(Doc. T07-018, as amended), I. Introduction, Quasi-Endowment Policy Standards set forth the requirements for allocating and designating funds as quasi-endowment funds. Campuses may establish campus policies and guidelines within the scope of University policy regarding allocating and designating funds as quasi-endowment funds. Campus policies and guidelines may be more, but not less restrictive than the President’s Administrative Standards…, II. Quasi-Endowment Policy, The Quasi-Endowment Policy (Doc. T07-018) and these standards establish the general requirements. This section further defines the standard for satisfying the requirements of the policy. All such funds shall be allocated to this purpose at the beginning of each fiscal year and reported annually in the University’s annual audited financial statements. Such funds shall be transferred to the…, III. Standards Statement, The President in consultation with the Chancellors shall determine annual and five-year goals for the growth of both quasi and permanent endowment funds specific to that campus. The annual quasi-endowment baseline contribution will equal 5% of campus current unrestricted, unencumbered cash measured as of 6/30. If a Campus meets their annual and/or multi-year goals for permanent endowment fund…
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(Doc. T99-061) Effective January 21, 2013 To comply with applicable legal and regulatory standards and the University’s Record Management Policy, to meet good business practices, and to minimize the cost of record retention, the President has issued the following Guidelines for record management pursuant to Trustee Policy T99-061. These guidelines apply to each campus and the President’s Office…, I. Purpose of Guidelines, To establish the standards governing the retention and destruction of all Records, as defined herein, produced or received by the University, identify the appropriate custodians of University Records and establish a method for preserving University Records. All University employees are responsible for ensuring that University Records are generated, used, maintained, stored and retained in…, II. Scope, These Guidelines: Are based on the regulations and laws of the Commonwealth of Massachusetts and the United States, and other accrediting or regulatory bodies [e.g., IRS, NCAA, Equal Employment Opportunity Commission (EEOC)]. If these Guidelines conflict with any applicable law, the law takes precedence and will apply. University policies may impose certain restrictions that are not specifically…, III. Definitions, Record., Any item containing recorded information, generated or received, in any medium and regardless of form or characteristic. Records include: emails, voice mails, text messages, documents, letters, memoranda, reports, cards, books, maps, photographs, blueprints, sound or video recordings (e.g., vinyl records, CD’s, DVD’s, audiotape, videotape), microfilm, magnetic tape, and any other media that…, University Records., Records generated or received by or on behalf of the University, which include information pertaining to University business or resources, or the functions, policies, decisions, procedures, operations, or other activities of any University department or business unit. This definition is to be interpreted broadly., Non-Records., Documents which are not essential are considered Non-Records, and do not need to be kept for any period of time. In general, when reviewing a document to determine whether it is a University Record or a Non-Record, employees need to think about the reasons why the University might want to preserve the information, and how the University uses the document and its contents. As a general rule,…, Legal Hold., A directive by the University’s Office of General Counsel, which alerts some segment of the University that an investigation, litigation, or other legal action has been, or may be, filed against the University. Once a Legal Hold is in place, the University is under a duty to preserve every existing document covered by the Legal Hold, including University Records and Non-Records, until the…, Confidential Records., Any University Record containing personal information or other information, the disclosure of which would harm the privacy of individuals or the security of the University, or that has been designated as confidential by federal or state law. Confidential Records include, but are not limited to, patient or medical records, student educational records, security plans, and trade secrets., Records of Historic Value., Under state law, all Records created prior to 1870 are of Historic Value. The University may deem certain Records created after 1870 to be of Historic Value for the University’s own purposes. Records of Historic Value may not be destroyed and should be archived., IV. Retention of Records, Retention Periods, . In general, the University treats the time periods set forth in the Massachusetts Statewide Records Retention Schedule (“State Schedule”), promulgated by the Secretary of State of the Commonwealth of Massachusetts, as an excellent guide to establish the time periods for which the University should maintain various categories of University Records. Since the State Schedule is a guide, the time…, Record Administrator., The Chancellor of each campus shall designate an individual (“Records Administrator”) who will have primary authority for compliance with these Guidelines; the President shall designate the individual responsible for compliance by the system office. The Records Administrator shall: maintain a copy of all Retention Schedules created by the Records Administrator’s campus/system office’s business…, Retention Schedules., Each business unit shall determine the retention schedule that best addresses its unit’s Records. Campus and System Office business units may use the time periods set forth in the State Schedule, or portions thereof, if deemed appropriate for University Records. may choose to use the State Schedule in its entirety, portions of the State Schedule, or create its own schedule; ensure that such…, Records Covered by More Than One Retention Period, . University Records falling under several retention periods shall be retained for the longest applicable retention period., University Records Not Covered, by a Record Schedule. If a University Record is not covered by the applicable State Schedule, a department or business unit head, in consultation with the relevant campus or system office Records Administrator, should determine the retention period for the record., Beginning of Retention Period., The Retention period begins when the document is created by an employee or when an employee receives a document from any source, e.g., another campus or department, vendor, contractor, etc., Contractual Retention Period., If an agreement provides that certain Records will be kept for a period that is longer than the established retention period, the period specified in the agreement controls., Record Substitution., To the extent not prohibited by law or regulation, a Record in paper form may be digitally scanned, placed on microfilm or micro-fiche, and substituted for an original paper document. The applicable retention period for a Record does not change when a properly substituted image of a Record is created. A Record’s mandatory minimum retention period is counted from the creation or receipt of the…, Inappropriate Treatment of Records., Any University employee who becomes aware of the inappropriate removal, modification or destruction of any Record must promptly notify their immediate supervisor, or, if necessary, the Office of General Counsel or University Internal Audit, about any such activity., Notice of Legal Holds., A copy of every Legal Hold notice shall be sent to all relevant Records Administrators., Departure of University Employees., Records created or maintained by an employee are still University Records which must be preserved pursuant to these Guidelines after an employee leaves the University. Every manager must take steps to preserve the University Records kept by the employee including email and other electronic records, and should contact the Human Resources and Information Technology departments for assistance. A…, V. University Record Retention and Destruction Responsibilities, Retention, Employees are responsible for determining what Records used in the employee’s own work are University Records and assure they are retained for the appropriate time. Employees should periodically review their Records to determine if they are appropriately retaining Records. University Records must be maintained on University property or storage facilities, or on University servers and e-mail…, Deletion and Destruction of Documents, Employees should destroy all University Records, with the exception of any Records subject to a Legal Hold, as soon as practicable after the relevant record retention expiration date. Each business unit shall set an annual date by which all Records whose retention period has expired in the preceding 12 months have been destroyed. Managers must keep an annual record of the types of Records…, VI. Administration and Interpretation, Questions about the administration or interpretation of these Guidelines should be directed to the Office of General Counsel.
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(Doc. T98-050) The President, in consultation with the Chancellors, issues the following guidelines in order to implement Board of Trustees policy T98-050 “Financial Aid Policy:” Financial aid is an essential tool for meeting the University’s enrollment management goals. Campus financial aid programs and procedures should complement efforts to attract, enroll, retain and graduate a student body…
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(Doc. T09-050, as amended), I. Introduction, This policy will assist University management in the evaluation of external and internal debt while seeking to maintain an acceptable credit rating and sufficient liquidity. The University, consistent with its capital objectives, will limit its external debt to a level that will maintain an acceptable credit rating with bond rating agencies. Maintaining a credit rating that is the same or better…, II. Policy Statement, The University will only incur debt in strict compliance with applicable state and federal law and with debt-related contractual covenants. The University may incur debt to fund capital projects that are consistent with the University’s mission and strategic priorities and/or the University’s master plan, or to refinance existing outstanding debt. The University will incur debt only with the…, III. Standards Statement, The University will establish standards for overall debt management using a select number of financial ratios calculated and reported annually and when new debt is issued; and revised periodically to reflect any changes in accounting standards. By maintaining an appropriate proportion of debt service to total expenses, other critical and strategic needs can be met as part of the expense base. The…, A. Ratios, The following strategic financial ratios, when considered together and over time, will help to provide a clear, high level, assessment of the overall financial health of the University., Debt Service Ratio:, Measures the share of the University’s operating budget that is going to pay principal and interest on debt. Annual Principal & Interest Expense on Debt/Operating Expenses & Interest on Indebtedness., Primary Reserve Ratio:, Measures the financial strength by comparing expendable net assets to total expenses. This ratio provides a snapshot of financial strength and flexibility by indicating how long the University could function using its expendable resources without relying on additional net assets generated by operations. A negative ratio or decreasing trend over time indicates a weakening financial condition.…, Operating Margin:, Indicates whether total operating activities resulted in either a surplus or deficit as a percentage of the budget. Operating Revenue (Operating Revenue & State Appropriation & Federal Appropriation & Gifts & Endowment Income & Non-Operating Federal Grants & Contracts & Investment Income net of Unrealized Gains/(Losses)) less Operating Expenses (Operating Expenses…, Viability Ratio:, Measures the availability of expendable net assets to cover debt. As this ratio falls below 1:1, the University’s ability to respond to adverse conditions, to attract capital from external sources, and its flexibility to fund new objectives is diminished. This ratio is regarded as an important indicator of the ability to assume new debt. Restricted Expendable & Unrestricted Net Positions/…, B. Synthetic Products Considerations, The University will consider the use of interest rate swaps and other synthetic financial products primarily to manage the University’s variable rate debt exposure. They will not be used unless the contract or structure is understood and has been fully evaluated, can be monitored and managed, and the risk imposed has been evaluated and concluded to be appropriate for the University. Swaps and…, Procurement and Execution, – The University has authority to enter into synthetic financial product transactions either through a competitive bid or a negotiated process. The University must take reasonable steps, such as hiring a qualified advisor, to ensure that the economics involved in a negotiated transaction represent a fair market price while taking into consideration the terms of the agreement and the University’s…, Swap Counterparties, – The University will execute synthetic financial product transactions with counterparties with credit ratings in the “A” category or above as of the transaction date. The University may seek credit enhancement in the form of collateral, guarantees, and/or termination event triggers should the counterparty’s credit rating be downgraded below the “A” category. The University’s ability to procure…, Swap Documentation, – The University will utilize standard International Swap Dealers Association swap documentation, including the Schedule to Master Agreement and Credit Support Annex (if applicable)., Rating Agencies, – The University will seek a Rating Agency review to determine the effect of any synthetic financial product transaction on the credit quality of the University., C. Disclosure And Reporting Requirements, The University will provide updated financial information operation data, and a timely notice of specified material events to each nationally recognized municipal securities information repository and any State information depository, pursuant to its continuing disclosure undertakings with respect to SEC Rule 15c2-12 (17 CFR 240.15c2-12). Reporting Requirements – The University will prepare a…, D. Definitions, Direct Debt:, Financing that is assigned to and supported by the University of Massachusetts., Present Value:, The value at the current time of a cash payment or stream of payments which is expected to be received in the future, allowing for the fact that an amount received today could be invested to earn interest until the future date(s)., Present Value Savings:, A method of calculating the aggregate amount of savings on a refinancing transaction. In each semi-annual period, the present value of the debt service on the Refunding Bonds is subtracted from the present value of the debt service on the refunded Bonds using the arbitrage yield on the refunding bonds as the discount rate. The present value savings in each year are added together to result in the…, Rating Agency:, One of the three (Fitch Investors Service, Moody’s Investors Service or Standard & Poor’s Corporation) nationally-recognized credit rating agencies., Refinancing:, A procedure whereby an issuer issues new bonds to replace outstanding bonds. The newly issued bonds are called the “refunding bonds,” while the bonds being refinanced are called the “refunded bonds.”, Synthetic Financial Products:, Financial products (i.e., interest rate swaps, caps, collars, etc.) that are primarily used to manage interest rate risk or asset/liability balance., Terms and Structure:, Terms and Structure shall have the same meaning as provided by the Treasury Board Debt Structuring and Issuance Guidelines, as amended., Variable Rate Debt:, Debt with interest payment requirements which change based on market conditions during the term of the debt., E. Related Procedures, Forms, And Other Resources
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(Doc. T99-059) The University of Massachusetts (the University) recognizes the value and potential of using the World Wide Web (WWW) as a tool to offer information to our community and world-wide through: web page publishing; developing web based applications/databases; and using web based communication. Such technology allows the University to provide electronic and timely information on topics…, I. Purpose, These Guidelines are issued pursuant to the Board of Trustees' Policy Statement on the World Wide Web (Doc. T99-059 adopted August 4, 1999) and: Address the development and maintenance of University web pages/publications and applications/databases. Outline responsibilities related to the development, maintenance and monitoring of official web pages/publications. Institute guidelines on the…, II. Scope, These Guidelines shall apply to all web pages/publications or applications/databases contained on any University web site/server, and any communications accomplished through the use of the Internet. These Guidelines supersede conflicting guidelines or procedures developed for individual web sites/servers., III. Responsibilities, The President, together with the Chancellors, shall ensure that web site administrators have been assigned for each University web site/server containing official web pages/publications. The President will: Ensure that a Central Administrative Services unit is assigned the responsibility of reviewing Central Administrative Services official web page/publications to ensure that they comply with…, IV. University Web Site Structure, One web page will be recognized as the homepage of the University. All campus homepages (e.g., the top-level page at the campus) will contain a link to and will be a destination of a link from the University homepage and the other campus homepages. All official web pages/publications will be linked to the appropriate campus' homepage (e.g., Amherst Campus related pages/publications should contain…, V. Web Hardware/Software Requirements, University web pages/publications (i.e., Official or Unofficial web pages/publications) and applications/databases may be located on any University web site/server. Web page/publications developers with web pages/publications on University web sites/servers must adhere to appropriate Internet Engineering Task Force (IETF) conventions., VI. Web Page/Publications- General Guidelines, Two types of web pages/publications are on University web servers: Official web pages/publications are those web pages/publications on University web servers that have been created by the University, its campuses, colleges, schools, departments or other administrative offices, for University business. Official web pages/publications DO NOT include, among others, web pages/publications created by…, VII. Official Web Page/Publication - Design And Content Guidelines, Because the quality and accuracy of information published by the University (and on University Web servers) directly affects its reputation and image it is essential that such information follow minimal guidelines of content and structure. It is also essential that information published electronically is consistent with the same high standards as other forms of published information (e.g., print…, VIII. Web Communication, Existing University policies/guidelines and Campus procedures related to communication (e.g., Electronic Communications Guidelines) shall also apply to web-based communication and conversation (e.g., "chat", on-line conferencing, class discussions, etc.)., IX. Web Application/Database Development, Applications/databases developed for use on the WWW which access Confidential, Restricted, or Private Data (as defined in the University's Data Security and Classification Guidelines) shall support and include: User authentication A level of security that ensures only authorized users have access to appropriate data Inter-system communication security Journaling Monitoring Trace facilities, X. Compliance And Enforcement, Web pages/publications that do not comply with these guidelines may be modified or removed from the University web site/server. This may involve removing a pointer to a file, or removing a pointer to a homepage containing or referencing the file. Additionally, any individual found violating these guidelines may be denied or given limited (i.e., to allow for the performance of required academic or…, XI. Definitions, Advertising, is offering space on a web page/publication to another party for the purpose of promoting goods and services offered by that party in exchange for money, goods, or services., Alt tags, are HTML codes that describe graphical elements in a web page/publication so that they are viewable by non-graphical browsers., Browsers or Web Browsers, are software programs that display Internet based information as defined by HTML., Button bars, are used to place fixed links between a series of pages to bind them into a document. In complex Web sites button bars may also be used to provide links to submenus, tables of contents, or other organizational pages., Central Administrative Services, refers to the President's Office, Institute for Governmental Services, Treasurer's Office, University Audit, University Controller, and University Information Systems., Computer Applications, are sets of computer programs which when run read or modify data, and which can generate output such as reports, bills, checks, etc., Computer or Computing System(s), refers to the hardware, software and communications equipment (voice and data networks, servers, routers, modems, etc.) used in the processing and storage of electronic data., Conference chat, is the ability to interactively communicate on-line in a real-time mode., Confidential Data, is University data whose loss, corruption or unauthorized disclosure would be a violation of federal or state laws/regulations or University contracts., Data, refers to electronic information regardless of the media (e.g., tape, cartridge, disk, hard drive, etc.) on which it is maintained or stored., Database, is a collection of data primarily relied upon by computer systems., Employees, are all student, non-student (faculty, professional, classified), temporary, part-time, full-time, contracted and consultants who are paid from University funds., Homepage, refers to primary web page of an entity (e.g., University, department, person, etc.)., HyperText Markup Language (HTML), is code used to create Web pages/publications. These codes tell web browsers how to display the text (e.g., titles, headings, lists, etc.), link to other documents, and control character formatting (e.g., bold, italic, etc.)., IETF conventions, refers basic web development and security principles set up by the Internet Engineering Task Force (IETF) which is a large open international community of network designers, operators, vendors, and researchers concerned with the evolution of the Internet architecture and the smooth operation of the Internet., Image Map, is a graphical navigational tool that allows parts of an image or graphic to point to other web pages/publications., In-Line Image, is a graphic that appears inside a Web document., Internet, is a network of computers, which allows its users to send mail or access data worldwide., Inter-system Communications Security, refers to the controls put in place to insure that communications between computer systems at different sites is private, complete and accurate, and that unauthorized access is denied., Journaling, is the process of recording access (read, changes, deletions, etc.) against data so that a previous version of the data can be reconstructed. This is also referred to as logging., Link, refers to a one-way connection from one web page/publication to another web page/publication. A link may be a "link to" or "link from" one web page/publication to another., Navigation Aides, are tools to help you move easily through the WWW., Official University Web Pages/Publications or Official Web Pages/Publications, are those web pages/publications on University web servers which have been created by the University, its campuses, colleges, schools, departments or other administrative offices, for University business. Official web pages/publications DO NOT include, among others, web pages/publications created by individual faculty, staff, students or student organizations. Official web pages/publications…, Private Data, is University data whose disclosure would not result in any business, financial or legal loss BUT involves issues of personal credibility, reputation, or other issues of personal privacy., Protocols, are commands that allow communication over transmission media., Restricted Data, is University data whose loss, corruption or unauthorized disclosure would tend to impair the business or research functions of the University, or result in any business, financial, or legal loss., Staff, refers to all non-student (faculty, professional, classified), temporary, part-time, full-time, contracted and consultants who are paid from University funds., Students, are all individuals enrolled at the University of Massachusetts and its programs. This includes individuals attending day, continuing education, graduate and/or undergraduate sessions that may be part-time or full-time students. (NOTE: While performing job functions related to student employment with the University, students are considered employees and must therefore abide by employee related…, A Third Party, is any individual or group of individuals, which is not part of the University structure., Trace Facilities, refers to methods that provide a historical record of specified events occurring in a computer system(s)., University of Massachusetts World-Wide Web Site or University Web Site, consists of all informational pages and web based applications/databases or communications which reside on computers either purchased, leased or administered from University resources or resources managed by the University., Unofficial web pages/publications, - All web pages/publications that are not official web pages/publications are unofficial web pages/publications., User authentication, is the process by which the identity of an individual and their right to access specific categories of data are verified., Web Application/Database, is any computer application or database that is accessible through the Internet., Web Application/Database Developer, is any individual who is creating/developing an application and/or database on the Internet., Web Based Communication, is communication or conversation through the Internet such as "chat groups", on-line conferencing, or class discussions., Web Browsers or Browsers, are software programs that are used to look at various kinds of Web resources., Web Consortium (W3C), is an international industry consortium whose purpose is to lead the WWW to its full potential by developing common protocols that promote its evolution and ensure its interoperability., Web Page, refers to a "page" of information accessible on the World Wide Web., Web Page/Publications Administrator, is any individual who is responsible for the day to day monitoring and maintenance of web pages or publications. This may be the same person as the Web Page/Publications Developer., Web Page/Publications Developer, is any individual who is creating/developing a page/publication for the WWW. This may be the same person as the Web Page/Publications Administrator., Web Site/Server Administrator, is any individual responsible for the support of a server attached to the Internet., Web Server, refers to a computer(s) that provides World Wide Web (WWW) access to other computers., Web Page Sponsor, is the head of the entity for which the web page/publication is being developed (e.g., President, Chancellor, Dean, Department Head, committee chairperson, etc.)., World Wide Web (the Web or WWW), is a distributed information system that can be accessed to retrieve in text, video or audio format.
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(Doc. T99-060) (Effective January 1, 2024) These administrative standards are issued by the President’s Office pursuant to the Board of Trustees’ Policy on Emergency Management and Business Continuity (DOC. T99-060 revised December 14, 2011). The University’s emergency management and business continuity activities support and promote the safety and security of each campus. The goal is to create a…, Emergency Management Plans, Each campus will maintain an all-hazards, comprehensive emergency management plan (CEMP) for the campus that addresses prevention, mitigation, preparedness, response and recovery coordination and capabilities. The campus CEMP will be reviewed and when necessary, updated on a periodic basis. Campuses must provide an electronic copy of the CEMP to the systemwide Enterprise Risk Management program…, Business Continuity Plans, Each campus will maintain continuity of operations plans and capabilities to ensure the campus can continue operations during times of emergency or compromised operations. Business continuity plans should identify functions and operations that must continue during times of emergency or compromised operations, as well as the resources needed to support these operations.
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During this session, we will provide an overview of the AASAE unit, including key personnel and our areas of focus: Welcome and Introduction – Nef Walker, Senior Vice President Academic Affairs & Research – Dr. Gabriela Weaver, Assistant Vice President Equity & Access – Sheree Ohen, Assistant Vice President Strategic Data Intelligence – Tom Beraldi, Assistant Vice President Following the…
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Doc. T23-016, Adopted by the Athletics Committee April 5, 2023, Purpose, The responsibilities of the Athletics Committee include considering, reviewing and making recommendations to the full Board on matters concerning intercollegiate athletics at the University of Massachusetts., Composition & Independence, The Athletics Committee shall consist of four (4) or more University Trustees appointed by the Governance Committee and approved by the Board of Trustees. The Chair and Vice Chair of the Committee shall be appointed by the Governance Committee and approved by the Board of Trustees. The Athletics Committee may also include two (2) non-trustee members who have demonstrated knowledge and interest in…, Duties and Responsibilities, The following shall be the principal duties and responsibilities of the Athletics Committee: Considering, reviewing and making recommendations to the full Board on matters concerning master athletic plans, including athletic affiliations and overall athletic development. Policies involving athletic departments, activities and services. Responsibilities of University Campus Management include:…, Other Matters, The Committee shall annually review and, if necessary, revise and approve this Athletics Committee Charter as conditions dictate. Any amendments to this Athletics Committee Charter must be reviewed by the Office of General Counsel. The Committee Chair shall receive briefings on any potential violation of law, Board policy,NCAA regulation, or conference regulation. The Chair shall provide a…, Meetings, The Committee shall meet as needed, but not less than three (3) times a year. The Committee may ask University officers or others to attend meetings, and provide pertinent information as necessary. Executive sessions may be held at the end of each Committee meeting as needed., Reporting, The Committee shall report to the Board at least annually.
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Log In Read the Acceptable Use Guidelines
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