Visitors While at Work

Policy Number: 8.2.96
Effective Date: February 28, 2023
Revision History: May 26, 2016
Policy Contact: Chief Human Resource Officer

I. Purpose and Policy Statement

Georgia Gwinnett College (“GGC”) seeks to provide a safe campus environment for our visitors, faculty, staff, students, and vendors. Visitors come to GGC for a variety of reasons and are an important aspect of the College’s community engagement. Employees that entertain visitors while at work must share in the responsibility that accompanies such a visit. This policy addresses the requirements for all employees and their visitors so that GGC can facilitate a professional working environment, in the offices and classrooms of the College.   

II. Scope

This policy pertains to all employees and visitors of Georgia Gwinnett College. Persons conducting business with GGC are not addressed in this policy.

III. Definitions

Visitor: In general, visitors are not active members of GGC’s faculty, staff or student population.

IV. Roles and Responsibilities

1. Chief Human Resource Officer (“CHRO”) or designee: Oversees policy updating and maintenance; provides interpretation of the policy when questions arise.
2. Human Resources: Maintains the policy; fields, researches and responds to questions.
3. Direct Manager: Keeps updated on policy guidelines and responds to employee questions; directs employees to the appropriate institution resource.
4. Cabinet Member or designee: Responsible for being familiar with the policy and guidelines; support compliance within their respective area of responsibility.

V. Applicability and Compliance

1. An employee must accompany visitors at all times. Whenever possible, the employee’s immediate supervisor should be informed, in a timely fashion, of an impending visitor to the College. Under no circumstances should an unescorted visitor be allowed in an area where chemicals are stored. This includes chemicals for cleaning and maintaining the facilities as well as chemicals and supplies for the classrooms and laboratories. It is the responsibility of the employee to complete safety training (provided by the College) and to be aware of the location of the Material Safety Data Sheets (“MSDS(s)”) that detail the treatment for exposure to any such chemicals in their department.
2. Under no circumstances should a visitor be allowed to remain in an area where employee, student, or financial records are stored without the explicit permission of the custodian of the records.
3. Children who are visiting on the campus premises must be supervised at all times by the parent or guardian. These guidelines are not meant to exclude children that are enrolled in a credit or non-credit program or from participating in activities scheduled by the College to which the general public is invited.
4. A visitor should not unduly disrupt the normal working routine of any of the employees in the department that they are visiting. The immediate supervisor has the discretion to determine if the presence of a visitor is disruptive. Should a visitor act in such a way that necessitates their leaving the campus, it is the responsibility of the employee to facilitate their departure. This may necessitate the employee leaving the premises as well. In this event, the employee must submit a vacation and/or sick leave request for the time away. If the employee feels unable to control the visitor, the employee is responsible for notifying campus security officials for the physical removal of the visitor.
5. The act of inviting a visitor on campus is considered a workplace judgment made by the employee. As such, the behavior of the invited guest reflects on the job performance of the employee. Employees that repeatedly invite visitors that hamper the operations of the College may be subject to disciplinary action up to and including termination.

VI. Related Regulations, Statutes, Policies, and Procedures

12.9 Protection of Non-Student Minors  
Board of Regents Policy Manual 6.9 Programs Serving Minors