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Policies

Academic

Academic Policies

Introduction - Academic Policies
AC01 Visiting Scholars
AC02 Open Access to Scholarly Articles
AC10 Distinguished Professorships (Formerly HR10)
AC13 Procedure for Hiring Full-time Faculty (Formerly HR13)
AC14 Academic Administrative Evaluation (Formerly AD14)
AC17 Sabbatical Leave (Formerly HR17)
AC18 Graduate Study Leave of Absence (Formerly HR18)
AC21 Definition of Academic Ranks (Formerly HR21)
AC22 Search Procedures for Academic Administrative Positions (Formerly HR22)
AC23 Promotion and Tenure Procedures and Regulations (Formerly HR23)
AC25 Emeritus Status (Formerly HR25)
AC40 Annual Evaluation of Faculty Performance (Formerly HR40)
AC47 General Standards of Professional Ethics (Formerly AD47)
AC61 Faculty Contracts (Formerly HR61)
AC64 Academic Freedom (Formerly HR64)
AC70 Dismissal Procedure for Tenured and Tenure-Eligible Faculty Members (Formerly HR70)
AC76 Faculty Rights and Responsibilities (Formerly HR76)
AC77 University-Named Career Development Professorships (Formerly HR77)
AC80 Faculty Outside Professional Activities and Conflict of Commitment (Formerly HR80)
AC81 University-Named Professorships (Formerly HR81)
AC82 University-Named Chairs (Formerly HR82)
AC83 University Endowed Fellowships (Formerly HR83)
AC85 Affiliate Academic Appointments (Formerly HR85)
AC87 Evan Pugh Professorships (Formerly HR87)
AC93 University-Named Dean's Chairs (Formerly HR93)
AC94 University-Named Department Head's Chairs (Formerly HR94)

Academic Guidelines

ACG02 Open Availability and Open Licensing of Instructional and Other Materials
ACG08 Determining Effective Date of Appointment for Faculty Members Hired at the Beginning of a Semester or Summer Session (Formerly HRG08)
ACG09 Clinical Faculty Appointments for Milton S. Hershey Medical Center Physicians and Health Care Providers (Formerly HRG09)
ACG15 Regulations Regarding Use of Support Funds and Receiving Outside Compensation During Sabbatical Leaves of Absence (Formerly HRG15)
ACG17 Requests for Reduction of Prior Tenure Credit (Formerly HRG17)

Administrative

Administrative Policies

Introduction - Administrative Policies and Guidelines
AD00 Policy on Policies
AD01 Policies and Procedures for Use of University Auditoriums
AD02 Non-University Groups Using University Facilities
AD03 Conducting Educational Programs Using the Name of the University
AD04 Development Solicitation
AD05 Naming University Facilities and Academic Units
AD06 Community Charity Solicitation of University Employees
AD07 Use of University Name, Symbols and/or Graphic Devices
AD08 Purchase of Advertising – Under Review
AD11 University Policy on Confidentiality of Student Records
AD13 Lost and Found Items – Under Review
AD16 Reporting Requirements for Vehicles Acquired or Disposed of by the University
AD18 Possession, Use and Distribution of Alcoholic Beverages
AD21 Use of the Agricultural Arena and Agricultural Progress Days Facilities
AD22 Health Insurance Portability and Accountability Act (HIPAA)
AD24 Identification Cards for Students, Faculty/Staff, Affiliates, and Retirees – Under Review
AD25 Video Productions
AD26 Sale and Serving of Food and Beverages at University Locations – Under Review
AD27 Commercial Sales Activities at University Locations
AD28 Establishment of Advisory Boards, Development Councils and Boards of Visitors at Penn State – Under Review
AD29 Statement on Intolerance
AD30 Cable Television (CATV) Services at University Facilities – Under Review
AD31 Public Art – Under Review
AD32 Smoking and Tobacco Policy
AD33 A Drug-Free Workplace – Under Review
AD34 University Recycling Program – Under Review
AD35 University Archives and Records Management
AD38 Administration of University Real Estate and Physical Facilities
AD39 Minors Involved in University-Sponsored Programs or Programs Held at the University and/or Housed in University Facilities
AD40 Recording of Classroom Activities and Note-Taking Services
AD49 Office of General Counsel
AD50 Contact with State and Federal Officials and Official Requests From Government Officials
AD51 Use of Outdoor Areas for Expressive Activities
AD52 Links to or from Penn State Web Pages
AD53 Privacy Policy
AD54 Web Page Design and Image
AD55 Role of the Department of Distance Education/World Campus – Under Review
AD56 Use of Group Communication Tools to Communicate University Business to Employees and Students
AD57 General Regulations on Use of University Property
AD61 University Marketing and Communications
AD62 Use of General Purpose Classrooms
AD64 Energy Conservation Policy – Under Review
AD65 Electronic Security and Access Systems – Under Review
AD66 Service Animal Policy
AD67 Disclosure of Wrongful Conduct and Protection From Retaliation
AD68 University Access Policy – Under Review
AD69 Accessibility of Electronic and Information Technology – Under Review
AD70 Emergency Management
AD72 Reporting Suspected Child Abuse
AD73 Accessing Athletic and Recreational Facilities
AD74 Compliance With Clery Act – Under Review
AD75 University Events and Ticket Accountability – Under Review
AD76 Emergency Notifications on Digital Signage
AD77 Engaging in Outside Professional Activities (Conflict of Commitment) – Under Review
AD78 Threats to Campus Safety – Under Review
AD81 Independence of the University Police and Public Safety
AD82 Classroom Scheduling
AD83 Institutional Financial Conflict of Interest
AD84 Chosen Identity Policy (Formerly Preferred Name and Gender Identity Policy )
AD85 Title IX Sexual Harassment
AD86 Acceptance of Gifts and Entertainment – Under Review
AD87 Compliance with the Drug-Free Schools and Communities Act
AD88 Code of Responsible Conduct
AD89 University Export Compliance Policy – Under Review
AD90 Crowdfunding Solicitation Policy
AD91 Discrimination and Harassment and Related Inappropriate Conduct
AD92 Political Campaign Activities
AD95 Information Assurance and IT Security
AD96 Acceptable Use of University Information Resources
AD97 Penn State Identification Numbers (PSU IDs)
AD98 Anti-Hazing Policy
AD99 University Provided Email Policy
AD100 Handling and Distributing Confidential Internal Audit Reports and Other Documents (Formerly FN19)
AD101 COVID-19
AD102 Consensual Relationships

Administrative Guidelines

ADG04 Providing Emergency Medical Services at University Events at University Park
ADG06 Appropriate Use of Student Data – Under Review
ADG09 Export Compliance Definitions, Procedures and Implementation Guidelines – Under Review

Budget

Budget Policies

Introduction - Budget Policies
BT01 Operation and Administration of the Budget – Under Review
BT02 General Budget Regulations – Under Review
BT03 Budget Regulations for Personal Services – Under Review
BT04 Budget Regulations for Departmental Allotment Including Fringe Benefits – Under Review
BT05 Budget Regulations for Allocation Funds – Under Review
BT06 Course-Related Fees Approval – Under Review

Business Services

Business Services Policies

Introduction - Business Services Policies
BS01 Use of University Mail Service
BS02 University Mailing Lists
BS03 Faculty and Staff Parking Rules and Regulations
BS04 Student Parking Rules and Regulations
BS05 Visitor, Contractor and Service Parking Rules, Regulations, and Information (University Park)
BS06 Goals of the Department of Purchasing Services
BS07 Authority and Procurement
BS08 Information Inquiries
BS09 Initiating Purchases from Vendors Outside the University
BS10 Blanket or Standing Order
BS11 Responsibilities after Initiating Purchases from Vendors Outside the University
BS12 Payment of Freight and Express Invoices
BS13 Payment of Vendor's Invoices
BS14 Penn State Purchasing Card
BS15 Disposal and Purchase of Obsolete, Surplus or Scrap University-Owned Equipment, Supplies and/or Materials
BS16 Limited Order
BS17 Use and Procurement of External Consultants
BS18 Procurement or Acquisition of Light-Duty Motor Vehicles (8,500 GVW or less) [Formerly Procurement of Passenger Vehicles]
BS20 University Vehicle Operations or Use [Formerly Fleet Operations Vehicle Service] – Under Review
BS21 Procurement and Use of Electric Vehicle Charging Stations at University Park

Financial

The implementation of SIMBA requires the evaluation of all University Financial Policies and Guidelines.  After consultation with key constituencies, work will be underway to update, consolidate, and improve our policies to better serve you. Please be aware that due to volume, all policies may not be updated to reflect changes which have been communicated; however, policies will be updated with appropriate and applicable effective dates. Thank you for your patience as we work through this process.

Financial Policies

Introduction - Financial Policies
FN01 Cash Revenues
FN02 Charge Sales and Billing – Under Review
FN03 Substantiation, Disclosure, and Accountability for the Receipt of Contributions from Non-Governmental Sources
FN04 Petty Cash and Change Funds – Under Review
FN05 Operating Cash Funds – Under Review
FN07 Electronic Payments - Credit Cards
FN08 Refunds
FN09 Scholarships – Under Review
FN10 Other Business Expenses and Activities – Under Review
FN11 Contracts and Leases
FN14 Use of University Tangible Non-Capital Property, Capital Property, Supplies and University Services
FN15 Endowed or Named, Annually Funded, Accounts
FN16 Interdepartmental Transactions – Under Review
FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
FN18 University Approval Authorization Policy
FN19 Policy for Handling and Distributing Confidential Internal Audit Reports and Other Documents – Moved (See AD100)
FN20 Student Group Travel Policy – Under Review
FN21 Non-Office Telecommunications Services
FN22 Policy on Institutional and Employee Relationships With Educational Lenders
FN23 Identity Theft Detection, Prevention and Mitigation Program
FN24 Providing Educational Services to Military Service Members – Under Review
FN27 Establishing and Billing Service Center User Rates

Financial Guidelines

FNG01 Flow and Accountability of Gifts and Grants from Non-Governmental Sources – Retired (See also FN03)
FNG02 Limited Delegation of Contract Approvals
FNG03 Cash Revenue Transactions – Retired
FNG04 Employee Reward and Recognition Programs – Under Review
FNG05 Expenditure Guidelines for Costs Not Allowable under Uniform Guidance – Retired
FNG07 Endowment Spending Stewardship – Retired

Human Resources

Notice Regarding HR Policies & Guidelines

Many of the University's HR Policies and Guidelines are currently under review. After consultation with key constituencies, work will be underway to update, consolidate, and improve our policies to better serve you. As part of this effort, policies which are no longer in use have been removed from the list below. Please be aware that due to volume all policies may not be updated to reflect changes which have been communicated, however, policies will be updated with appropriate and applicable effective dates. Thank you for your patience as we work through this process.

Human Resources Policies

Introduction - Human Resources Policies
HR01 Fair Employment Practices – Under Review
HR02 Employment of Minors – Under Review
HR06 Types of Appointments
HR09 Reasonable Accommodation For University Employees
HR11 Affirmative Action in Employment at the Pennsylvania State University – Under Review
HR12 Professional Organization Memberships
HR16 Leave of Absence without Salary (other than for Extended Active Military Service)
HR19 Leave of Absence for Active Military Service or Training
HR20 Breastfeeding Support
HR26 Matters Involving Foreign Nationals Employed by the University
HR27 Benefits for Foreign Nationals Employed by the University – Retired
HR29 Voluntary Phased Retirement Program – Under Review
HR34 Employment Conditions for Full-Time Staff Employees
HR35 Public Service by Members of the Faculty and Staff
HR36 Tuition Discount for Full-Time Employees, Retirees, and those with Emeritus Status
HR37 Tuition Discount for Dependents
HR38 University Courses for Training Faculty and Staff
HR42 Payment of Personal Compensation by a State Agency or Department of the Commonwealth
HR43 Effective Dates for Promotions, Merit and Training Increases – Under Review
HR44 How to Determine Effective Date of Employment or Termination for Employees Paid Biweekly – Retired
HR45 Post-Retirement Appointments
HR47 Employee Uniforms
HR48 Provision of Child Care
HR49 Twenty-Five Year Service Award Program
HR50 Use of Accumulated Vacation at Time of Resignation or Retirement, or Upon Completion of a Limited-Term Appointment
HR52 Resignation from University Employment
HR53 Deceased Employee's Final Salary Payment – Retired
HR54 Continuation of Group Insurance after Age 60, Age 65, and after Retirement or Death
HR55 Things to Know When Leaving University Employment – Under Review
HR56 Answering Personnel Inquiries – Under Review
HR57 How to Determine Effective Date of Employment or Termination for Employees Paid Monthly (Except Academic) – Under Review
HR58 Employee Office Address and Telephone Number Information – Under Review
HR59 Employment of Relatives
HR60 Access to Personnel Files – Under Review
HR66 Change of Legal Name of an Employee – Retired
HR67 Periods of Overlap – Under Review
HR68 Postdoctoral Appointments
HR74 Staff Vacancy Announcement Procedure Penn State Human Resources – Under Review
HR78 Staff Employee Failure to Meet Acceptable Standards of Performance
HR79 Staff Grievance Procedure
HR84 Practical Training for Foreign Students
HR90 Extra Compensation for Exempt Staff Employees
HR91 Conflict of Interest
HR92 Employment Conditions for Employees Classified as Administrator
HR97 Layoff and Severance Provisions for Staff Employees
HR98 Severance Payment Provisions for Staff Employees – Moved (See HR97)
HR99 Background Verification Requirements
HR100 Employee Assistance Fund – Under Review
HR101 Positions Requiring National Search Process
HR102 Separation and Transfer Protocol – Moved (See HRG20)
HR103 Employment Conditions for Part-Time Employees
HR104 Payment for Relocation Expenses
HR105 Reduced FTE Schedules
HR106 Paid Parental Leave for Staff Employees
HR107 Staff Flexible Work Arrangements

Human Resources Guidelines

HRG02 Alternate Work Arrangements – Retired
HRG04 Charging Absence to Accumulated Sick Leave when an Employee is Hospitalized while on Vacation
HRG05 Use of "No-Pay" Days in Lieu of Short-Term Leave of Absence
HRG06 Determining Vacation and Sick Leave for Staff Employees whose Work Schedules Conform with Academic Semesters and /or Summer Sessions
HRG07 Absence from Work Resulting from Pregnancy or Childbirth
HRG10 Handling "Weather Day" Absences or Official University Closedowns Due to Weather Conditions – Under Review
HRG11 Family and Medical Leave
HRG13 Definition of Formal Study as Outlined in HR16
HRG14 Establishing Date of Termination of Employment Occurring Near December/New Year's Holiday
HRG18 Paid Parental Leave for Faculty
HRG19 Furlough Guidelines for Full-Time Staff Employees
HRG20 Separation and Transfer Protocol

Intellectual Property

Intellectual Property Policies

Introduction - Intellectual Property Policies
IP01 Ownership and Management of Intellectual Property (Formerly RA11 - Patents and Copyrights [Intellectual Property]) – Under Review
IP02 Co-Authorship of Scholarly Reports, Papers and Publications (Formerly Policy RA13) – Under Review
IP03 Courseware (Formerly RA17) – Under Review
IP04 Royalty Payments for Course Materials (Formerly AD17) – Under Review
IP05 Policy Governing Copyright Clearance (Formerly AD46) – Under Review
IP06 Technology Transfer and Entrepreneurial Activity (Faculty Research) (Formerly RA12) – Under Review

Intellectual Property Guidelines

IPG01 Faculty Guidance On Student Intellectual Property Rights (Formerly RAG12) – Under Review
IPG02 Special Student Intellectual Property Agreement Forms (Formerly RAG13) – Under Review
IPG03 What to Expect When Licensing a Penn State Technology into a Start-Up Company (Formerly RAG14) – Under Review
IPG04 Acceptance of Donated Intellectual Property by The Pennsylvania State University (Formerly RAG17) – Under Review

Payroll

Payroll Policies

Introduction - Payroll Policies
PR01 University Payroll
PR11 Salary Deposits and Distribution of Payroll Checks

Research

Research Protections Policies

Introduction - Research Protection Policies
RP02 Addressing Allegations of Research Misconduct
RP03 The Use of Human Participants in Research
RP04 Care and Use of Vertebrate Animals
RP05 Research Quality in Human Participant Research
RP06 Disclosure and Management of Significant Financial Interests
RP07 HIPAA and Research at Penn State University (Formerly RA22)
RP09 Scientific Diving at Penn State
RP10 Dual Use Research of Concern (DURC)
RP11 Use of Regulated and Biohazardous Materials in Research and Instruction
RP12 ClinicalTrials.gov Registration and Results Reporting
RP13 Use of Controlled Substances in Research
RP14 Human Embryonic (Pluripotent) Stem Cell Research

Research Administration Policies

Introduction - Research Administration Policies
RA01 Position Statement on Research
RA02 Stewardship of Sponsored Programs
RA03 Eligibility to Serve as Principal Investigator (PI)
RA04 Gifts, Grants and Contracts (The Funding Matrix)
RA06 Small Business Innovation Research (SBIR) Collaboration
RA07 Small Business Technology Transfer (STTR) Collaboration
RA10 Costing Principles for Sponsored Awards
RA20 Proposal Submission
RA21 Development of Proposal Budget
RA22 Participant Support Costs
RA30 Facilities and Administrative (F&A) Costs
RA40 Compliance with Federal Export Regulations
RA50 Cost Sharing
RA60 Cost Management
RA63 Budget Revisions and Other Prior Approval Requirements
RA64 Personnel Costs
RA65 Non-Personnel Costs
RA66 Program Income
RA70 Property and Equipment
RA80 Subawards and Subcontracts
RA90 Finalization and Closure

Research Administration Guidelines

RAG03 Retired Faculty Participation
RAG05 Establishing Research Institutes, Consortia, and Centers
RAG20 Limited Submissions
RAG22 Guidelines for Participant Support Costs
RAG40 Guidelines for Ensuring Compliance with Export Control Policy RA40
RAG50 Documentation of Cost Sharing
RAG51 Central Matching Funds Program for Research Equipment
RAG52 Central Matching Funds Program for Research Assistantships / Traineeships
RAG53 Coordination Process for Matching Funds and Other University Contributions to Multi-Unit Proposals
RAG64 Salary Caps
RAG80 Subrecipient Monitoring

Research Protections Guidelines

RPG01 The Responsible Conduct Of Research
RPG03 Payments to Human Participants in Research

Safety

Safety Policies

Introduction - Safety Policies
SY01 Environmental Health and Safety Policy
SY03 Emergencies Involving Students
SY04 Employee Accidents - Reporting and Investigation
SY05 Injuries to any Person, and Reporting Incidents Involving Other than Employees (Formerly Persons, Other Than Students or Employees, Who Are Injured or Become Ill on University Property)
SY06 Personal Protective Equipment (PPE) Safety Policy (Formerly Safety Glasses for Employees Working on Machine Tools)
SY07 Governing Control of Animals on University Property
SY08 Storage, Dispensing and use of Flammable Liquids on University Property
SY09 Fire Extinguisher Provisions
SY10 Interior Finish - Fire and Smoke Classification
SY11 Refrigerators - Explosion-Proof
SY12 Weapons and Fireworks Regulations, Fireworks, and Paintball Devices
SY13 Open Fires
SY14 Use of Radioactive Materials
SY15 Radiation-Producing Instruments
SY16 Regulations for Bicycles / Skateboards / Scooters / In-Line Skates / Roller Skates / Electric Personal Assistive Mobility Devices
SY17 Lasers
SY18 Bomb Threats
SY20 Hazardous Waste Disposal
SY21 First Aid Kits
SY22 Automated External Defibrillators (AED)
SY23 Occupational Health and Safety Program for Animal Care Personnel
SY25 Compressed Gas Cylinders
SY26 Fluorescent Light Ballast/Capacitor Disposal
SY27 Halogen Lamps
SY28 Emergency Evacuations and Fire Drills - Residence Halls
SY29 Infectious Waste Disposal
SY30 Open Flame Devices
SY31 Lamp Use and Disposal
SY32 Police and Security Programs
SY34 Hazardous Material Shipping
SY35 Lockout/Tagout
SY36 Corridor Storage and Use
SY37 Text Messaging and Cell Phone Use when Operating Vehicles while on University Business
SY38 Landing of Helicopters at University Park
SY39 Hazardous Chemical Inventory Management
SY40 Disposal of Pollutants in University Sanitary Systems
SY41 Active Attacker Policy
SY42 Missing Student Policy – Under Review
SY43 Laboratory and Research Safety Plan
SY44 Items Permitted into Events Held in University Facilities
SY45 Use of Drones

Travel

Travel Policies

TR01 International Travel Requirements
TR02 Penn State Travel Policy