UMFK Employee External Communications Policy

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Part 1: Standards and Practices

  1. This policy covers external communications via all modalities. 
  2. This policy covers anyone acting in an official capacity for UMFK, including faculty, staff, student workers, and volunteers.
  3. All external communications must be consistent with the UMFK Mission and Vision.
  4. The UMFK web site (www.umfk.edu) is to be used exclusively for external marketing purposes. Online internal communications and resources are to be placed in the Portal (my.umfk.edu).
  5. The Director of Marketing & Communication will make all final decisions regarding the look and feel, aesthetic consistency, and marketing message of all external communications.
  6. The Media Services department will offer creation of and support for multimedia and web applications and web site, social media, and database content, as well as support for and maintenance of applicable technical frameworks.
  7. The Director of Marketing & Communication will make all final decisions regarding the marketability of news, external communications, and creative content.
  8. UMFK will not host or link to unaffiliated web sites or sites with commercial intent.
  9. Student and faculty online content hosted by UMFK must not contain advertisements, pornography, external copyrighted material, or present a security risk.
  10. Student and faculty online content hosted by UMFK must contain a disclaimer stating that any opinions expressed in said content are those of the creator alone, and do not represent the official opinions of UMFK.
  11. The University Relations department will manage the home page of the UMFK web site (www.umfk.edu), and all campus social media channels. Other departments will be given access and posting privileges at the discretion of the Director of Marketing & Communication.
  12. Under the management of University Relations, social media accounts should be combined and centralized whenever possible.
  13. The Director of Marketing & Communication has the authority to approve or deny all requests for new social media accounts, and to take down existing social media accounts.
  14. Departments are responsible, pending University Relations approval, for creation, accuracy, and maintenance of their own text for academic web pages on the UMFK site.
  15. The Director of Marketing & Communication reserves the right to modify all public facing text and other marketing materials created by other departments in the interest of unified voice and marketability.
  16. The University Relations department reserves the right to remove or alter any social media post.
  17. Departments must review all external facing content at least once per semester.
  18. All interactions with the press must be vetted by University Relations in advance of distribution.
  19. Only the formally approved logo may be used in external UMFK communications.
  20. The University Relations office will manage the approval of proposed logos and deprecation of old logos.
  21. There will be no unapproved use of UMFK intellectual property in any modality. The University Relations department will serve as the approving authority. This does not include instructor-created course materials (i.e. syllabi).
  22. Proper spelling and grammar will be used at all times in all UMFK external communications.
  23. No profanity, personal attacks or threats, or language that impugns the integrity and/or damages the reputation of UMFK is allowed in any external communications.
  24. All external communications must adhere to community standards.
  25. Representatives of UMFK will not respond to personal attacks or attacks directed at UMFK via official communications channels, including social media accounts.

Part 2: Technical Considerations:

  1. The UMFK Web site includes all public facing content at www.umfk.edu and all affiliated subdomains.
  2. UMFK web applications are public facing online tools accessible through the UMFK web site.
  3. UMFK social media accounts or channels are public facing content created by UMFK representatives, but hosted by external entities. Examples include Facebook, YouTube, Twitter, Instagram, and Snapchat.
  4. The UMFK Portal is a private, authenticated repository of internal UMFK online tools and content located at my.umfk.edu.
  5. This policy covers the use of UMFK bandwidth as well as all external communications.
  6. Students must sign an FTP contract for server access.
  7. All UMFK social media accounts must adhere to UMS:IT guidelines for secure usernames and passwords.
  8. All social media account usernames and passwords must be shared with the University Relations and Media Services departments.
  9. Any electronic device with Admin rights to any UMFK social media account must be locked when the user steps away.
  10. The University Relations department must be an administrator on all UMFK social media accounts.
  11. The Media Services and University Relations departments will choose the tools made available to campus for content creation.
  12. All external communications must comply with University of Maine System accessibility standards.

Part 3: External Content Path

  1. External facing content is created by an employee.
  2. This content is vetted and approved by the employee’s supervisor. Deans will serve as approvers for Academic programs.
  3. After supervisory approval, all content is vetted by the Provost.
  4. The Director of Marketing & Communication may approve the material for publication directly, alter the material so it conforms to marketability or policy standards before publishing, request that changes be made by the creator, or deny publication.
  5. After any applicable changes are made by either the Provost, the Director of Marketing & Communication, the original creator, or their program, the Director of Marketing & Communication will articulate approval for the content to be circulated. 

Content Path Notes:

  1. Blanket approval may be given by the Director of Marketing & Communication to interact with current or prospective students, answer questions, and promote campus events via social media.
  2. Supervisors may delegate approval authority as long as the content reaches the Director of Marketing & Communication before publication.

Transcripts

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TRANSCRIPTS     

 Transcripts of courses taken at the University of Maine at Fort Kent are issued only at the written request of the student. Two types of transcript are issued. “Unofficial” copies are issued to students for academic advising purposes. “Official” transcripts carry the signature of the Registrar and embossed seal of the University. Partial transcripts are not issued. The following per copy fee is required prior to issue of the transcript:          

  • Official Copy: $3.00
  • Unofficial Copy: $3.00
  • Faxed Copy: $6.00

Transcripts will show only work completed as of the date of request. In progress work will display on the transcript.    

Transcripts from other institutions, which have been presented for admission or evaluation, become a part of the student’s permanent academic file and are not returned or copied for distribution. Students desiring transcripts covering work attempted elsewhere should request them from the appropriate institution.

NOTE: It is the policy of the University of Maine at Fort Kent to withhold all official credentials, including grades and transcripts, until library clearance has been effected and the student’s account paid in full. It is also University policy to withhold credentials for students who have defaulted on their university-based student loans.

Add/Drop Policy

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To add or drop a course the student obtains the appropriate form from the Registrar and processes it according to the instructions:

1.        Courses may be added during the first week of classes only. This applies to all credit courses (day and evening). Courses may be dropped during the first week of classes without penalty (see Academic Calendar for current deadlines.)
2.        Beginning with the second week of classes until Pre-registration for the following semester, as published in the Academic Calendar, courses may be dropped with a grade of “W” assigned by the instructor. The “W” is not computed in grade point averages.
3.        Withdrawals are not permitted after the Pre-registration date until the last day of classes, prior to final semester exams, of the semester (see Academic Calendar for semester dates) except in unusual circumstances. Withdrawals after Pre-registration require the approval of the faculty member and the Divisional Chair.
4.        Adding, dropping, or withdrawal from courses is not permitted after the last day of classes, prior to final semester exams, for the semester (see Academic Calendar for semester dates).

If it is the intention of the student to withdraw from one or all classes, the above procedures are to be observed. Failure to do so will result in the assignment of the grade of “F” for each course involved. Grades of “F” are computed in the grade point averages.

Registration

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Registration involves academic advising, course selection, and payment arrangements. All degree students must see their academic advisors for assistance with course selection. Students who are not working towards a degree may seek the assistance of a faculty advisor.    

To register for courses, students must complete a registration form. Students can then register for their courses using their touchtone telephone by dialing (207) 834-7575, by visiting the website: http://www.umfk.maine.edu/DSIS, or by bringing the form to the Registrar’s Office.    

At the beginning of each semester, specific registration dates are published in the Academic Calendar. On these days, priority in course selection is based on student class level; that is, seniors register first, followed by juniors, sophomores, and finally freshmen. Subsequent to that date, registrations are accepted on a first-come, space-available basis until the “Last Day to Register” specified on the Academic Calendar. The “Last Day to Register” is two weeks before the start of the semester. Students wishing to register after the “Last Day to Register” deadline must have their registration approved by the Vice President for Academic Affairs. A $25 Late Fee will be assessed.

Tuition and fees must accompany the registration form unless prior arrangements have been made with the Business Office.

Students With Disabilities

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The University of Maine at Fort Kent does not discriminate on the basis of disabilities in the recruitment and admission of students, the recruitment of faculty and staff, and the operation of any of its programs and activities. The designated Coordinator for compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1992 is the Director of Facilities Management.    

Following admission to the University, all students are required to complete and submit a health form. Any student who has noted a disability will be referred to the 504/ADA Coordinator, who will attempt to make available any necessary auxiliary aids to accommodate the student. The coordinator will also contact the appropriate offices for scheduling of classes in accessible rooms.    

Students with disabilities may also request the waiver of a degree requirement through the ADA coordinator, who will direct the request to the student’s advisor and to the Registrar’s Office.    

If students with disabilities have a grievance against a policy or a condition at the University, the following procedures should be followed:

  1. The grievance should be discussed with the 504/ADA Coordinator.
  2. If the matter cannot be resolved, the grievance will then be presented to the Vice President for Administration for consideration.
  3. If the situation cannot be resolved, the grievance will be forwarded to the President, who will confer with all parties concerned and render a decision. All parties are expected to adhere to the President’s findings.

Student Health Insurance

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Many colleges and universities require that all students be covered by an adequate insurance policy.  Starting with the September 2007 term, UMFK will require that all students verify that they have other adequate insurance coverage in order to waive automatic enrollment in the UMFK sponsored student health insurance plan. Students wishing to supplement existing coverage may do so by remaining in the UMFK plan.

For domestic students without their own insurance coverage, or for those who would like to supplement existing coverage, UMFK has arranged for a plan underwritten by Commercial Travelers Insurance Company that will provide qualitative basic coverage up to a $10,000 limit per claim. Since insurance purchased outside of the USA is not likely to be effective in this country, all international students are also required to remain enrolled in the UMFK plan unless proof of other USA insurance coverage is provided.

All students will automatically be enrolled in the UMFK Plan. Students who wish to have the expense for this coverage removed from the University charges may do so by providing other insurance information.

UMFK Transfer of Credit Practices

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The University of Maine at Fort Kent recognizes that students may complete postsecondary work at other institutions. This work is important to the student and also to the University. UMFK will make every effort to recognize the credits through the transfer process and apply these toward its program requirements. Where the content of courses from the previous school is equivalent to that of UMFK courses, students will be given credits toward their degree requirements. Where there is no compatibility of content, elective credit will be given. UMFK also has special arrangements with selected schools whereby credits are accepted directly into UMFK programs (see Index under “Articulation Agreements” for details of these special arrangements).    

In order to receive credits for work from other institutions, students must present “official” transcripts from each post-secondary school. For students who are applying for transfer to Fort Kent (see Index under “Transfer Students”), the transcripts must be sent to the Admissions Office. For those taking courses at other schools while a student at UMFK, the transcript should be directed to the Registrar’s Office.    

Once transcripts are received in the Registrar’s Office, they will be evaluated and credits accepted as appropriate. The student will then be notified of the transferability of each course as well as how the credits will apply to his/her degree program. The acceptable credits will then be posted on the UMFK transcript. Decisions on transfer credit evaluations may be appealed to the Vice President for Academic Affairs (see Index under “Student Academic Review Policy”).    

Although all coursework will be considered for transfer, credits will be acceptable for transfer only under the following conditions:

  1. Only work from institutions accredited by one of the six regional accrediting agencies will be accepted in transfer.
  2. Only work with grades of “C-” and above will be accepted. Courses graded with non-standard letter systems, such as Pass/Fail, will be consider for transfer if the transcript clearly shows the equivalent grade symbol indicating a grade of “C” or better.  
  3. Grade Point Averages (GPA) from other schools do not transfer. Grades from all schools are listed on the UMFK transcript but are not included in the UMFK GPA.
  4. Only work which applies to a course of study at UMFK will be accepted.
  5. Nursing clinical courses are not transferable.
  6. Credits from vocational or technical schools are accepted if they were taken as part of an Associate degree.    

UMFK differentiates between courses offered during the freshman/sophomore years (lower level) and those at the junior/senior years (upper level). For transfer courses, the level is determined at the time of transfer evaluation. Courses, considered upper level at the away school, are considered upper level at UMFK. Courses, considered lower level at the away school, are considered lower level at UMFK. It is recognized that conflicts will exist between the numbering schemes. Credits from two-year institutions will be considered the equivalent of lower level work (freshmen and sophomore years) at the University of Maine at Fort Kent.

NOTE: For students transferring within the University of Maine System: “Trustee policy is to provide the maximum opportunity for transfer within the System. When a student is accepted for transfer within the University of Maine System, all undergraduate degree credits, with a minimum grade of “C-“, obtained at any unit of the University will be transferable to any other unit but will not be automatically applied to the specific academic degree program to which the student has transferred. Each student will be expected to meet the established requirements of the academic program into which transfer is effected, and appropriate application of that credit is to be the responsibility of the particular academic unit. To determine which courses are transferable for degree program credit, students who anticipate the need to transfer course credits should consult with their academic advisor prior to enrollment.” 

Transfer of Credit from Non-Regionally Accredited Institutions    

Credits earned at non-accredited institutions of higher learning may be presented for evaluation and acceptance at the University of Maine at Fort Kent. Any student anticipating the transfer of credits from a non-accredited institution should:

  1. Request that an official transcript be sent from the institution in question to the Registrar of the University of Maine at Fort Kent.
  2. Secure for the Registrar the following data for each course involved:
    • Complete syllabus
    • List of all required and any optional textbooks or other instructional materials used in the course.
    • School’s catalog.
  3. The Registrar will review the foregoing documents to determine equity with academic requirements and courses at UMFK. The Registrar may confer with other offices of the University as appropriate.
  4. Where equity is found to exist with courses offered by UMFK, the transfer credit may be accepted at full or adjusted value toward satisfaction of the corresponding UMFK course. Where a corresponding course is not offered at UMFK, the course value may be accepted toward fulfillment of elective requirements.

University of Maine System Transfer Credit Practices

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  1. Generally, course grades do not transfer from institution to institution. Semester and cumulative grade point averages reflect only those courses taken at the home institution. Exceptions to this policy are approved by the University of Maine System Vice Chancellor for Academic Affairs. Students in external degree programs and/or taking courses at distant sites and centers should inquire about any exceptions which may apply.
  2. Grades in courses taken within the University of Maine System and accepted for transfer credit will be recorded on the student’s transcript although not computed into the cumulative grade point average.
  3. All undergraduate courses successfully completed at one University of Maine System institution will transfer to another.
  4. Each student must meet the established requirements of the academic programs or college into which he/she is transferring. Transfer credits do not necessarily count toward such requirements.
  5. Transfer students must consult the individual institution catalog to determine requirements regarding the number of degree credits that must be taken through the degree-granting institution.
  6. Transferring students will be expected to provide official transcripts reflecting all previous postsecondary work.
  7. Each accepted transfer student will receive a written evaluation of transfer credit. The transfer student should then meet with program faculty/advisors at the receiving institution to review how the transfer credit will be applied.
  8. Course credit will be transferred only for coursework delivered by regionally accredited institutions, through Advanced Placement (AP) or College Level Examination Program (CLEP), or through life experience (i.e. prior learning or other learning such as military training, etc.) when validated through the approved campus processes.
  9. Course credit from international institutions will be accepted for transfer consistent with established institutional policies.

Home Schooled Policy

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The University of Maine at Fort Kent welcomes education in all its forms. UMFK recognizes that students from varied academic backgrounds contribute to the diversity of education sought after by our institution.    

Home Schooling is, and has been, an important medium for some high school level students. Applications into our degree programs are welcome from home schooled students.    

The information that follows describes our policy regarding the admission of home schooled students who wish to apply to the University of Maine at Fort Kent. In addition to a complete application form, the home schooled student submits:

  1. Transcripts from a home school agency (if applicable).
  2. Standardized Test Scores: Any ONE of the following are acceptable: SAT recommended combined score of 1350; ACT recommended total score of 18; or GED passing.
  3. Literature describing the home school agency you are affiliated with (if applicable).
  4. Please indicate on your admissions application whether your home schooled experience was correspondence school based, parent/student designed, unschooled/non-curriculum based or a combination.
  5. Letters of recommendation (you can remove the “Counselor Recommendation Form” included with the application).
  6. A portfolio representing academic and research endeavors may be required.
  7. A personal interview may be requested by the Admissions Office.    

Please contact the Admissions Office at 1-888-TRY-UMFK if you have questions regarding our Home Schooled Policy.

Protocol for Formal Suggestions or Complaints

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Occasionally, an individual may have reason to formally question policies, procedures, or actions taken by an academic or administrative office. The University encourages individuals to attempt to resolve differences informally and directly with the party or parties involved whenever possible; however, in the event that informal efforts to resolve a matter are unsuccessful, the following protocol will be followed*.

 1) The individual submits a written statement of the issue and requested remedy to the department director or chairperson as appropriate**. The director or chairperson may choose to seek input or advice, as appropriate from internal or external resources, and/or to meet with the individual to gather additional information or to resolve the matter. In any event, the director or chair will render a decision within one’s scope and authority and communicate the decision in writing to the individual in a timely manner.    

2) In the event that the matter has not been satisfactorily resolved, the individual may request an additional review to the next administrative level (generally the Dean or the appropriate Vice-President). Such requests must be in writing and copies of the initial request and response should be included. Again, the administrator may meet with the parties involved or seek additional input to gather information and/or identify an appropriate resolution. Again, the administrator will render a decision in writing in a timely manner. 

3) Additional reviews may be filed sequentially up to the level of the campus President. All such reviews must be in writing and must follow and respect the chain of command. The President’s decision will be final and all parties are expected to adhere and/or comply.  

*This protocol does not cover complaints of discrimination or harassment or employment related complaints. Such complaints will be handled in accordance with the University’s Equal Opportunity Complaint Procedure (available on-line under campus forms or from the Human Resources Office) or the applicable collective bargaining agreement or employee handbook, as appropriate.

**In the event that issues are raised in the media, it is the general policy of the University that individual offices will refer such matters to the Director of University Relations and Alumni Affairs who will work with the appropriate administrators and the President to prepare an appropriate institutional response as warranted.