IV. Code of Conduct

All USA faculty, staff, students and patients have a right to work, learn and be treated in a safe environment free of discrimination and harassment, including sexual harassment. We aim to foster behavior that results in equality among all members of our community, including to those we serve. As an Equal Opportunity and Affirmative Action (EO/AA) employer, we don’t discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity and gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. This shall apply in the acceptance of students; the recruitment and employment of faculty and staff; the awarding of grants, scholarships and other funds; in the acceptance of grants and donations; in the treatment of our patients; in our relationships with vendors and other business partners; and in the operation of all courses, programs and services.

USA is a committed neighbor. We recognize that engagement with the community enriches scholarship and research, enhances teaching and learning, prepares an engaged workforce, strengthens civic responsibility, and contributes to the public good. We foster collaboration between USA and our community by increasing the capacity to develop and strengthen partnerships. We support students in attaining opportunities for experiential learning through internships, service-learning, and volunteerism. We also connect community members to the many cultural, educational, research, and entertainment offerings of the campus, while supporting faculty and staff to develop professional skills focused on improving community engagement.

We should apply the Golden Rule; treat others as you would like them to treat you. Let’s be mindful of how we approach others in the USA community; even in disagreement we should be able to treat one another with kindness, dignity and respect.

Members of the USA community are periodically assigned training courses which address areas of high-risk, and help us to better understand how to avoid such risk.  We are expected to complete these courses in a timely manner, for the sake of lowering our risks, increasing our efficiencies, and pursuing excellence.

USA understands that in order to attract and retain quality students, faculty and staff, we must provide a safe and healthy campus environment. To accomplish this, all members of the USA community must share in this responsibility by following safe workplace practices, including: participate in applicable education sessions; use appropriate personal safety equipment; report accidents, injuries, and unsafe situations; maintain security, including securing University assets and facilities; protect the environment, including learning and following applicable safety and environmental related policies; carefully handle hazardous waste and other potentially harmful agents; protect the health of others and themselves by not smoking or using tobacco on USA campuses or managed properties; refrain from engaging in risky behavior such as bringing controlled substances, firearms, explosives, or other weapons on USA premises.

USA researchers and scholars are expected to protect people and humanely treat animals involved in research or teaching, and follow and demonstrate accountability for sponsors and regulatory requirements. Members of the USA community involved in research activities must ensure originality of work, accurately and fairly publish information, and fairly assign authorship credit on the basis of intellectual contributions. We must recognize that failure to do so can result in financial and/or reputational damage to both employees and the University. In conclusion, we are responsible for ensuring that research and academic work is conducted with the highest integrity, and in compliance with federal and state laws, and university policies.

We encourage and support open research and the free exchange of ideas, but we are also committed to complying with United States export control laws, regulations, economic sanctions and trade embargoes. These laws control the release of certain technologies and information outside of the U.S. and to foreign nationals within the U.S. and exist to protect our country, its citizens, and the innovative superiority of the U.S. for reasons of national security, foreign policy, competitive trade, and the proliferation of weapons of mass destruction or military technologies. If you are traveling abroad or engaging in distance learning, or activities that may be subject to export control laws, please contact the Office of Export Controls Compliance for guidance.

Intellectual property includes inventions, literary and artistic works, symbols, names, images, and designs used in commerce that are produced or used within the university. We must be diligent in protecting USA’s intellectual property through measures such as forming non-disclosure and non-compete agreements, limiting the sharing of information with the public, keeping records in secure areas, and following clear guidelines as to the ownership of property and categorization of information as confidential.

All members of the USA community should be aware of and abide by applicable copyright laws which include protections for works of literature, music, drama, film, sculpture, visual art, architecture, and other creative media. Before using any materials, we must check to ensure that they are not protected under copyright law, and if they are, must obtain the owner’s permission prior to such use.

Following the law, both in letter and in spirit, and doing the right thing, are the foundations on which USA’s ethical standards rest. Adherence to USA policies and procedures will keep us compliant with applicable state and federal laws & regulations.  When these policies and procedures are unclear, we are expected to take it upon ourselves to obtain clarity from the University’s subject matter experts. University policies and procedures are designed to guide our everyday responsibilities, set minimum standards, and establish expectations. We should transact all University business in conformance with policies and procedures and accordingly have an obligation to become familiar with those that apply to our areas of responsibility. We are each expected to seek clarification on a policy or other University directive we find to be unclear, outdated or at odds with University objectives. Failure to comply can have serious adverse consequences both for individuals and for the University, in terms of reputation, finances and the health and safety of the community.

Internal controls are processes which help ensure that USA’s business is carried out in accordance with our University policies and procedures, applicable laws and regulations, and sound business practices. They help to promote efficient operations, accurate financial reporting, protection of assets, responsible fiscal management, and help deter fraud. All members of the USA community are responsible for internal controls. Each business unit or department head is specifically responsible for ensuring that internal controls are established, properly documented, and maintained and adhered to, for activities within their jurisdiction.

USA’s ability to achieve its purposes depends upon the quality and integrity of the academic work that our faculty, staff, and students perform. Academic freedom can flourish only in a community of scholars which recognizes that intellectual integrity, with its accompanying rights and responsibilities, lies at the heart of its mission. Observing basic honesty in one's work, words, ideas, and actions is a principle to which all members of the community are required to subscribe.

We are the creators and custodians of many types of sensitive information, such as that of students, patients, employees, alumni, donors, research sponsors, as well as confidential or proprietary business information relating to University operations. Members of the USA community are expected to comply with applicable legal, contractual, and policy obligations to maintain the confidentiality of such information, protect it from improper disclosure, and protect the privacy interests of individuals. To meet these responsibilities, University employees are expected to follow all information security (IS) related policies and procedures.

All members of the USA community are obligated to support the University’s commitment to responsible stewardship of university resources, including but not limited to, land, buildings, facilities, funds, information, intellectual property, office supplies, equipment, university logos, computers, networks, software, telephone, internet services, or any resources purchased by the University. USA resources are reserved for the pursuit of its primary missions of education, patient care and research, and other lawful and authorized USA business purposes. USA resources must not be used by employees for personal gain or for the benefit of third parties, with the exception of incidental use of phones, computers and e-mail when not in conflict with University duties (and at the discretion of your supervisor). Members of the USA community are expected to treat University property with care and to adhere to laws, policies and procedures for the acquisition, use, maintenance, record-keeping and disposal of University property.

While USA understands, respects and appreciates that its employees may be involved in outside activities (financial, business, professional, academic, recreational, community, or other), we are expected to devote primary professional allegiance to the University and to our mission of teaching, patient care, research, and public service. Outside employment must not interfere with University duties. Outside professional activities, personal financial interests, or acceptance of benefits from third parties can create actual or perceived conflicts between the University's mission and an individual's private interests.

A conflict of interest is a situation, arrangement or circumstance where the employee’s outside or private interests or relationships interfere or appear to interfere with those of the University, or cast doubt on the fairness or integrity of the University’s business dealings, particularly from a financial or competitive perspective. A conflict of commitment exists when an employee’s time spent with external relationships or activities may degrade the employee’s ability to fulfill their USA job responsibilities.

Members of the USA community who have certain professional or financial interests are expected to disclose them in compliance with applicable conflict of interest/conflict of commitment policies. In all matters, community members are expected to take appropriate steps, including consultation if issues are unclear, to avoid both conflicts of interest and/or the appearance of such conflicts.

USA is committed to open communication and an environment of transparency. Communicating openly with both internal and external constituents improves relationships and allows the university to operate more effectively. Employees who have questions about a policy, decision, or activity are encouraged to discuss the issue with the individual(s) directly involved before discussing it with others. Supervisors are expected to respond in a timely manner to concerns and communicate with all individuals involved in the matter. The university is committed to providing the community with accurate information regarding the business and affairs of the university. For this reason, and in order to provide a coordinated, accurate, and timely response, all media inquiries should be directed to our Office of Marketing and Communications (ph # 251-460-6211), and legislative inquiries to our Executive Director for Government Relations (ph# 251-460-7277).

All USA accounting and financial records, tax reports, expense reports, time sheets, leave reports, effort reports, and other documents including those submitted to government agencies, must be truthful, accurate, clear and complete. All published financial reports will make full, fair, accurate, timely and understandable disclosures as required under generally accepted accounting principles. Certain individuals with responsibility for the preparation of financial statements and disclosures, or elements thereof, may be required to attest to the honesty and accuracy of submitted documents and reports. All decisions and actions of members of the USA community are to be made for the sole purpose of advancing the best interests of USA and the public good.

Members of the USA community should not accept or solicit, directly or indirectly, anything of economic value such as a gift, gratuity, favor, or entertainment which is, or may appear to be, designed to influence official conduct in any manner, particularly from a person who is seeking to obtain business or financial arrangements with USA. In some approved situations business courtesies may be extended or accepted if in compliance with provisions set forth in the USA Staff Employee Handbook or Faculty Handbook, but the value of the gift rendered or accepted should never exceed de minimis value ($25).

All members of the USA community must act in a fair and professional manner when engaging in commercial activities on behalf of the University, e.g., purchasing goods and services. Commercial transactions must take place in a competitive environment free from conflicts of interest. The University’s goal is to have a diverse pool of vendors and suppliers and to obtain the best possible value based on quality, price, service, reliability, and delivery terms. Goods and services may only be purchased by authorized individuals consistent with USA policies and procedures. The USA Purchasing Department can provide guidance concerning the full spectrum of University commercial activities involving the purchase of goods and services.