Introduction and Responsibility
Albion College is committed to maintaining the highest ethical standards. All members of the College community have a responsibility to report violations or suspected violations of laws, regulations, College policy or procedure, inappropriate behavior regarding business practices, accounting or bookkeeping, or use of institutional resources. The College has a responsibility to investigate and report to appropriate parties allegations of suspected improper activities and to protect those employees, who, in good faith, report these activities to the proper authority.
Normally, a report by a College employee of allegations of suspected improper activity should be made to the reporting employee’s immediate supervisor or other appropriate administrator or supervisor within the operating unit. However, when there is a potential conflict of interest, such reports may be made outside of the traditional reporting mechanism. Reports may be made in person, by mail or via the Campus Conduct Hotline©. Such a report is known as a protected disclosure. College employees and applicants for employment who make a protected disclosure are protected from retaliation. The Campus Conduct Hotline© system is available for use around the clock, seven days a week. Because the Hotline is operated by an independent organization, any tips made through this Hotline are completely confidential and anonymous. The Campus Conduct Hotline© can be reached, toll-free at (866) 943-5787. Communications made in person may be made to Internal Audit.
Submit written reports in a sealed envelope directed to Internal Audit marked “Confidential – Fraud Policy”. Sufficient information should be provided in order that an investigation may be conducted. This report may be submitted anonymously. Written reports will be forwarded, unopened, to the Chairman of the Audit and Compliance Committee of the Albion College Board of Trustees.
Process of Investigation
Allegations will be forwarded to the Chair of the Audit and Compliance Committee of the College’s Board of Trustees who will initiate the investigation. The Audit and Compliance Committee may enlist outside legal, accounting, or other advisors, as appropriate to conduct any investigation. If the investigation establishes that a violation of law, external regulation or College policy occurred, appropriate action will be based upon law and College policy.
Protection to whistleblowers and penalties to retaliators
Whistleblowing complaints will be handled with sensitivity, discretion, and confidentiality to the extent allowed by the circumstances and the law. Generally this means that whistleblower complaints will only be shared with those who have a need to know so that the College can conduct an effective investigation, determine what action to take based on the results of any such investigation, and in appropriate cases, with law enforcement personnel. Should disciplinary or legal action be taken against a person or persons as a result of a whistleblower complaint, such persons may be entitled to the information as a matter of institutional due process in disciplinary proceedings.
Whistleblowers who believe that they have been retaliated against may file a written complaint with Internal Audit. Any complaint of retaliation will be promptly investigated and appropriate corrective measures taken if allegations of retaliation are substantiated. This protection from retaliation is not intended to prohibit managers or supervisors from taking action, including disciplinary action, in the usual scope of their duties and based on valid performance-related factors.
The College will take the appropriate action to prevent and correct violations of this Whistleblower Policy; such action shall be in accordance with applicable laws and regulations, College policies and procedures, and any applicable collective bargaining agreements. All internal complaints will be investigated promptly and with the discretion, and all information obtained will be handled on a “need to know” basis. At the conclusion of an investigation, as appropriate, remedial and/or disciplinary action will be taken where the allegations are verified and/or otherwise substantiated. An employee who retaliates against someone who has reported or suspected violation in good faith is subject to discipline up to and including termination of employment.
All faculty and staff
It is the policy of Albion College to prohibit the carrying, possession, or use of weapons on College property or at College-sponsored activities and events unless authorized by the President or his/her designee. Possession includes, but is not limited to, storage in offices, lockers, desks, briefcases, or personal vehicles parked on College property. A weapon is defined as any instrument whose design or purpose is to damage property, to injure others, or for fighting, self-defense, or hunting.
Cabinet reviewed 2/2008
Vans (See - Motor Pool)
All faculty and administrative employees
Albion College owns 15-passenger vans and a 26-passenger bus that may be used for College related business. Preference in scheduling all but one of the vans is given to sporting events. Others may reserve vehicles on a first-come, first-served basis.
Drivers of motor pool vehicles must have the appropriate driver's license. An annual review of driving records is conducted and kept on file in Facilities Operations. Drivers are responsible for the safe operation of the vehicles and are required to comply with all applicable laws. Seat belt use is required.
Vehicles are to be returned in a clean condition and any problems reported to the Campus Services supervisor.
Smoking and the use of other tobacco products is prohibited in College-owned or leased vehicles.
Drivers of College-owned or leased automobiles are to be drug and alcohol free. They are not to possess or use or have detectible levels of drugs (controlled substances) or alcohol in their systems while on duty for the college. Passengers are not permitted to possess or use any drugs (controlled substances) or alcohol while in transit.
A completed departmental charge form must be sent to Campus Services at least 10 days in advance of the scheduled departure. The form must include the destination, departure date, return date and designated driver and be signed by either the department director or department chairperson.
The department using the vehicles will be charged mileage (rates are determined by the Vice President for Finance and Management.)
Revised 7/97 - Cabinet approved
DRAFT_Motor Pool Passenger Vans and Brit Bus
All faculty and administrative employees
Albion College motor pool vehicles are to be used strictly for College-related business and employees are encouraged to use these vehicles if available. The Vice President for Finance and Administration must approve any use other than for College-related business before vehicles may be scheduled.
An E-form (four part form available through central stores) is necessary to schedule a 15 passenger van or the Brit Bus. The following information must appear on the E-form: account number for charges, group/class name, contact person and their extension, number of vans needed, purpose of trip, destination, date(s) van is needed, name(s) of approved driver(s), and signature(s) of approval.
Residential Life must approve requests for Residential Life functions. CPO must approve requests for student groups/organizations. Requests for First Year Experience must be approved by Drew Dunham, Registrar's Office. Albion College motor pool 15 passenger vans and the Brit Bus are to be used only for College-related business, the Business Office must approve any exception before vehicles can be scheduled. Per the PET AND OTHER ANIMAL policy for Albion College, animals (with the exception of service animals) are not to be transported in motor pool vehicles.
It is the responsibility of the department/group/organization to find approved drivers. Albion College staff and student driver names must appear on the "Approved Driver List" to drive a motor pool 15 passenger van or the Brit Bus. The process for applying to become an approved driver is now electronic, and is described below:
- Persons wishing to apply to become approved drivers should go to www.albion.edu/campussafety , select Transportation Services, then Van Driver Registration in the navigation bar, and provide the requested information.
- Once completed, this information is e-mailed to Campus Safety, Facilities Operations, and Alert Driving. Facilities will begin the process of obtaining your driving record, in accordance with College policy.
- You will receive an email from Alert Driving with URL and password to log on to take your test. You must complete the online training within 14 days of receiving this email.
- Upon your successful completion of the online training, print your completion certificate and contact the Campus Safety office to schedule your driving test. Driving tests are conducted on Thursdays. To schedule a test, call x0213 and ask for Carl Field, or e-mail
. (Tests may be administered on days other than Thursday under special circumstances.)
- Campus Safety will notify Facilities Operations when you have successfully completed the training portion of the driver approval process. Once Facilities has obtained your driving record, you will receive a letter from them confirming your authorization to drive a College van. NOTE: Obtaining driving records can take four to six weeks.
The charge for using a 15 passenger van is currently $.40/mile, the bus is currently $.79/mile . The per mile charge includes gas. If you are travelling a distance you will be provided with gas cards to use. Please place gas slips in the envelope with the checklist and keys.
CHANGES AND CANCELLATIONS
Please notify us of any changes in dates or numbers of vehicles needed so we can check on availability. Please notify us of any cancellations ASAP. If the cancellation policy is abused you may be charged $25/vehicle reserved.
KEY PICK UP
Keys can be signed out by the approved driver Monday through Friday from 9am-4:30pm in the Facilities Building. Keys for weekend travel need to be signed out on Friday; HOWEVER, you must not take the vehicle until the date and time scheduled.
Groups traveling overnight must provide Campus Safety with the following information PRIOR to departure:
- names and emergency contact information for each person traveling
- detailed itinerary (including accommodations and cell phone numbers)
- signed release form for each person traveling in the van
These forms can be obtained in the CPO office or online at from the CPO website.
If you are traveling with luggage, no more than 12 people can be transported in a van.
15 PASSENGER VAN AND BRIT BUS PICK UP AND DROP OFF
Monday through Friday all vehicles are ready by 9am on the day they are reserved for. If you need the vehicle(s) before 9am, let us know so arrangements can be made to have it ready.
When you sign out the keys you will be given an envelope with the key(s) and checklist(s). Please remember to check the gas gauge prior to leaving town.
When you return the vehicle(s), completely fill out the check list(s). It serves as a reminder to clean out loose trash and personal items and to secure the vehicle(s). A garbage can is located next to the gas pump for trash, if excessive trash or other items are left in the vehicle you may be charged $25 cleaning fee. We are not responsible for any items left in the vehicle. On the checklist there is a section to report any damage to the vehicle while in your possession (even vandalism). List any mechanical concerns in the comment section. The envelope containing the completed checklist, keys and gas cards (if applicable) should be placed in the drop box next to the Central Receiving door on the west end of the building. DO NOT leave van keys in the van.
**If you were in an accident completely fill out an accident report (in the glove box with the insurance and registration information and emergency contact information). Attach a copy of the police report (or the officer's card with the department's phone number), and turn it in with the keys. We will contact the insurance company to file a claim if necessary.
EMERGENCY NUMBERS and ACCIDENT PROCEDURES
This information is also in the glove box with the insurance information. If you have a motor pool emergency Monday through Friday, 8am-5pm, call: (517) 629-0260 Laura McDowell, if you get voice mail, hang up and call (517) 629-0230 Facilities Office.
After 5pm and on the weekends, call Campus Safety (517-629-1234) and let them know you have a motor pool emergency. They will contact the Facilities Supervisor on call. Make sure to leave your location, nature of the problem, and contact number with the Campus Safety dispatcher.
If you spend cash, or charge minor repairs to a personal card, make sure to save all receipts so we can reimburse expenses.
In the event that a College van is involved in an accident, the driver is responsible for ensuring that the steps listed below are taken:
- Contact the appropriate law enforcement agency, so that a police report may be completed.
- Contact Campus Safety at 517/629-5610 and advise the dispatcher of the accident.
- Notify Campus Safety of injured passengers and the hospital to which they are being transported.
- In the event that the vehicle is not driveable, Campus Safety will contact Facilities Operations to coordinate the disposition of the vehicle, the arrangement of alternate transportation and other necessary assistance for those on the trip as needed.
- Upon return to campus, notify Campus Services and Business Office of the accident, to include date, location, and police report number for the incident.
Revised 4/7/2011 - DRAFT not yet - Cabinet approved