, faculty, staff, parents, alumni, and other interested parties. At the same time, AUA recognizes that inappropriate use of social media can cause serious harm to the University, to members of the AUA community and to others. This policy provides guidance concerning the use of social media regardless of whether or not that use is through AUA’s network, systems or equipment and regardless of whether or not the use involves a matter related to AUA and/or members of the AUA community.
Usage Guidelines:
The following rules apply when posting to any social media site or when communicating with members of the community or others through social media, even through your own personal account or using your own phone, computer or other device without using the AUA network or equipment:
As a general rule, the use of social media is governed by the same policies that apply to all other aspects of appropriate conduct. Even activities of a private nature conducted away from AUA can subject you to disciplinary action if they reflect poorly on AUA or interfere with the conduct of AUA business.
AUA policies governing inappropriate conduct such as sexual (or other) harassment, bullying, discrimination, defamation, infringement of copyright and trademark rights, and unauthorized disclosure of student records and other confidential and private information apply to communications by faculty and staff through social media.
The following provides some guidelines for the use of social media that will comply with the above set forth general rules. These guidelines are not intended by any means to be all-inclusive:
When endorsing or communicating as a representative of AUA, you should accurately disclose your relationship with AUA. When using sites or acting within the scope of your AUA responsibilities, you may only endorse AUA, its programs, or its services if you have been authorized to do so by the AUA.
Carefully consider the accuracy, clarity, length (brief is better) and tone of your comments before posting them.
When communicating as a representative of AUA or when your association with AUA is either discernable from your communication, sign your posts with your real name and indicate your relationship to AUA. Do not use pseudonyms or post anonymously.
Respect the views of others, even if you disagree.
Be truthful, accurate and complete in describing AUA programs and services.
Strive to be accountable to audiences via regular updates and prompt responses when appropriate.
Obey the Terms of Service of any social media site or platform in which you participate.
Do not use social media to harass, threaten, insult, defame or bully another person or entity; to violate any AUA policy; or to engage in any unlawful act, including but not limited to gambling, identity theft or other types of fraud.
Do not post or store content that is obscene, pornographic, defamatory, racist, excessively violent, harassing, threatening, bullying or otherwise objectionable or injurious. In addition, do not attempt to compromise the security of any social media site or use such site to operate an illegal lottery, gambling operation, or other illegal venture.
Do not post copyrighted content (such as text, video, graphics or sound files) without permission from the holder of the copyright.
Do not disclose confidential AUA information, non-public strategies, student records, or personal information concerning (past or present) members of the community without proper authorization.
Do not make false claims or representations about AUA programs or services, and do not speculate or guess if you do not know the information.
Do not spread gossip, rumors, or other unverified information. Furthermore, do not assume that everything posted on a social media site is true.
AUA Faculty and Staff may not spend excessive time using social media for personal purposes during working hours or use any AUA social media sites, networks, equipment or peripherals for unauthorized commercial purposes.
Do not transmit chain letters, junk email, or bulk communications through the use of AUA’s network or equipment or as a representative of AUA.
Do not be rude or argumentative, or use inappropriate language. [Correct factual inaccuracies but avoid negative exchanges whenever possible.]
Do not represent your personal opinions as institutionally endorsed by AUA. If you are not authorized to post specific content on behalf of the AUA, then the following disclaimer should appear in your post: “These are my personal opinions and do not reflect the views of AUA.”
Do not expect that your posted content will remain private or that dissemination will necessarily be limited to your intended audience, even if you are accessing your own private account, network, equipment or peripherals.
University Policies
The University recognizes that the abuse of alcohol and other drugs can significantly interfere with fulfilling the mission of the University and poses a serious threat to the health and wellbeing of the members of this community. It offers counselors to assist members of the community who suffer the ill effects of the abuse of alcohol or other drugs.
The University policy prohibits unlawful possession, use or distribution of alcohol or illicit drugs or abuse of alcohol or legal drugs by faculty, staff, or students on or off University property and whether or not as part of any University activity.
The legal use or serving of alcoholic beverages at social events is determined by University policy, which is stricter than Antiguan law. In no event can alcoholic beverages be served at University functions or by University personnel to individuals under the age of 21.
Counseling and Treatment Programs:
Faculty with alcohol or other drug-related problems or who are affected by the substance abuse problems of someone else are urged to seek assistance.
Counseling Service
Faculty and student counseling is provided through the University Counseling Service. In case of any emergencies, senior faculty can be reached by phone at 764-0164.
In recognition of the environmental health risks posed by tobacco smoke, the University tries to provide as close to a smoke-free environment as practicable for its faculty, staff, students, and visitors. The right of a non-smoker to protect his or her health and comfort takes precedence over another’s desire to smoke. As a general rule, smoking is prohibited in all University facilities, and property including offices, classrooms, elevators, restrooms, stairways, and University vehicles. AUA is a tobacco -free campus.