law enforceMenTinnovaTion cenTer

eMployee handbook

University of Tennessee

Employee Information Guide Law Enforcement Innovation Center

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Table of Contents

Institute for Public Service………………………………………………………………. 3

Mission……………………………………………………………….…………... 3 Vision…………………………..………………………………...………………. 3 What is IPS?............................................................................................................ 3 Strategic Plan………………………………………………………….………….. 4 Organizational Structure…………………….……………………………………. 4 Organizational Chart………………………….…………………………………... 5 Law Enforcement Innovation Center……………………………………………………... 6

Vision……………………………………………………………….…………...... 6 Mission…………………………..………………………………...………………. 6 Values……………………………………………………………………………… 5 Organizational Structure…………………………………………………………... 6 Executive Director…………………………………………………………. 6 Administrative and Finance Staff………………………………………….. 6 Information Technology…………………………………………………… 6 Training and Technical Assistance Areas…………………………………. 6 Training and Technical Assistance Staff………………………………….. 8

LEIC Advisory Board……………………………………………………………... 9 Policies and Procedures……………………………………………………………………. 10-21 Acronyms………………………………………………………………………………….. 22-24

Vehicle Policy………………………………………………………………………………. 25-26

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The University of Tennessee Institute for Public Service

Our Mission: To serve Tennesseans by leveraging university expertise to meet community and workplace needs. Our Vision: To be higher education’s most comprehensive outreach service to government, industry and the public. What is IPS? The Institute for Public Service takes the expertise of a statewide university to the communities of Tennessee, by helping leaders in government, business and law enforcement solve real-world problems every day. As a land-grant institution, the University of Tennessee has the responsibility of addressing societal, economic, and environmental issues that affect Tennesseans. Through its five agencies, the statewide UT Institute for Public Service leads the university’s outreach efforts, creating a yearly economic impact of more than $600 million. The five agencies of the Institute for Public Service are the Center for Industrial Services; the County Technical Assistance Service; the Law Enforcement Innovation Center; the Municipal Technical Advisory Service and the Naifeh Center for Effective Leadership. The Center for Industrial Services (CIS) works with Tennessee’s community and business leaders to identify opportunities for economic growth, attract new businesses, understand government contract procurement, operate on Lean principles and develop new products, all resulting in more jobs for Tennesseans. The County Technical Assistance Service (CTAS) offers assistance to Tennessee’s 95 counties each day. CTAS helps county officials wrestle with everything from transportation and solid waste issues to capital building project budgets, and legal questions. Additionally, interactive classroom lectures and online training courses provide thousands of new county officials with the information they need to better serve their constituents. The Law Enforcement Innovation Center (LEIC) provides innovative and technology-based training to law enforcement agencies and the communities they serve. Program areas include forensics and homeland security, management and leadership training, cybercrime investigation, and community education programs that address drug awareness, emergency preparedness and youth concerns. Municipal government officials know that when a question or problem arises in their city, they can call on the Municipal Technical Advisory Service (MTAS) for solutions. MTAS consultants make regular visits to city halls to explain accounting responsibilities, analyze and prepare city codes, provide legal opinions, guide solid waste decisions, evaluate personnel policies, and much more. Training programs and numerous publications keep city officials current on the best practices in municipal management.

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The Naifeh Center for Effective Leadership provides training and professional development for leaders at all levels, from the emerging supervisor to the experienced executive. The center has helped hundreds of dedicated professionals in public service improve their leadership skills. The center promotes creative leadership, managerial effectiveness, professional skills enhancement and lifelong development for individuals and their organizations. The center can customize and deliver programs, workshops, and institutes to meet your organizational needs. Strategic Plan: The Institute for Public Service works tirelessly to improve the quality of life in Tennessee. From legal and financial advice to technical assistance and practical training, consultants in the public service agencies bring the expertise of university faculty, resources, and research to communities and industries across the state. As outlined in the strategic plan, IPS will:

1. Promote good government; 2. Strengthen economic vitality; 3. Build individual and organizational capacity; and 4. Ensure organizational excellence throughout the institute.

Organizational Structure: The Institute for Public Service works under the leadership and direction of Dr. Mary Jinks, vice president of public service. In addition to the five agencies that are under the IPS umbrella, there is a central office staff that is responsible for communication, human resources, finance and budget, and development. There are two assistant vice presidents who are responsible for overseeing the agencies. One is responsible for the Naifeh Center, CIS, and LEIC; the other has CTAS and MTAS. There are approximately 150 employees in IPS who work out of 12 offices located throughout Tennessee. Offices are located in: Johnson City – MTAS, CTAS, and CIS Knoxville – Central Office, MTAS, CIS, CTAS, Naifeh Center Oak Ridge – LEIC Chattanooga – CIS, MTAS, and CTAS Cookeville – CTAS Nashville – MTAS, CTAS, CIS, and LEIC Jackson – MTAS, CTAS, and CIS Martin – MTAS and CTAS Memphis – MTAS and CIS The main IPS campus address is: 105 Student Services Bldg. Knoxville, Tn. 37996-0213 865.974.6621 865.974.1528 (FAX)

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University of Tennessee Organizational Chart: http: //www.ips.tennessee.edu/userfiles/file/2011%20UT%20System%20Org%20Chart.pdf The UT Law Enforcement Innovation Center The University of Tennessee Law Enforcement Innovation Center (LEIC) is an agency of IPS. IPS is a statewide, system-wide entity of the university that fulfills the university’s public service mandate by applying university expertise to community and workplace needs. LEIC was created in 1997 to provide public safety training and technical assistance to law enforcement agencies nationwide. LEIC collaborates with agencies within IPS, the university system, municipalities, county, state and federal government to leverage all resources and determine the best delivery of these services.

Developed to help law enforcement agencies meet their training and technical assistance needs, LEIC is building on the challenge to enhance public safety’s ability to respond in the most efficient and effective manner. LEIC’s national outreach incorporates public safety personnel and community members across the United States. The goals set forth in this strategic plan are designed to ensure that LEIC continues to assist law enforcement in dealing with the daily demands of providing superior services to their citizens.

VISION To be known as the premier training and technical assistance provider having a national impact on law enforcement by improving criminal investigations, police response, school safety and leadership of the law enforcement community. MISSION Provide innovative and technology-based training and technical assistance (services) to law enforcement agencies and their communities. VALUES

• Innovation • Creativity • Experiential Learning • Integrity • Customer Service • Diversity • Continuous Improvement

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Organizational Structure Executive Director The LEIC executive director is responsible for leadership of the agency including strategic planning, workforce development, stakeholder relations, grant and contract management and private fund raising. The executive director must establish and maintain relationships with national, state and local public safety leaders and organizations through the LEIC advisory board and with targeted national and state professional organizations. The executive director is responsible for overall agency management including human resources, budget issues and performance measures. The executive director serves as a member of the IPS Leadership Team, and is expected to promote collaboration across IPS agencies and the university system. Administrative and Finance Staff The finance and administrative staff provides support for all LEIC programs. It is responsible for handling all accounts payable/receivable, processing payroll, purchasing, personnel files, and records maintenance. The staff also processes time entry, travel reimbursements, training agreements, and routing all incoming and outgoing mail.

Information Technology The Information and Technology team is responsible for all computers and related computer equipment, maintenance of databases and storage of information, and software maintenance. The team provides information on staying up-to-date with the latest computer technology, working with the UT system Office of Information Technology (OIT) for compatibility, and working with all the IPS agencies to ensure that systems and software are compatible. Staff also works with the IPS website, emails, networking, integration, and hardware purchases (RFP). Current needs are addressed by IT personnel from the IPS central office or the UT Office of Information Technology. Training and Technical Assistance Areas The Training and Technical Assistance staff is responsible for managing, coordinating and delivering all the training and technical assistance programs that LEIC provides. The center provides training and technical assistance to local law enforcement agencies across the country in the following technical areas: Community Education / Safe Schools - Community Education Services, located in Nashville and funded by the Tennessee Department of Education, trains administrators, teachers, counselors, and school resource officers in Tennessee’s schools on drug and violence prevention, emergency preparedness and threat assessment concerns. Programs include the Tennessee School Safety Center, Student Disciplinary Institute, 21st Century Afterschool and Botvin’s LifeSkills Training Program. Community Policing - LEIC began as a Regional Community Policing Institute (RCPI) funded by the U.S. Department of Justice, Office of Community Oriented Policing Services. The RCPI began as a partnership among the City of Knoxville Police Department, Knoxville's Police

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Advisory and Review Committee, and the UT Institute for Public Service. For the past 11 years, the RCPI has been committed to advancing public safety through providing unparalleled training and technical assistance services. RCPI services include assessment, planning, technical assistance, and instruction all aimed at developing organizational capability. Specific courses include: Survival Spanish, Crime Prevention Through Environmental Design, (CPTED), Crime Analysis and Mapping, Enhancing Communication and Trust, Reducing Domestic Violence, Active Shooter Response, and Basic Gang Investigation. Curriculum Development – Curriculum Development Services offer proven training methods and documentation solutions. The staff develops a wide range of materials from instructor-led training delivery to online training as interactive courses or instructor materials. All materials created and developed are eligible for earned Continuing Education Units (CEUs) and for certification by the Peace Officers and Standards Training Commission (POST) of Tennessee. Other states’ P.O.S.T. credit is available as requested. Further, many of our courses can be submitted for academic credit through the University of Tennessee and certification by the U. S. Department of Homeland Security. Cybercrime Investigation – Cybercrime Investigation Training provides law enforcement across the country with the best tools and resources available to identify, collect, preserve and analyze evidence from a wide array of criminal activity involving computers and other types of digital media. Programs offered include the three-week Cybercrime Investigation Academy and two 40-hour courses the Fundamentals of Cybercrime Investigation and Advanced Cybercrime Investigation. Forensic / Crime Scene Investigation – LEIC provides crime scene investigation training to law enforcement agencies and departments nationwide. In addition to the 10-week National Forensic Academy offered in Oak Ridge, LEIC also hosts a three-week Collegiate NFA Course and several basic and advanced forensic courses at host locations across the country. Topics include: Crime Scene Management, Crime Scene Management in Correctional Institutions, Bloodstain Pattern Analysis, Digital Photography, Latent Print Processing and DNA Evidence Identification, Collection and Preservation, and Shooting Scene Reconstruction. Homeland Security – In previous years LEIC has provided specialized courses to train response teams and law enforcement officers nationwide to detect, prevent, mitigate and react to the threat of terrorist attacks and adopt the best practices in security and emergency preparedness. LEIC still has the capacity to provide vulnerability and threat assessment training and preventive / proactive crisis planning as well as response and recovery training. Leadership - The Southeastern Command and Leadership Academy (SECLA) is a dynamic seven-week law enforcement leadership and management program designed for progressive and innovative police managers. SECLA prepares mid- and upper-level supervisory personnel for the increased responsibility of administrative command positions by providing them with the knowledge and skills necessary for successful leadership in their agency and community. In addition to SECLA, the center offers three-day courses in Leadership and First Line Supervision and Management.

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NAME and TITLE AREAS of EXPERTISE Don Green, Executive Director Leadership / Community Policing / Accident

Investigation / Patrol Techniques Donna Kelley, Program Manager Forensic / Crime Scene Investigation / Leadership /

Community Policing Lori Ungurait, Consultant Community Education / Safe Schools Emily Miller, Curriculum Specialist Curriculum Development / Community Policing /

Online Training Development / Crime Scene Investigation

Jennifer Benson, Training Coordinator Forensic / Crime Scene Investigation TBD, Training Coordinator Community Education / Safe Schools Brent Lackey, Training Coordinator Training Delivery Misty Bean, Accounting Specialist II Administrative Support / Accounting / Finance Gayle Githens, Admin. Support Asst. Administrative Support

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LEIC Advisory Board Members

Dr. William M. Bass Professor Emeritus The University of Tennessee Department of Anthropology David Moore, Chief Martin Police Department and President TACP Mike Brown, Sheriff Bedford County (Va.) Sheriff’s Office Dr. Brian Donavant Assistant Professor Department of Behavioral Sciences The University of Tennessee-Martin Dr. J. C. Upshaw Downs Regional Medical Examiner Georgia Bureau of Investigation Dr. Helen Eigenberg Professor and Department Chair School of Criminal Justice UT Chattanooga Larry Godwin, Deputy Commissioner Tennessee Department of Safety Jeff Gurvis, Director NFSL Mike Sullivan Former LEIC Executive Director / U.S. Army (retired)

Mark Gwyn, Director Tennessee Bureau of Investigation Jim Hammond, Sheriff Hamilton County Sheriff’s Office Mike Herrmann, Executive Director School Safety & Learning Support Tennessee Department of Education Dr. Mary Jinks, Vice President The University of Tennessee Institute for Public Service Jeff Long, Sheriff President, TSA and Sheriff, Williamson County Clay Newman, President TLETOA and Investigator Lauderdale County Sheriff’s Office Sterling Owen IV, Chief (retired) Knoxville Police Department and FBI (retired) David Rausch, Chief Knoxville Police Department Avice Evans Reid Executive Director Police Advisory and Review Committee Carol Scott Police Advisory and Review Committee (retired) Bobby Williamson Chief of Police (retired) Dyersburg Police Department / TACP President

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POLICIES AND PROCEDURES

Accident Reports In the event of an accident (in vehicle or in office), notify your supervisor. He or she will obtain an accident report form from the business manager, complete the form, and return it to the accounting specialist. This must be done on the day of occurrence or as soon as physically possible. LEIC will then forward the forms to the Office of Risk Management. In the event of personal injury, treatment must be obtained from an authorized medical provider. Authorized doctors are on the state workers compensation website at http: //www.treasury.state.tn.us/wc/ or by calling 865-974-0980 or 1-800-526-2305. If you are driving a UT vehicle, information on accident reporting can be found in the glove compartment in the Driver’s Reference Manual. You must notify your supervisor on the day the accident happens or as soon as physically possible. Alcohol UT is an alcohol-free campus except for areas designated by the university as related to special events. Asset Management/Inventory Tagging Items: Misty Bean will be responsible for tagging and making the initial entry into IRIS any items purchased for LEIC that should be entered as an asset. Misty is familiar with UT’s policy as to what should be tagged. Changing, Moving, Removing Items: If a tagged item is moved, or reassigned to a person other than originally indicated in inventory records or an item should be removed from inventory, see Misty to make the changes in IRIS. Paperwork: Misty also will make sure paperwork is correctly submitted to the appropriate offices and will keep our IRIS records current. Note: Asset Management and Audits require current, correct information. From the moment an item is listed in inventory, it is important to keep track of where the item is located, who is using it, and if the item should be removed from inventory. Let Don Green know if a piece of a tagged item is lost or stolen. Benefits To review the UT benefits program, go to the university’s human resource website page at http: //humanresources.tennessee.edu/. Here you will find information on retirement services, the tax deferred income program, group insurance plans (health, life, dental, disability), new employee orientation, and training and development. The telephone number for the Benefits office is 888-444.8847 or 865-946-8847. The office is located in the UT Conference Center building. Information on payroll and insurance matters, including forms for insurance and flexible spending accounts, may be found on the Payroll website at http: //www.payroll.tennessee or by calling 865-974-5251. That office is located in Andy Holt Tower, Suite P115.

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Breaks Non-exempt staff members are permitted to have a break in the morning and a break in the afternoon. The breaks shall be no more than 15 minutes. Break periods may not be accrued or used to make up time. Taking the break is voluntary and if not taken, will be lost. If an employee is responsible for the front lobby area or other entrance area they should not leave the workstation without having a backup person. Campus Chest Each fall, the University of Tennessee conducts its annual Campus Chest Campaign as the major fundraising effort for charitable giving. Contributions can be made by payroll deduction, paid quarterly or annually, or through a one-time donation. Employees must specify what charity they want their contribution to go to. Change of Personal Information If an employee needs to update his/her personal information, such as address, telephone numbers, next of kin, business address, or other personal information, the employee must complete a personal data form and submit it to the Human Resource Records office. They will then update the employee’s information for the system. For more information visit http: //iris.tennessee.edu/HR%20Misc/Forms/PersonalDataForm.pdf Comp Time/Overtime For non-exempt employees, if you work more than 40 hours in one week, you will be compensated for the time. Overtime must be pre-approved by the supervisor. The supervisor has the option to recommend the option of getting paid for overtime or carrying the time over for one month. Comp time will be paid at time and ½. Comp time will be figured for you on your time sheet. Failure to get overtime approved before accumulating it could result in disciplinary action. Dress Code The LEIC dress code requires that you be professional in your dress and when meeting with the public. When you are in the office, professional business casual will be allowed; however, when attending a meeting and representing LEIC, your dress should be professional business. Jeans are not acceptable unless you are doing work that requires casual dress (i.e. moving materials, installing computer, etc.) You should dress appropriate for the event that you are attending and remember that you are representing the university, IPS and LEIC. Educational Assistance Fee Waiver for employee: Full-time staff may enroll without payment of fees in up to a maximum of nine undergraduate or graduate credit hours per term. Part-time staff is pro-rated based on the time worked. The employee fee waiver applies only to university maintenance fees and in-state tuition. You can also use your benefit as a state employee and have three hours covered per semester online as an additional option to being on campus. The form is located at http: //hr.utk.edu/forms.shtml Student fee discount for spouse and dependent children of employee: Regular full-time employees are eligible for a student fee discount for their spouse and dependent children who

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have been admitted as undergraduate students. The amount of the student fee discount shall be no more than 50 percent of the undergraduate in-state maintenance fee. The student fee discount for eligible spouses and dependent children shall be applicable only to undergraduate students at the UT Knoxville, Memphis, Chattanooga, and Martin campuses plus and Tennessee Board of Regents institute. The student fee discount will not be provided for correspondence and non-credit courses. For complete eligibility rules for employees, spouses, or dependent children, see the UT policies HR0330 and HR0331. Copies can be found at http: //hr.utk.edu/policies.shtml Electronic Mail Email via the IPS network is for interoffice memoranda, telephone messages, and external communication with clients and customers. You should check your emails and messages frequently when working and respond to them within an appropriate time. When on annual leave, you should put an out of office response so that people will know you are out and provide a backup point of contact for those needing immediate assistance. University of Tennessee electronic mail is a public record and is open to public inspection under the Tennessee Public Records Act, unless covered by an exception to the Act. The UT System policy on Information Technology (IT0110) dated March 12, 2009 states the university reserves the right to access, monitor, review, and release the contents and activity of an individual user’s account(s), including email, on any account on any university-owned or non-university-owned resource on or off university property connected to university networks. Users should be aware that any activity on systems and networks may be monitored, logged, and reviewed by university approved personnel or may be discovered in legal proceedings. All documents created, stored, transmitted, or received on university computers and networks may be subject to monitoring by systems administrators. Fax Machines The telephone number for the IPS Central Office fax machines are:

Knoxville 865-974-1528 Jackson 731-425-4771 Martin 731-587-7059

The fax machines for the other IPS agencies in their main offices are: MTAS Knoxville 865-974-0423 CIS Nashville 615-532-4937 CTAS Nashville 615-532-3699 LEIC Oak Ridge 865-946-3214 FedEx If you need to mail something overnight or by ground, FedEx is the current provider. See the front office staff and they will assist you with putting the correct label and tag on the

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parcel/package. We must call to schedule a pickup. Overnight will be picked up that day if called in early; ground will be picked up the next day. Firearms Carrying or storage of firearms on UT’s property is prohibited unless the individual is a sworn law enforcement officer carrying the firearm on official business within their jurisdiction. Safety Plan Each location has an emergency preparedness plan specific to the office. In addition, the offices located on one of UT’s campuses (Knoxville, Chattanooga, and Martin) have their Emergency Response Guide, specific to their campus. One should be located at each telephone or desk for the employee. Employees should familiarize themselves with evacuation procedures in the event of a fire or other event. Employees should go to the designated location to meet and should not leave the location until a supervisor has acknowledged that they are safe. In Oak Ridge, the location is the ORNL Credit Union parking lot at the rear of the Glazer Building, for the Nashville office, the location is the civilian park at the South end of Capital Blvd. Employees should become familiar with the location of all fire alarms in the office and the location of fire extinguishers, as well as exits to be used in an emergency. Do not disregard a fire alarm. Exit the building immediately, taking only your keys, coat and purse. Close any office doors as you leave. Flex time Flex time allows employees to work a flexible schedule while meeting the responsibilities of your job and duties. Flex time is available to non-exempt employees. Core hours are Monday-Friday, 8 a.m. to 5 p.m. All employees must work the core hours and days. Supervisory approval is required before adjusting your hours and they will not be changed without prior approval from your supervisor. In choosing a flextime schedule, no employee may begin work earlier than 7 a.m. or schedule to leave work later than 6pm. Each employee’s schedule will require him or her to be in the office between the core hours of 9 a.m. to 4 p.m., Monday-Friday. Saturday and Sunday are not eligible days to work for flextime. In selecting a flextime schedule, every full-time employee must include a minimum of a 60-minute lunch. Lunch will begin no earlier than 11 a.m. and lunches should be completed no later than 2 p.m. Employees will not be allowed to schedule more than eight work hours in a given day, excluding lunch. Flextime schedules will be reviewed every six months to decide if the practice should be continued or revised. Holidays The university will observe the following days of scheduled closings:

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New Year’s Day Martin Luther King, Jr. Day Spring Holiday Independence Day Labor Day Memorial Day

Thanksgiving Winter Holiday The holidays will follow the national designation for the specified holiday except the spring and winter holidays may change subject to the school calendar. Human Resources Don Green is the LEIC point of contact for all LEIC human resource questions. Don is responsible for working with Judie Martin, IPS operations manager, in the hiring and recruiting process for new employees, helping to process paperwork for human resource issues, and assisting managers with disciplinary actions. Employees are encouraged to use the Human Resources Call Center for all their HR questions. The number is 1-888-444-8847 or 946-8847. Inclement weather policy In the event of inclement weather, staff should use their own discretion about the advisability of coming in to work. If the office remains open, the official start time is 8: 00 a.m. unless LEIC advises that they are under a delayed start. Employees should listen to the TV/radio/internet for state government snow schedules and adjust their hours accordingly. If LEIC is closed, the employee will be on administrative closing and that should be reflected on the time sheet. The closing for the IPS office by location is as follows: Knoxville, same as UT Knoxville campus Oak Ridge, same as Anderson County Nashville, same as Davidson County If employees are away from their official work station traveling or training in a different location, they should abide by the rules for the county or location where they are located. The employee should use his own discretion as to whether to try to return to office or home if travel is involved and notify their immediate supervisor of delayed travel. Internet Acceptable Use Policy The university’s Internet access is provided for work-related use. While it is permissible to use this access occasionally for personal use (check personal email account, etc.) it is not intended that such availability be misused. Also, UT-assigned computers are subject to audit and sites deemed inappropriate found on assigned equipment may result in disciplinary action. LEIC understands that social media sites are a component of the everyday job function in order to keep up with alumni and requests for information regarding LEIC trainings. Also, the use of research to remain current with emerging trends and technology impacting our training / technical assistance outreach are also a necessary component of an employee’s work.

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Leave (Annual, Family Medical Leave, Sick Leave, Sick Leave Bank) Annual Leave: Employees must request the supervisor’s approval in advance for the use of annual leave. The supervisor will schedule and approve annual leave prior to actual absences, and will accommodate employee requests to the extent the department workload requirements permit. Departments are responsible for establishing and implementing equitable scheduling practices. The benefit of taking annual leave may not be denied to employees. Note: To request leave, complete the application for leave form that is located on the share drive in the business office/business forms folder (S: \Business Office\Business Forms) and submit it to your supervisor for approval. For more information on the policy visit: https: //my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=HR0305 Family Medical Leave: In accordance with federal law, any regular or term employee who has been employed for at least 12 months, and has at least 1,250 hours of service during the previous 12-month period, and who provides his or her supervisor with reasonable notice (30 days when the need for leave is foreseeable) is eligible for family and medical leave (FML) for childbirth, adoption, foster care placement of a child, serious illness of a spouse, child or parent, or the employee's own serious illness. If the leave qualifies as FML, such leave may extend up to a maximum of 12 work weeks of paid or unpaid leave during a 12-month period beginning on the date the employee's FML first begins. This 12-week period generally includes holidays and administrative closing. However, if the university is closed for a week, that period of time does not count toward the FML entitlement. Employees may choose to take personal leave or any or all accrued annual and sick leave (as appropriate) before or after taking an unpaid leave of absence. Qualifying FML shall run concurrently with paid leave (such as sick leave, annual leave, personal leave day, workers' compensation leave) or any leave of absence without pay. Other instances of leave, not related to approved qualifying FML does not count during this period. For more information visit: https: //my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=HR0338 Sick Leave: Employees calling in sick should contact immediate supervisor by phone prior to the work day missed. Absences of three days or longer require a physician’s documentation of the medical problem and approval to return to work. Employees will accrue sick leave on a monthly basis on the first day of each month. New hires will receive sick leave on the first day of employment. The amount of sick leave accrued will be based upon both the work schedule (planned working time) as recorded in IRIS and the number of workdays in the month the employee is eligible to accrue leave. Sick leave taken will be paid at the employee's current regular rate of pay at the time of payment. Sick leave may not be taken until accrued and may not be advanced. When possible, e.g., medical appointments, it must be

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approved in advance by the supervisor. Failure to follow departmental procedure in requesting leave may result in the use of leave being denied. The university may require a physician's statement of illness or injury before granting sick leave. A physician's statement of ability to work may be required before the employee is allowed to resume work. Abuse of sick leave by an employee may result in the withholding of payment for the sick leave and possible disciplinary action. To request leave, complete the application for leave form located on the share drive in the business office/business forms folder (S: \Business Office\Business Forms). Submit the form to your supervisor for approval. For more information, the complete policy is located at https: //my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=HR0380

Sick Leave Bank: The sick leave bank shall provide emergency sick leave to member employees who have suffered a major illness and who have exhausted their compensatory time and personal, sick, and annual leave balances. To be able to access the sick bank, an employee must be a member and apply for the time. For more information on enrollment visit: https: //my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=HR0382 Note: Information regarding:

• Comp time and overtime is found on page 11 of this handbook; • Time Reporting (including leave time and effort) is found on page 19 of this handbook

Mail LEIC mail room/mail boxes are located in room 110. Employees should check their mail boxes daily. For outgoing mail, there are paper forms that must be completed and attached to the mail piece. This designates to what account the mail should be charged. IPS central office and campus mail should be placed in one of the large yellow/orange inter-office mailing envelops and labeled accordingly. LEIC administrative staff members make campus mail runs as needed and pick up any mail at central office. Office Supplies Staples is the current provider for all university office supplies. Commonly used items and extra supplies are located on the shelves in the mail room for staff to use. If you need specific items or a large quantity of an item you can order them through Staples.com. Outside Consulting Policy Long-standing IPS policy prohibits employees from providing consulting or training services to existing or potential customers within the service region and outside one’s official capacity as an UT/IPS employee. Employees should be familiar with the Conflict of Interest policy FI0125 and must complete the form upon beginning work with IPS and update it as circumstances change. Any outside work should be discussed with your supervisor so that it doesn’t represent a potential for conflict. The full policy can be found at https: //my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=FI0125

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Pay Periods Depending on your position with the university will determine whether you receive a paycheck bi-weekly or monthly. Non-exempt positions will be paid on a bi-weekly calendar (26 checks per year). Exempt positions will be paid on a monthly basis. The university requires direct deposit. Policies All policies for fiscal, human resources, information technology, and safety are listed by title and can be searched by topic. In addition, there will be procedures listed at the end of the policy for the various campuses. To read or review the official policies for the University, go to https: //my.tennessee.edu/portal/page?_pageid=34,34235&_dad=portal&_schema=PORTAL The IPS intranet site also has institute specific policies that pertain to IPS employees. . http: //intranet.ips.tennessee.edu/ Procurement Card The procurement card is a special VISA credit card that works similarly to a personal credit card, except the charges are billed directly to the university and paid through the Treasurer's Office. The procurement card program has been established to provide a more efficient, cost-effective alternative for departments to make purchases costing less than $5,000 (purchases over this amount must be bid). Prior to use, an employee must complete a questionnaire found at https: //utworks.tennessee.edu/treasurer/pcard/Pages/default.aspx. Procurement cards are for business use only. The following purchases are prohibited:

• Personal use • Purchase of any type of equipment over $1,000 that would be considered sensitive minor

equipment (general ledger account 439400; see FISCAL POLICY FI0605) • Transactions of $5,000 or more from the same vendor, including multiple like or unlike

purchases (for details see 6 below) • Cash advances • Cash refunds from returned card purchases • Gift cards • Entertainment purchases costing $500 and above per function (see FISCAL POLICY

FI0715 for details) Note: Entertainment-type items under $500 per function may be purchased with the procurement card, subject to the approval and documentation requirements of FISCAL POLICY FI0715, 5. Such purchases may be made only from vendors that accept the card (i.e., the card is blocked at restaurants, hotels, and other travel-related vendors). The invoice must contain the date of the function, number of individuals being entertained, price per unit (meal, ticket), and total amount due. The purpose of the function must be written on the invoice or an attachment. The cost center/WBS element and the general ledger account to be charged (446200) should also be documented on the invoice.

• Travel, including airlines, hotels, registration fees, automobile expenses, and meals (see FISCAL POLICY FI0705 for details)

• Cellular telephone equipment and service

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• Purchases from other university departments, including bookstores • Purchases prohibited by university fiscal policy on purchasing (see FISCAL POLICY

FI0405 for details) Using the procurement card to make appropriate purchases benefits the university, its vendors, cardholders, and university departments. The university saves time and money by consolidating paperwork; vendors receive payment more quickly; and departments obtain the materials and services they need without unnecessary processing delays. The continued success of the procurement card program depends upon the appropriate use of the card and strict compliance with fiscal policies. Professional Development The University of Tennessee encourages all employees to take part in professional development training commensurate with their job responsibilities. Employees are encouraged to achieve 32 hours per year of professional development training. Professional development courses are available online through e-learning, computer classes, IRIS classes, conference and seminars, training held within the employees department, and training provided by outside vendors or consultants. The website for the EOD office is http: //uthr.admin.utk.edu/tandd It is the employee’s responsibility to submit the Additional Credit form for HR128 credit. This form should be submitted through your department director. All approved credit for training will be maintained in the IRIS training history file. To obtain a copy of your training transcript see Misty. Courses being taken for college credit do not count toward fulfillment of the HR128. A minimum of 32 hours per calendar year will be included on an employee’s Annual Performance Review. Probationary Period (Policy No. HR 0135) All newly hired regular staff employees, including those converting from term or student to regular appointments, shall serve one probationary period of six calendar months in an active pay status with the university beginning with the first day of regular employment. Each regular staff employee shall have his or her work performance evaluated during this period. During this probationary period, employees are subject to discharge without recourse. However, if a non-exempt employee is to be terminated for gross misconduct, the hearing requirement contained in the disciplinary action policy applies. See policy525, Disciplinary Action. https: //my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=HR0135 Publications Employees should follow the publications guidelines and complete a request for publications to be designed or copied. Materials that need copying in large quantity should be sent to Graphic Arts Services with the appropriate instructions on the form. A form may be obtained from the front office. Materials that need to be designed or reviewed by the communications staff should be submitted via the Pubs tracking system or see the communications staff for information. Telephones

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Cell phones: UT provides a fixed monthly reimbursement for cellular telephone service for appropriate personnel. Cell phones provide staff better access to customers and better use of travel time, although safety should always be exercised when using a cell phone while driving. Eligibility and reimbursement amount are determined upon employment by the supervisor and agency director. Paperwork is completed and the approved amount is entered into IRIS. It will then appear on the employee’s paycheck. The complete policy can be found at https: //my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=FI0730 Long Distance calls: A code may be required to place long distance calls from the Oak Ridge building. You will be required to attest to all business-related long distance telephone calls placed from your office phone. Therefore, it is recommended you maintain a log of all long distance calls you make, including the date and the number being called. Long distance calls on the UT phone system are for business use only. Messages: When you take a phone message, always get the full name, phone number and any other pertinent information that the caller wishes to leave. You may direct the call to the employee’s voice mail or send the information to the employee via email or hand-written message. Personal use: Personal use of the telephone should be kept at a minimum. Personal long distance calls are not permitted. In the event that a personal call is made inadvertently, the employee must reimburse the university. Time Reporting All employees must submit a time sheet, depending on whether they are paid biweekly or monthly. Biweekly time sheets must be submitted on the Monday following the end of the pay period. Monthly time sheets must be completed by the 5th day of the month following the end of the pay period. Annual leave must be approved by the supervisor prior to taking the leave. Other leave, such as jury duty, military leave, funeral/bereavement leave, leave with or without pay, should be coordinated with the supervisor. Sick leave and/or family sick leave and/or family medical leave should be coordinated with the supervisor. Tobacco Use Smoking and the use of smokeless tobacco products are not allowed inside university buildings or in university vehicles. The designated smoking area for Oak Ridge is located at the back of the building on the Rutgers Avenue side of the building. Travel University policy: To view the UT travel policy (FI0705), go to the following website: https: //my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=FI0705&p_search=travel&p_start=1 It details reimbursement rates for per diem travel expenditures, mileage, lodging, meals, airfare, and receipt requirements. All rates are

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automatically programmed into the IPS database travel reimbursement form (T-3). Employee’s travel is reimbursed and no advanced payment is provided. Travel outside the state must be formally approved by the assistant vice president. The formal request must be approved by the LEIC executive director and forwarded to the AVP in IRIS before travel plans may take place. This applies to all employees, full time, part time and teaching associates. IPS also adheres to the university policy and will reimburse employees for such expenses subject to the limitations provided in the travel policy. When traveling, employees should be as conservative as circumstances permit. The lower cost should be selected whenever practical. Reimbursement for travel will be based upon the most direct or expeditious route possible. Employees traveling by an indirect route must assume any extra expense incurred. Deliberate disregard of these regulations, while traveling on university business, or filing of an intentionally misleading or fraudulent travel claim is grounds for disciplinary action including termination of employment. Official station: The official work station of the employee is determined at the time of employment; however, should that change, it is the responsibility of the supervisor to notify the business manager or HR manager within the office of this change. The official station is used to determine travel rates and mileage. Travel with personally owned vehicles: Many employees utilize their personal vehicles for work in the performance of their duties. Reimbursement for the use of personally owned cars is at the standard mileage rate. Reasonable tolls and ferry fees will be allowed when necessary; no receipts are required for reimbursement. Only mileage for official business may be claimed for reimbursement. Normal commuting mileage is prohibited. Mileage is calculated from the official station to the destination and return to the official station. If work is performed by an employee in route to or from his/her official station, reimbursable mileage is computed by deducting the employee’s normal commuting mileage from the actual mileage driven. UT Family Giving The Institute for Public Service is participating in the Campaign for Tennessee to continue its mission to improve the quality of life across the state. Through the investment of generous donors and employees of IPS, many projects and programs can be implemented by the agency. Employees are encouraged to support their institute by giving in various ways and through many existing funds: (1) you may give an outright gift or pledge to IPS, (2) a charitable trust can be established, (3) an endowment can be formed which allows income from the endowment to be used to advance IPS programs, awards, and scholarships each year, while the principal remains invested, or (4) through other means such as a bequest, gift designation, or naming opportunities. See the IPS Development Director for additional information. Vehicles The use of university vehicles is governed by the Motor Pool policy (FI0725). University vehicles may be used only for transportation activities associated with conducting official university business. University vehicles may not be driven to or from an employee’s home

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except as authorized by the policy. Only authorized drivers may operate university-owned vehicles. Drivers of university vehicles must have a valid driver’s license from a U.S. state or territory or an international driver’s license. If driving a commercial vehicle, the driver must have the appropriate license for the class of vehicle being driven. Drivers must sign an ACKNOWLEDGMENT OF POLICIES GOVERNING THE OPERATION OF UNIVERSITY VEHICLES Form and a VEHICLE USE ACKNOWLEDGEMENT Form (a copy of the form is attached on page 28-29 of this handbook). These forms should be given and signed by an employee when they begin employment and maintained in the employee’s personnel file maintained by the agency. Drivers are responsible for practicing safe driving, protecting university vehicles, and following all traffic laws. The employee is responsible for penalties, fines received for traffic and parking violations. To sign out a pool vehicle maintained by LEIC, the employee can go to the mail room (room 110) to check the vehicle sign out sheet. Keys are kept in the lock box behind the door. If one of the LEIC pool cars is reserved or not available, the employee can contact the University Motor Pool to secure a vehicle. Refueling UT vehicles can occur at the UT Motor Pool located on campus or at any fueling station accepting either Voyager or FleetOne cards. The preference is to primarily use the FleetOne card which is accepted at the pump or inside the facility at most truck / commercial fueling stations. Visitors All visitors should enter through the main entrance. The front office staff will call the employee to let you know someone is here to see you. If you are planning a meeting and expecting a large number, please let that individual know so that they can direct visitors to the meeting room.

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Acronyms

AFIS: Automated Fingerprint Identification System ATF: Bureau of Alcohol, Tobacco, Firearms and Explosives BJA: Bureau of Justice Assistance…A component of the U.S. Department of Justice that provides funds to organizations, specifically in the area of law enforcement training. CAPS: Community Awareness for Public Safety. ..This is a version of our TO SPOT training that does not target a specific industry. It is intended for theme parks, concert venues, shopping malls, sporting arenas and other places where large numbers of people gather. CBRNE: Chemical, Biological, Radiological, Nuclear & Explosive CEU: Continuing Education Units CFR: Code of Federal Regulations CHST: Center for Homeland Security Training @ LEIC CIRT: Critical Incident Response Team CIS: Center for Industrial Services COPS: Community Oriented Policing Services (Office of)…A component of the U.S. Department of Justice that provides funds to law enforcement for community policing projects. CSI: Crime Scene Investigator(s)…A sworn or non-sworn employee of a law enforcement agency, dedicated as a part of their job description to the identification, collection and preservation of physical evidence at crime scenes. CTAS: County Technical Assistance Service DCJP: Department of Criminal Justice Programs (Tennessee) DEA: Drug Enforcement Administration DHS: Department of Homeland Security DOJ: Department of Justice (sponsor of COPS Office) EAP: Employee Assistance Program EMA: Emergency Management Agency EMS: Emergency Medical Service

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EMT: Emergency Medical Technician FBI: Federal Bureau of Investigation FEMA: Federal Emergency Management Agency FMLA: Family Medical Leave Act FOUO: For Official Use Only…This is an unclassified Department of Homeland Security designation used to identify materials that are considered sensitive and must be handled in accordance with DHS policy. FTA: Federal Transit Administration HazMat: Hazardous Materials HAZWOPER: Hazardous Waste Operations & Emergency Response HLS: Homeland Security IABPA: International Association of Bloodstain Pattern Analysts…The IABPA is an organization of forensic experts specializing in the field of bloodstain pattern analysis. ICAC: Internet Crimes Against Children IACP: International Association of Chiefs of Police IAI: International Association for Identification…The world’s oldest and largest organization of forensic identification investigators, examiners, analysts and technicians, boasts over 7,000 members. IPS: Institute for Public Service IRIS: Integrated R/3 Information System…UT’s Financial Management System LEIC: Law Enforcement Innovation Center MTAS: Municipal Technical Advisory Service NCIC: National Crime Information Center NFA: National Forensic Academy. ..A 10 week, in-residence academy providing specialized training in crime scene management and related fields that address identification, collection and preservation of physical evidence at crime scenes.

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NFSI: National Forensic Science Institute…That component of LEIC that includes the National Forensic Academy and other related specialized, short courses. NIBRS: National Incident Based Reporting System ODP: Office of Domestic Preparedness OHS: Office of Homeland Security (Tennessee) POST: Peace Officer Standards and Training PPE: Personal Protective Equipment PSN: Project Safe Neighborhoods (U.S. Attorney for the Eastern District) RCPI: Regional Community Policing Institute RFP: Request for Proposal SECLA: SouthEastern Command and Leadership Academy T4: Transit Terrorist Tools & Tactics TACP: Tennessee Association of Chiefs of Police TBI: Tennessee Bureau of Investigation…The Tennessee state agency that provides investigative resources throughout the state, including personnel or laboratory analysis. TO SPOT: Transit Oriented Screening of Passengers by Observational Techniques…This is a four hour behavioral assessment training class that targets civilian transit employees. TOT or TTT: Training of Trainers or Train The Trainer…This refers to the portion of a course that will certify participants to instruct that same course on their own. UASI: Urban Area Security Initiative…This is a DHS program that categorizes urban areas and allots grant funding for training, equipment, etc. based on those categories. WMD: Weapons of Mass Destruction TSA: TN Sheriffs Association TN DOE: TN Department of Education NSA: National Sheriff’s Association

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IPS VEHICLE USE GUIDELINES

EFFECTIVE: November 1, 2010

PURPOSE: To provide requirements on the use of the University of Tennessee vehicles and use of personal vehicles for IPS business purposes.

PROCEDURES:

1. Beginning November 1, 2010, IPS will require employees that must drive a vehicle, as part of their job duties, to provide a copy of a valid driver’s license to be kept in their agency’s personnel file. This applies to driving any type of vehicle as part of an employee’s job duties, whether it be a UT vehicle, a personal vehicle used for business purposes, or a rental vehicle.

2. Employees who drive as part of their job duties must also provide proof of automobile insurance. Per the State of Tennessee Financial Responsibility law (T.C.A. §55-12-139), this may be in the form of a copy of the declaration page of an insurance policy, an insurance binder, or an insurance card from an insurance company authorized to do business in Tennessee. This copy will also be placed in your agency personnel file.

3. If your license is suspended or revoked or if for any reason, you fail to maintain a valid driver’s license, you must notify your supervisor within 48 hours. If your insurance is cancelled or otherwise ceases to be in effect, you must notify your supervisor within 48 hours. You may not operate a vehicle on UT business if you do not have insurance.

4. If driving a vehicle is required for your job duties, the failure to maintain a valid driver’s license, or driving without insurance, may result in disciplinary action up to and including termination.

5. Complete the attached form with a copy of your driver’s license and insurance and submit to your agency director.

6. The employee must operate the vehicle in a safe and lawful manner. The employee is responsible for any traffic citations and parking tickets received while operating the UT vehicle or personal vehicle.

RELATED POLICIES:

FI0725 Motor Pool policy

FORMS:

Vehicle Use Acknowledgement

CONTACT: Judie Martin, 865-974-1535 or judie.martin@tennessee.edu

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UNIVERSITY OF TENNESSEE - IPS VEHICLE USE ACKNOWLEDGMENT

In consideration of use of a University of Tennessee vehicle or use of my personal vehicle for University business, I acknowledge that:

1. I have been informed that the University’s liability coverage applies only to vehicles driven by UT employees within the course and scope of their employment and only while on official University business.

2. I will not allow any person who is not a UT employee to drive a UT vehicle in my possession and control.

3. I understand that individuals under personal services contract and students and spouses who are not on the UT payroll are not employees of the University and therefore not eligible to operate a UT vehicle.

4. While using a UT vehicle I am responsible for its condition and will make every reasonable effort to return the vehicle in substantially the same condition as I receive it, ordinary wear and tear excepted. I also understand that I or my department may be financially responsible for damages resulting from abusive use of the vehicle in my possession.

5. As an operator of a vehicle (both UT and personal) for work purposes, I must have a valid driver’s license.

6. As required by the State of Tennessee under the financial responsibility law (T.C.A. § 55-12-139) I am required to have insurance on my personal vehicle and for a rental vehicle and must carry documentation in the vehicle. This documentation may be the declaration page of an insurance policy, an insurance binder, or an insurance card from an insurance company authorized to do business in Tennessee and state that a policy of insurance meeting the requirements of this chapter, has been issued.

7. If my license is suspended or revoked, or if for any reason I fail to maintain a valid drivers’ license, I must notify my supervisor within 48 hours that I will be unable to drive a vehicle for UT business until the matter has been resolved with the State of Tennessee or I have made other arrangements to complete my work assignments. If my insurance is canceled, expires or for any reason ceases to be in effect, I must notify my supervisor within 48 hours of notification.

8. Failure to notify my supervisor may result in disciplinary action, including written warnings up to and including termination.

9. The operator is responsible for the protection and safe operation of the vehicle. The operator should observe all traffic laws and rules of safe driving, and the operator is responsible for traffic violations and fines including parking violations.

I acknowledge that I have read and understand the above policies. I also understand that violation of these policies may subject me to disciplinary action under the University of Tennessee Personnel Policies and Procedures and Policies and Procedures for the Institute for Public Service.

_____________________________________________ Driver’s name and Signature _____________________________________________ Department Date

law enforceMenT innovaTion cenTer

The University of Tennessee does not discriminate on the basis of race, sex, color, religion, national origin, age, disability, or veteran status in provision of educational programs and services or employment opportunities and benefits. This policy extends to both employment by and admission to the university.

The university does not discriminate on the basis of race, sex, or disability in its education programs and activities pursuant to the requirements of Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act (ADA) of 1990.

Inquiries and charges of violation concerning Title VI, Title IX, Section 504, ADA or the Age Discrimination in Employment Act (ADEA) or any of the other above referenced policies should be directed to the Office of Equity and Diversity (OED), 1840 Melrose Avenue, Knoxville, TN 37996-3560, telephone (865) 974-2498 (V/TTY available) or 974-2440. Requests for accommodation of a disability should be directed to the ADA Coordinator at the UTK Office of Human Resources, 600 Henley Street, Knoxville, TN 37996-4125.

IPS25 • March 2014