Business Management Policies

MESARYA TECHNICAL UNIVERSITY

MTU Administrative Policies and Procedures Manual

 

Section 6000: Business Management

• 6010: University Business Activities 
• 6040: Commercially Owned and Operated Equipment on University Property 
• 6100: Risk Management 
• 6110: Safety & Risk Services 
• 6130: Emergency Control 
• 6150: Casualty and Liability Insurance and Claims 
• 6250: Vending Machines 
• 6340: Mailing Services 
• 6350: Recycling Materials 
• 6410: Museums and Collections

 

 

– Policy 6010: University Business Activities

Date Originally Issued: October 17, 2019

Authorized by RPM 7.6 (“University Enterprise Business Activities”)

Process Owner: Associate Vice Rector for Institutional Support Services

1. General

The Mesarya Technical University has a rich heritage of providing instruction, research, and public service. The University has developed an integrated and balanced group of educational programs of excellence for the postsecondary student with multiple levels of entry and exit. Additionally, it develops and maintains programs of research, scholarship, and cultural innovation that enhance these educational programs and the disciplines within them. Finally, it develops and maintains programs of direct public service that are derived from its educational and research efforts.

As an extension of its educational service mission, the University offers a variety of programs and services directly for general public consumption that are derivatives of its instructional and research activities. Furthermore, the University has organized campus service activities that directly support the primary instructional and research mission. In some instances, these campus service activities are also available to the general public.

It may be desirable to organize some activities as separate and distinct business costcentresand to charge fees for providing goods and services that enhance, promote, or support the University’s mission and meet the needs of the students, faculty, staff, and patients. Some of these business activities may also be available to the general public. To ensure that the Mesarya Technical University does not become involved in activities and endeavours that are outside the University’s mission, all business activities must be related to or support the University’s mission, as stated above, and are subject to the following restrictions. Exception to this policy may be authorized by the Rector of the University when it is determined that an exception is clearly in the best interests of the University and the public.

2. Sales to the General Public

Business activities that sell goods or services to the general public should meet one or more of the conditions listed below. For the purpose of this policy “general public” is defined as all individuals or entities other than MTU students, MTU faculty, MTU staff, MTU patients, and governmental entities.

2.1. The activity is substantially related to the University’s education, research, or public service mission.

2.2. The activity provides a public service derived from our educational or research efforts.

2.3. The activity sponsors or provides facilities for recreational, cultural, or athletic events.

2.4. The activity provides health services or medical treatment; public service radio and TV broadcasting; or events or functions whose principal purpose is the improvement of relations between the Mesarya Technical University and the general public.

2.5. The sale of donated goods or services are related to fund raising activities.

2.6. General public consumption of the good or service is incidental to the ordinary and authorized function of a campus entity, for example, sales by the Bookstore or Student Union to campus visitors.

2.7. The equivalent good or service is not available in the local area or otherwise easily accessible to the general public.

 

3. Oversight and Review

University business activities may be established and carried on only when they comply with this policy. Deans, Directors, and Department Heads responsible for University business activities must ensure that all proposed and existing activities involving the sale of goods or services for fees meet the above criteria.

The Executive ViceRector for Administration is responsible for the oversight and review of all University business activities. University business activities shall be reviewed periodically for compliance with this policy and applicable tax laws and regulations. The University is required by law to identify all business activities subject to unrelated business income tax (as defined by the Internal Revenue Code) and Applicable Northern Cyprus governmental gross receipts tax. These taxes are discussed in Section 4. herein.

 

Due to the sensitive nature of perceived “unfair competition” complaints, all such complaints should be referred to the Executive ViceRector for Administration.  Depending on the nature of the complaint the Executive ViceRector may decide to convene a review board composed of University staff or faculty and representatives from the business community.

4. Taxation Issues

The Mesarya Technical University will comply with applicable laws and regulations concerning University business activities.

4.1. Unrelated Business Income Tax

Ministry of Finance Tax Office, impose tax on business activities which are unrelated to the University’s tax exempt purpose. An activity is considered unrelated if the activity is a “trade or business,” is regularly carried on, and is not substantially related to the University’s tax exempt purposes. The Tax Office provides that the exempt purposes of state faculties and universities include all of the purposes and functions described in rules and regulations of Tax office and therefore include among other things, activities which are charitable, scientific, testing for public safety, literary, or educational.

In addition to Tax office rules  and Regulations, uses audit findings, revenue rulings, and tax court cases to further define activities subject to unrelated business income tax. The type of business taking place is the key factor in determining whether an activity is subject to tax, not the use of the funds generated. Deans, Directors, and Department Heads responsible for University business activities should contact the Financial Services’ Office for a determination on the taxability of their business activity.

If the University Associate ViceRector for Financial Services determines an activity to be an unrelated business activity, the revenues and expenses associated with that activity must be reported to the Government Tax office (MINISTRY OF FINANCE) along with payment of the applicable income tax. The Financial Services Office is responsible for filing the income tax return with the MINISTRY OF FINANCE. The tax liability and tax return preparation costs will be charged on a pro rata basis to the department conducting the unrelated business activity. For more information regarding unrelated business income, contact the University Taxation Department or the Financial Services’ Office.

 

4.2. Northern Cyprus Governmental Gross Receipts Tax

Tax office imposes a tax of five percent (5%) on receipts from the sale of tangible personal property from facilities open to the general public, the performance of or admissions to recreational, athletic, or entertainment services or events in facilities open to the general public .Dean, Directors, and Department Heads responsible for University business activities should contact the Financial Services’ Office for a determination on the taxability of their business activity.

The Associate ViceRector for Financial Services will determine which receipts are subject to Applicable Northern Cyprus governmental gross receipts tax. The tax liability and tax return preparation costs will be charged on a pro rata basis to the department conducting the business activity subject to the tax. For more information regarding governmental gross receipts tax, contact the University Taxation Department or the Financial Services’ Office.

 

 

 

– Policy 6040: Commercially Owned and Operated Equipment on University Property

Date Originally Issued:

Authorized by RPM 8.1 (“Special Use of University Facilities”)

Process Owner: Associate Vice Rector for Institutional Support Services

1. General

The University may rent space to external contractors who wish to install and operate tenant owned unstaffed equipment that will provide service and convenience to members of the University community. Such equipment includes, but is not limited to, automatic teller machines, pay telephones, washing machines, dryers, postal vending machines, and distribution racks for publications. This policy does not apply to equipment leased and operated by the University. Outdoor vendors providing other services are subject to UAP 2160 (“Outdoor Vendors”).

2. Authority

The Director of University Business Services must approve, in advance, all leases, permits, use agreements, and licenses (hereafter referred to as leases). Business Services should consult with the offices of University Facility Planning Department, University Real Estate, University Purchasing Department, and University Counsel, as necessary. The Executive ViceRector for Health Sciences should be consulted for leases affecting the Health centre.

 

3. Procurement

When the Director of Business Services determines there is a need for unstaffed equipment, the University will follow the procurement code in selecting contractors. Leases shall be awarded to contractors according to the procurement process.

3.1. Evaluation Criteria

After the solicitation process is completed, the Director of Business Services will evaluate all contractor requests using the following factors.

3.1.1. Purpose

The purpose of the proposed equipment must be to provide service and convenience to students or other members of the University community.

3.1.2. Location

The proposed location of the equipment will be based on the following factors:

• The location must be convenient for students and other University users.
• The equipment must not interfere with normal traffic patterns.
• Security and lighting must be adequate.
• The equipment must be easily accessible to all users, including the disabled.
• The location of the equipment must not adversely affect the beauty and tranquillity of the University environment.
• The equipment will not interfere with University operations normally conducted in that location.

In the case of mobile equipment, all locations must be identified in the request to the Director of Business Services.

3.1.3. Placement of Equipment

The placement of equipment must comply with University policies and other applicable regulations and requirements. The size of the equipment must be appropriate to the location and the service being provided. This applies to equipment integrated into a building, equipment that does not require alterations to a building, or mobile equipment outside a building. Proposed alterations to University property must be approved by the Facility Planning Department in consultation with the University Physical Plant Department and the University Campus Planning Committee when necessary.

The University reserves the right to determine the location of the equipment; size of the equipment; number of items in a location; and installation, appearance, and upkeep standards.

4. Lease Terms and Conditions

Although specific lease provisions will vary according to the type of equipment, the following general terms and conditions apply to all leases. Exceptions to these conditions must be in the best interest of the University and approved by the Executive ViceRector for Administration.

 

4.1. Alterations

The tenant is responsible for all costs incurred in altering University property for the purpose of installing the equipment. When the lease expires or is terminated, the tenant is responsible for restoring the property to its original condition.

4.2. Insurance

The tenant must maintain adequate insurance as determined by the Director of the Purchasing Department.

4.3. Building Permit or Other Approval

The tenant is responsible for obtaining any required building permits or other governmental approval, at the tenant’s expense.

4.4. Rental Rate

The rental rate paid to the University may be a fixed fee, or it may be based on volume usage (a per-transaction fee scale), as determined by the University.

5. Revenue

Revenues derived from leases are institutional, rather than departmental. Auxiliary operations and student organizations may be allowed to keep portion of the revenue. The Executive ViceRector for Administration will determine the distribution of revenue from leases.

 

 

– Policy 6100: Risk Management

Date Originally Issued: October 21, 2019

Authorized by RPM 7.14 (“Risk Management and Insurance”)

Process Owner:  Director, Safety and Risk Services

1. General

The University takes reasonable steps to protect the reputation and resources of The Mesarya Technical University. The University has safety training and loss control programs. These programs are designed to protect the health and safety of the campus community and the public from hazards and to protect the reputation and physical resources of the University against loss or damage. The University Safety & Risk Services is responsible for administering these programs and ensuring compliance with all applicable laws and regulations.

2. University Safety & Risk Services

The Director of Safety & Risk Services reports to the Executive ViceRector for Administration/COO/CFO.  The department includes the following University administrative units: Workers’ Compensation and Casualty Insurance. Controlling the University’s risk exposure requires education, communication and campus-wide involvement. A campus-wide advisory committee, the Campus Loss Control Committee, works to control risk and to ensure compliance with regulatory mandates. This Committee will be chaired by the Director of Safety & Risk Services and consist of representatives from the University’s Athletic Department, Audit Department, Faculty of Arts and Sciences, Department of Human Resources, Facility Planning, Family & Community Medicine, Health Sciencescentre, Physical Plant, Police Department, Purchasing Department, Student Affairs, Ministry of Finance, University Controller, and University Counsel .

 

Safety & Risk Services is responsible for:

• Identifying and analysing areas of risk exposure.
• Analysing and recommending appropriate risk control techniques.
• Developing and maintaining a data management system.
• Implementing and monitoring safety, training, and quality assurance programs.
• Analysing, reporting, and monitoring risk management data and information.

 

3. Risk Identification

Safety & Risk Services will identify risks, estimate the probability of loss, and advise the administration on sources of risk exposure and recommend appropriate risk control techniques for specific exposure problems. Risk exposure will be identified by reviewing financial statements; property records; incident and inspection reports; and consulting with University Counsel, administrators, faculty, and staff.

4. Risk Control

Risk control techniques include:

4.1. Risk Reduction and Avoidance

The Director of Safety & Risk Services will advise the administration of potential risks and the appropriate risk control techniques which can be used to limit or avoid exposure. Safety & Risk Services will administer a risk reduction/loss-prevention program which includes written policies and procedures, training, and documentation of occurrences. The Director of Safety & Risk Services will coordinate all interaction with the Applicable Northern Cyprus Risk Management Division, Office of the Insurance Commissioner, State Fire Marshal’s Office, Mora Fire Department, and other governmental, state, and local agencies and regulatory organizations as applicable.

4.2. Acceptance of Risk

The Director of Safety & Risk Services will analyse the relative risk to the resources impacted and advise of the risk exposure should the administration decide to accept a specific risk. The potential cost of the risk will be weighed against the probability and severity of the loss.

4.3. Transfer of Risk

Risk may be transferred to other parties through insurance and/or indemnity provisions.

4.3.1. Insurance

The Mesarya Technical University is required, pursuant to North Cyprus laws & regulations, to purchase insurance coverage through the Applicable Northern Cyprus Risk Management Division of the General Service Department for risks for which governmental immunity has been waived by the English Tort Claims Act. The Director of Safety & Risk Services should work closely with the Risk Management Division to ensure the lowest premiums possible. In addition, the director should perform an analysis of premiums against exposure and experience factors in order to justify any premium increases.

The University’s insurance coverage is divided into the following types of coverages:

• Automobile Insurance
• Boiler and Machinery
• Bond and Money and Securities
• Fine Arts
• General Liability, Civil Rights, and
• Foreign
• Jurisdiction
• Law Enforcement Officer Liability
• Medical Malpractice Liability
• Property
• Workers’ Compensation

 

4.3.2. Indemnity

The Safety & Risk Services’ Director will work with University Counsel and departments which generate contracts to ensure all contracts entered into by MTU contain the proper indemnification clauses.

5. Data Management

Safety & Risk Services is responsible for developing and maintaining an information system in coordination with existing systems for timely and accurate recording of incidents, losses, claims, insurance premiums, compliance with governmental and local mandates, and other related information and costs.

6. Safety, Quality Assurance, and Training Programs

Safety awareness is critical in controlling risk and loss. Safety & Risk Services will develop and implement a safety and loss prevention training program. Each department should work with Safety & Risk Services to develop a safety and security plan for their area that includes procedures for emergency situations.

Safety & Risk Services will develop, implement, and monitor a University-wide quality assurance program aimed at improving the quality of services which impact the University’s risk exposure. The department will monitor critical activities (such as patient care, safety, and security) and compare information to established standards, thresholds, and procedures. Significant deviations will be investigated, problems identified, and solutions developed and implemented.

Safety & Risk Services will develop educational programs which address needs identified through the safety and loss prevention program and the quality assurance program. The department will establish and maintain communication with the campus community on regulatory requirements and current developments in risk management and quality assurance.

7. Reporting and Monitoring

 

7.1. Incident Reporting

The Safety & Risk Services’ Director will assign responsibility for each type of risk to an administrative component for processing and monitoring. Departments must report all incidents of potential risk to Safety & Risk Services.

7.2. Internal Reporting

Safety & Risk Services is responsible for analysing insurance premiums, uninsured losses, and other risk costs. These costs will be allocated to the appropriate accounts. All University departments and administrative units will share in all losses through deductibles; this encourages risk prevention at the unit level. Trending analysis will be used to assist in the allocation of insurance premiums and the identification of areas where greater risk control is required.

7.3. Monitoring

Safety & Risk Services is responsible for conducting safety audits and will mandate corrective action to ensure compliance with applicable laws, regulations, and policies.

 

 

– Policy 6110: Safety & Risk Services

Date Originally Issued: October 21, 2019.

Authorized by RPM 7.14 (“Risk Management and Insurance”)

Process Owner:  Director, Safety and Risk Services

1. General

The Mesarya Technical University is committed to providing a safe and healthful work, educational, and living environment, to having a positive impact on the natural environment, and to protecting the University’s physical resources and financial assets.

To help achieve these goals, the University has established an extensive safety and loss control program administered by the University’s Safety & Risk Services Department and described more fully in UAP 6100 (“Risk Management”).  The Safety & Risk Services Department supports the University’s core mission by advancing the safety and health of the University community through risk management, best practices, education, consultation, and collaboration.  The Safety & Risk Services Department staffs the Loss Prevention & Control Committee and works with the University community to identify, evaluate, and control hazards and potential losses.   The Safety & Risk Services Department is responsible for informing University departments of compliance requirements and for supporting compliance through training and consultation.  The Safety & Risk Services Department works collaboratively with members of the University community.  However, if compliance requirements are not met or if there is a threat of injury, then the Safety & Risk Services Department has the authority to stop the activity.  Before stopping any activity, the Safety & Risk Services Department shall contact the stakeholders and supervisors overseeing the project.

2. Campus Wide Responsibility

Responsibility for safety, however, cannot be delegated to one department and must be assumed by every member of the University community.  As part of this responsibility, faculty, staff, and students are expected to comply with the University’s safety programs, regulations, and policies, which have been designed to prevent accidents and job-related illnesses, and to protect the environment.  Having a safe environment reduces the risk of accidents and associated costs, improves employee morale, and increases productivity.

Within their respective units, deans, directors, department heads, and other supervisors should be aware of the health and safety needs of faculty, staff, students, and visitors. To facilitate these needs, they should work with the Safety & Risk Services Department to carry out any preventive and corrective measures that are warranted to minimize hazards. Safety should be an integral part of all courses, especially when there is a potential for accidental injury or illness related to activities in classrooms, laboratories, studios, or shops.  The Safety & Risk Services Department shall assist with mitigating penalties and fines for violations.  However, the unit that received the violation bears responsibility for paying the penalty or fine.

3. Regulatory Agencies

If a representative of a governmental or state regulatory agency contacts an employee or student to conduct a safety inspection, the employee or student should contact the Safety & Risk Services Department immediately. The Safety & Risk Services Department will facilitate the inspection and provide trained professionals to work with the agency.

4. Safety & Risk Services Department

The Safety & Risk Services Department provides comprehensive occupational safety, health, and environmental management services to the University.  It works with University departments to eliminate problems, reduce accidents and injuries, and ensure that the University’s impact on the environment is positive by identifying potential hazards.  It provides training in the areas of safety and health and employee accident trending and reporting. The Safety & Risk Services Department includes several safety programs:

• Health and Occupational Safety
• Construction Safety and Risk
• Environmental Affairs, Ministry of Finance
• Fire Safety

 

4.1. Health & Safety

The Health & Occupational Safety Program inspects University facilities to identify unsafe situations or actions that could cause accidents or injuries. To promote workplace safety, it oversees compliance with the Occupational Safety and Health Administration (OSHA), including such topics as confined space, lock-out/tag-out, and personal protective equipment.  It investigates accidents, works to eliminate risks of slipping and falling, and provides training on defensive driving. To promote the well-being of the University’s work force, it provides consultation and other services to identify and correct ergonomic hazards.

This Division is responsible for coordination of programs and activities including but not limited to:

• Building and Laboratory Inspection Program
• Comprehensive Safety and Health Training Program
• The MTU Safety & Risk Services Department’s Manual
• Emergency Preparedness Activities from an Occupational Safety perspective
• Employee Accident Trending and Reporting
• Asbestos Management Program
• Lead Paint Management Program

 

The Health & Safety Program is responsible for the following programs and regulations:

• Occupational Safety and Health Administration regulations such as Confined Space, Lock-Out Tag-Out, and Personal Protective Equipment
• National Fire Protection Association regulations
• Accident Investigations
• Defensive Driving Program

 

4.2. Construction Safety & Risk Program

The Construction Safety & Risk Program ensures that the University’s construction projects comply with applicable health and safety standards.  The program is involved in all construction, construction-like activities, renovation, and demolition, whether performed internally or externally (see section 4.2.1).  This program also ensures that liabilities associated with safety and health risks, including future costs and ongoing maintenance issues, are addressed during the planning and design phases of construction.

At all stages of construction, the Construction Safety & Risk Program works to identify, evaluate, and mitigate recognized construction-related hazards. Involvement begins at the design phase, continues through the construction phase, and ends at project closeout. During the planning phases, Safety and Risk Service’s Manager of Insurance and Claims is consulted to determine the proper type and level of insurance and bonding necessary for each project.

Working closely with Institutional Support Services and other stakeholders, the Construction Safety & Risk Program identifies and informs the workforce of safety regulations and best practices in order to mitigate potential hazards.  The Construction Safety & Risk Program ensures regulatory compliance, but has no involvement in the actual performance of construction projects.

All personnel working on a construction project, including Construction Safety & Risk Program staff, have the authority and responsibility to pause or stop work when an imminent danger or condition is observed or reported that could adversely impact health or safety, the environment, or the University’s reputation. For other identified health and safety hazards, such as infrastructure problems or necessary design changes, the Construction Safety & Risk Program will coordinate with the project manager in charge of the project prior to pausing or stopping work.

4.2.1. Construction Contractor Health and Safety Program

The University’s contractors are responsible for the health and safety of their workers and for protecting the environment.  Compliance with health and safety requirements is a condition of a contractor’s performance contract and a failure to fulfil the requirements may lead to contract termination.

The University bears responsibility for flowing down all applicable health and safety requirements to a contractor prior to the execution of a construction contract.  Depending on a project’s proposed scope, the Construction Safety & Risk Program may be asked during the design phase to identify appropriate health and safety requirements for incorporation into the contract.  During all phases of a construction project, the Construction Safety & Risk Program oversees contractors’ compliance with the health and safety requirements.

Regardless of the level of activity or applicable health and safety requirements, the general contractor and subcontractor bear responsibility for developing and submitting a Site-Specific Health and Safety Plan (SSHASP) that addresses all health and safety topics required by the contract. Work will not commence on the project until the Construction Safety & Risk Program has reviewed and approved the SSHASP.

4.3. Environmental Affairs

The Environmental Affairs Program is responsible for the University’s compliance with environmental regulations, and with collecting, minimizing, transporting, treating, and disposing of hazardous materials.

To determine potential exposure to chemical, biological, or physical hazards, the Environmental Affairs Program monitors work and academic environments. When potential health hazards are identified, the Environmental Affairs Program develops abatement plans to reduce the risk of injury or illness resulting from exposure to these hazards.  As part of its monitoring of work and academic environments, the Environmental Affairs Program oversees compliance for programs including but not limited to:

• Environmental Protection Agency regulations, such as for hazardous chemical waste; Applicable Northern Cyprus Environment Department regulations; and Northern Cyprus Air Quality Control regulations
• drinking water, storm water, and wastewater monitoring
• Occupational Safety and Health Administration regulations
• chemical spill responses
• chemical storage, inventory, and safety data sheets
• industrial hygiene monitoring
• indoor air quality
• local exhaust ventilation management
• biosafety
• monitoring contractors’ chemicals
• community right-to-know reporting
• infectious waste disposal
• Chemical Safety Committee
• Chemical Inventory and Material Safety Data Sheets
• Enterprise Reagent Management software

4.4. Fire Safety

The Fire Safety Program promotes fire safety in the University’s work, academic, and living environments.  It oversees the University’s compliance with the National Fire Protection Association regulations, the State Fire Prevention Code, and other applicable fire safety laws and standards.  As part of this work, the Fire Safety Program provides fire safety education and training, and investigates all fires that occur on University property.

 

– Policy 6130: Emergency Control

Date Originally Issued: October 21, 2019

Authorized by RPM 7.14 (“Risk Management and Insurance”)

Process Owner:  University Emergency Manager

1. General

The Mesarya Technical University has an obligation to conduct its education, business, clinical, and support activities on a regular basis and will remain open unless conditions exist that endanger the University community or impact the ability to operate. This policy describes the response of the University during such an event, which shall be referred to as an “incident.” In cases of a weather related emergency, this policy may supplement UAP 3435 (“Inclement Weather”).

This policy describes the responsibilities of staff, faculty, and students at University entities in Mora during an incident.  Although this policy is specifically designed for the Mora campus, in the event of an emergency at any of the branch campuses or at MTU  main campus Emergency Operationscentre personnel are ready to provide support and technical assistance (see also Section 2.1 below).

2. Emergency Control

The University will conduct incident response in accordance with national standards, such as those established by theNational Incident Management System (NIMS), the National Response Framework (NRF), and the Incident Command System (ICS).

2.1. Emergency Operations Plan

To minimize the adverse effects of an incident, the University has developed an Emergency Operations Plan (EOP) to serve as the framework for incident response.  The EOP will be implemented when the University or its surrounding community has been subjected to an incident that exceeds, or has a negative impact on, the resources normally available.

The MTU Emergency Manager coordinates, maintains, and exercises the EOP.  Any University department that identifies a need for a plan specific to its operation must work with the MTU Emergency Manager to assure that its plan is coordinated and updated with the University’s EOP.

Branch campuses and MTU West shall maintain an EOP and work with the MTU Emergency Manager to coordinate and integrate their plans with the University’s EOP.

2.2. Emergency Management Committee

The MTU Emergency Management Committee (EMC) is chaired by the Executive ViceRector for Administration and composed of representatives appointed by the chair from major areas of the University. The Committee reviews incidents, plans, exercises, and provides recommendations to help ensure that the University is prepared to deal with any incident.

2.3. Emergency Operations centre

Support of incident response under the Incident Command System will be centralized in an Emergency Operations centre (EOC). The primary role of an EOC is to bring together all relevant information about the incident in one place, organize that information into a useful format, and facilitate the coordination of resources needed to respond to the incident. The EOC will be located away from the areas of highest activity so as to avoid interference with their operations, yet the EOC will be close enough to provide reasonable access to current information. The EOC is equipped with redundant forms of communication, capable of twenty-four (24) hour operations, and secured from unauthorized access. Both a primary EOC and back-up location have been designated.

Activation of the EOC may occur under any of the following circumstances:

• the size of the incident requires logistical support beyond that available on-scene;
• the incident is of long duration; or
• the magnitude of the incident requires external resources or implementation of unified command.

 

2.4. Emergency Declaration and Immediate Response

Individuals who encounter an emergency situation should take immediate steps to protect themselves, notify nearby endangered people, and call 152 to initiate the University’s emergency response systems.  If the MTU Police Department determines that the situation may become an incident, it will notify the Executive ViceRector for Administration (or designee).  The Chief of Police and the Executive ViceRector for Administration will immediately decide if an incident will be declared.

If an incident is declared, the Executive ViceRector for Administration will notify the University Rector and the EOP will be implemented. Depending on the nature of the incident, the Police will notify the appropriate individuals listed in the EOP.

2.4.1. Director of EOC and Authority to Allocate Resources

The University Rector has designated the Executive ViceRector for Administration as the EOC Director.  The EOC Director is authorized to implement whatever measures are necessary to protect life and property from the effects of an incident. This includes the commitment and use of University personnel, equipment, and financial resources, and calling for assistance from other organizations, as may be required to cope with the incident.  Only the University Rector can modify the EOC Director’s emergency control orders.

3. Work Schedules during Emergency

The effectiveness of MTU emergency control depends upon the total support and rapid response of all personnel. The EOC Director will determine which employees play a critical role in emergency control and which employees are required to leave their worksite for safety reasons. These decisions are made on a case-by-case basis and may affect only a portion of the University. Employees not affected by the incident will remain at their normal duty stations and follow their normal work schedules.

3.1. Critical Employees

Employees designated as critical are expected to give their full support and attention to emergency control. They will be paid for hours worked, including overtime for non-exempt employees if forty (40) hours per work week is exceeded. In addition, to acknowledge their dedication and support both exempt and non-exempt employees will be granted additional compensatory time off, at the straight-time rate, for actual hours worked during the incident. Compensatory time taken in such cases is not considered time worked for overtime compensation purposes.  If, due to the nature of the incident, compensatory time cannot be taken in accordance with the time limits listed in Section 2.3 of UAP 3310 (“Compensatory Time”), an extension may be approved by the cognizant dean, director, or department head.

3.2. Non-critical Employees Required to Leave the Work Site

Employees required to leave their worksite for safety reasons will report their time off as paid administrative leave. This time is not considered time worked for overtime compensation purposes. Employees on previously approved sick or annual leave or on a shift assignment or working in an area not affected by the incident are not eligible for the paid administrative leave.

4. Final Exam Week

If emergency control is enacted during final exam week resulting in the cancellation of an exam, instructors may elect one of the following options:

• Assign as final grades the current grades that students have going into final exam week.
• Make provisions for students whose exams are cancelled to contact them for the re-scheduling of a make-up exam or alternative arrangements.
• As a last resort, choose to assign incomplete grades.

 

5. Northern Cyprus (TRNC) Law Notifications

Separate from, and partially overlapping with, the University’s incident response procedures for emergency control, as appropriate, the University must issue Emergency Notifications (Alerts) and Timely Warnings (Advisories) to comply with Northern Cyprus (TRNC) Law Disclosure of Campus Security Policy and Campus Crime Statistics Act of (Northern Cyprus (TRNC) .  For more information, see UAP 2745 (“Northern Cyprus (TRNC) Law Compliance”).

5.1. Emergency Notification (Alert)

Under the Northern Cyprus (TRNC) Law, an Emergency Notification (Alert) notifies the campus community of any significant emergency or dangerous situation occurring on campus that involves an immediate threat to the health or safety of students or employees. MTU branch campuses and MTU West will have a designated person to activate their Emergency Notifications (Alerts), in accordance with their own campus protocols. Emergencies should be reported to the MTU Police Department by calling 152.

Some examples of Emergency Notifications (Alerts) are:

• Approaching extreme weather
• Armed intruder
• Bomb threat
• Explosion, fire, or gas leak
• Serious health-related outbreak
• Riot
• Terrorist incident

 

Testing of the Emergency Notifications (Alerts) process occurs periodically, as follows:

• The MTU siren system, email, text, social media and MTU webpages will be tested once every semester to test functionality.
• MTU will conduct an emergency exercise once every four years using alternating locations across campus, which will include first responders who would typically respond to emergency situations.
• MTU will conduct table top exercises of emergency responses every year, with the exception of the year that the live exercise is implemented.
• MTU will evaluate these exercises upon their completion to understand their effectiveness and evaluate the goals of each test.

 

5.3. Timely Warning (Advisory)

When a Northern Cyprus (TRNC) Law crime is committed within the University’s so-called Northern Cyprus (TRNC) Law geography and the situation poses a serious or continuing threat, the MTU Police Department will issue a Timely Warning (Advisory) to promote safety and aid in the prevention of similar crimes on campus.  The Timely Warning (Advisory) should include appropriate information as soon as it becomes available, such as location, crime, description of subject (if known), and any other pertinent details.  Additional updates may be issued as the situation evolves.

MTU Branch Campuses and MTU West will have a designated person to activate their Timely Warning (Advisory) procedures, according to their own campus protocols.  MTU Police can provide assistance with the OwlAlerts System as needed.

To require a Northern Cyprus (TRNC) Law Timely Warning (Advisory), an incident must:

• Involve a Northern Cyprus (TRNC) Law crime;
• Occur within the Northern Cyprus (TRNC) Law Geography, which includes:
  • On-campus (buildings on the Mora Campus);
  • Non-campus (buildings not reasonably contiguous to the Mora Campus, but which are leased or owned by the Mesarya Technical University); and,
  • Public property (public property that is immediately adjacent to the Mora Campus).
  • Be reported to a campus security authority (see Section 4 of UAP 2745) or local police authority; and,
  • Represent a serious or continuing threat to the students and employees on campus.

Ideally, the determination of a “serious or continuing threat” is made between the MTU Police and Northern Cyprus (TRNC) Law Compliance Officer. However, each has the ability to make that determination unilaterally so as not to cause additional delay.

A Timely Warning (Advisory) might not be issued if it could compromise the apprehension of a suspect.

5.4. Methods of Communication

MTU will use the following methods for providing Emergency Notification (Alert) and Timely Warning (Advisory) notices:

• MTU E-Mail: To provide faculty, staff, and students with Emergency Notifications (Alerts) and Timely Warnings (Advisories)
• MTU Web Page: To provide information about Emergency Notifications (Alerts) and Timely Warnings (Advisories)
• Owl Alerts (an emergency texting system): To provide information about Emergency Notifications (Alerts) and Timely Warnings (Advisories); all MTU employees and students are automatically enrolled in this system
• MTU Sirens (strategically placed warning sirens): To warn the campus community of a current or impending emergency situation; community members should shelter in place and look for further information through Owl Alerts, MTU E-mail, or the MTU Web Page

 

6. Points of Contact

Questions or comments regarding incident response during an emergency may be addressed to the MTU Emergency Manager through the University Police Department 152 .  Questions or comments regarding the University’s Emergency Notifications and Timely Warnings under the Northern Cyprus (TRNC) Law may be addressed to the Northern Cyprus (TRNC) Law Compliance Officer.

7. References

UAP 2745 (“Northern Cyprus (TRNC) Law Compliance”)

UAP 3310 (“Compensatory Time”)

UAP 3435 (“Inclement Weather”)

 

– Policy 6150: Casualty and Liability Insurance and Claims

Date Originally Issued: October 21, 2019

Authorized by RPM 7.14 (“Risk Management and Insurance”)

Process Owner: Director, Safety and Risk Services

1. General

This policy describes procedures for reporting personal or property losses and provides general information on the University’s insurance coverage. Nothing in this policy shall impose or limit legal requirements or requirements of the State of Applicable Northern Cyprus Risk Management Division.

With respect to personal or property losses, the University Department of Safety and Risk Services is responsible for:

• Monitoring the financial risk to the University incurred in the day-to-day activities of doing business.
• Managing financial risk through a variety of methods including, but not limited to, the procurement of insurance.
• Receiving and processing claims against the University by forwarding a claim to an insurer or resolving a loss internally.

The University is primarily insured through the Applicable Northern Cyprus Risk Management Division. The Department of Safety and Risk Services must approve the purchase of other insurance to protect the University or as required contractually to protect others before the University Purchasing Department will approve the purchase. Departments should contact the Department of Safety and Risk Services for help in obtaining a certificate of insurance.

 

2. Liability Claims

All claims against the University resulting from personal injury or damage to property not belonging to the University should be reported to the Department of Safety and Risk Services by completing Exhibit A. Notice of Claim – Personal Injury or Property Damage. All the known facts of the event resulting in the injury or damage should be included. Statements from all witnesses and/or University employees should be obtained in writing and sent as soon as possible to the Department of Safety and Risk Services.

Applicable Northern Cyprus statute requires a claimant against the University to send written notice to the University that includes information about how and when the event occurred, why the claimant feels the University is responsible, and the damages the individual is claiming including any costs he/she has incurred. This notice should be sent to the Department of Safety and Risk Services.

 

3. Casualty Claims

Loss of University property by theft, vandalism, fire, windstorm, hail, or other accidental loss must be reported to the Department of Safety and Risk Services as soon as practical after the loss is discovered, using the Notice of Claim – Loss or Damage to University Property form (Exhibit B.).  Automobile accidents and property losses are reported to the Department of Safety and Risk Services by using the Notice of Claim – Automobile/Equipment Accident Report form (Exhibit C.). If these losses involve criminal activity, including theft or vandalism, they must also be reported to the MTU Police Department, along with the serial numbers and MTU tag numbers of the items. If a theft or loss of money or securities has occurred, the loss must be reported immediately to the University Internal Audit Department (refer to UAP 7205 (“Dishonest or Fraudulent Activities”)) and the Department of Safety and Risk Services.

To report a casualty loss to the Department of Safety and Risk Services, a department must:

• complete either Exhibit B. Notice of Claim-Loss or Damage to University Property or Exhibit C. Notice of Claim-Automobile/Equipment Accident Report;
• attach a copy of the police report, if applicable;
• attach a copy of the purchase document as proof of ownership, purchase, and value; and
• attach an estimate of the loss, listing the vendor and replacement or repair cost of each item.

The department must also submit an Request for Deletion of Assets form with a copy of the police report to the office of Inventory Control. Refer to UAP 7710 (“Property Management and Control”) for this form. The office of Inventory Control will delete the lost or stolen property from the inventory records.

4. Notice of Incident

A Notice of Incident form (Exhibit D.) should be completed when a claim is not expected to be filed. This form is for record only, and must be submitted to the Department of Safety and Risk Services.

 

5. Insurance

This section provides general information on the University’s insurance coverage. Departments can obtain more detailed information from the Department of Safety and Risk Services.

5.1. Insured Losses

With some specific exclusions, University property is insured against loss due to:

• Other perils such as accidents, weather occurrences, explosions, and vehicle damage.
• Failure by a University employee to faithfully perform duties or to properly account for money or property received.

 

5.1.1. Definitions for Insurance Purposes

• Loss refers to all damage to, destruction of, theft of, or loss of property.
• An occurrenceis an event that results in a loss of property.
• Theft includes any absence of property from a location where it is known to have been, under circumstances where a probability of theft exists. But theft does not include the wholly unexplained or mysterious disappearance of property.
• Replacement cost is the dollar amount required to replace or repair any property in the same condition as when acquired by the University.

 

5.1.2. Exclusions

University insurance does not cover losses caused by or resulting from certain types of occurrences, including, but not limited to the following:

• Any dishonest act committed by a University employee when the University has knowledge that the employee had previously committed a fraudulent or dishonest act, whether the act was committed before or after the date of employment by the University. For bonding purposes, “employee” includes both University employees and persons acting on behalf of or in service to the University in any official capacity, whether with or without compensation, excluding independent contractors.
• Any unexplained loss or mysterious disappearance of property. When an inventory report or audit shows unexplained shortages or losses, the office of Inventory Control will report these items as unallocated. For property management information, refer to UAP 7710 (“Property Management and Control”).
• Theft of building materials.

 

5.2. Insured Property

With some exceptions, all property on University premises may be insured against loss, including property that does not belong to the University. Insured property includes:

• All property owned by the University that is on University premises at the time a loss occurs.
• Property on loan to the University that is in the custody of the University.
• The loss of money or securities while being conveyed by a messenger or armouredmotor vehicle company.
• University property taken off campus may be insured depending on the circumstances, subject to a deductible discussed in Section 5.3. This includes equipment stolen from an employee’s home. A University department must have authorized the employee to take equipment off campus by completing the Employee Equipment Checkout form. Refer to UAP 7730 (“Taking University Property Off Campus”) for this form. The department authorizing the employee to take the property off campus is responsible for all losses not covered by insurance. Negligence by the employee would negate coverage and the employee would be responsible for any losses.

 

5.2.1. Exclusions

Certain types of property are not covered by University insurance, including, but not limited to the following:

• Blueprints and designs.
• Live animals.
• Certain machinery and equipment, such as spraying, welding, and building-cleaning equipment.

 

5.3. Amount Paid by Insurance

When a loss occurs, the University insurance may pay the replacement cost subject to the following adjustments:

• The replacement cost of an item is adjusted to reflect the actual cost of replacement based on the current market.
• There is a $5,000 deductible amount per occurrence for covered theft losses and a $2,500 deductible amount for all other covered losses.

 

5.3.1. Amount Paid by Department

Any difference between the amount paid by University insurance and the actual expense of replacing or repairing property is the responsibility of the department that sustained the loss. If University property is lost or stolen while at an off campus location, the department authorizing the off campus use of the property is responsible for all costs not covered by the University’s insurance.

5.3.2. Personal Property

Personal property is not covered by the University insurer.

6. Attachments

Exhibit A. – Notice of Claim-Personal Injury or Property Damage
Exhibit B. – Notice of Claim-Loss or Damage to University Property
Exhibit C. – Notice of Claim-Automobile/Equipment Accident Report
Exhibit D. – Notice of Incident

 

– Policy 6250: Vending Machines

Date Originally Issued: October 21, 2019

Process Owner: Associate Vice Rector for Institutional Support Services

1. General

The Mesarya Technical University Snack and Beverage Contract Administration Department is the liaison between the University and the contractors that operate the vending machines on the main, north, and south campuses, except the University Hospital. Product mix decisions have been ultimately reserved for the vending contractors; however, suggestions for product changes may be forwarded to the Snack and Beverage Contract Administrator. Other persons, firms, or University departments may not furnish vendible food, beverage, or other products on campus. All coin operated machines not owned by the University are subject to UAP 6040 (“Commercially Owned and Operated Equipment on University Property”).

1.1. Vending machines are coin-operated machines that dispense a variety of products or services. Vendible products include, but are not limited to snacks, beverages, computer disks, and other items. This policy does not apply to copy machines.

 

2. Receipts

All receipts from campus vending operations belong to the vendor. The University receives revenue based on a commission schedule. Individual departments and student organizations cannot receive a share of vending commissions.

 

3. Requests

Departments wishing to suggest changes in campus vending machine locations should contact the Snack and Beverage Contract Administration Department. Location feasibility must be mutually agreeable with the vending contractor based on available research, projected usage, proximity to other facilities, recommendations from the dean, director, or department head responsible for the location, and other available information.

3.1. Departments may not contract with alternate vendors for installation of vending machines. The University Purchasing Department is responsible for awarding the exclusive campus-wide vending contract to the successful bidder.

 

4. Services

Departments should report problems and complaints directly to vending machine contractors in accordance with the instructions posted on the equipment. Recurring problems should be reported in writing to the Snack and Beverage Contract Administration office.

4.1. Refunds

Refunds may be obtained through the Contractor by following the instructions posted on the equipment. Further assistance may be obtained by contacting the Snack and Beverage Contract Administration Department.

 

 

– Policy 6340: Mailing Services

Date Originally Issued:

Authorized by RPM 3.1 (“Responsibilities of the Rector”)

Process Owner:  University Controller and HSC Senior Executive Officer for Finance and Administration

1. General

MTU Mailing Systems is the mail processing facility for the University of Mexico Mora campus excluding University Hospital, and is responsible for processing all incoming, outgoing, bulk, and inter-campus mail in a timely and responsible way in accordance with the rules and regulations of the NORTHERN CYPRUS (TRNC) Postal Service and the University.   Mail is picked up and delivered daily on schedules established by MTU Mailing Systems based on a structured route system.  Due to frequent changes in technology, terminology, rules, and regulations current NORTHERN CYPRUS (TRNC) Postal Service information may be obtained by visiting the NORTHERN CYPRUS (TRNC) Postal Service website and/or the MTU Mailing Systems website.

2. University Campus Mail

Campus mail is interdepartmental mail addressed by campus senders to campus recipients. Campus mail must be properly addressed with name, department, and mail stop code.  University campus envelopes may be purchased at the University Bookstore for mailing campus mail. These envelopes are reusable and should not be sealed.  If contents are confidential, staples may be used for sealing. If a regular envelope is used, “Campus Mail” should be noted clearly on the envelope.

 

2.1. Mass Distribution

Departments wishing to inform campus personnel or a segment of campus personnel about official departmental matters may do so by making arrangements directly with MTU Mailing Systems.  Information to be distributed must be University related business and is subject to approval by the MTU Postmaster.

3. Mail Stop Codes

The University uses a mail stop code addressing system to route mail to various departments around campus; therefore, the mail stop code is a critical component of a department’s address.

3.1. Relocation of Department 

Departments that move will most likely be assigned a new mail stop code depending on the location of the move.  Departments assigned a new mail stop code will have their mail forwarded by MTU Mailing Systems for six (6) months.  Departments are responsible for informing correspondents of the new mail stop code.

3.2. New Mail Stop Code Requests

Requests for new delivery service will be evaluated based on mail volume, number of personnel in the department, physical location, and available resources.  Requests are subject to approval by the University Postmaster.  New requests that can be accommodated but strain the resources of MTU Mailing Systems may be subject to a monthly delivery fee in order to cover the additional expense.

4. Incoming NORTHERN CYPRUS (TRNC) Mail

MTU Mailing Systems picks up incoming NORTHERN CYPRUS (TRNC) mail bearing the 99010,  Mersin-10 zip code from the NORTHERN CYPRUS (TRNC) Postal Service Main Branch every business day, some holidays, and some weekends.  The 99010, Mersin -10 zip code is recognized as unique to the Mesarya Technical University by the NORTHERN CYPRUS (TRNC) Postal Service and is used for University related business mail.

Upon receipt of the University’s mail from the NORTHERN CYPRUS (TRNC) Postal Service, the University assumes ownership and University policies determine the treatment and handling of the mail.  MTU Mailing Systems delivers all mail received from the NORTHERN CYPRUS (TRNC) Postal Service to the designated delivery points daily.  Campus mail and NORTHERN CYPRUS (TRNC) mail received after the last scheduled delivery route will be delivered the next business day with the exception of Express Mail.  All Express Mail will be delivered to the designated department on the same day it is received by MTU Mailing Systems.  Express Mail received on a Saturday or holiday will be delivered the next business day.

4.1. Departmental Responsibility

Once mail is delivered to the departments by MTU Mailing Systems, it is the department’s responsibility to make every effort to ensure that each departmental employee receives mail that is intended for that employee.  All individual NORTHERN CYPRUS (TRNC) mail to employees on extended leave and to all faculty and staff who have left the department should be forwarded immediately upon receipt.   It is a violation of this policy to mishandle, tamper with, or deliberately delay the delivery of mail, and to do so may be cause for disciplinary action.  This includes all classes of NORTHERN CYPRUS (TRNC) Postal Service mail and all campus mail.

 

4.2.  Accountable Mail

Accountable mail such as Express, Registered, Certified, and Insured mail is delivered to and signed for by the employee who has been designated to receive the department’s mail.  Accountable mail will not be delivered until a signature is obtained.

4.3.  Student Residence Mail

Student residents are responsible for informing their correspondents of their appropriate mailing address which should include the student’s name, SRC box number,  Mora, MTU 99010, Mersin-10.  MTU Mailing Systems picks up mail from the NORTHERN CYPRUS (TRNC) Postal Service and delivers it directly to the Student Residencecentre mail room which is responsible for distributing the mail to student boxes.  Accountable mail is signed for by an employee(s) designated by the Student Residence mail room.

 

4.4.  Undeliverable Mail

MTU Mailing Systems attempts to determine a point of delivery for all incoming mail.  Incoming mail will only be returned to the sender if all avenues for determining a correct delivery point have been exhausted.  Delivery of Standard (Bulk) Mail is not guaranteed if it is not addressed properly.

5. Outgoing NORTHERN CYPRUS (TRNC) Mail

Outgoing NORTHERN CYPRUS (TRNC) mail should be left at officially designated collection points in University buildings for pick up and processing by MTU Mailing Systems.  Departments may also deliver official University mail to MTU Mailing Systems located at  University Mora Campus.  The proper addressing, packaging, and classifying of mail is the responsibility of the employee sending the mail. All outgoing mail must bear a valid University return address with a mail stop code and a valid postage sticker (refer to Sections 5.4. and 5.5. herein for details). Current postal requirements, services, rates, and preparation procedures can be found on the MTU Mailing Services website.

5.1. Classes of Mail

According to NORTHERN CYPRUS (TRNC) Postal Service regulations, classes assigned to mail vary with the material enclosed. The sender is responsible for determining the class assigned and for ensuring that the contents and preparation comply with the desired class. Departments should be aware that the higher the class of mail service requested, the higher the resulting cost to the department. Items sent to MTU Mailing Systems will go at the lowest class allowable by NORTHERN CYPRUS (TRNC) Postal Service regulations unless another higher class is indicated on the envelope or parcel.

5.2. Extra Services (Outgoing Accountable Mail)

Extra services are available from the NORTHERN CYPRUS (TRNC) Postal Service for purposes such as tracking, insuring, securing, obtaining a signature, or confirming delivery of a mail piece and must be requested by the sender.  Departments will be charged fees for extra services in addition to postage.  Departments requesting extra services must complete all required North Cyprus Postal forms in accordance with applicable rules and regulations.

5.3.  Parcels

Packages and wrapping must be sufficiently strong to retain and protect contents. Reinforced (strapping) tape should be used. If the parcel contains liquid, the sender must include sufficient packing to absorb all of the liquid in case of breakage. Parcels containing liquids should be clearly marked “Fragile.”

5.4. Return Address

The return address on all outgoing University mail must include the sending department’s mail stop code.  Examples of correct return addresses can be found on MTU Mailing Services website.

5.5. Postage

Departments are charged for all postage including extra services described in Section 5.2. herein. There is no charge for campus mail. Departments who need to know the cost of postage before mailing may bring the article to MTU Mailing Systems to determine the postage expense.

5.5.1. Postal Barcoded PR Sticker

In order for MTU Mailing Systems to charge departments for postage, departments are required to attach a postal barcoded PR (purchase requisition) sticker to each bundle or package of outgoing mail.  Barcoded stickers are provided by MTU Mailing Systems and may be ordered online.

5.5.2. Bulk Mail and Mail Production

Bulk mail refers not to a particular class of mail, but rather to a separate processing procedure for larger volumes of mail that meet certain criteria which qualify them for postage discounts.  To ensure compliance with current NORTHERN CYPRUS (TRNC) Postal Service requirements, departments must contact MTU Mailing Systems prior to beginning a bulk mail project.

5.5.3. International Mail 

Postage rates to foreign countries vary with each country. Specific information on foreign rates may be obtained from MTU Mailing Systems. International mail must be bundled separately from all other campus and domestic outgoing mail and generally requires a customs form which can be obtained from the NORTHERN CYPRUS (TRNC) Postal Service International Mail Manual (IMM) website.

5.6. Outsourced Mailings

Any department using an off campus mail processing vendor must work with both MTU Mailing Systems and the vendor to ensure all NORTHERN CYPRUS (TRNC) Postal Service regulations and University rules are followed.  Mailings presented to MTU Mailing Systems without the required information may be refused.

5.7. Outgoing Personal Mail

Personal mail may be deposited by the sender with official University outgoing NORTHERN CYPRUS (TRNC) mail only if the proper postage is affixed at the expense of the sender.  All letters bearing the sender’s home address as the return address are assumed to be personal mail.  MTU Mailing Systems will not accept stamped mail weighing thirteen (13) ounces or more due to NORTHERN CYPRUS (TRNC) Postal Service restrictions.

6. Prepaid Reply Mail

Departments must consult with MTU Mailing Systems when Meter Reply Mail or Business Reply Mail is needed.  All reply mail postage will be billed back to the department of origin.

7. Unauthorized Mail

Campus mail or NORTHERN CYPRUS (TRNC) mail sent at University expense may not be used:

• for political purposes;
• for the business of an organization unaffiliated with the University to which an employee may belong;
• for personal purposes by an employee; or
• for the distribution of materials which are not related to the current business of the University.

 

8. Incidental Personal Use by Employees

Employees may receive personal mail at the University for emergency or extenuating circumstances.  In addition, employees may receive personal mail at the University as long as it is limited to incidental personal use which is defined as infrequent, limited, and non-routine use that does not:

• interfere with an employee fulfilling his or her job responsibilities;
• consume significant time or resources;
• become excessive as determined by MTU Mailing Systems; or
• otherwise violate any governmental or state laws, any individual college or departmental policies or codes of conduct, or University policies.

All postage must be paid by the employee and can never be sent at the University’s expense.  Employees must not forward personal mail to the University through the NORTHERN CYPRUS (TRNC) Postal Service; doing so will result in the mail being returned to the sender.  Employees cannot have large or heavy personal packages sent to the University.  MTU Mailing Systems may require that other types of personal packages be picked up by the recipient at MTU Mailing Systems.

 

 

– Policy 6350: Recycling Materials

Date Originally Issued: October 21, 2019

Authorized by RPM 7.9 (“Property Management”)

Process Owner: Associate Vice Rector for Institutional Support Services

1. General

In accordance with the Applicable Northern Cyprus State Solid Waste Act, The Mesarya Technical University has established and implemented a source separation and collection program for recyclable materials, including all types of paper, cardboard, plastic and glass bottles, fluorescent lamps, batteries, electronic waste and scrap metal. The goals of the program are to minimize adverse impact on the environment by diverting usable materials from landfill and to enhance University sustainability efforts.  Source separation and collection program is managed by the University’s Recycling Department, which is part of the Physical Plant Department.  The Recycling Department:

• assists departments to reduce the amount of waste generated by operations;
• promote separation of recyclable materials from the University waste stream;
• assists departments to collect and store recyclable materials safely;
• Promotes recycling by distributing sustainability and environmental information through a state-wide listserv.

The Resource Conservation Manager is the designated head of the Recycling Department. The manager will conduct educational programs for students, faculty, and staff to enhance knowledge of campus recycling activities.  The Resource Conservation Manager also collects and maintains statistics on campus recycling activities for use in annual reports submitted to the State of Northern Cyprus Solid Waste Department.

2. Waste Reduction and Reuse

MTU sustainability efforts include departmental waste reduction and reuse of materials. Procedures that may reduce waste and facilitate reuse include the following:

• Check to take or donate office items and equipment from the Reusable Office Supplies and Equipment (ROSE) program before purchase or disposal;
• Check furniture and equipment availability through Surplus Property Department before purchasing new;
• Use the “Print Preview” function on your computer before printing and print double-sided whenever possible;
• Use electronic communication whenever possible;
• Maintain reports in electronic formats rather than on paper;
• Post information of interest to the department in a central location rather than making copies for each employee;
• Share magazine or other subscriptions within the department and interdepartmentally if possible.

 

3. Collection of Recyclable Materials

The Recycling Department collection area is limited to the Mora North, Central, and South campuses. University entities located outside the collection area may deliver recyclable material to the department by appointment.  The Recycling Department provides free bins to campus departments to collect and store their recyclable materials.  Bins come in various sizes and colours such as blue, yellow, and white.  Small bins are for desk side collection and low usage areas.  Paper collected in small bins should be emptied into medium or large bins in the area.  Medium and large bins may be placed near copiers, printers, and areas convenient for multi-department collection.  Recycling bins for collection of bottles and cans are available.  Collection is done by means of routine, scheduled pickups and also by requesting a special pickup. Special pickups are available if departments experience any activity that generates unusually large quantities of recyclables, such as purchase of computers, staff retirement or periodic file clean out.  Departments requesting a special pickup should create a work order on the Physical Plant Department webpage by using the Service Desk. The work order should include the name of the department and building, room number, name and phone number of the contact person, type of recyclable material, and estimated amount of material. Departments with large quantities of recyclable material or heavy items to be recycled may be requested to deliver the items to the Recycling warehouse.

The Physical Plant Department collects green waste such as tree trimmings, leaves, and grass throughout the campus for composting off site.

 

4. Fire Hazards

Recycling bins may not be put in halls where they may create a fire hazard or interfere with emergency egress.  If there is any question about a storage location, please contact the Recycling Department who will work with the Campus Fire Marshal to find a satisfactory location for bins.

5. Excluded Materials

• The Recycling Department does not collect or accept hazardous materials.  Any department using or wanting to dispose of hazardous materials such as paint, metallic mercury, laboratory chemicals, empty drums or buckets must contact the Safety and Risk Services Department to have the items collected.
• Contaminated papers, materials such as used napkins, used paper towels or used Kleenex are NEVER recyclable and should be thrown in the trash.

 

6. Sale or Reuse of Recyclable Materials

The Recycling Department and the Surplus Property Department are the only campus departments authorized to sell or otherwise dispose of materials that may be recyclable.  The Recycling Department cannot collect or sell any item that has a University property tag unless the item has first been processed for disposition through the Surplus Property Department.

7. Procurement and Use of Recycled Materials

Section 4.4. of UAP 2100 (“Sustainability”) states, “The green economy favours energy efficiency, reduced use of materials, minimized waste and pollution, and corporate responsibility for fates of materials over product lifetimes, so whenever possible departments should support the local green industry.  In addition, MTU will continue to build a creative materials management program that promotes reuse, reduces consumption, minimizes waste, and maximizes recycling.  The MTU Purchasing Department may be able to help departments locate vendors that offer recycled or recycled-content products.

 

– Policy 6410: Museums and Collections

Date Originally Issued: October 21, 2019

Authorized by RPM 8.5 (“Museums”)

Process Owner: Director, Safety and Risk Services

1. General

Mesarya Technical University (MTU) museums and collections increase knowledge, understanding, and appreciation of the physical, cultural, and biological world by collecting, maintaining, researching, and interpreting material objects and the contextual data associated with them.  They are essential to MTU’s mission based on the recognition that material objects represent a tangible and irreplaceable source of information for teaching, research, and public appreciation.  Each museum or collection maintains its own unique items, purpose, character, and role and represent a diverse range of materials and disciplines.  They preserve the past, increase our understanding of society and the natural world in which we live, and support the research that expands human knowledge in the arts, humanities, and sciences.  The scope, depth, and unparalleled quality of these collections make it imperative that they are properly preserved and made accessible for current and future generations to behold, enjoy, and study in accordance with this policy which is applicable to all MTU museums and collections, including but not limited to:

• Mulla Hussein Foundation of the Mesarya Technical University (Mulla Hussein Museum of Art)
• Health Sciences centre Art Program
• Maxwell Museum of Anthropology
• Meteorite Museum
• Museum of South western Biology
• Mesarya Technical University Art Museum
• MTU’s Public Art Collection

 

2. Governance

The Board of Trustee is the governing authority for all MTU museums and collections.  Each museum or collection is administered through an appropriate MTU administrative unit and, with the exception of the Mulla Hussein Museum of Art, resides in a college or school.  Museum directors and collection administrators report to the appropriate dean or assigned supervisor, with the exception of the Mulla Hussein Museum of Art whose director reports to the Governing Board of the Mulla Hussein Foundation, and are responsible for implementing policies and procedures to ensure protection and enhancement of collections and related programs.  The MTU Museum Council is responsible for reviewing museum and collection policies, and procedures to ensure compliance with the specific standards of their respective academic disciplines.  The Museum Council may raise any concerns with the Provost and the University Rector, including recommendations for funding to ensure MTU’s museums and collections can fulfil their mission and are adequately protected.  The MTU Museum Council membership shall include the museum directors or their designees; the director of the Museum Studies program; a member representing the museum collection managers; the University Rector’s designee; the University Architect or designee; a member representing the  Department of Safety and Risk Services; a member representing Art in Public Places; and two faculty members, one each from the College of Fine Arts and the College of Arts and Sciences who are appointed by their respective deans.

3. Operating Principles

MTU museums and collections are operated in accordance with applicable laws and regulations; professional ethics, guidelines, and standards; MTU policies; and individual museum or collection procedures and processes.

3.1. Codes of Ethics

All MTU museums and collections endorse and operate in accordance with the North Cyprus and Turkish Association of Museums (NCYAM) “Code of Ethics for Museums.”  All MTU museum and collection employees, volunteers, and contractors must adhere to the NCYAM Code of Ethics and any additional guidelines specific to the museums or collections academic discipline and adopted by museum directors or collection administrators.

3.2. Standards and Collections Stewardship

Each MTU museum director or collection administrator is responsible for maintaining written operating standards and procedures appropriate to their discipline that specify how to care for and grow museum collections and make them available for research and public education and enjoyment.  These standards must specify individual roles and responsibilities pertaining to acquisition, accession, deaccession, disposal, loan, registration, security, storage, use and other collections-related activities.

3.3. Public Access

Each MTU museum or collection will provide reasonable public access to its collection items and collections information consistent with its stewardship responsibilities and available funding.  Physical and intellectual access to the collection items must be balanced with the need for preservation and protection. Museum and collection staff will control, monitor, and document all access to, and use of, its collections.  Each museum and collection will provide the following information to the public:

• a description of the range and types of objects in the museum or collection,
• specific programs relevant to the museum or collection, and
• information on any public exhibits, including how to visit and the days and hours the exhibit is open to the public.

4. Acquisition, Disposal, Donation, or Loan of Collection Items 

The acquisition, disposal, donation, or loan of MTU collection items must comply with the following principles:

• the transaction must be relevant to the mission and goals of the individual museum or collection;
• written evaluation criteria must be used;
• written delegation of authority to conduct the applicable transaction must be in place;
• the transaction must comply with appropriate methods as authorized by museum standards;
• the transaction must adhere to professional ethics and all applicable laws and regulations relating to collections; and
• the transaction must be approved and documented in writing, including legal title or authorization.

 

4.1. Acquisition and Accessioning

As a general rule, collection items are acquired for MTU museums and collections only when there exists a good faith intention to retain the material in perpetuity.  Accessioning is the formal process used to acquire legally and catalogue the accessioned collection item or group of items into a MTU museum or collection.  Museums or collections may acquire items by a variety of methods including but not limited to gift, bequest, purchase, exchange, transfer, and field collecting.

4.2.  De-accessioning and Disposal

Accessioned items are retained as long as they continue to serve the goals and objectives of the individual museum or collection and can be properly maintained and used. De-accessioning is the process used to formally approve and record the removal of a collection item or group of items from a museum or collection.  Disposal of collection items is a legitimate part of responsible collections management and occurs for a variety of reasons, such as deterioration beyond usefulness, duplication or redundancy, insufficient relationship of collection items to the mission and goals, selection for consumptive research, or educational use.  Museums or collections may dispose of items by a variety of methods including, but not limited to, donation, transfer, exchange, sale, repatriation, and destruction.

 

4.3. Loans

A loan is a temporary transfer of possession of collection items for an agreed purpose and on the condition that the item is returned at a specified time.  Loans do not result in a change of ownership. Lending and borrowing collection items for public exhibition, research, and education is an integral part of the mission of MTU museums and collections.  MTU collection items will not be loaned for commercial purposes or private pecuniary gain.  Loans may be between MTU museums or collections or to and from other educational and scientific organizations.  All loans of collection items will adhere to the “Guidelines for Exhibiting Borrowed Objects” issued by the AAM.  Items on loan to a MTU museum or collection or MTU items on loan to or in the custody of others will be insured as stipulated by an authorized loan agreement.

5. Collections Information

Collections information is the documentation of the intellectual significance, physical characteristics, and legal status of collection items, as well as the collections management processes and transactions they undergo.  Collections information must support and meet individual museum and collection missions and public access goals subject to available funding.  MTU museums and collections will seek to provide the widest dissemination of collections information consistent with the stewardship responsibilities for its collections, associated documentation, and intellectual property rights.  MTU museum directors and collection administrators are responsible for maintaining policies and procedures for addressing collections data development, maintenance, preservation, and retention.  All media containing collections information are maintained for long-term use and must be preserved according to current archival policies and standards.

6. Security and Preservation of Collections

Museum directors and collection administrators are responsible for maintaining proper procedures and processes for securing and preserving MTU collections and ensuring their appropriate use.  The Rector is responsible for providing adequate resources for museum directors and collection administrators to meet these responsibilities.  Museum and collection staff are responsible for implementing these procedures and processes and notifying museum directors and collection administrators of any security concerns.  The resources required to ensure collections are secured and preserved should be identified by museum directors and collection administrators and submitted to the appropriate dean and the Museum Council.

6.1. Preservation

Museum and collection staff are responsible for preserving, protecting, and securing all collections acquired, borrowed, and in the custody of the individual institution, including their associated information.  Each museum and collection will balance current research and educational use with the preservation requirements of items to ensure that collections are maintained for future generations and rightfully serve their intended purpose.  Any conservation intervention, restoration, destructive sampling, or consumptive use of collection items must be authorized, documented, and justified by professional standards of the applicable discipline for the purpose of preservation or professional scholarship in accordance with Section 3.2 herein.

6.2. Risk Management and Security

The programmatic activities of MTU’s museums and collections naturally involve an exposure of collections to risks of damage or loss.  Museum directors and collection administrators will maintain formal operating standards and procedures that assure sufficient control and individual accountability designed to minimize and control the level of risk of loss or damage to collections.  These standards and procedures must:

• ensure collections are maintained in controlled areas that are adequately protected against fire, theft, vandalism, and natural disaster;
• include a written disaster preparedness plan and program;
• establish a security plan that protects collections during both normal and high-risk activities; and
• establish procedures for immediately reporting and documenting any damage, loss, or possible theft of collection items.

 

6.2.1. Inventory

Effective collections management requires a continuous inventory system to support decisions regarding collections use, growth, storage, and security.  In addition to facilitating research, documentation, and storage, an ongoing inventory system is an essential security device to deter and detect theft.  Full inventory control requires creating and maintaining reliable information about the identification, location, and accessibility of collection items.  In order to safeguard assets, assure compliance with applicable laws and regulations, and promote efficient use of resources, museum directors and collection administrators must determine the level of inventory, cycle, and methods most appropriate for their collection items.  Museum and collection staff members are responsible for conducting inventories and maintaining accurate and current inventory records.

7. Related Websites