U.8 Campus Services

U.8.1 Addresses, Building Locations, and Campus Map.

The official UAFS mailing address is:

University of Arkansas at Fort Smith

5210 Grand Avenue

P.O. Box 3649

Fort Smith, AR 72913-3649

(The Post Office requests the use of all four address lines and the ZIP+4.)

For Federal Express, UPS, and other deliveries, use:

University of Arkansas at Fort Smith

5210 Grand Avenue

Plant Operations, Room 139

Fort Smith, AR 72903

To insure receipt of the material, shipments must include a department or employee’s name.

For reference, the following is a list of major buildings and other university facilities, including common building location codes:

For a list of named rooms and facilities, contact University Advancement at 479-788-7020.

The campus map is available online.

U.8.1 Updated June 2024

U.8.2 Athletic Events.

All employees and members of their immediate family are eligible for free tickets to most regular season home athletic events. Tickets are available from the Box Office, CC103, or the Athletic Ticket Office at the Stubblefield Center. More information, including game schedules and up-to-date information on each team, is available online at uafslions.com or by calling 479-788-7590.

U.8.2 Reorganized January 2021

U.8.3 Bookstore.

The Lions Bookstore, CC145, is operated by Follett Higher Education., and stocks textbooks, reference and general reading books, magazines, supplies, clothing, snacks, and gift items. Employees receive a 10 percent discount on many of their purchases when they show their employee identification card at the time of purchase. Contact the Lions Bookstore for more information at 479-788-7320 or visit their website at Official University of Arkansas - Fort Smith Bookstore Apparel, Merchandise & Gifts (bkstr.com).

U.8.3 Updated June 2023

U.8.4 Boreham Library.

The Boreham Library offers resources and services to support the teaching, research, and learning activities of UAFS faculty, staff, and students. Any employee with a current employee ID may borrow library items. Reciprocal borrowing privileges allow employees to receive library privileges from UAFS, Fort Smith Public Library, and Scott-Sebastian Regional Library. For more information, contact the library at 479-788-7200 or visit the library website at library.uafs.edu/home.

U.8.4 Reorganized January 2021

U.8.5 Cultural Activities.

The university offers a wide range of cultural and educational activities that are available to members of the university community and to the general public.

U.8.5.1 Visual Arts.

UAFS offers a variety of arts, university collections, and exhibits to enhance and support the education of students, employees, and members of the community. Among the resources are the Mary Tinnin Jaye Gallery, located in the Fullerton Administration Building; the Windgate Gallery on the first floor of Windgate Art and Design; the Nadine and Bob Miller Pre-Function Gallery in the first floor lobby of Windgate; the Don Lee Student Gallery on the second floor of Windgate; and the Sally Boreham Gallery on the second floor of the Smith-Pendergraft Campus Center. Additional cultural activities offered include theater performances, concerts, and other musical performances, lectures, panel discussions, films, symposia, historical and cultural exhibits, festivals, international programs, and other events.

U.8.5.2 Stacey Jones Season of Entertainment.

The University of Arkansas at Fort Smith Stacey Jones Season of Entertainment offers a wide variety of cultural entertainment events that include UAFS concerts and productions.

U.8.5 Updated June 2024

U.8.6 Dining Services.

UAFS Dining Services offers cafeteria-style dining in the Lion’s Den with a variety of cuisines, daily specials, and allergen-friendly choices. The food court in the Smith-Pendergraft Campus Center offers a combination of popular national brands as well as concepts unique to UAFS. All dining services are open to employees, students, and the general public. Catering services are also available. For more information email uafsdining@uafs.edu or visit dineoncampus.com/uafs. 

U.8.6 Reorganized January 2021

U.8.7 Employee Identification.

U.8.7.1 Business Cards.

Business cards are available for employees who need them for official business purposes. There is a standard format for all business cards, and the printing must adhere to print requirements defined by the Arkansas Constitution. To place an order, complete a Marketing Project Request Form.

U.8.7.1 Updated June 2023

U.8.7.2 Name Badges.

Name badges are available to all university employees. All name badge requests are handled centrally by Procurement Services. Click here UPDATED name tag requisiton request.xlsx to enter your name badge information, including the Cost Center where they are to be charged.

U.8.7.2 Updated June 2023

U.8.7.3 Identification Cards.

Employee identification cards (Lions ID Cards) are available to all university employees. ID cards serve as “key cards” for some buildings. 

Faculty hired prior to 2020 may have their current ID cards replaced by a faculty-specific ID card with specific print that identifies the holder as a UAFS faculty member, including credentials. All new faculty will be provided ID cards with specific print that identifies the holder as a UAFS faculty member, including credentials.

Faculty members are allowed to update their UAFS ID card at no cost to the faculty member every fifth year of employment. Please see Senate Resolution for more information.

ID cards are made during normal business hours at the Registrar’s Office, CC222. Employees must complete required onboarding tasks in Workday and provide a form of picture identification to obtain a UAFS ID.

Employees must report any lost, found, or stolen cards immediately to their supervisor, the Technology Service Desk, and University Police. There is a replacement charge for lost cards. The cards are non-transferable and are valid only while actively employed at the university. Cards cannot be duplicated or loaned to anyone. Any employee found in violation of this policy will be subject to disciplinary action.

ID cards must be returned upon termination of employment.

ID cards can now be added to your Apple Wallet. For more information, visit Lions Mobile ID. 

U.8.7.3 Updated June 2023

U.8.8 Mail and Postal Services.

Campus mail services are co-located with the Shipping and Receiving Department, PO138. Services are for official business use only. Mail is delivered twice a day to most university departments. Each building has a centralized area from which mail is picked up and delivered. For information about delivery/pickup locations and times, postal guidelines, and/or assistance with special mailings (registered, certified, nonprofit, bulk, first class presort, etc.), contact the mail room at 479-788-7175.

U.8.8 Reorganized January 2021

U.8.9 Marketing and Communications.

The Marketing and Communications Departments are available to assist faculty and staff in the creation of materials that reflect positively on the university brand and convey information in a way consistent with UAFS’s official brand guide. The UAFS brand is an authentic representation of our institution and the students, faculty, and staff who comprise the Lion Pride. It establishes our core messaging points, differentiates us from other institutions, and celebrates our university.

U.8.9.1 Primary Visual Mark Usage.

Deliberate, consistent use of the primary UAFS visual mark provides you with the benefit of UAFS’s positive brand equity without distracting from your message. There are very specific guidelines for the use of the primary visual mark.

University marks are trademarked by the university licensing program. This program protects the university brand and ensures UAFS marks and symbols are used properly. 

A list of licensed suppliers is available by contacting University Marketing at 479-788-7154 or uafsmarketing@uafs.edu. Designs incorporating protected visual marks require approval by Marketing prior to production.

If you have questions about how to best represent the university, please contact University Marketing at uafsmarketing@uafs.edu.

U.8.9.2 Marketing Project Support.

University Marketing can assist with graphic design, digital media, web content, marketing consultation, and many other services for official university departments and offices. Department/Office leaders should place their detailed requests in the Project Request Form. For assistance with the request process, please email uafsmarketing@uafs.edu. 

U.8.9.3 Strategic Communications Support.

The Strategic Communications Office is the central bureau for public information, media relations, and communications efforts at UAFS. This office is responsible for shaping and disseminating messages that reflect UAFS’s mission, achievements, and values. 

Key functions include managing media relations, internal and external communications, social media strategy, institutional publications, and crisis communications. It also oversees the UAFS Newsroom and the UAFS weekly and monthly newsletters; publishes the annual Bell Tower magazine, Chancellor’s Report, and Foundation Report; and runs the university’s primary social media channels, ensuring the university’s voice is consistent, accurate, and aligned with its strategic goals.

Press Releases may be requested on the UAFS website and should be entered at least two weeks prior to any upcoming event. For more information contact the director at 479-788-7132. For the latest news, go to news.uafs.edu.

U.8.9.3.1 Public Information and FOIA Compliance

As a state institution, UAFS complies with the Arkansas Freedom of Information Act, which grants citizens of the state of Arkansas access to governmental records and public meetings with limited exceptions. All FOIA requests must be directed to the Strategic Communications Office. The Director of Strategic Communications serves as the university’s custodian of records and is responsible for receiving and responding to these requests within three business days. For more information about FOIA, refer to Section E.6.8 [The Arkansas Freedom of Information Act].

In addition to managing public records requests, the Director of Strategic Communications serves on the university’s Emergency Operations Team, acting as the official Public Information Officer (PIO) during crises and emergencies, ensuring accurate and timely communication with the media and the public.

U.8.9.3.2 Media Inquiries

The chancellor is the official spokesperson for the university, making official statements affecting the university as a whole or in part, and has charged the Strategic Communications office with the release of these statements and additional information to the news media.

As such, the Strategic Communications Office serves as the primary point of contact for all media inquiries at UAFS. To maintain consistent messaging, calls or emails requesting quotations or interviews should be forwarded to the Strategic Communications Office for immediate follow-up and coordination. 

General media inquiries, including requests for information about campus activities, events, or research, should be directed to the Strategic Communications Office immediately. Press conferences or interviews must be scheduled and coordinated exclusively through this office. 

In addition to coordinating media, Strategic Communications also provides talking points and preparatory materials for campus constituents to ensure consistent and effective media engagements that are stress-free for faculty, staff, and students.

Requests from sports media are handled by the Sports Information Director.

U.8.9.3.3 Speakers Bureau.

The UAFS Speakers Bureau assists university employees in sharing their expertise with local civic, professional, and educational organizations. Faculty and staff can participate in this program to engage with the broader community and demonstrate leadership in their areas of expertise. To join the Speakers Bureau or request a speaker, contact the Director of Strategic Communications at 479-788-7132.

U.8.9 Updated October 2024

U.8.10 Notary Public.

A number of individuals on campus have been commissioned as notaries. Contact Human Resources at 479-788-7080 for the name and location of a notary.

U.8.10 Reorganized January 2021

U.8.11 Plant Operations.

Plant Operations is responsible for the operation and maintenance of the physical facilities of the university. This includes building and systems maintenance, campus moves & setups, mail services, shipping and receiving, facility key control, motor pool, and recycling. This also includes the university’s third-party vendor HES, which provides custodial services, groundskeeping, and landscape maintenance.

The attractiveness of campus property and grounds is important to faculty, staff, students, and the community. Prospective students and members of the community often form a first impression of the university based on the appearance of the campus. All employees are encouraged to assist in helping to keep the campus clean, safe, and attractive. If an employee sees an area that needs attention or repair, such as a plumbing problem, custodial issue, safety issue, etc., call Plant Operations at 479-788-7170. Never leave an area unsecured where there is imminent danger to students and employees. Do not attempt to make equipment or facilities repairs. If the situation is serious or requires immediate attention, immediately call Plant Operations at 479-788-7170. To request routine services such as cleaning, moving, renovation, painting, paper delivery, and any other custodial, maintenance, shipping/receiving, or grounds service, complete the appropriate request form available online on ServiceNow.

U.8.11.1 Keys.

Keys are issued to employees on an as-needed basis only. Employees must personally sign for keys at the Plant Operations Office, PO141. Keys cannot be duplicated or loaned to anyone. Employees are responsible and fully accountable for all keys issued to them. Any employee found in violation of the Key Policy and Procedures (available upon request from Plant Operations) will be required to return all university keys and will be subject to disciplinary action. Employees must report any lost, found, or stolen keys immediately to their supervisor and University Police.

Return of Keys: It is the responsibility of each department to adequately maintain control over the distribution of department keys. Department heads and supervisors are expected to comply with the key control policy and to insure that keys are retrieved from personnel who leave employment of UAFS and returned to Plant Operations.

Upon termination of employment at UAFS, moving to another area of campus, and/or the employee no longer requiring a key, the key should be returned to the Plant Operations Administrative Office immediately.

U.8.11 Updated July 2024

U.8.12 Procurement Services.

All university purchases are governed by State of Arkansas Procurement Laws and Rules. Employees responsible for purchasing goods or services should contact the director of accounts payable or their departmental buyer to schedule an orientation session. Employees who do not adhere to procurement laws and regulations may be subject to personal liability for any purchases made.

For information about purchasing any goods or services, purchasing thresholds, formal bids, or professional services contracts, contact Procurement Services at 479-788-7073 or refer to the PCard Policies and Procedures available online. Inquiries about UAFS Procurement Cards (P-Cards) should be directed to the Accounts Payable manager at 479-788-7077.

U.8.12 Updated June 2024

U.8.13 Recreation and Wellness Center (RAWC).

The Recreation and Wellness Center (RAWC) provides educational, physical, and social activities to meet the fitness, recreational, and wellness needs of the university community. RAWC staff are committed to providing educational opportunities and extensive access to the facility to reduce health risks and improve morale and quality of life. The RAWC is available for free use by all full-time employees. Memberships are available for part-time employees, associate employees, and retired UAFS employees. Full-time UAFS employees may purchase a membership for one adult household member aged 18 years or older. The RAWC provides a variety of equipment and features, including a climbing wall, a bouldering wall, two full-sized basketball courts, a walking/jogging track, treadmills, elliptical cross-trainers, rowers, stationary bikes, free weights, and more.

U.8.13 Reorganized January 2021

U.8.13.1 The Dave Stevens Lion Pride Pantry.

The Lion Pride Food Pantry opened in the fall of 2019 with a blessings box-style cabinet on campus. When the COVID-19 pandemic hit Arkansas, the pantry expanded its mission and began offering sacks of groceries to members of the university family in need. In April 2020 the Student Government Association voted to rename the pantry in honor of Dean of Students, Dave Stevens, and to expand its scope from a food pantry to a needs pantry, which offers supplies like backpacks, pencils, and laundry detergent. The help offered by the Dave Stevens Lion Pride Pantry is available to students, faculty, staff, and contract partners.

U.8.13.1 Added January 2021

U.8.14 Technology Services.

The Technology Service Desk is available to offer assistance with computer software and hardware problems, computer moves, equipment requests, telephone problems and requests, computer and email training, network problems, and network access. The Technology Service Desk is available from 7 a.m. to 9 p.m. Monday through Friday and is located in GB102. The Technology Service Desk can be reached by phone at 479-788-7460, by emailing uafs@service-now.com, or go here for complete technology support information.

U.8.14.1 Computer/Email Access.

All employees are provided network credentials (e.g., username and password), which provide access to a wide range of campus technologies including a UAFS email account. These accounts are to be used for UAFS purposes and should not be used for personal purposes. To enhance security certain campus applications require multi-factor authentication (MFA) to be able to access them. Documentation to setup MFA can be found here.

Users are encouraged to periodically purge their email records to conserve space by eliminating out-of-date and unnecessary materials. Like all university property, computer files, including email, are subject to examination by the university. For assistance with managing disk space, files, email, and other electronic content, please contact the Technology Service Desk at 479-788-7460 or via email at uafs@service-now.com.

Upon separation access to all UAFS technology systems, including email, will be revoked with the exception of retirees and emeritus faculty and staff.

U.8.14.1 Updated June 2024

U.8.14.2 Media Services (Available Through the Technology Service Desk).

The Technology Service Desk provides an array of instructional technology services for teaching and conference support. Normal audio-visual support hours are 8 a.m. to 5 p.m. Monday through Friday. Requests for after-hours and weekend support must be made in advance.

U.8.14.1 Added January 2021

U.8.14.3 Telephone Services.

UAFS’s telephone system is owned and maintained by the university. To report problems or to request service, contact the Technology Service Desk at uafs@service-now.com, choose the ServiceNow menu in My.UAFS, or call 479-788-7460. Employees should not attempt to move campus telephones on their own. Campus phones are VoIP phones, which means the phone service is provided by the campus (computer) network. Each telephone requires an active, powered network jack. In addition, personal computers may be connected through the phone. Cables that are not properly connected will not work. Important: Contact the Technology Service Desk before connecting fax machines, modems, or any other devices not provided by the university. Equipment can be damaged if not connected to the correct faceplate.

U.8.14.3.1 Outside Line.

Dial “9” to access an outside line. This is not necessary for emergency services. The system has been programmed to accept “9-1-1” calls.

U.8.14.3.2 Long Distance Access Code.

To receive a long distance authorization access code, contact the Technology Service Desk. (This code will also serve as your printer/copier code.) Employees are responsible for all calls made with their authorization code. Long distance telephone calls are authorized for official university business use only.

U.8.14.3.3 Personal Calls.

UAFS purchases enough telephone capacity to provide for the business needs of the institution. Personal calls must be limited to ensure adequate capacity for university business users. 

U.8.14.3.4 Telephone Training.

UAFS’s telephone system has different types of telephone sets with many special features and functions available. Telephone user guides are available in the Technology Services Knowledge base within My.UAFS. Contact the Technology Service Desk for support or assistance.

U.8.14.3.5 Voicemail.

UAFS has Unified Messaging which allows the voicemails that you receive on your office phone to be sent to a shared mailbox. The voicemail messages are sent to both your phone and email. When you delete the message from either the phone or email, it is automatically deleted from the other. There will be a few exceptions to this for shared phones or users with multiple phone numbers.

Additional information about voicemail can be found here or by emailing natalie.rice@uafs.edu.

U.8.14.3 Updated June 2023

U.8.14.4 Office 365, Microsoft Teams, & Zoom.

U.8.14.4.1 Office 365.

Employee email is accessible through My.UAFS and is a Microsoft 365 account. Employees can use the web version of Outlook or download Outlook to their desktop. Please see the Office 365 FAQ for questions.

U.8.14.4.2 Microsoft Teams.

According to Microsoft, “Teams is a unified communications platform that combines persistent workplace chat, video meetings, file storage, and application integration.” The Teams software is part of the Microsoft Office365 suite and will be installed on all employee Windows 10 computers. The Teams client is also available by request for Macintosh running OS Mojave. The Teams application will not be installed on student lab computers or teaching stations. All active UAFS employee accounts are automatically enabled to use Teams. For more information see the UAFS Microsoft Teams FAQ. Students are not automatically added to Teams, but can be added to a group. See the Adding Students to Teams guide.

U.8.14.4.3 Zoom.

UAFS has a university-wide license for all UAFS accounts to have a Zoom account. For more information on setting up your account, see How to Set up Your UAFS Zoom Account.

U.8.14.5 Other Software Platforms.

U.8.14.5.1 Banner Self-Service (BSS).

Employees with approved security can access course rosters, email classes, and enter mid-term and final grades. It is also where advisee information including transcripts, degree evaluations, and where to remove holds are located.

U.8.14.5.2 Navigate.

Navigate is a platform used to document interactions with a student in an effort to make key information available to others on campus that may also be working with that student. The goal is to share information in an effort to promote successful academic performance and student retention. Navigate is accessed through My.UAFS under Log into Navigate (SSC), or it can be accessed under Online Services on My.UAFS Appointments, Alerts, Attendance - Navigate (SSC).

U.8.14.5.3 Argos.

Employees with approved security can use Argos to generate a photo roster of classes. See the How to Run a Photo Roster Guide for more information.

U.8.14.5.4 Workday.

Workday is the single system of record for human capital and financial management for the UA System, including payroll, accounting, position management and budgeting. Work is underway to implement a system-wide student information system in Workday. UAFS employees receive access to Workday upon hire. Specific security roles are assigned by position and allow employees to transact in Workday for payroll, timekeeping, requisitions, employee evaluation, and much more. Employees have the option to delegate some Workday tasks to peers or managers when employees are out of the office by setting up task delegation in Workday. For more information about specific access and/or delegation of tasks, contact Human Resources (479-788-7833 or hrdept@uafs.edu) or Financial Affairs (479-788-7055). For more information about the upcoming Workday Student implementation, visit the Workday Student website.

U.8.14.6 Web for Employees.

Employees can access information regarding pay, benefits, W-4 and W-2 data, and other personal information through Workday. In addition to providing information about benefits, deductions, and pay, the site provides access links to a number of related sites. 

The site is accessible through the Internet and is available to all employees. It is operational 24 hours a day, seven days a week, with the exception of Friday evenings when the system is taken off-line for maintenance and updates. Employees may access computers in the Library 24-Hour Zone  subject to availability and during regular hours of operation. Contact Human Resources for more information.

U.8.14 Updated June 2024

U.8.15 Travel.

University travel is governed by rigid Arkansas state laws and regulations. For information about travel, hotel reservations, airfare, and reimbursement for meals and other expenses, refer to the Travel Policies and Procedures available online.

U.8.15 Updated June 2024

U.8.16 University Police.

UAFS strives to provide a safe and secure environment for students, employees, and visitors. Maintaining security and safety is the responsibility of all employees. The University Police Department (UPD) provides 24-hour professional police services to the campus community. All crimes or suspicious activity on campus should be reported. Emergency telephones are located in each building; emergency telephones with direct access to University Police are located throughout the Campus Green. The University Police Department is located in the 51st Street Annex, AN231. For non-emergencies, call 479-788-7140; for emergencies, call 479-788-7141. University Police work with other law enforcement agencies to resolve crimes against students and employees and will provide assistance in dealing with harassing phone calls, threats, and vandalism. University Police also provide assistance with crowd control for university-sponsored events, motorist assistance, and escort services on campus at night.

U.8.16.1 Campus Crime Statistics.

UAFS complies with the Campus Crime Awareness and Campus Security Act of 1990. Crime statistics are distributed to employees annually, and the annual report is published in the Student Handbook. For further information or to review daily or annual reports, contact the chief of University Police at 479-788-7140.

U.8.16.1 Reorganized January 2021

U.8.16.2 Campus Notification About Registered Sex Offenders and Residential Restrictions for Registered Sex Offenders.

Goal
The goal of this policy is to provide timely and appropriate notification, in compliance with state and federal law, regarding registered sex offenders on campus. Specific details of any notification will be determined on a case-by-case basis as described below.  In addition, this policy is designed to implement residential restrictions placed on registered sex offenders pursuant to state law.  

Authority
The Campus Sex Crimes Prevention Act (section 1601) {(42 U.S.C. 14071(j) and 20 U.S.C. 1092(f) (1) (i)} provides for the tracking of convicted sex offenders enrolled at or employed by institutions of higher education. This act requires sex offenders who are required by law to register in a state, to also provide notice of each institution of higher education in that state where the person is employed, carries on a vocation, or is a student.  This law also requires that institutions of higher education issue a statement advising the campus community of the availability of this information.

Ark. Code Ann. 12-12-913(b) provides that “[i]n accordance with guidelines promulgated by the Sex Offender Assessment Committee, local law enforcement agencies having jurisdiction shall disclose relevant and necessary information regarding sex offenders to the public when the disclosure of such information is necessary for public protection.” In addition, Ark. Code Ann. 12-12-913 €(1) states that the law enforcement agency “shall make a good faith effort to conceal the identity of the victim or victims of the sex offender’s offense.” Furthermore, Ark.Code Ann. 12-12-913(j)-(k) provides that certain information regarding particular categories of offenders shall be public, and that such information shall be provided on the State of Arkansas home page by the Arkansas Crime Information Center (ACIC) Finally, Ark. Code Ann. 12-12-913(g)(2) requires the Arkansas Higher Education Coordinating Board of the Department of Higher Education to promulgate guidelines for the disclosure of information regarding registered sex offenders when such information is released to an institution by a local law enforcement agency having jurisdiction, and requires institutions of higher education to adopt a written policy in accordance with such guidelines, and Ark. Code Ann. 12-12-913(g)(4) requires the board of directors of an institution of higher education to adopt a written policy regarding the distribution to students of information regarding a sex offender in accordance with those guidelines. The Arkansas Higher Education Coordinating Board promulgated its guidelines on August 3, 2007, and the Board of Trustees adopted a policy consistent with those guidelines, Board Policy 525.1, on Sept. 22, 2007.

Notification Procedures
In consultation with the appropriate local law enforcement agencies, such as the Fort Smith Police Department, as appropriate, the UAFS Police Department (UPD) shall have primary responsibility for preparing and carrying out a notification plan that is appropriate with regard to specific registered sex offenders enrolled in, attending or employed by UAFS. In order to assist UPD in applying the state guidelines to the university setting, the vice chancellor for student affairs or their designee will convene a standing Community Notification Committee. The committee will meet annually, generally within 30 days of the start of the fall semester. The VCSA or designee, in collaboration with other appropriate university officials, may call additional meetings when necessary. This committee shall be representative of appropriate university components involved in student and/or employee matters. This committee will include the below listed offices and personnel or their designees: VCSA, provost, UPD chief, dean of students, University Housing director, and the director of Human Resources. The Office of General Counsel will serve as legal advisor to the committee. The Office of University Relations will be represented when appropriate. The purpose of this committee shall be to advise the UPD in developing general guidelines and practices concerning notification procedures and in determining the extent and method of notification that may be appropriate with regard to specific offenders in compliance with state and federal law and consistent with the educational mission of the university.  

A written summary of campus guidelines and the notification plan for each offender will be maintained in the UPD.  Determinations regarding notifications will be made by UPD, in consultation with the committee and other appropriate campus officials (e.g., head of the affected unit), law enforcement officials, or treatment specialists on a case-by-case basis and shall be guided by the offender’s risk assessment level in accordance with guidelines established by the Arkansas Sex offenders Assessment Committee. Consistent with stated guidelines, the notification plan should include who will be notified, who participated in the preparation of the plan, the approval of the chief of UPD or designee, and the date the plan was made. Furthermore, the plan should include a sex offender notification letter and sex offender notification sheet. The record should also indicate the dates of notification.  

When the risk assessment is not available or has not yet been completed, a review of all available information will occur, which may include consultation with an appropriate professional, and notification may be made on the basis of the available information pending the assignment of a risk assessment level by state officials.
Any concerns or disagreements about notification plans or procedures between the University and local law enforcement agencies shall be discussed and resolved between the chief of UPD and the head of the relevant agency, or their respective designees.  

Housing Procedures
UPD shall notify the dean of students whenever UPD has received notice of any student that has been designated a Level 3 or Level 4 offender. In compliance with state law, any such offender shall be required to vacate any university-affiliated housing immediately. Furthermore, the university reserves the right to exclude from university-affiliated housing, or to modify the housing assignment for, any student who is required to register as a sex offender.

Contact Person
The UAFSPD contact for implantation of this policy shall be the chief of UPD. The contact person shall participate in the preparation of any notification plan consistent with the provisions of this policy.  

U.8.16.2 Updated November 2021

U.8.16.3 Emergency Action Plan.

UAFS’s Emergency Action Plan is designed to provide a controlled, supportive environment for the institution and its representatives and to allow resolution of any incident as quickly as possible with minimal impact on everyone. The plan covers, but is not limited to, the following types of incidents:

• Accidents and medical emergencies
• Disturbances and criminal behavior
• Explosions and chemical leaks
• Bomb threats
• Fire
• Severe weather

Emergency action plan documents are available here. For additional information please contact the Office of Environmental Health and Safety at 479-788-7111 or University Police at 479-788-7140.

Pursuant to Arkansas Act 811, UAFS will provide Opioid Overdose Rescue Kits & AEDs at the required locations across campus. See EAP maps of campus buildings for locations.

U.8.16.3.1 Rapid Response Information.

This covers emergency procedures for fire, building evaluation, tornado warnings, suspicious person, suspicious object, power outage, and hazardous materials release.

U.8.16.3.2 Emergency Action Plan (EAP) Document.

The EAP Document covers the above topics and more in greater detail. Each department maintains an EAP Quick Reference Guide. All employees should be familiar with the guide’s location.

U.8.16.3.3 Emergency Maps.

These are detailed maps for each building on campus. Maps show suggested evacuation and shelter locations for each building and floor.

U.8.16.3 Updated February 2024

U.8.16.4 Firearms/Weapons.

(ACA §562-2017; ACA §5-73-301) Except as specifically authorized below by Arkansas law for employees with a current Arkansas Enhanced Concealed Carry Weapons permit, the possession or use of weapons on university property is prohibited by federal and state law and may result in immediate dismissal from the university. Weapons may not be kept in the buildings or in vehicles on the institution’s premises, the location of any university-sponsored activity, and any other site used for the performance of work for UAFS. Weapons covered by this policy include, but are not limited to: firearms, firearm ammunition, air pistols, air rifles, fireworks, incendiary devices, lock blade or fixed blade knives with a blade length of four (4) inches or greater, blackjacks, metal knuckles, or any other such offensive weapons of any description. Discharging of firecrackers, bombs, or other types of fireworks is prohibited. Employees and students may possess tear-gas type products in personal use quantities for self defense, but these may not be used for any purposes other than self defense. Toy weapons that look like real weapons are similarly prohibited.

Violation of this policy will result in disciplinary action up to and including termination.

U.8.16.4.1 Policy and Procedures for Concealed Carry Weapons (CCW).

The following are implementing rulesand processes based on the AR law (Act 562- 2017) which allows concealed carry on public university campuses with certain restrictions.

Policy Statement: AR Act 562 allows lawful concealed carry of a handgun in the buildings and on the grounds of public university campuses in Arkansas with certain exceptions. Those who carry a concealed handgun on the property of UAFS are responsible for knowing Act 562 and other applicable laws. Related university policies/procedures, which include a mandate to follow the provisions of Act 562, will be strictly and fairly enforced.  

Concealed Carry Law and Policy
Those who carry a concealed weapon (apart from those with an active law enforcement clearance) on UAFS property must have an AR Enhanced CCW Endorsement and meet all qualifications set forth in AR Act 562. Certain activities are exempted, with proper notification and signage, from otherwise legal carry under this act; these include intercollegiate athletic events, any grievance or disciplinary hearing lasting no more than nine hours; daycare facilities; and any other place prohibited by state or federal laws. Persons carrying a concealed handgun on UAFS property are required to show their enhanced endorsement card if requested by university police.  

A person with a license to carry a concealed handgun must conceal the weapon. Concealed, under AR Code §5-73-301, means to cover from observation so as to prevent public view. The handgun may be carried on the person or in a container directly handled by the carrier, such as a purse or backpack. Appropriate holstering is strongly recommended. 

A violation of this policy occurs when a person knowingly and intentionally displays the handgun in plain view of another person absent a compelling justification. If an unintentional and unknowing display occurs, and an otherwise concealed handgun can be seen, it is a minor violation and may result in a formal warning.  However, repeated acts of “accidental display” may constitute a substantive violation of this or other UAFS regulation(s).  

“Storage” is a key concept under this law. Storage in a locked and unattended vehicle is allowed in any publicly maintained lot on campus if the weapon is otherwise possessed legally. Storage in a residential facility is not allowed, and will be construed in accordance with this definition from the Arkansas State Police: “to leave a handgun unattended in any location, not including a locked and unattended motor vehicle in a publicly owned and maintained parking lot as permitted by law, for any period of time, where the licensee is not in the same room and immediate vicinity (within arm’s reach) of the handgun.” This definition applies to all areas of campus. 

Off Campus Locations
UAFS conducts mission relevant activities in locations other than the main campus of the university. These spaces are leased, rented or otherwise procured through contracts or memorandums of understanding with the property owner. When UAFS is conducting business in a location that is owned and/or utilized by entities other than UAFS, UAFS policies and procedures will be followed in the spaces leased and/or being used by UAFS. When UAFS is conducting business at a facility owned and/or operated by an entity who primarily serves minor age children, the CCW rules and regulations governing the host entity shall apply. Further, UAFS policies described in this document are not intended to supersede more restrictive policies of host entities. Persons conducting business or participating in activities affiliated with the university in these spaces are responsible for knowing and complying with the policies and rules in place at the respective location.  

Sanctions
When a violation of this policy is found to have occurred, particularly one that poses a risk to the community, sanctions will be assigned up to, for an employee, termination of employment and a ban from the campus. For a student sanctions will be assigned up to expulsion from the institution, eviction from housing if applicable, and a ban from the campus. Reimbursement of tuition, fees, housing contract penalties, and associated costs will not ordinarily be considered. However, if the decision-making bodies, either the Administrative Review Team (ART) or the Student Conduct Panel (SCP), concludes that a violation is not egregious and does not pose a risk to the community, that body may issue a warning or lower-level sanctions. Multiple incidents that individually would result in written warnings will, after the first instance, be treated as a more serious violation. See process below.    

Enforcement Process for Complaints Made Against a UAFS Student or Employee
When the report of a possible or alleged violation of the UAFS Policy on CCW is received by a university official, a referral will be made immediately to the University Police Department. UPD will notify the respondent of the onset of an investigation, including what portion of the policy/regulations/law is alleged to have been violated, the time and location of the alleged violation(s), and potential sanctions. An investigation will ensue in which UPD will compile evidence, interview witnesses, collect relevant documents, and produce and investigative report (IR). UPD is neither the decisionmaker nor the issuer of formal sanctions or warnings.  UPD may refer a case to SCP or to Human Resources if the investigators believe that a policy violation occurred, but not of the CCW policy.    

Investigative reports involving a student will be submitted to the dean of students; an investigative report involving an employee will be submitted to the ART for respective determination of responsibility and sanctions. 

Hearing and Appeal for Students 
If the SCP, using hearing procedures laid out in the Student Code of Conduct (see Student Handbook), determines that no violation of the CCW Policy and Regulations occurred, the case will be closed, and the student will be so notified without penalty. The IR will be amended to include this determination and maintained for record-keeping.

If the SCP finds that a violation has occurred, the board will issue appropriate sanctions and notify the student in writing.

Per the normal student conduct process, the student will then have the option of requesting an appeal.   An appeal request must be filed in writing with the dean of Students within five (5) business days of when the student received notice of the finding 
of a violation. Notice of the right to appeal will be contained in the letter announcing the hearing panel’s decision, rationale, and sanctions. Sanctions will not be implemented until the appeal process is complete, unless safety considerations warrant an interim suspension or ban from campus, based on a threat assessment conducted by the UAFS Threat Assessment Team. If the sanctions include a suspension of 10 days or more, the student may choose to be accompanied and/or represented at such appeal hearing (at the student’s expense) by a licensed attorney or non-attorney advocate. See AR HB 1892, 2015. 

The appeal hearing will be scheduled, whenever possible, within two weeks of the appeal request.  The student appealing 
may challenge the members of the Appellate Board (AB) for a conflict of interest or bias, in writing, to be submitted to the UAFS dean of students. Such a challenge must be submitted a full week before the scheduled time of the appeal hearing.  If the challenge is successful, the dean will appoint an alternative member to the AB. The respondent may review any additional evidence, and the investigative report (IR), that will be used by the AB, and will have at least three (3) days to so view prior to the scheduled appeals hearing. The appellate hearing will follow the procedures laid out in the Student Code of Conduct. 

The AB decision is final.  

The AB will consist of trained faculty and staff members familiar with the UAFS Student Code and Conduct and the specific CCW policy.   

Process for Employee 
Following the investigation and compilation of the Investigative Report (IR), the chief of police will deliver the IR to the ART.  

The ART will then schedule a hearing with the employee. The ART will examine the IR, notify the employee of the UPD report, and attempt to speak with the respondent employee, UPD representatives (if deemed necessary), and any other pertinent parties, in addition to reviewing any relevant documentary evidence.  The employee will be allowed to present a case and call witnesses, although those who were interviewed by UPD will be limited to providing information not previously available and/or clarifying their previous statements. The ART will make a determine as to whether a violation occurred and issue sanctions if a violation is found to have occurred.

The ART will consist of the persons listed below. The chancellor may appoint an alternate member if needed, based on availability, a conflict of interest, or bias. A challenge to one or more team members may be initiated by the respondent or by an ART member on his or her own. Any challenge and any appointment of an alternate member will be decided upon by the chancellor or designee. 

1. VC for Student Affairs and Enrollment Management
2. VC for Finance and Administration
3. Associate Provost

If the ART determines that no violation of the CCW Policy and Regulations occurred, the case will be closed, and the employee will be so notified without penalty. The IR will be amended to include this determination and maintained for record-keeping. If the ART determines that a violation(s) occurred, it will issue sanctions proportional to the violation(s).

Employee Appeal or Review

If the employee’s sanctions include dismissal for cause, then per the UAFS Faculty and Staff Handbook, an employee may seek review of the matter by submitting a request for review to the chancellor within five (5) working days of receipt of the notice of dismissal. The chancellor or their designee shall make a final decision on the for-cause termination. If the employee’s immediate supervisor is the chancellor, review of the matter will be by the University of Arkansas System vice chancellor of academic affairs or their designee starting the day after receipt of the initial decision, to respond.  

If the sanctions do not include dismissal for cause, a review may still be requested. In this case the review largely follows the employee relations process at its culmination.

The chancellor (or designee) may request that the ART clarify its decision or review additional aspects of the matter. The chancellor will review the evidence and prepare a written statement addressed to the grievant containing the chancellor’s decision for resolution of the grievance and the reasons for the decision. The chancellor will respond to the employee in a timely manner. The decision of the chancellor will be considered final, and no further administrative review shall be available to the grievant. A copy of the chancellor’s decision will be submitted to the director of Human Resources, who will inform the grievant’s immediate supervisor, director/dean/next-level supervisor, and vice chancellor as applicable of the action required to carry out the decision of the chancellor.

U.8.16.4 Updated March 2022

U.8.16.5 Health and Safety.

Unsafe workplace conditions should be reported to supervisors immediately. Unsafe conditions elsewhere on campus should be reported to the Office of Health and Safety in the University Police Department. Health and Safety provides training in safety procedures and equipment use including fire prevention; hazardous materials management; chemical handling and storage procedures; disposal of laboratory animals, laboratory chemicals, biological waste, radioactive waste, or other hazardous waste; radiation safety; occupational health and safety; chemical and laboratory safety; emergency equipment selection and testing; building environmental conditions; and compliance with environmental health  and safety laws and regulations. For more information contact the Office of Health and Safety at 479-788-7473 or Plant Operations at 479-788-7171.

U.8.16.5 Updated June 2023

U.8.16.6 Inclement Weather and Emergency Closures.

(Arkansas State Personnel Policy; Governor’s Policy Directive #7) The general policy of the university is to remain open. However, if severe and unexpected conditions make it necessary for the university to be closed, campus closing announcements will be made via several sources. The best way to receive information regarding campus closing is Lions Alert, the university’s emergency notification system. The system can send notifications via email, text message, and/ or phone call to subscribed recipients.

The decision to close campus for inclement weather or an emergency situation is made by the chancellor in consultation with designated university officials. Consult the following sources for information:

• Go to UAFS News | Stories.
• Call the UAFS main number at 479-788-7000 for a recorded message.
• Check the university’s social media accounts for notifications.
• Tune to local television and radio stations for public service announcements.

When relying on public service announcements, it is advisable to double check more than one source as a means of obtaining information since some stations do not allow for different announcements for day and night classes. 

Some employees may be required to report to work because of the nature of work to be done. Unless told otherwise by a supervisor, employees do not report to work when classes are cancelled or the campus is closed. Employees should contact their supervisor for additional information.

Employees are expected to make their own determination about whether to attempt to come to work and should make every attempt to get to work within the bounds of their personal safety.

If inclement weather disrupts travel during early morning hours, employees will be given credit for a full day’s attendance if they arrive at work within two (2) hours of their normal starting time.

Employees arriving later than two (2) hours are to submit a leave form for their period of absence, and their leave will be charged accordingly.

If an employee does not report to work because of weather conditions when campus is open, they will be charged annual leave or leave without pay. Depending on the circumstances, this may be considered an excused absence. Employees are responsible for notifying their supervisor if they do not report to work because of inclement weather.

U.8.16.6.1 Day Classes.

Classes starting between 7 a.m. and 3:30 p.m. are considered day classes. The decision to cancel day classes will typically be announced by 11 p.m. the evening prior. If no announcement is made, classes will take place.

U.8.16.6.2 Night Classes.

Classes starting at or after 3:45 p.m. are considered night classes. The decision to cancel night classes will typically be announced prior to 2 p.m. If no announcement is made, classes will take place.

U.8.16.6.3 Off-Campus Classes.

Off-campus sites will follow closing announcements for the facility where the classes are being held. If the facility is closed by the organization that maintains it, university classes at that site will not take place. Off-campus sites owned and operated by the university will follow closing announcements for the main campus.

U.8.16.6.4 Weekend Activities.

University officials will make announcements through the university’s official media outlets concerning weekend activities hosted by the university. The decision to close campus facilities on weekends will follow the times for weekday class cancelations with consideration given to earlier cancelation times if sufficient information is known.

U.8.16.6.5 Tornados.

Sebastian County will issue a tornado warning through the National Weather Service (NWS) in Tulsa, Oklahoma. University personnel and students will be alerted through several methods including the Civil Defense sirens that will sound to alert people outside to seek shelter as well as Lion’s Alert. When a tornado warning is issued, all university personnel and students are to seek shelter immediately. Do not return to offices or classrooms until an “all clear” is announced. For more information, reference the Emergency Action Plan.

U.8.16.6 Updated June 2024

U.8.16.7 Lions Alert Text Messaging Service.

Lions Alert is a notification system used for informing the UAFS community of emergency situations and campus closings. Lions Alerts may be communicated via phone call, text message, and/or email. The university’s goal is to keep employees and students abreast of the latest information. Employees who are registered with Lions Alert can receive timely notifications directly to their cell phones, email accounts, and other communication systems when urgent information is disseminated to the UAFS community.

Note: Private Internet service providers or page/cellular phone carriers may charge a per-message fee for Lions Alert text messages.

All active employees are automatically registered with Lions Alert. To configure your Lions Alert account with additional texting, email, or voice contact information, click on the Go to Lions Alert link in My.UAFS.

IMPORTANT: The contact information provided by the employee for the Lions Alert service will not be used for any purpose other than emergencies and campus closing notifications.

U.8.16.7 Reorganized January 2021

U.8.16.8 Lost and Found.

The central holding location for these items is the University Police Department, AN100. The campus telephone number is 479-788-7140.

U.8.16.8 Updated June 2023

U.8.16.9 Parking.

The university requires vehicles to be registered to park on campus. More information regarding parking on campus can be found at Parking Information (uafs.edu).

Please drive with caution at all times. Parking is provided at the employee’s own risk. The university is not responsible for damage, theft, or vandalism to vehicles or their contents.

The following areas are designated as no-parking zones: any posted areas, driveways, sidewalks and walkways, grassy areas, and areas adjacent to red curbing. All city and state laws regarding parking in handicapped spaces, fire lanes, and other restricted areas are strictly enforced. University Police will issue tickets and/or have vehicles towed at the owner’s expense.

University Police can issue two types of citations: university and municipal tickets. University tickets fall under the jurisdiction of UAFS, and applicable fines are payable to the university. Municipal tickets fall under the jurisdiction of the City of Fort Smith, the same as issued by any other certified police officer; they are collected by the City and will appear on permanent driving records. A map with specific parking locations is available online at Campus Map | UAFS.

U.8.16.9.1 Handicapped Parking.

Handicapped parking is conveniently located in all lots and is available to employees who have an authorized permit. State law governs the use of handicapped parking. Violating handicapped parking laws is a serious offense, and UAFS has a zero-tolerance policy. Violators will receive a university citation. Contact UPD at 479-788-7141 or Plant Operations at 479-788-7170 for more information or for assistance.

U.8.16.9 Updated June 2024

U.8.17 University Property.

University equipment is purchased and maintained for the purpose of supporting the educational process. To that end the instructional process will always have first priority for the use of equipment.

U.8.17.1 Equipment Inventory/Transfer.

A current, accurate inventory of all equipment and other mobile assets is maintained. Periodic inventory audits are conducted during the year. Each department or individual custodian of equipment or other assets is responsible for safeguarding and certifying inventory balances and will maintain accountability at all times.

Before moving furniture or equipment from one department or budget unit to another, the transfer must be approved by the appropriate administrator and documented on a Fixed Asset Request for Transfer of Equipment Form on ServiceNow. For further information call 479-788-7057.

U.8.17.2 Use/Removal of University Property.

Unless specifically authorized by the chancellor or designee, employees may not:

• make personal use of any university-owned property, vehicles, materials, equipment, or services;
• use university facilities for any purpose other than university business; or
• perform services or work for any other business or person during regular work hours.

U.8.17 Reorganized January 2021