• Seton Hall University
• Policies and Procedures

Purpose

The purpose of this policy is to set forth the terms and conditions for the approval of non-employees to occupy University-owned offices or other space, or reside in University-owned housing.

Scope

This is a University-wide policy.

Definitions

1. Authorized Affiliated Person  shall mean all of the following: (1) non-employees authorized to occupy or work in University-owned offices or other space; (2) non-employee priests and non-student residents living in University-owned housing; and (3) spouses and adult children of University employees who reside in University-owned housing with the employee. 

2. Requesting Unit shall mean the administrative or academic unit of the University which seeks to authorize the occupancy of University-owned housing, offices or other space by an Authorized Affiliated Person.

Policy

General

1. With respect to University-owned housing, it is the responsibility of the Requesting Unit to ensure that all Authorized Affiliated Persons who seek to reside in University-owned housing execute a housing license agreement and otherwise comply with the University’s Housing Policy.

2.  As to University-owned offices or space, it is the responsibility of the Requesting Unit to ensure that occupancy of University-owned offices or space by Authorized Affiliated Persons, for non-residential purposes, is the subject of a written agreement between the University and the non-employee (or the non-employee’s employer), reviewed and approved in accordance with the University’s Policy on Negotiating and Entering Into Contracts and Leases. 

3.  It is the responsibility of the Requesting Unit to notify Human Resources, in writing, of all Authorized Affiliated Persons who will be occupying (a) University-owned housing and/or (b) University-owned offices or space for non-residential purposes.  Written notification must occur at least thirty (30) days in advance of the occupancy.

Background Checks

All Authorized Affiliated Persons are required to comply with the University’s Background Check Policy within five (5) days of notification by the Department of Human Resources and, thereafter, in accordance with the Background Check Policy. 

Orientation

All Authorized Affiliated Persons are required to attend and complete an orientation session, as scheduled and directed by the University, not later than 30 days of acquiring status as an Authorized Affiliated Person.

Policies and Procedures

1.  All Authorized Affiliated Persons are required to abide by all University policies and procedures, which can be accessed through the website, https://www.shu.edu/policies.

2. All Authorized Affiliated Persons are required to complete University mandatory compliance training including but not limited to, training on Title IX, sexual misconduct, sexual harassment, discrimination, retaliation and the duty to report suspected child abuse, all as scheduled and directed by the University, and complete all required certifications related to such training.  Failure to do so may result in the Authorized Affiliated Person’s removal from University housing, office or other space, as applicable.

Completion of All Required Human Resources Processes 

Authorized Affiliated Persons must satisfy all other required Human Resources processes, including submission of all applicable  documents, before being authorized by the University to occupy University housing, offices or other space..  

Related Policies

• Volunteer Policy
• Negotiating and Entering into Contracts and Leases
• Housing Policy
• Mandatory Compliance Training
• Policy Against Sexual Misconduct, Sexual Harassment and Retaliation
• Policy Against Discrimination, Harassment and Retaliation
• Duty to Report Child Abuse

Responsible Offices

• Department of Human Resources

Approval

Approved

Approved by President Joseph E. Nyre, on the recommendation of the Executive Cabinet, on June 23, 2020.

Effective Date

June 23rd, 2020