MESARYA TECHNICAL UNIVERSITY

MTU Board of Trustees’ Policy Manual

• • Section 3: The Rector and Administrative Matters
    • 1: Responsibilities of the Rector
    • 2: Authority in an Emergency
    • 3: Appointment and Termination of Key Administrators
    • 4: Health Sciences Center and Services
    • 5: MTU Health Sciences Center Committee
    • 6: MTU Clinic Board of Trustees
    • 7: Health Sciences Center Institutional Compliance Program
    • 8: Benefits of the University Rector
    • Exhibit A

   

   

  Section 3 – The Rector and Administrative Matters

  – Section 3.1: Responsibilities of the Rector

  Adopted Date: October, 2019

  Applicability

  This policy applies to the Rector of the University.

  Policy

  The Rector of the University is its Chief Executive Officer and reports directly to the Board of Board of Trustees. The Rector is responsible for implementing the policies adopted by the Board of Board of Trustees. The Board hereby delegates authority to the Rector to carry out his or her responsibilities to manage the University, as set forth generally in this policy, and to adopt administrative policies and procedures consistent with Board of Trustees’ policies.

  The Rector may adopt new or revised administrative policies and procedures on the Rector’s own initiative or on the recommendation of faculty or administrative staff, without prior approval of the Board of Trustees, provided that any changes in administrative policies and procedures do not conflict with Board of Trustees’ policy.

  The Rector may further delegate this authority unless specifically prohibited from doing so by explicit statement in a policy adopted by the Board of Trustees.

  The Rector’s responsibilities include:

  • oversight of the quality of the academic and support programs of the University and all of its component entities;
  • supervision of the relationship between students and the administration;
  • management of the University’s finances;
  • administration of the personnel system;
  • operation and maintenance of real and personal property under the jurisdiction of the University;
  • fundraising, intercollegiate athletics, auxiliary enterprises, and alumni activities;
  • consultation and cooperation with the Board of Trustees and other University groups on various matters, including planning for the future development of the University;
  • representation of the University in public affairs;
  • accounting to the Board of Board of Trustees for the University’s finances on a quarterly and annual basis;
  • establishing a centralized system for fundraising, advancement, and development;
  • reporting annually to the Board of Board of Trustees on the state of the University;
  • presenting to the Board of Board of Trustees for approval the organizational structure of the University.

   

  This Policy Manual specifies actions for which Board of Trustees’ approval is required. However, it is virtually impossible to anticipate every situation in which it may be appropriate for the Board of Trustees to act. It is the responsibility of the Rector of the University, in consultation with the Rector of the Board, to seek Board of Trustees’ approval when a proposed action is of such consequence that it could affect the fiscal condition of the University or its academic mission or is of such public importance as to warrant the involvement of the Board of Trustees even though Board of Trustees’ approval is not specifically required by this Policy Manual or any statute or other regulation.

  Implementation

  The Rector shall appoint an administrative staff to assist in the performance of the functions and duties assigned by the Board to the Rector and may re-delegate authority as the Rector deems necessary to selected administrators, except as may be explicitly restricted by the Board of Board of Trustees. The Rector may adopt appropriate administrative policies and procedures to implement policies adopted by the Board of Trustees.

  The Rector shall adopt a procedure for developing and adopting new or revised administrative policies and procedures. This procedure shall be designed to ensure participation and discussion by those members of the University community affected by the proposed administrative action. Administrative policies and procedures shall become effective on the date of adoption by the Rector, or as otherwise specified.

   

  – Section 3.2: Authority in an Emergency

  Adopted Date: October, 2019

  Applicability

  This policy sets forth the Rector’s authority in an emergency.

  Policy

  The Rector is authorized to declare a state of emergency at the University upon finding that the orderly processes of the University have broken down or are seriously threatened. In making such a finding, the Rector shall consider whether the situation is so disruptive as to require immediate, extraordinary measures to safeguard persons or property or to maintain the University’s educational function. As soon as reasonably possible, the Rector shall inform available Board of Trustees of the declaration of emergency. When the Rector determines that the threat has passed, the Rector shall inform the Board of Trustees and declare the state of emergency to be at an end.

  During a state of emergency, the Rector, in the exercise of reasonable judgment under the circumstances, is authorized to take whatever actions are necessary to safeguard persons or property or to maintain the University’s educational function, including suspending University activities for all or part of one or more days. Such actions shall remain in effect during the state of emergency, unless sooner cancelled by the Rector.

  Rector orders made during a state of emergency need not be consistent with established University policy or procedures. During a state of emergency, the violation of a Rector’s order or the commission of any act of misconduct by any person will be considered an offense of the gravest nature, subject to sanctions appropriate to the gravity of the offense. During a state of emergency, failure to identify oneself by name and status as a student, faculty member, staff employee, or visitor after being requested to do so by a properly identified official and after being advised of the sanctions for failure to do so, may result in the imposition of disciplinary sanctions.

   

   

  – Section 3.3: Appointment and Termination of Key Administrators

  Adopted Date: October, 2019

  Applicability

  This policy applies to the appointment, dismissal, compensation, and contract amendment or non-renewal of all executive vice Rectors, vice Rectors, and the University Counsel.

  Policy

  In addition to following the applicable administrative policies and procedures, the Rector shall inform the Board of Board of Trustees prior to appointing, dismissing, setting compensation, and amending or not renewing the contract of all executive vice Rectors, vice Rectors, and the University Counsel. The Rector shall also inform the Board of Board of Trustees in connection with the appointment, termination, and compensation of other senior or key administrative positions as appropriate, depending on the circumstances surrounding the appointment, termination or change in compensation.  In the case of the Chancellor for Health Sciences, the Rector has authority to dismiss him or her only with the consent and approval of a majority of the Board of Board of Trustees.

  With regard to the recruitment and hiring of all executive vice Rectors, vice Rectors, and the University Counsel, the following guidelines shall be observed, consistent with University policies and procedures:

  • A national search shall be conducted unless there are exceptional circumstances and the Board of Trustees have been consulted;
  • A broadly-representative search committee shall be used;
  • Finalists in a competitive process for the position shall participate in interviews which include an open forum on campus for the general University or Health Sciences Centre, as the case may be, community and interested members of the public.

   

  Implementation

  The Rector shall adopt administrative policies and procedures for the recruitment and hiring of key administrative positions, including but not limited to the positions specified in this policy. Dismissal or contract non-renewal shall be in accordance with University policies and procedures.

  – Section 3.4: Health Sciences Centre and Services

  Adopted Date: October, 2019

  Applicability

  This policy applies to the academic and clinical programs, facilities and services operating as part of the MTU Health Sciences Centre (HSC) and, as provided more fully below, to certain subsidiary corporations of the University.  This policy also applies to those operations of the University that are deemed to be “health care components” of the University as set forth below.

  Policy

  The health care related education, research, and clinical programs and services offered by the University and/or provided in the University’s facilities and those of certain of its University Research Park and Economic Development (“URPED”) subsidiaries as described in this Policy are hereby designated as the “MTU Health Sciences Centre” which is and shall be a component unit of the University. The clinical elements of the HSC are intended to be a fully integrated, academic health centre and health care delivery system and will be collectively administered as the “MTU Health System.”

   

  Component Units of MTU Health Sciences Centre

  The HSC consists of the Faculty of Health Science, the Health Sciences Centre Library & Informatics Centre, URPED corporations organized &formed by the University, and several research & public service programs related to health sciences. In future, the HSC will also include the Mesarya Technical University Clinic (“MTUC”), the Mesarya Technical University Children’s Clinic (the “Children’s Clinic”), the Mesarya Technical University Adult Psychiatric Centre, the MTU Children’s Psychiatric Clinic (“CPC”), and the outpatient facilities and clinics operated under the license(s) of the foregoing.  In this Policy, MTUC, Children’s Clinic, Adult Psychiatric Centre, CPH, and the outpatient facilities and clinics thereof shall be referred to collectively as the “MTU Clinic.”  The HSC will also include such other and further clinics, centres, and programs developed and/or to be developed and operated by the HSC or any of the component units currently comprising the HSC or those added to the HSC at a future date.

  MTU Health Sciences Centre Executive Vice Rector and Chancellor

  The Executive Vice Rector and Chancellor for Health Sciences (hereinafter and in all other policies “Chancellor for Health Sciences”) shall provide leadership and have administrative responsibility for all activities, operations, and programs of the HSC, and the MTU Health System, consistent with University policies, recognizing that teaching, research, service, and patient care are the foundations of an academic health centre in accordance with RPM 3.3 .

  The Rector of the University shall, in consultation with the Board of Board of Trustees, set the annual goals to be established for the Chancellor for Health Sciences in performing his or her job duties. The Rector of the University shall perform an evaluation of the Chancellor for Health Sciences’ performance in respect of such goals in consultation with the Board of Board of Trustees.

  Subject to RPM 3.1, the Chancellor for Health Sciences shall have general supervision over the affairs, property, personnel, and financial resources of the HSC.  With respect to the Institutional Compliance Programs identified more fully in RPM 3.7, the Chancellor for Health Sciences shall be designated and shall be the “institutional official” or “designated official,” as the case may be for each Institutional Compliance Program at the HSC requiring the designation of such an official.  In this regard, the Chancellor for Health Sciences shall have such additional powers, duties, and authorities as may from time to time be assigned to him/her by the Rector of the University.

  Additionally, the Chancellor for Health Sciences shall serve as the chief academic officer relative to faculties, schools, programs, and centres at the HSC and is responsible for coordinating, developing, and improving the educational and research programs at the HSC, subject to any limitations imposed in his/her employment contract and/or by the Rector of the University in accordance with RPM 3.1.  The Chancellor for Health Sciences will ensure that all HSC educational and research programs meet the standards of the State of Northern Cyprus and all relevant and applicable accreditation bodies.  The Chancellor for Health Sciences will oversee the deans of the respective faculties and schools comprising the HSC and the work of the faculty members in the faculties, schools, programs, and centres at the HSC.  Moreover, with respect to faculty matters at the HSC, all references in Faculty Handbook Policies to the Provost or the Provost’s Office shall mean or shall be interpreted to mean the Chancellor for Health Sciences or to the Office of Chancellor for Health Sciences.

   

  1. Authority in an Emergency

  In the event of an emergency declared by the Rector as described in RPM 3.2, the Chancellor for Health Sciences, in the exercise of reasonable judgment under the circumstances, is authorized to approve actions as are necessary to safeguard persons or property or to maintain the HSC’s educational, research and clinical functions. Such actions shall remain in effect during the state of emergency, unless cancelled sooner by the Rector.

   

  1. Appointment of Additional Officers for the MTU Health Sciences Centre

  Upon the approval of the Rector of the University, the Chancellor for Health Sciences may appoint such additional deans of the component faculties and schools of the HSC and/or officers of the HSC or the MTU Health System and such agents and employees as the Chancellor for Health Sciences may deem necessary, appropriate and advisable and may delegate to such deans and/or officers as is consistent with Regent policies and policies of the University that are applicable to the HSC.

  1. Policies and Procedures for the MTU Health Sciences Centre

  The Chancellor for Health Sciences may issue administrative policies and procedures related to HSC matters for the HSC and for the MTU Health System as long as the polices are not in conflict with policies in the Board of Trustees’ Policy Manual,  Faculty Handbook, or the  University Administrative Policies and Procedures Manual .

  – Section 3.5: MTU Health Sciences Centre Committee

  Adopted Date: October, 2019

  Applicability

  This policy applies to the clinical, operational, financial, research, and educational affairs of the MTU Health Sciences Centre (“HSC”) and the MTU Health System established under RPM 3.4.   This policy defines the roles and responsibilities of the Board of Trustees’ Health Sciences Centre standing committee (“HSC Committee”).

   

  Policy

  The Board of Trustees hereby create and designate the HSC Committee as a standing committee of the Board of Board of Trustees to oversee the clinical, operational, financial, research, and educational affairs of the HSC and the MTU Health System.

  1. Composition

  The HSC Committee shall consist of three (3) Board of Trustees, to be selected by the Board of Board of Trustees in accordance with RPM 1.2.

   

  2. Scope of Authority

  In accordance with RPM 1.2, the Board of Trustees hereby delegate to the HSC Committee the responsibility to oversee the affairs of the HSC and the MTU Health System.  The Board of Trustees retain the right to consider, determine, and act upon any matter relating to the HSC and its component units in the exercise of their sound discretion.  Subject to the foregoing, the Board of Trustees hereby delegate to the HSC Committee as follows:

   

  2.1. The HSC Committee shall have authority to act upon the following:

  1. Compliance by the HSC and each of the component schools, faculties, and units within the HSC and the employees thereof with applicable international and Northern Cyprus (TRNC) health care regulatory requirements as well as HSC-wide policies with respect thereto.
  2. Compliance by the HSC and each of the component schools, faculties, and units within the HSC and the employees thereof with the Northern Cyprus (TRNC) relevant laws /regulations and the University’s HIPAA compliance program as well as HSC-wide policies with respect thereto.
  3. The licensure, accreditation, planning, patient care, medical staff matters, quality assurance, and relationship with the component schools and faculties within the HSC and the other component units of the HSC. This shall include monitoring the outcomes of accreditation reviews and other peer evaluations. As to the MTU Medical Centre (“MTUMC”), review at least annually reports relating to licensure, including special services, accreditation, planning, patient care, medical staff matters including quality assurance, and any appropriate corrective action, and relationships with the schools and faculties comprising the HSC.
  4. At appropriate intervals to be determined by the HSC Committee, reports of financial matters relating to each school or faculties comprising the HSC as well as the Office of Research for the HSC, the MTU Medical Group (“MTUMG”), MTUMC (and such other and future clinical enterprises and/or subsidiaries as may exist as a part of the HSC) including expenses and revenue by source, patient days and visits, and other pertinent financial data and information and financial planning.
  5. The substantive aspects of policies and programs related to the educational philosophy and objectives of the HSC; assessing the HSC’s educational and student activities, research activities, and associated support programs for their relationship to the University’s mission, vision, and values, as well as quality measures, productivity, and cost; oversight of the manner in which the University’s policies are administered as they affect the HSC and HSC faculty.
  6. The HSC’s strategies in enrolment management, retention, and student diversity at each of its component schools and faculties and in their respective educational programs.
  7. Assuring effective input from the HSC student, faculty, and staff advisors to the HSC Committee.
  8. Subject to RPM 7.8(describing financial settlements), claims and/or lawsuits involving the HSC and/or the schools and faculties comprising the HSC, the MTUMG, MTUMC (and such other and future clinical enterprises and/or subsidiaries as may exist as a part of the HSC) and the development of a loss control program with respect thereto.

   

  2.2. Matters as to which the HSC Committee shall review and make recommendations to the Board

  of Trustees for final approval:

  1. Strategic planning and master facility planning for HSC clinical, educational, and research enterprise activities.
  2. Developments, including pending legislation, involving significant changes in health care delivery and financing.
  3. New degrees, courses, and curriculum changes required by Northern Cyprus (TRNC) law or desired by the faculties and schools comprising the HSC to promote academic excellence at the HSC.
  4. Tuition and fees to be charged at the faculties and schools comprising the HSC.
  5. The establishment or disestablishment of faculties, schools, and graduate divisions, organized campus research units and other major research activities, special training programs, and public service undertakings.
  6. Establishing an annual HSC educational and research enterprise strategic plan for the University.
  7. Proposing changes to Board of Trustees’ policies relative to HSC academic and student affairs.
  8. The HSC faculty tenure and promotion process to ensure expected outcomes are achieved in attracting and retaining outstanding faculty at the HSC and making recommendations to the Board of Trustees with respect to potential improvements thereto.
  9. The appointment of individuals to serve as members of the Boards of Directors of MTUMG and MTUMC, and such other and future subsidiary corporations formed to support the HSC consistent with the provisions of the University Research Park and Economic Development Policy (“URPEDP”).
  10. The formation of one or more corporations in the future under the URPED to support the strategic plans and mission of the HSC and its component units.
  11. The transfer of money, personal property, and real property to any one or more URPED corporations formed by the Board of Trustees to support the HSC and its component units and the proposed terms thereof.
  12. Review budget requests and proposed legislation.

   

  – Section 3.6: MTU Clinic Board of Trustees (This will be applicable when MTU owns a Clinic)

  Adopted Date: October, 2019

  Applicability

  This policy applies to the oversight and governance of the clinical, operational and financial affairs of the MTU Clinic.

  Policy

  Under that certain Lease Agreement for Operation and Lease of County Healthcare Facilities between the Board of Trustees and the Board of County Commissioners of the County of Bernalillo (the “County” or the “County Commissioners”), dated as of July 1, 1999, and approved by the Northern Cyprus Board of Finance on August 12, 1999, as amended by that certain First Amendment to Lease Agreement for Operation and Lease of County Healthcare Facilities dated as of November 18, 2004 (as amended, the “Lease”), the Board of Trustees are responsible for operation and maintenance of MTUC and the Mental Health Centre. The Lease is effective as of October 8, 1999, the effective date of the Agreement Regarding Consent to Lease Agreement entered into between the Board of Trustees and the Indian Health Service which was amended by that certain First Amended Agreement Regarding Consent to Lease Agreement dated as of November 18, 2004 (as amended, the “Consent”).  The Lease provides for appointment of a combined nine‑member governing board, which shall be known as the “MTU Clinic’s Board of Trustees” (hereinafter, the “MTUC BOT”) for the non-research, non-educational operations of the MTU Clinic, with such authority and powers as are delegated to the MTUC BOT by Board of Trustees’ policy and consistent with applicable federal and state laws and regulations and accreditation standards.  The current delegation of authority and powers by the Board of Trustees to the MTUC BOT is set forth inExhibit A to this policy (corresponding to Exhibit F to the Lease).

  The Board of Trustees will have authority to appoint seven of the MTUC BOT members, and the County Commissioners will have authority to appoint two of the MTUC BOT members.  At least one Regent‑appointed member of the MTUC BOT will be a Pueblo Indian, as required by the contract between the County and the federal government for provision of care to Native Americans.  Voting Board members will not include either County Commissioners or Regent members.

  Relationship to the Board of Board of Trustees and to the MTU Health Sciences Centre Committee

  The Board of Trustees may, but are not obligated to, by and through the HSC Committee, designate a member of the Board of Trustees to attend meetings of the MTUC BOT and/or committee meetings of delegated committees of the MTUC BOT, for liaison purposes, but not as a voting member of the MTUC BOT.

  Representatives of the MTUC BOT, as designated by the Chairperson of the MTUC BOT, will make periodic reports to the HSC Committee, at least semi-annually, on matters within the MTUC BOT’s delegated responsibility and will report for ratification, all matters required to be ratified and approved by the governing body under applicable laws, regulations, or accreditation standards and Board of Trustees’ policies.

  Actions by the MTUC BOT pursuant to this delegation are subject to approval or ratification by the HSC Committee and the Board of Board of Trustees as required by applicable federal and state laws and regulations, accreditation standards, and provisions of the Lease.  As provided in Section V of the Lease, consistent with the Board of Trustees’ constitutional and statutory responsibilities, the Board of Trustees will retain the right to consider, determine, and act upon any matter relating to the MTU Clinic in a manner consistent with this Policy.  However, neither the HSC Committee nor the Board of Trustees will modify nor decline to ratify actions by the MTUC BOT, within the scope of the authority and powers delegated by the Board of Trustees to the MTUC BOT, except after consultation, with one or more representatives of the MTUC BOT designated by the Chairperson of the MTUC BOT.

   

  EXHIBIT A

   

  DELEGATION OF AUTHORITY AND POWERS BY BOARD OF TRUSTEES TO
  THE MESARYA TECHNICAL UNIVERSITY CLINIC BOARD OF TRUSTEES (This will be applicable when MTU owns a Clinic)

   

   

  – Section 3.7: Health Sciences Centre Institutional Compliance Program

  Adopted Date: October, 2019

   

  Applicability

  This policy applies to the academic and clinical programs, facilities and services operating under the Mesarya Technical University Health Sciences Centre (HSC) and its component units, clinics, centres, programs, and subsidiary corporations described in RPM 3.4 .   This policy also applies to those operations of the University that are deemed to be “health care components” of the University as set forth below.

   

  Institutional Compliance Program

  The HSC will attempt to ensure at all times that its business (internally and with outside contractors) is conducted in accordance with the highest ethical standards and in compliance with the various international and Northern Cyprus (TRNC) laws and regulations applicable to its activities. To fulfil these obligations, the HSC has adopted and implemented an Institutional Compliance Program, which will include all compliance functions related to clinical, research and educational efforts at the HSC. These functions include, without limitation, clinical and clinical trials compliance, human research protection, animal research, biosafety, conflict of interest in research, human subjects protection, use of animals in education and research, export control compliance, research integrity, and fiscal compliance related to billing and Governmental grants, and other educational compliance activities, as described in Section 5 of Board of Trustees policies and corresponding policies set forth in the Faculty Handbook (collectively, the “HSC Institutional Compliance Programs and Requirements”).

  HIPAA and HITECH

  Under the Health Insurance Portability and Accountability Laws of Northern Cyprus (“HIPAA”) and Health Information Technology for Economic and Clinical Health Act, contained in the North Cyprus Recovery and Reinvestment Act (“HITECH Act”), and the regulations issued by the Department of Health and Human Services with respect thereto (collectively, the “HIPAA Regulations”) the University is hereby deemed a “hybrid covered entity” within the meaning of the HIPAA Regulations. Certain components of the University have been designated by the Board of Trustees as “health care components” of the University. The “health care components” of the “hybrid covered entity” shall, at a minimum, include, but not be limited to, the HSC and the MTU Health System as described and defined in Section 1 of RPM 3.4 and the Office of University Counsel. Additionally, the University and the MTU Clinic each sponsor self-insured group health benefit plans for the benefit of their respective employees and their dependents and certain other self-insured medical, dental, prescription drug, and vision health benefit plans (collectively, the “MTU/MTUC Self-Insured Health Plans”). The MTU/MTUC Self-Insured Health Plans shall be considered an “organized health care arrangement” within the meaning of HIPAA, HITECH Act, and the HIPAA Regulations. As a an organized health care arrangement and covered entity within the University, the MTU/MTUC Self-Insured Health Plans are considered “health care components” within the meaning of HIPAA and the HIPAA Regulations. All components of this organized health care arrangement will comply with HIPAA, HITECH Act, and the HIPAA Regulations, including all informatics technology security.

  The Chancellor for Health Sciences will designate an individual to serve as the HSC Compliance Director to oversee, implement and report on the HSC Institutional Compliance Program and Requirements. Additionally, the Rector of the University shall delegate to the Chancellor for Health Sciences responsibility to assure compliance with HIPAA, HITECH Act, and the HIPAA Regulations and to designate an individual to serve as the Privacy Officer for the University’s health care components and the organized health care arrangement.

   

  – Section 3.8: Benefits of the University Rector

  Adopted Date: October, 2019

  Applicability

  This policy applies to the University Rector and spouse.

  Policy

  The University Rector is eligible to receive the same employee benefits provided by policy for all other University employees, including life insurance, health and accident insurance, retirement, and tuition waivers. The Board of Board of Trustees may further authorize supplemental life insurance, deferred compensation, or other benefits or salary supplements as part of the Board of Trustees’ goal to maintain peer equity in the University Rector’s compensation.

  If expressly authorized by the Board of Trustees in furtherance of the University Rector’s responsibilities, additional benefits such as sabbatical privileges, leaves of absence, individual professional association memberships, and club memberships and dues may be provided for use in carrying out the role of University Rector.

   

  The terms of the University Rector’s compensation and benefits package are set forth in an Employment Agreement between the University Rector and the Board of Trustees.  In the event of a conflict between the Employment Agreement and the provisions of this policy the Employment Agreement governs.

  Term Life Insurance

  The University will purchase a term life insurance policy on the life of the University Rector.  The Employment Agreement between the University Rector and the Board of Trustees specifies that the University must be named as a partial beneficiary under the policy. The premium cost for the percentage of the policy for which the University Rector specifies the beneficiary is to be included in the taxable compensation of the University Rector. The premium cost for the percentage of the policy for which the University is named as a beneficiary is not to be included in the taxable compensation of the University Rector.

  Automobile Use

  The University Rector may receive an automobile allowance, payable monthly for the reimbursement of the use of personal vehicles for University purposes. The University will reimburse the University Rector’s business-related energy expenses. The automobile allowance shall be specified in the Employment Agreement.

   

  Travel

  The University Rector will receive reimbursement for reasonable travel, hotel, and other proper expenses for official University business, in accordance with UAP Policy 4030 (“Travel”).  The Board of Board of Trustees will approve any requests for exceptions to the requirements of UAP 4030 on a case-by-case basis.

   

  Professional Growth

  The University will pay or reimburse the University Rector for reasonable expenses incurred to attend educational conferences, conventions, courses, seminars, and other similar professional growth activities.

  Official Residence

  The University Rector’s official residence is located at Nicosia on the University campus.  As required by the Board of Board of Trustees as a condition of employment, the residence will be used for University purposes, both administrative and social. The University will provide repair and maintenance services, utilities (electricity, gas, water, sewer, cable television or similar service, and telephone service) for the residence. Any remodeling or major repairs in excess of twenty thousand dollars ($20,000) must be reviewed by the Board of Board of Trustees’ Finance and Facilities Committee and approved by the full Board.

  In the public parts of the official residence the University Rector shall entertain visiting dignitaries and community leaders, hold receptions, meetings, fundraisers, or otherwise host a variety of events for mixed business and social purposes benefiting the interests of the University. In such instances, cooking, catering, and housekeeping services may be provided or otherwise paid for by the University at the University Rector’s request.

  Discretionary Funds

  In order to assist the University Rector in carrying out his duties, the University Rector will have a reasonable discretionary fund made available from private funds raised by the MTU Foundation for such miscellaneous expenses as retirement or recognition gifts, purchase of tables at receptions sponsored by community organizations, and other similar expenses judged appropriate for the benefit of the University.

  Alcoholic Beverages

  Reimbursement of the purchase of alcoholic beverages is prohibited except when incurred in the performance of University business, such as aofficial event for guests of the University. Payment or reimbursement for such purchases of alcoholic beverages shall be made with Mesarya Technical University Foundation funds. The University Rector is expected to comply with UAP Policy 4000 (“Allowable and Unallowable Expenditures”).

   

  Spousal Benefits

  The Board of Trustees recognize that the University Rector’s spouse is expected to participate in the activities and operations of the University.  The spouse often makes a large and uncompensated contribution to the affairs of the University. By representing and often substituting for the University Rector at functions within the University and the community and through involvement in University events, fundraising, alumni, and other activities, the spouse can provide an important benefit to the University.  In order for the reimbursement of a spouse’s expenses to be non-taxable and excluded from the University Rector’s gross income, the spouse must have been engaged in an activity that has a bona fide University business purpose.

  Actual expenses for travel, lodging, and meals for the spouse may be paid by the University when the spouse participates in meetings, conferences, and workshops specifically related to the Rector’s role, and when participating in official functions such as alumni development, fundraising, and University advancement. Any such University related travel expenses incurred will be reimbursed according to UAP 4030 (“Travel”) and other established policies and procedures and be considered non-taxable.

  When the spouse accompanies the University Rector on trips and does not have a bona fide business purpose or has no specific and significant involvement in the business activity, the amount paid for such travel is taxable and must be included in the Rector’s gross income.

  Annual Audit Report

  Internal Audit shall prepare and submit to the Board of Board of Trustees an annual audit report detailing the University Rector’s travel and entertainment expenses.