Policy Update September 2021

Additions and Updates to the Directory as of September 28, 2021

Two policies were added to the Directory:

• PROV-032: Visiting Graduate Researchers. This policy establishes formal processes for sponsoring and hosting individuals who are pursuing graduate-level research training without enrolling in a degree program or earning academic credit.

• RES-011: Investigator Eligibility Requirements and Responsibilities Related to Sponsored Programs. This policy incorporates elements of Finance Policy VIII.A.1, Grants and Contracts – Definition, Solicitation, Clearance and Acceptance; Procedure 8-8, Request for an Individual Not Meeting Policy Criteria to Serve as a Principal Investigator; and the PI responsibility statement from RES-009: Compliance with Sponsor Requirements.

Several existing policies were modified:

• FIN-043: Managing Export and Sanction Compliance in Support of University Activities. Revised the policy to align with the travel registry requirements set forth in FIN-055: Faculty and Staff International Travel and raise awareness of the compliance obligation and potential consequences for non-compliance [added new Section 2. Requirements of Other Countries]. The new section closes a gap in coverage that could cause problems for individuals with the loosening of international travel restrictions.

• HRM-009: Preventing and Addressing Discrimination and Harassment. Revised the definition of Protected Characteristics/Statuses and the Policy Statement to include “military status” which includes active-duty service members, reserve service members, and dependents.

• HRM-024: Compensation Program for University Staff Employees. Updated the policy to match the $5,000 award provided to Classified Staff in HRM-006.

• HRM-050: Protection of Minors and Reporting Abuse. Added an additional responsibility for Covered Program Staff to clarify the expectation to camp and program directors that youth programs provide continual custody of care over youth participants during the entirety of their program. Revised Appendix A for clarity.

• IRM-009: University Information Technology Infrastructure, Architecture, and Ongoing Operations.
  IRM-010: University Information Technology Project Management.
  IRM-011: University Information Technology Security Program.
  Updated references and links in these three IT policies.

• RES-003: Federal Classified Research. Revised the policy to clarify roles and responsibilities, particularly for the Principal Investigator, Facility Security Officer, and OSP. Procedures have been relocated to the VPR website. No changes were made to who is responsible for conducting review of and approving requests.

• RES-009: Solicitation, Clearance, Acceptance and Ongoing Management of Sponsored Programs. Revised the policy to incorporate elements of Finance Policy VIII.A.1 Grants & Contracts: Definition, Solicitation, Clearance, and Acceptance (not included in RES-011); VIII.A.2 Grants and Contracts: Responsibility of Office of Sponsored Programs; VIII.A.4 Grants and Contracts: Documents to be Approved by the Office of Sponsored Programs; and VIII.A.5 Grant and Contract Changes (not included in RES-011).

• SEC-045: COVID-19 Health & Safety Requirements – Vaccination, Testing, Face Masks, Events and Gatherings, and Visitors. Maintained the current policy requiring all people to wear masks when they are indoors, regardless of their vaccination status; unvaccinated individuals are required to wear a mask whether indoors or out. Clarified requirements for contract workers.