“Security & Loss Prevention”

Policy Supersedes Effective
#201 4/1/98

The following lists some policies and procedures that provide defense against loss/theft, and apply to all ASUCLA employees. This list is not intended to be all inclusive. In addition, your department may inform you of other policies and procedures they have implemented. Failure to adhere to ASUCLA and department security policies and procedures will result in corrective action, up to and including immediate dismissal. Violations should be reported immediately to your supervisor/manager, or to the Security/Loss Prevention Department.


Employees who are issued name badges must wear them at all times while on duty.

Personal Belongings

Backpacks and other bags are not allowed in retail/food service storerooms or work areas.

Merchandise Holds

You may under no circumstances place hold items in locker rooms and/or in personal bags or backpacks. You must follow your department’s procedures when placing items on hold.

Employee Discount

You must be aware of, and follow, the published guidelines for the Employee Discount Policy.


Established procedures must ALWAYS be followed, and refunded items must be properly secured/maintained.


Established procedures must be followed, including securing supervisor approval when required.


Customers must always be given a receipt, if a receipt is generated. Any receipts left behind by customers must be torn lengthwise and discarded.

Overs & Shorts

Must be recorded and reported in a timely fashion, in accordance with department procedures.


All pricing materials must be stored and secured when not in use.


Employees are required to use their own identification number at any time they are ringing on a register.

Entering & Exiting

Employees must use designated employee entrances/exits when coming to or leaving the work site.


All employees are responsible for adhering to ASUCLA/department cash handling policies/procedures.

Wearing/Use of Store Merchandise

Employees are prohibited from wearing/using store merchandise that has not been purchased.

Employees as Customers

Employees are prohibited from performing any transactions for him/herself. This includes but is not limited to sales, returns and voids.

Suspicious Activities

Employees are required to report any suspicious activities to their supervisor, manager and/or Security/Loss Prevention Department.


ASUCLA’s Security




In cases of theft/misappropriation of ASUCLA assets by other employees, you may call ASUCLA’s Security. Employees may maintain their anonymity when making reports.

$$ Awards for “HOT TIPS”

Employees who do identify themselves when making reports may be eligible for a monetary award if the information reported leads to recovery of ASUCLA assets:

  • $50 every month will be awarded to the employee whose report leads to the largest recovery in that month.
  • $250 every fiscal year will be awarded to the employee whose report leads to the largest recovery in that year.

Security/Loss Prevention staff are not eligible for “HOT TIPS” awards.

“Inspections & Monitoring”

Policy Supersedes Effective
#206 4/1/98 1/1/2001

All packages, parcels, bags, and backpacks being removed from ASUCLA property by ASUCLA employees are subject to inspection. ASUCLA also reserves the right to conduct searches or inspections of employees’ electronic data files, work areas including desks and files, and personal belongings in circumstances where these measures are deemed warranted.

From time to time, employee activities may be monitored to ensure compliance with service standards, operating programs, and policies/procedures. Monitoring may include such things as “silent shopper” programs and auditing customer service telephone calls.

ASUCLA encourages the use of electronic mail and respects the privacy of users. It affords electronic mail privacy protections comparable to that which it traditionally affords paper mail and telephone communications. Electronic mail may constitute a University record subject to disclosure under the California Public Records act or other laws or as a result of litigation. An E-mail holder’s consent shall be sought by ASUCLA prior to any inspection, monitoring or disclosure of ASUCLA E-mail record in the holder’s possession. However, access to ASUCLA’s electronic mail services is a privilege that may be wholly or partially restricted by ASUCLA without prior notice and without the consent of the email user. ASUCLA may inspect, monitor or disclose electronic mail without the consent of the email user when required by and consistent with law when there is substantiated reason to believe that violations of law or of ASUCLA policies have taken place or in exceptional cases, when required to meet time-dependent, critical operational needs. In either case, the responsible authority or designee shall, at the earliest possible opportunity that is lawful and consistent with other ASUCLA policy, notify the affected individual of the action(s) taken and the reasons for the action(s) taken.

ASUCLA will publish, where consistent with law, an annual report summarizing instances of authorized or emergency nonconsensual access to electronic mail.

Searches, inspections and monitoring shall be conducted in compliance with applicable State and Federal laws.

“Use of ASUCLA Equipment, Supplies & Resources”

Policy Supersedes Effective
#211 none 1/1/2001

Equipment, supplies and other resources are provided to ASUCLA departments for the administration of the Association’s business activities.

Employees are to check with their supervisors/managers concerning departmental policies/procedures that address the use of ASUCLA equipment, supplies and other resources. Employees are expected to adhere to such policies/procedures, and to consistently use tracking forms, logs and reports.

Employees are expected to demonstrate the highest levels of professionalism and judgement in the use of ASUCLA equipment, supplies and other resources, and to adhere to the guidelines provided below. Violation of this policy may be grounds for immediate dismissal (see “Involuntary Separation”).


The following are prohibited:

  • Excessive time spent engaged in personal use of ASUCLA telephones.
  • Personal use of ASUCLA telephones in a manner that interferes with business activities.

Employees are permitted to make and receive brief personal calls, but are expected to do so during regular breaks and meal periods whenever possible. It is recognized that, on occasion, employees may have need to make long distance personal calls using ASUCLA telephones, and/or calls lasting more than a few minutes. Employees are required to seek advance approval of their supervisors/managers before making such calls, and are expected to reimburse ASUCLA for the cost of them if unable to use a personal calling card.


Electronic mail services may be used for incidental personal purposes provided that such use does not directly or indirectly interfere with ASUCLA’s operation of computing facilities or electronic mail services, burden ASUCLA with noticeable incremental cost or interfere with the e-mail user’s employment or other obligations to ASUCLA.

Electronic mail services may not be used for: unlawful activities; commercial purposes not under the auspices of ASUCLA; personal financial gain; personal use or uses that violate other ASUCLA policies or guidelines. The latter include, but are not limited to, policies and guidelines regarding intellectual property, or regarding sexual or other forms of harassment.

E-mail users shall not employ a false identity. E-mail may, however, be sent anonymously provided this does not violate any law or any other ASUCLA policy, and does not unreasonably interfere with the administrative business of ASUCLA.

Electronic mail users shall not give the impression that they are representing, giving opinions or otherwise making statements on behalf of ASUCLA unless appropriately authorized (explicitly or implicitly) to do so. Where appropriate, an explicit disclaimer shall be included unless it is clear from the context that the author is not representing ASUCLA. An appropriate disclaimer is: “These statements are my own, not those of ASUCLA.”

Photocopiers, Facsimile (“FAX”) Machines, Computer Printers & Other equipment

Use of ASUCLA photocopiers, facsimile machines, computer printers, and any other equipment is to be restricted to business activities. On rare occasions and under special circumstances, employees may have need to use ASUCLA equipment for personal reasons. Employees are required to seek advance approval of their supervisors/managers before making personal use of ASUCLA equipment, and are expected to reimburse ASUCLA for all costs associated with such personal use.


The following are prohibited:

  • Personal use of any supplies purchased by ASUCLA.
  • Removal of any supplies purchased by ASUCLA from ASUCLA facilities.

ASUCLA Resources

Employee use of the following ASUCLA resources for personal use and/or advantage is prohibited:

  • Mail services, distribution and receiving services.
  • Other resources as defined by ASUCLA policies/procedures (see “Conflict of Interest” and “Proprietary Information”).

“Data Security”

Policy Supersedes Effective
#216 2/1/97

Company and non-company personnel using the computing and communications network are responsible for compliance with these data security standards and guidelines to prevent accidental or intentional unauthorized use, disclosure, modification or destruction of data and programs. This includes all remote access through authorized ASUCLA communications devices and processes. Unauthorized connectivity is not permitted. All users are individually responsible for reviewing the security standards that are specifically applicable. Serious and/or repeated violations of these data security standards and guidelines will result in corrective action, up to and including immediate dismissal.

Protection of Equipment and Data

Users of ASUCLA computer equipment (i.e., portable terminals, personal computers, diskettes, etc.) must take prudent steps to ensure the physical security and protection from theft, damage, destruction or unauthorized use.

Persons designated as owners of specific data are responsible for controlling access to that data. This includes secure storage and protection of sensitive data used in personal computers and/or transmitted via ASUCLA computing and communications resources.

Users of personal computers are responsible for providing backup and recovery copies of their critical data, programs, and system documentation.

Do not install unknown or unsolicited programs on computers.

No sensitive information such as Social Security Numbers, Driver’s License or California Identification Card Numbers, Bank Account Numbers, or Debit or Credit Card Numbers is to be downloaded or stored on any of the following:

  • Laptop Computers
  • Home Computers
  • PDAs or other mobile devices
  • Removable media other than departmental back-up devices
  • Any local workstation hard drives (i.e. “C” drives)

Users of data are responsible for the protection of that data. This includes all data on computers, printed reports, microfiche, etc. Lock up any sensitive materials before you leave your area.

All PCs, laptops and workstations should be secured with a password-protected screensaver with the automatic activation feature set at 15 minutes or less.

Employees should secure their workstations by logging off or locking (control-alt-delete for Windows users) prior to leaving them unattended.

All hosts used by the employee that are connected to ASUCLA Internet/Intranet/Extranet, whether owned by the employee or ASUCLA, shall be continually executing approved virus-scanning software with a current virus database. Home users accessing their workstations via Remote Desktop must have an anti- virus and spyware program on their home PCs prior to using this specialized service.

Encryption of information is to be used in compliance with ASUCLA IT Security Policies.

Because information contained on portable computers is especially vulnerable, special care should be exercised. Laptops are to be protected in accordance with the ASUCLA IT Security Policies, including personal firewalls.


Passwords are not to be shared, written down or displayed in unsecured places. Authorized users are responsible for the security of their passwords and accounts. Passwords must be selected using a pattern of letters and numbers that would be difficult to guess. Passwords should be at least 8 characters in length and contain characters from at least 3 of the following 4 categories:

  • Lower case letters
  • Upper case letters
  • Numbers
  • Special characters (i.e. !@#$%^&&*()+_)

System and user level passwords should be changed every 45 days.

Transmission or Reception of Data

Transmission or reception of any material in violation of any governmental regulation is prohibited. This includes, but is not limited to: threatening, discriminatory or obscene material; copyright material; or material protected as a trade secret. Use of networks for illegal or inappropriate activities is prohibited.

All data, programs, systems, and documentation created or used for company business become the exclusive property of ASUCLA and are not to be reproduced or distributed externally without prior management approval.

Proprietary software such as Microsoft Word, Excel, Access, Schedule+, etc. and associated documentation are subject to copyright laws and licensing agreements and are not to be reproduced without prior written management approval.

Under no circumstances is an employee of ASUCLA authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing ASUCLA -owned resources.

Personal Data

All data, programs, systems, and documentation created or used for company business become the exclusive property of ASUCLA. Personal data should not be saved on any ASUCLA computer and ASUCLA reserves the right to access all files on company equipment.


Employees must use extreme caution when opening e-mail attachments received from unknown senders, which may contain viruses, e-mail or the Trojan horse code.

E-mail services shall not be used for purposes that could reasonably be expected to cause, directly or indirectly, excessive strain on any computing facilities, or unwarranted or unsolicited interference with others’ use of e-mail or e-mail systems. Such uses include, but are not limited to, the use of e-mail services to: send or forward e-mail chain letters; spam, that is, to exploit listservers or similar broadcast systems for purposes beyond their intended scope to amplify the widespread distribution of unsolicited e- mail and “letter-bomb”, that is, to resend the same e-mail repeatedly to one or more recipients to interfere with the recipient’s use of e-mail.


Policy Supersedes Effective
#221 none 4/1/98

From time to time, ASUCLA will be required to conduct internal investigations in order to verify compliance with laws, regulations, and policies/procedures. Investigations may also take place as a measure to resolve employee concerns and/or complaints related to their employment or the work place.

ASUCLA requires all employees to cooperate fully with any of its investigators or representatives throughout the course of an internal investigation.

Employees are to provide complete, honest answers when responding to ASUCLA investigators/representatives. They are to volunteer all information and documentation that may be helpful to ASUCLA in conducting its investigation. If information and/or documentation is discovered following an investigative interview, it must be immediately provided to the investigators/representatives.

Employees must not interfere with an investigation, or attempt to conduct their own investigations. Doing so may compromise the integrity of an investigation and expose employees and ASUCLA to the risk of claims such as retaliation and interference.

ASUCLA may also be required to participate in external investigations conducted by government entities. Employees will be instructed by ASUCLA when their participation and cooperation is needed during an external investigation.

Violation of this policy will be grounds for corrective action, up to and including immediate dismissal.


Policy Supersedes Effective
#226 4/1/98

ASUCLA makes every effort to provide safe working conditions free from hazards which could lead to injury to our employees and customers, or to property damage. Every ASUCLA employee has an important place in safety and accident prevention, and is expected to cooperate fully with established safety measures. Failure to do so may result in corrective action, up to and including dismissal. This includes:

  • Complying with safety guidelines, regulations and procedures.
  • Reporting unsafe conditions or procedures to your supervisor.
  • Reporting safety/accident incidents to your supervisor.
  • Accepting responsibility for safe work performance.

Only through the joint efforts of all employees and supervisors can safety and accident prevention be attained.

General Safety Guidelines

Employees are expected to follow these guidelines and to report observed violations to their supervisor or manager. This list is not intended to be all inclusive. Employees are expected to apply the highest levels of judgment to ensure safety and accident prevention. In addition, other safety guidelines may apply to your job and daily activities which your supervisor will review with you.

  • Report any incident or accident to your supervisor or manager at once, no matter how minor.
  • If you become ill or are injured on the job, immediately notify your supervisor or manager.
  • Walk — do not run — on work premises.
  • Only operate equipment on which you have been properly trained.
  • Keep stairs, aisles, floors and walkways dry and clear of materials.
  • Be on the alert for fire hazards, and report or correct them.
  • Know the location of the nearest fire exit, as well as the location and use of the fire fighting equipment in your area.
  • No smoking: all Campus & ASUCLA facilities are smoke-free
  • Dispose of waste and trash immediately.
  • Report all unsafe conditions and equipment to your supervisor or manager.
  • Appliances such as fans, lamps and radios are only permitted if they are UL approved and so marked, and if you have your supervisor’s or manager’s approval to use them.
  • Close cabinets, files and desk drawers at all times when not in use.
  • Stack materials on desks, cabinets and storage areas neatly and in a secure manner.
  • Keep exits free from obstructions.
  • Use proper lifting techniques when lifting materials. Keep your back straight, bend at your knees, and lift with your legs. Only lift materials you can comfortably manage. Request assistance from co- workers for heavy objects.
  • Be careful not to overload electrical outlets or allow electrical cords to tangle.
  • Approach any solid door with caution to avoid being hit if someone opens it from the other side.
  • Be alert to dangerous weather conditions and any potential impact on safety and accident prevention.

Office and Computer Safety

If you work at a computer or desk for a significant portion of the day, remember to periodically shift positions and stretch to relieve muscle tension. Computer screens should be adjusted slightly below eye level and have good contrast. Relax your eyes occasionally to prevent eye strain. Adjust your chair and keyboard height so forearms are level and wrists are straight when your hands rest on the keys. Your feet should rest comfortably on the floor.


In addition to being responsible for accident prevention in performing work and in their own work surroundings, employees are accountable for the general cleanliness of their work space.

Safe Fire Response

Immediately report any fire to your supervisor or manager and call “911”.

In its beginning stage, a fire can often be extinguished or controlled using mounted or portable fire extinguishers. However, if you are not familiar with how to use this equipment, or if the fire appears to be growing out of control, evacuate the facility.

Safe Evacuation

When evacuation is required in response to a fire, explosion or natural disaster, an alarm system will be your cue to evacuate. To ensure safe evacuation, it is essential not to panic. Evacuate quietly and in an orderly manner through the nearest exit. Elevators should never be used when evacuating. Remember to close your office door prior to leaving, but not if that would endanger you or others.

Seat Belts

It is a well proven fact that the use of seat belts reduces the risk of injury or death in the event of an accident. When on company business, whether using a personal or company vehicle, employees are required to use a seat belt.

Hands Free Cell Devices

No employee shall operate a company motor vehicle while using a mobile telephone to engage in a call while the vehicle is in motion unless the employee uses a hands-free mobile telephone which allows the user to communicate without the use of either hand or when the sole purpose of the phone call is to communicate an emergency to a police or fire department, a hospital or physician’s office or an ambulance corps.

Using electronic wireless communications devices including cell phones, tablets, laptop computers, etc. to manually communicate with any person by writing, sending or reading a text message using a text-based communication, such as text messages, instant messages or e-mail while driving a motor vehicle is also prohibited.

Injury or Illness On The Job

ASUCLA employees are covered by Workers Compensation Insurance. This insurance provides:

  • Payment of approved medical expenses that result from work-incurred injury or illness.
  • Payment of an allotted percentage for time off work due to the injury or illness.
  • In some cases, employees are also eligible for a Work-Incurred Leave of Absence.

Employees who are injured while at work should notify their supervisor immediately, no matter how minor the injury may seem to be at the time.

Employees should contact ASUCLA’s HR Division Area Manager with questions about Workers Compensation Insurance benefits.

Treating Physician/Professional

Employees who file a report of work-incurred injury or illness will be referred by ASUCLA to an appropriate physician/professional for assessment and/or treatment. 30 days after filing the report, employees may designate their own treating physician/professional.

Employees may be immediately referred to a physician/professional of their choosing if they have previously submitted a request to do so in the event of work-incurred injury or illness. The request must be submitted in writing prior to the report of work-incurred injury or illness. It is recommended that the written request be submitted at the time of hire for inclusion in the Employment File.

“Emergency Procedures”

Policy Supersedes Effective
#231 4/1/98 1/1/2001

ASUCLA has developed detailed guidelines for its employees in the event of a disaster or emergency such as an earthquake, fire, hazardous materials spill or civil disorder. These emergency procedures may be maintained by Division Heads, and can be located from your PC, as follows:

From WORD,select:
S: > Shared > Security > “Emergncy.doc”
In addition, each department maintains a telephone list to facilitate communication during such times. It is vital that you know how to call your department and that you notify your supervisor of any changes to your address or telephone number.

“Work Place Violence”

Policy Supersedes Effective
#236 6/1/98

ASUCLA is committed to providing and maintaining an environment that is free of intimidation from acts or threats of violent behavior. Such behavior is not only a violation of ASUCLA policy, it is prohibited by law.

For purposes of this policy, violent behavior and threats of violent behavior are defined as:

  • The actual or implied threat of harm to an individual or a group of individuals.
  • The possession on ASUCLA/University property of weapons of any kind, unless specifically authorized by the UCPD Chief of Police.
  • The brandishing of any object that could reasonably be construed as a weapon.
  • Reckless or intentional disregard for the physical safety or well being of others; putting individuals at risk of being injured.
  • The actual or implied threat of willful destruction to ASUCLA/University property, or to private/personal property on ASUCLA/University premises.
  • Commission of a violent felony or misdemeanor against any person(s) on ASUCLA/University property including but not limited to stalking, physical assault, and battery.
  • Any other conduct, either physical or verbal, that a reasonable person would perceive as actual or threatened violence.

Employees are to immediately report actual or threatened violence to their supervisors and/or ASUCLA’s Security & Loss Prevention Division when they have been subjected to, witnessed, or have knowledge of actual or threatened violence, or any conduct that could be perceived as actual or threatened violence.

Violent behavior and threats of violent behavior are a form of work place misconduct which is subject to corrective action up to and including immediate dismissal, as well as to prosecution to the fullest extent of the law.