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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 – Under Review (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 – Under Review (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 – Under Review

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 – Under Review

AD07 Use of University Name, Symbols and/or Graphic Devices

AD08 Purchase of Advertising

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 – Under Review

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 – Under Review

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

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 – Under Review

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 – Under Review

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

AD93 Interactions With Prospective Students Who Are Minors and/or Minors Enrolled In University Classes

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)

AD102 Consensual Relationships

AD103 Visitor Rights and Responsibilities

AD104 Trespass Warning Policy

AD105 Safeguarding Controlled Unclassified Information in LionSHIELD – New

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

BT06 Course-Related Fees Approval

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 – Under Review

BS16 Limited Order

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 Billing and Accounts Receivable

FN03 Substantiation, Disclosure, and Accountability for the Receipt of Contributions from Non-Governmental Sources

FN04 Long-Term and Short-Term Advances

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 – Under Review

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

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

FN25 University Bank Accounts

FN27 Establishing and Billing Service Center User Rates

FN30 Employee Reward and Recognition Programs (formerly FNG04)

FN33 Sales and Use Taxes

Financial Guidelines

FNG02 Limited Delegation of Contract Approvals – Under Review

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 – Retired

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

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

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 – Retired

HR43 Eligibility Criteria for Annual Salary Increase

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 – Retired

HR52 Resignation or Retirement from University Employment

HR54 Continuation of Group Insurance after Age 60, Age 65, and after Retirement or Death

HR56 Answering Personnel Inquiries – Under Review

HR57 How to Determine Effective Date of Employment or Termination for Employees Paid Monthly (Except Academic) – Retired

HR58 Employee Office Address and Telephone Number Information

HR59 Employment of Relatives

HR60 Access to Personnel Files – Under Review

HR67 Periods of Overlap – Under Review

HR74 Staff Vacancy Announcement Procedure Penn State Human Resources – Retired

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

HR101 Positions Requiring National Search Process – Retired

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

HR108 Position Vacancies

HR109 Leaving and Returning to Penn State Employment

Human Resources Guidelines

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

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 – Retired

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

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 Pluripotent and Multipotent Stem Cell Research (encompassing Embryonic, Induced Pluripotent, and Adult Stem Cells)

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

RA68 Postdoctoral Appointments

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

SY06 Personal Protective Equipment (PPE) Safety Policy

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 and Personal Mobility Devices

SY18 Bomb Threats

SY20 Hazardous Waste Disposal – Retired

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

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 – Under Review

TR02 Penn State Travel Policy – Under Review