4.23 - Use of University Assets

: Human Resources
: President
: 09/20/2018
: 09/20/2018
: 09/20/2019
Comment on Policy

4.23.1 - AUDIENCE

All University employees.


The purpose of this Policy is to establish guidelines regarding the personal use of the University’s assets and resources.


University Assets: are items of tangible or intangible property owned by, leased to, licensed to, or in the possession of the University.  Examples include name, money, land, buildings, improvements, proprietary information, inventory, technology resources, equipment, accounts receivable, supplies, museum pieces, art objects, furniture, materials, intellectual property, tools, and vehicles.

Misuse of University Assets: includes, but is not limited to, forgery or alteration of documents (checks, promissory notes, time sheets, leave forms, independent contractor agreements, purchase orders, vendor invoices, budgets, etc.); misrepresentation of information on documents; misappropriations of funds, securities, supplies, or any other asset; theft, conversion, intentional damage, or destruction of any asset; personal use (or authorization thereof) of any asset; personal use means use, other than incidental and occasional use of Technology Resources and office equipment and telephones that is not job related; improprieties in the handling or reporting of money transactions; and authorizing or receiving payments for goods not received or services not performed.

University Technology Resources: are assigned computer accounts, email services, and the shared University network(s), which includes resources and facilities operated by the University, whether owned, leased, used under license or by agreement, including, but not limited to: telephones (including mobile devices) and telephone equipment, voice mail, SMS, desktop laptop computers, mobile devices, hardware, software, networks, computing laboratories, databases, files, information, software licenses, computing-related contracts, network bandwidth, usernames, passwords, documentation, disks, CD-ROMs, DVDs, magnetic tapes, and other electronic media or storage devices.  Email, chat, facsimiles, mail, any connection to the University's network(s) or use of any part of the University’s network(s) to access other networks, connections to the Internet that are intended to fulfill information processing and communications functions, communication services, hardware, including printers, scanners, facsimile machines, any off-campus computers and associated equipment provided for the purpose of University work or associated activities.

4.23.4 - THE POLICY

It is the policy of Thomas More University that its employees be responsible for ensuring that the University’s Assets are used prudently and for their designated purposes and in accord with University policy and procedures, and applicable laws.  In addition, employees must refrain from the Misuse of University Assets.  This includes, but is not limited to, the personal use of University Assets (e.g., use of University assets for private business, commercial or political activities, non-University related fundraising efforts (e.g., youth/school), or advertising on behalf of non-University organizations or to make fraudulent offers of products, items, or services) except as authorized within the normal course of the employee’s assigned duties, as permitted by University policy, or with written permission from an appropriate supervisor.

Employees have a responsibility to report activities or significant incidents that appear to be a Misuse of University Assets to their supervisor. 

If the University concludes that an employee is responsible for misuse of University Assets in violation of this Policy, appropriate disciplinary action will be initiated.

I. Use of University Technology Resources

By using the University’s Technology Resources, employees assume personal responsibility for their appropriate use and agree to comply the University’s Technology Acceptable Use Policy.

II. Use of University Owned or Leased Vans and Motor Vehicles

Employees authorized to operate a University owned or leased vehicle or van must conform to the use guidelines set forth in University’s Use of University Vehicles Policy.

III. Office Supplies

Office supplies purchased with University funds are for use for business purposes only and are not for resale or for use for private purposes.


Background, Reference, and Verification Screens Policy
Business Ethics and Conduct Policy
Technology Acceptable Use Policy
Use of University Vehicles Policy
Whistleblower Policy


All University employees may report any concerns with respect to this Policy to an immediate supervisor or the Director of Human Resources.  In addition, the University’s Whistleblower Policy reporting procedures may be utilized.

Those who report violations in good faith and in an appropriate manner, whether or not further investigation substantiates the claim, will be free from retaliation in any form.  The identity of the reporter will be protected, within legal limits, and those who retaliate against them will be disciplined.  All reported violations will be investigated promptly.


4.23.8 - HISTORY

This is a new policy

4.23.9 - APPENDIX

There are no appendices to this Policy.

4.23.10 - APPROVALS

Laura Custer, Director of Human Resources

Dr. Kathleen Jagger, Acting President