University Policy Updates Archive

New Policy added to the Directory:

RES-013: Regulation of Controlled Substances in University Research. This new policy (1) establishes formal requirements for the acquisition, storage, use, recordkeeping, and disposal of controlled substances used in research; and (2) adheres to the Federal Controlled Substances Act, Drug Enforcement Administration, Virginia Board of Pharmacy, and University safety standards.

Policy Revisions in the Directory:

FIN-055: Faculty and Staff International Travel. Transferred responsibilities from the Office of Emergency Management to the International Studies Office.

HRM-002: Issuance and Use of Physical and Mobile University ID Credentials (formerly Identification Cards). Updated the title of the policy; added three new terms - Credential Lifecycle, Mobile Credential, and University ID Credential; and added two new sections - Section I. Mobile Credentials, Section VI. University System Compliance.

FIN-027: Payroll Allocation Confirmation on Sponsored Programs. Updated the titles of the reports referenced in the term, Payroll Allocation Confirmation Reports; reporting cycle changed to every two months; and updated the appendix.

Policy Revisions in the Directory:

BOV-023: Faculty and Graduate Teaching Assistant Workloads. Establishes the workload requirements for Faculty ad Graduate Teaching Assistants for salary purposes.

FIN-009: Facilities & Administrative Rate Application and Exception Process. Deleted term, Professional Effort, and replaced with "project" throughout the policy.

FIN-032: Collecting, Reporting, and Remitting Sales Tax. Clarified language in the Policy Statement; added Section III. Foreign State Sales Tax, Section IV. Purchasers Exempt from Sales Tax, and Section V.B. Foreign State Services.

FIN-047: Compliance with Federal, State, and Local Tax Regulations. Reformatted with a responsibilities section and added University Human Resources and External Relations.

PRM-017: Duties Toward Speakers and Use of University Facilities or Property. Added Section 3.c. Preservation of University Fixtures prohibiting attaching hammocks, ropes, etc., to trees, columns, statues, or other fixtures on Grounds.

HRM-024: Compensation Program for University Staff Employees. Added Note to Section 3.b.i. Bonuses relative to a sign-on bonus and repayment if the service obligation is not met.

HRM-034: Background Checks, Screenings, and Ongoing Responsibility for Employees to Disclose Criminal Convictions. Updated Section I. Who is Covered by this Policy, last bullet pertaining to students; and Section VII.E. Occupational Health to clarify who is required to adhere to the health screenings, vaccination, testing, and immunization requirements.

HRM-050: Protection of Minors and Reporting Abuse. Updated Section III.L. Incident Reports to refer to the final bullet point for non-exhaustive examples of incidents/inappropriate behavior or concerns; added Section III.M. Parent/Guardian Consent which requires the program to obtain written or electronic permission from the parent/guardian of any minor to participate in the program; Updated Section V. Compliance with Policy to align with the Code of Virginia.

HRM-009: Addressing Discrimination, Harassment, and Retaliation. Clarified when the policy applies and provided specification regarding prohibited conduct, with definitions for discrimination, harassment, and retaliation.

HRM-041: Addressing Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence and Reporting Disclosures (Sexual Misconduct Policy). Added Section II. Jurisdiction to define scope and applicability; established Section IV.A. Supportive Measures to provide clearer guidance; moved Confidential Resources into Section V. Privacy and Confidentiality; and updated terminology in Section VII. Prohibited Conduct under this Policy to align with current regulatory language and enhance readability.

SEC-030: Regulation of Weapons, Fireworks, Explosives, and Other Prohibited Items. Revised Section 3. Compliance with Policy to address Va. Code § 18.2-283.2. Clarified the term, Law Enforcement Officer.

PROV-021: Substantive Change for Institutional Accreditation. Revised to align with the June 2026 update of SACSCOC's Substantive Change policy.

Policy Revisions in the Directory:
PROV-004: Employment of Academic General Faculty Members (Tenure-Ineligible). Revisions include:

• Adds a Clinical Track.
• Reorganizes Professorial, Librarian, and Lecturer/Instructor Ranks.
• Includes broader activities related to the education mission in Teaching Track.
• Standardizes timeline for AGF eligibility for promotion.
• Establishes a minimum time of 2 years in rank before being promoted.
• Provides additional opportunities for feedback on satisfying the criteria for promotion.
• Clarifies provisions for contract non-renewal following promotion; adds comprehensive review of faculty hired at a senior rank before securing those provisions.
• Clarifies promotion automatically results in an appointment renewal.
• Stipulates requiring faculty input on hiring of AGF.
• Adds procedures for the promotion review process and the evaluation materials for promotion.

HRM-049: Drug and Alcohol Testing Requirements for Commercial Driver’s License Holders. Revised the term, Designated Employer Representative (DER), to indicate they are selected by management; revised Section 7. Responsibilities for UVA Human Resources and DERs; and made other clarifying edits.

Policy Revisions in the Directory:
FIN-045: Electronic Funds Transfers. Revised the term, Wire Transfer, to remove reference to the specific platform and system; expanded Section 1.a for user IDs to be deleted when an employee changes job duties or positions; and edited Section 1.b to require a semi-annual review of employees with EFT functions.

HRM-021: Terms and Conditions of University Staff Employment. Clarified positions included in the term Executive & Senior Administrative Staff; revised language in Section 1 pertaining to full- and part-time employees; removed duplicative language in Section 5.d.

PRM-004: Excavation. Revised to comply with State law - all excavations require a cleared VA811 ticket; added the defined terms University Medical Center and University Property; updated procedures.

PRM-009: Provision of Mass Transit and Charter Services at the University. Added the term, University Grounds and edited the term, Mass Transit Standard; expanded the criteria for the Department of Parking & Transportation to determine whether to provide service to new locations or make alterations to service.

SEC-012: Possession and Use of Biological Agents. Updated the title and Code references; made minor clarifying edits.

PROV-011: Student Enrollment. Added the defined term Academic Load; added Section III. Concurrent Enrollment; Updated language in Section I.B. Less Than Full-Time Undergraduate Academic Load; and reorganized/edited Section V. Leaving and Returning to the University.

PROV-020: Guests Accompanying Education Abroad Program Staff. Combined minors, family members, other individuals into Guests; added defined terms Guests and Volunteers; replaced Education Abroad Risk Management Committee with the ISO Director.

Policy Revisions in the Directory:
EXT-002: Visits by Ambassadors and Senior Foreign Government Officials. Updated to reflect the Vice Provost for Global Affairs is to be informed of any visit by an ambassador, head of state, prime minister, government minister, political party leader at the national level, or senior judicial authority from a foreign government.

BOV-014: Signatory Authority. Updated Section 3.c to reflect the BOV action on 12/5/25 pertaining to Signatory Authority for Contracts for Goods and Services which impacted contract limits only.

Policy Revisions in the Directory:
HRM-038: Faculty Leaves. Reorganized and renamed some leave categories, updated terminology, and modified annual and sick leave.

Policy Revisions in the Directory:
SEC-044: Use and Access of Service Animals, Service Dogs in Training, and Emotional Support Animals on University Property or with Respect to University Programs and Activities. Edited Section 5. Service Dogs in Training for consistency with VA State Code to indicate that other individuals involved in training service dogs that meet one of the specified criteria have the right to be accompanied by service dogs in training in places where the public is normally permitted.

SEC-019: University Health and Safety Programs for the Workplace and Instructional Environment. Added defined terms - Hazard, Imminent Danger to Life or Health; reorganized Section 1. Responsibilities; and added Section 2. Written Health & Safety Programs.

SEC-043: Riding, Parking, and Storing Motorized Scooters and Electric Power-Assisted Bicycles at the University. Revised definition of Electric Power-Assisted Bicycle; organized Section 1. Riding Requirements by VA Code requirements and University requirements; added Section 3. Bicycle and Scooter Registration.

PRM-019: Riding, Parking, and Storing Bicycles at the University. Revised definition of Bicycle to align with VA Code; clarified Section 1. Parking Bicycles and Section 3. Impounded Bicycles.

FIN-030: Purchases of Goods and Services. Added defined terms - Departmental Contract Administrator and Mission-Essential Supplier; added Section 2. Supplier Risk Management.

RES-004: Research Misconduct. Added defined terms - Assessment, Complainant², Inquiry¹, Investigation¹, Respondent, and Sponsored Research; reformatted to provide a clearer framework for the review of an allegation of research misconduct; and revised to align with updated HHS regulations.

New Policy in the Directory:
PROV-035: Misconduct and Discipline of Academic Faculty. This policy supports a productive, safe, professional, and collegial working and learning environment; protects the academic freedom of faculty and students; and provides for fair and transparent disciplinary processes. The policy sets forth actions that the University can take in response to allegations that an academic faculty member has engaged in Faculty Misconduct and describes the accompanying procedures.

Policy Revisions in the Directory:
IRM-002: Acceptable Use of the University’s Information Technology Resources. Added the application CapCut (Section 1, 16th Bullet): ... all Non-Student Users must not download or use any application, including TikTok, WeChat, and CapCut, or access any website developed by ByteDance Ltd. or Tencent Holdings Ltd. (i) on any University-issued device or University-owned or University-leased equipment or (ii) while connected to any wired or wireless Internet network owned, operated, or maintained by the University...

STAF-004: Eligibility for and Cost of Student Health and Wellness Services. Added defined term - Student Health Fee and added new Section 2. Eligibility for Health Promotion Services.

New Policy in the Directory:
STAF-008: Verification of Immunizations, Health History, and Health Insurance. (1) Addresses certain public health and safety requirements for the University's student population, including state mandates for immunizations; (2) protects students from the financial burden of unexpected medical expenses; and (3) ensures access to healthcare while enrolled.

Policy Revisions in the Directory:
HRM-034: Background Checks, Screenings, and Ongoing Responsibility for Employees to Disclose Criminal Convictions. Edited Section 1. Who is Covered by this Policy to indicate that associated individuals and volunteers who interact with minors on Grounds or under the authority of the University at other locations must adhere to the background check requirements in HRM-050: Protection of Minors and Reporting Abuse, Section III.D.

HRM-050: Protection of Minors and Reporting Abuse. Added the terms - Grooming, Minor Internship; added Sections II. Additional Incident Reports, III.D. Screening Associated with Programs/Activities for Minors, III.H. Staff Age, III.I. Emergency Plans, and III.J. Medical Procedures; expanded Section III.A.1.Covered Programs; and added requirements for 1:1 interactions.

RES-009: Proposal, Acceptance, and Management of Sponsored Programs. Updated title; added the term - Electronic Research Administration System; deleted the term - Facilities & Administrative Rate; clarified the Policy Statement and Section 1. Administrative Authority.

RES-005: Financial Conflicts of Interest for Research Investigators. Added the term - Research Conflict of Interest Committee; changed the term Institutional Official to Designated Official; edited the terms - Research, Significant Financial Interest; edited Section 4. Training and Section 7. Record Retention to align with NIH expectations.

SEC-040: Use of Unmanned Aircraft Systems (“UAS” or “Drones”). Edited the defined terms - Model Aircraft, Small Unmanned Aircraft; Added the terms - Small Unmanned Aircraft Systems, Recreational or Hobby Use; Expanded Section 1. Compliance with Laws and Policies; Deleted Section on Model Aircraft; Added Section 5. Flights Over University Property from Outside University Property.

FIN-028: Minimum Effort on Sponsored Programs. Clarified the Policy Statement pertains to proposals/awards regardless of sponsor type; made minor edits to Section 1; and added "industry funded clinical trials ..." language to Appendix A.

HRM-013.01: Paid Leave for University Staff Employees. Clarified (1) Years of Service in Table A as benefited; (2) credit for prior state service in determining leave days per year; and (3) to qualify for a cash-out, must have used 10 days of earned leave.

PRM-002: Energy Management and Sustainability. Rewritten with no material changes to the Policy requirements; updated temperature guidelines.

HRM-040: Reporting by University Employees of Disclosures Relating to the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence and the Preventing and Addressing Discrimination and Harassment, and Preventing and Addressing Retaliation Policies. Edited the defined term Confidential Employee to reflect the Ombuds Office’s expansion and that anyone working in that office, including both administrative and support roles as well as Ombuds roles, is covered as a confidential employee. (Term is also used in HRM-009, HRM-010 and HRM-041.)

Policy Revisions in the Directory:
FIN-036: Signatory Authority for Executing University Contracts. Added Section 4.E. Compliance with State Law; Contract Terms Inconsistent with State Law to comply with Code of Virginia §2.2.4311.3.

SEC-035: Clery Act Compliance. Updated defined terms Clery Act Crimes, Clery Reportable Location, Safety Advisory (See IRM-018 below); added "hazing" to Section I.C; renamed Safety Report to Security Report; updated department titles; added Student Health and Wellness and PACE to Section II.

IRM-018: Issuance of a Safety Advisory (Timely Warning). Added "hazing" to the term Clery Act Crimes and "University separate campus locations" to the term Clery Reportable Location; clarified the term Safety Advisory as a "timely warning" notification; made minor edits to Section I & II; updated department names.

RES-011: Investigator Eligibility Requirements and Responsibilities Related to Sponsored Programs. Added the second bullet under Responsibilities for Investigators, including PIs and edited the third bullet to include research sponsor required training. These edits address NIH policy requirements as well as those from other federal agencies and clarify that investigators must comply with both internal and external disclosure requirements.

GOV-005: Adherence to Copyright Protections. Edited the definition of Copyright and made other minor word edits to the Policy Statement.

PRM-021: Commercial Recording in University Facilities or on University Property. Replaced "filming" with "recording" and "filmmaker" with "producer" throughout; updated the definition of Commercial Recording to include audio recordings and podcasts.

EXT-014: Use of U.S. Department of Defense Seals or Military Insignias for Educational Programs. Updated display of Military Service Marks.

IRM-008: University Information Technology Accessibility. Revised to align with DOJ Title II final ruling on Digital Accessibility and the update to the Virginia Information Technology Access Act 9/9/25.

HRM-041: Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence. Updated Section IV.A.iii to align with the update to "fondling" and "sexual contact" made in the National Incident-Based Reporting System (NIBRS) User Manual.

FIN-001: Classification of Awards to the University as either a Gift or a Sponsored Program. Updated title, clarified the Policy Statement, Updated Section 1, edited the appendix, and made other clarifying edits.

Policy Revisions in the Directory:
RES-010: Subrecipient Monitoring on Sponsored Programs. Added the defined term, Contractor, deleted Unit, edited Subrecipient and made other clarifying edits.

SEC-038: Management of the University Keyed System (Key and Lock Policy). Edited the defined term, Master Key, and added the terms Key Control Practice, Key Ring; reordered the policy; and expanded Section 6 addressing return of keys.

HRM-026: Family and Medical Leave. Edited the defined term, Healthcare Provider; deleted the section on second and third opinions; updated Section 11 to reflect "60 days of a qualifying mid-year event that permits enrollment"; and made other clarifying edits.

STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs. Added the defined term, Hemp Product; edited Section 4, 1st paragraph; and added a description of Hemp in Section 5.

STU-005: Prohibition on Hazing. Revised the defined term, Hazing and added Student Organization, University Property; revised policy to comply with new federal and state law; updated procedures.

Policy Revisions in the Directory:
FIN-036: Signatory Authority for Executing University Contracts. Added new defined term, external party; clarified intra-university documents; expanded Sections 2 & 3.

RES-002: Ownership, Retention, Safeguarding, Management, and Transfer of Research Records. Added new defined term, external party confidential information; and separated Section 2 into A. Research Records and B. External Party Confidential Information.

RES-011: Investigator Eligibility Requirements and Responsibilities Related to Sponsored Programs. Revised Section 5. Responsibilities to clarify PI responsibilities related to key sponsor requirements; revised Section 6. Compliance with Policy to add more specificity.

FIN-035: Academic Approval and Signatory Authority for Academic Program Agreements. Reformatted and streamlined policy; expanded examples of common types of academic program agreements; added language addressing compliance with state law and institutional accreditation standards; and streamlined procedures.

EXT-006: Solicitation and Acceptance of Gifts of Real Property, Life Insurance, Tangible Personal Property (including Fine Art), and Intangible Personal Property. Added new defined term, gift officer; designated the UVA Foundation to evaluate, accept, and manage gifts of real property (Section 1); and changed estate to property and tenant to life estate throughout the policy.

Area-Specific Policy Revisions:
PROV-004: Employment of Academic General Faculty Members (Tenure-Ineligible). Made minor updates to the Policy Statement, Section 1. SCHOOL-SPECIFIC POLICIES and Section VI. APPOINTMENT TO TENURE-TRACK POSITIONS to reflect federal guidance.

PROV-008: Teaching Courses for Academic Credit. Made a minor update to the Reason for Policy.

PROV-012: Financial Aid to Non-Degree-Seeking Students. Made a minor edit to the Policy Statement.

PROV-024: Academic Faculty Members Appointed to Administrative Positions. Updated title in Section 1. Appointment.

PROV-034: Appointment of Faculty to Endowed Professorships. Made a clarifying edit to Eligibility.

PROV-031: Appointment of University Professors. Revised procedures.

Policy Revisions in the Directory: 
STAF-006: Documentation Required to Establish a Student with a Disability. A new policy to comply with Virginia Code in relation to documentation or evidence required to support a determination that a student is an individual with a disability.

HRM-031: Employees Ineligible for Rehire. Updated the Contact Office and removed duplicative language.

PRM-016: Surplus Property Disposal (including Lost and Abandoned Property). Reorganized the policy and added the defined term, Personal Property, and Section 2. Abandoned, Lost or Unclaimed Personal Property.

HRM-012: University Flexwork Options. Changes Flexible Work to Flexwork; clarifies categories of employees eligible for flexwork and the prohibition on working for the University outside of the United States with 2 exceptions; adds supervisor responsibilities; and updates the Compliance section.

Policy Revisions in the Directory: 
SEC-002: Environmental Management. Added the College at Wise to the "Applies To" section; Added the defined terms University Facility and University Property.

STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs. Added Section 6.c Opioid Antagonist Administration by Resident Assistants as required by senate bill 1257, approved March 24, 2025.

STAF-002: Terms and Conditions for Contracted Independent Organizations and Fraternal Organizations. Revised Section V to indicate that an authorized individual is required to execute the CIO or FO Agreement which will take effect as specified in the Agreement.

HRM-018: Performance Management & Career Development for University Staff Employees. Combined the requirements of HRM-018: Performance Management and HRM-023: Career Development (for University Staff Employees) into one policy.

HRM-023: Career Development for University Staff Employees. Retired.

HRM-041: Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence. Updated Confidential Employee to include "the Director of Student Well-being in Student Health and Wellness and certain positions within their unit (e.g., Well-being Coaching, Collegiate Recovery Program, and IPV Prevention) when performing the duties of that professional role" as used in Section III.C.

EXT-012: Procurement Services Engagement Program. Revised the policy to reflect the change to the Procurement Services Engagement Program for small and local businesses.

New Policy Added to the Directory: 
BOV-022: Compensating Student-Athletes for Their Name, Image, and Likeness. Establishes requirements pertaining to the use of a student-athlete’s Name, Image, and Likeness in accordance with the Code of Virginia §23.1-408.1.

Policy Revisions in the Directory: 
HRM-043: Addressing Grievances for Administrative or Professional General Faculty Members. Updated references to Administrative and Professional Non-Tenure Track Faculty to Administrative or Professional General Faculty Members consistent with other policies.

HRM-030: Recruiting and Hiring of University Staff and Wage Employees. Updated based on revocation of Executive Order 11246.

HRM-033: Employment of Professional Research Staff. Updated based on revocation of Executive Order 11246.

Policy Revisions in the Directory for February 2025

IRM-002: Acceptable Use of the University’s Information Technology Resources. Added new 14th bullet in Section 1 as Executive Order 46 prohibits the use of DeepSeek AI on any University-issued/owned/leased device or equipment while connected to any wired or wireless internet network owned, operated, or maintained by the University.

PROV-017: Employment of Tenure-line Faculty. Revised to (1) address employment of tenure-line faculty; (2) clarify promotion and tenure expectations for faculty members and evaluation committees; (3) balance disciplinary differences with consistency in process among faculty and schools: and (4) enable proper evaluation of interdisciplinary and emerging fields, including joint appointments.

HRM-018: Performance Management for University Staff Employees. Updated policy to reflect the change in a defined term from career conversation to performance conversation.

HRM-021: Terms and Conditions of University Staff Employment. Clarified Section 4 for the supervisor to document the resignation should the employee not submit a written notice.

Policy Revisions in the Directory for January 2025

STU-002: Rights of Students at the University of Virginia Pursuant to the Family Educational Rights and Privacy Act (FERPA). Revised to address inequities and general policy maintenance.

HRM-020: Probationary Period for University Staff Employees. Changed the defined term Career Conversations to Performance Conversation; clarified probationary period extensions; added language pertaining to employees transferring from the Medical Center to the Academic Division and vice-versa.

HRM-017: Temporary Workforce Reduction for University Staff Employees. Incorporated Policy DHRM 1.65 Temporary Workforce Reduction into a stand-alone University policy.

Updated the definition of Confidential Employee to include "the Director of Student Well-being in Student Health and Wellness and certain positions within their unit (e.g., Well-being Coaching, Collegiate Recovery Program, and IPV Prevention) when performing the duties of that professional role" used in HRM-009, HRM-010, and HRM-040.

Policy Revisions in the Directory for December 2024

HRM-026: Family, Medical, and Military Leave. Revised Section 3 as married and unmarried partners can receive up to a total of 12 workweeks of leave in a 12-month period for, among other reasons, birth, placement, and bonding with a new child.

HRM-022: Employment Eligibility Verification (Completing Form I-9). Revised to reflect that the Department of Homeland Security (US Citizenship and Immigration Services) has made changes allowing remote verification as an option for all employees and the in-person verification is no longer required.

PROV-008: Teaching Courses for Academic Credit. Revised to address instructor office hours, course syllabi, accommodations for pregnancy and disability; expanded course disenrollment procedures.

Policy Revisions in the Directory for November 2024

STU-005: Prohibition on Hazing. Added the VA Code requirement pertaining to available resources to Section 2.

EXT-005: Coordination of Development Activities at the University of Virginia. Replaced "schools, centers, departments" with "schools/departments/units" and other minor clarifications; updated procedures.

PRM-003: Waste Minimization and Landfill Diversion (formerly Recycling). Added the defined term "University Funds."

EXT-010: Employee Charitable Contributions to the University. Changed "funds" to gifts" and clarified that where there would be a direct/indirect personal benefit from such a gift, acceptance shall be evaluated on a case-by-case basis by the Gift Acceptance Committee.

Policy Revisions in the Directory for October 2024

IRM-002: Acceptable Use of the University’s Information Technology Resources. Added Email Alias and Responsible Disclosure to the list of Standards.

IRM-003: Data Protection of University Information. Added Remediation of HSD in Email (0365) to the list of Procedures.

HRM-041: Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence. Combined the Student and Employee Resource Guides into one; updated the citation in IV.a.4; updated Procedures.

HRM-035: University Faculty Salaries and Bonuses. Added Section 4. Pay Transparency Nondiscrimination.

HRM-001: Authorization and Engagement of Volunteers. Clarified that volunteers must maintain personal health care coverage for the duration of the engagement to cover health care expenses incurred while performing their volunteer activities (Section 12).

RES-002: Ownership, Retention, Safeguarding, Management, and Transfer of Research Records. Revised Section 3. Research Data Management to require individuals conducting federally funded research to begin using UVA’s licensed ELN solution (LabArchives) by July 1, 2025.

HRM-028: Preventing and Addressing Threats or Acts of Violence. Added Section 3. Investigative Placement Status and Section 4. Investigative Determination and Request for Reconsideration; made other clarifying edits.

Policy Revisions in the Directory for September 2024

GOV-002: Reporting and Investigation of Fraudulent Transactions. Incorporated the Compliance Hotline as a reporting mechanism; specified the University will not retaliate against anyone making a good faith report of fraud; and removed the requirement to report fraud to a supervisor prior to reporting it to UVA Audit. Clarified that a Fraudulent Transaction pertains to fraud committed by either internal or external parties.

HRM-037: Evaluating Employee Fitness for Duty. Clarified the categories of employees that the policy applies to; removed "clinical staff" and replaced with "credentialed staff;" and clarified that evaluations are shared on a need-to-know basis required for employment decisions.

PRM-018: Issuance of Trespass Warnings. Removed reference to Threat Assessment Team and replaced with the Office of Threat Assessment.

Policy Additions and Revisions in the Directory for August 2024

New policy added to the Directory, approved by the President of the University and effective 8/26/24:

• SEC-008: Concealment of Identity. Certain individuals are required to disclose their identity under specific circumstances.

Policy Revisions approved by the President of the University and effective 8/26/24:

• PRM-017: Duties Toward Speakers and Use of University Facilities or Property. Added definition of Academical Village and Sections 7 & 8; Edited Reason for Policy, Section 2, 3a, 5, 6.
• PRM-008: Exterior Posting and Chalking. Added small wire flags, rocks/stones to Section 1
• SEC-041: Use of Amplified Sound on Outdoor University Property. Revised last paragraph of Policy Statement.
• SEC-013: Tent Use on University Property. Updated Contact Office and Oversight Executive, edited Policy Statement, and added prohibition on camping.

Changed Community Alert to Safety Advisory in the following policies:

• IRM-018: Issuance of a Safety Advisory (Timely Warning)
• IRM-013: Issuance of an Emergency Notification
• HRM-041: Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence
• SEC-035: Clery Act Compliance

Policy Additions in the Directory for July 2024

• PROV-007: Faculty Conflicts of Interest. This policy outlines measures for faculty members to manage or eliminate potential conflicts of interest and describes situations that are prohibited.
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Policy Revisions in the Directory for July 2024

• GOV-003: University Institutional Compliance Program for Adherence to Federal, State, and Other Regulations. Changed "Corporate" to "Institutional" in title and policy; Expanded the Policy Statement; Added Section 2.f All Persons.
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• PRM-003: Waste Minimization and Landfill Diversion (formerly Recycling). Revised title; Added defined terms Compostable Materials, Single-Use Plastics, Zero Waste Event; Added a requirement for Single-Use Plastics (Section 1).
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• IRM-017: Records and Information Management. Revised title; Added new defined term Closed Records; Added Section 1.B.3 Review of Electronic Records Systems; Added a requirement to complete a 5 minute on-line Introduction to Records & Information Management at UVA.
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• SEC-033: Road and Street Closings on University Property. Added a provision for safety- and security-related issues; Replaced University Grounds with University Property.
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• SEC-001: Emergency Management and Continuity of Operations. Added active shooter event preparedness training for new/returning students to the policy.
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• PRM-005: Use of the University Libraries. Retired this policy 7/1/24.

Policy Revisions in the Directory for June 2024

• PRM-008: Exterior Posting and Chalking. Added removable stickers to Section 1. Posting.
• HRM-015: Layoff for University Staff Employees. Added Section 2. Roles and Responsibilities.
• HRM-046: Overtime Management for Non-Exempt Employees. Edited Section 1.b with FLSA definition of on-call.

Policy Revisions in the Directory for May 2024

• PROV-009: Faculty Holding Appointments at Other Institutions or Organizations. Defined Full-Time and Part-Time Faculty. Added Section 4 specific to Part-Time Faculty. Moved procedural information from the Policy Statement to Procedures.

• RES-011: Investigator Eligibility Requirements and Responsibilities Related to Sponsored Programs. Added Section 4. Federal Requirement to comply with the federal sponsor requirements resulting from the implementation of the CHIPS and Science Act. Revised Section 5. Responsibilities for Investigators.

   

Policy Revisions in the Directory for April 2024

• HRM-013.02: Paid Parental Leave for University Staff Employees. Clarified Section 1. Eligibility for this benefit by an employee who adopts a spouse's or partner's child.

• PROV-001: Graduate Assistantships. Aligned assistantship duties with a student's degree program; revised English language proficiency requirements for international prospective GTAs; amended the grievance procedure for students whose assistantship is suspended or terminated.

Policy Revisions in the Directory for March 2024

• HRM-013.02: Paid Parental Leave for University Staff Employees. Added "surrogacy" to the definition of Child; Added new Section 4.d and 5.

• HRM-013.04: Bereavement Leave for University Staff Employees. Added "surrogate" to Section 1. Eligibility and new section 3.c.

• IRM-002: Acceptable Use of the University’s Information Technology Resources. Added "artificial intelligence tools" to the definition of Information Technology (IT) Resources; Updated Section 1. Acceptable Use Requirements to include GenAI tools.

• PRM-014: Use and Management of University Vehicles. In Section 8, increased the passenger van limit from 9 to 12.

Policy Revisions in the Directory for February 2024

• PRM-017: Duties Toward Speakers and Use of University Facilities or Property. Revises the title and re-orders the policy with Duties Toward Speakers as the first subsection.

• EXT-003: Communicating with Government Officials. Clarifies that communications with federal, state, and local officials must be coordinated in advance with the appropriate University office or official.

• HRM-034: Background Checks, Screenings, and Ongoing Responsibility for Employees to Disclose Criminal Convictions. Adds language regarding background checks for minors in response to the Medical Center's decision to hire 17-year-olds for certain approved, non-safety sensitive positions; amends the pre- and post-hiring debarment and exclusion lists screening process; clarifies the evaluation process for background check information resulting in denial of employment, promotion, or transfer; and clarifies when background check results are provided to hiring managers.

• GOV-004: Use and Licensing of the University's Trademarks. Revises the general trademark licensing guidelines and requirements for trademark licensing agents. Adds definitions of Consumer Goods, Mark, Service Mark, and University Marks.

• HRM-014: Standards of Conduct for University Staff Employees. Adds the 18th bullet in Section 1 addressing doxing.

• HRM-028: Preventing and Addressing Threats or Acts of Violence. Adds the 10th bullet in Section 1 addressing doxing.

• PRM-008: Exterior Posting and Chalking. Provides clarity around the conditions under which various exhibits or public displays can be placed around Grounds.

• HRM-050: Protection of Minors and Reporting Abuse. Establishes a minimum age of 8 for overnight, residential youth programs.

• HRM-021: Terms and Conditions of University Staff Employment. Clarifies in Sections 5.b Reappointment and 5.c Non-Reappointment that the (non)reappointment is based on the current appointment and not previous employment under a different employee status.

December Additions, Deletions, and Updates to the Directory as of December 11, 2023

New University Policy:

• SEC-001: Emergency Management and Continuity of Operations. This policy addresses emergency and continuity of operations planning, training, and exercises in which certain groups must participate.

Revised Provost Area-Specific Policy:

• PROV-010: Student and Graduate Medical Education Trainee International Travel. Added Section 6.c. Individual Student Travel - Graduate Students to the policy in regards to petitioning for exemptions.

November Additions, Deletions, and Updates to the Directory as of November 29, 2023

New University Policy:

• SEC-031: Combatting Human Trafficking. This policy outlines prohibited activity, reporting suspected activity, available resources, retaliation, and a compliance plan.

Revised University Policy:

• STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs. Revised Section 2 to reflect approval process for University property that is the subject of a separate lease or management agreement which establishes the terms and conditions of use.

• IRM-016: Use of Email as Official Means of Communication with Students. Clarified official communication.

• FIN-055: Faculty and Staff International Travel. Revised 3rd paragraph of Policy Statement to include that additional information such as the traveler's risk mitigation plans may be solicited particularly for destinations that the U.S. State Department has issued a level 4/"Do Not Travel" advisory.

Revised Provost Area-Specific Policy:

• PROV-005: Dissemination and Recording of Course Materials and Activities. Revised Section 3.

Additions, Deletions, and Updates to the Directory October 2023

Policy Updates as of October 31, 2023:

Revised University Policy:

FIN-005: Establishing and Collecting Accounts Receivable. Updated policy title, position titles, and department names; clarified Section 2. Collectin of Accounts Receivables.

EXT-004: Naming Policies for the University of Virginia. Revised to include "commercial enterprises" in the policy.

HRM-013.02: Paid Parental Leave for University Staff. Corrected Section 4.c. Coordination of Paid Parental Leave with Other University Leaves dealing with accrued leave accruals and holidays.

HRM-019: University Staff Employees, Medical Center Employees, and Classified Staff Engaged in Teaching. Revised to include Medical Center employees and classified staff and to highlight certain requirements for these employees and their supervisors.

PRM-017: Use of University Facilities or Property and Limits on Direct Solicitation and Advertising. Revised Section 7 to add language regarding use of University property subject to a separate lease or management agreement.

Updated language for clarity and consistency:

• SEC-010: Radiation Worker Protection during Pregnancy.
• SEC-003: Chemical Safety and Waste Training.
• SEC-004: Collection and Disposal of Regulated Hazardous Materials & Hazardous (Chemical) Waste.
• SEC-007: Management of Asbestos-Containing Materials and Lead-Containing Materials in University Facilities.

Updated titles, department names, links, and nomenclature in these policies:

• EXT-009: Establishment of Funds from Gifts.
• FIN-018: Gifts of Securities.
• FIN-022: Oversight of University and/or Medical Center Operating and Capital Budgets and Long-term Financial Plans.
• FIN-040: Managing Petty Cash Funds.
• FIN-041: Managing Petty Checking Accounts.
• FIN-042: Managing Change Funds.

Additions, Deletions, and Updates to the Directory September 2023

Policy Updates as of September 28, 2023:

Updated the definition of Weapon to include ammunition for any firearm. This definition is used in SEC-030: Regulation of Weapons, Fireworks, Explosives, and Other Prohibited Items.

Revised University Policy:

• SEC-044: Use and Access of Service Animals, Service Dogs in Training, and Emotional Support Animals on University Property or with Respect to University Programs and Activities. Updated Section 6 for consistency with the requirements of the ADA's Title I for an interactive process to determine if a disability-related accommodation request from an employee is reasonable.

• FIN-022: Oversight of University and/or Medical Center Operating and Capital Budgets and Long-term Financial Plans. Updated Contact Offices, Oversight Executive, titles, links, and defined terms. Defined term "Award Installment" changed to "Fund Source."

Revised Area-Specific Policy:

• PROV-021: Substantive Change for Institutional Accreditation. Removed link and added the information to the definition of Substantial Change. Updated language to reflect that SACSCOC is now an “institutional” rather than “regional” accreditor.

• PROV-013: Appointment of Visiting Faculty and Visiting Scholars. Clarified only visiting faculty can engage in teaching and the appointment rank for visiting faculty, extended the appointment time to 5 years for unpaid visitors and paid visitors with less than 10% FTE, and provided reference information to other categories of individuals not paid by the University.

• PROV-019: Student Academic Suspension Policy. Updated the policy title and definition of “academic suspension decision” (formerly “academic decision”) to better reflect the policy’s scope; added (1) the definition of School Designated Official(s); (2) an expectation that schools communicate, via the Record, the procedures for students to file an academic suspension grievance; and (3) data reporting requirements to facilitate monitoring for equitable policy application.

Additions, Deletions, and Updates to the Directory July/August 2023

Policy Updates as of August 22, 2023:

Revised Area-Specific Policy:

• PROV-005: Dissemination and Recording of Course Materials and Activities. Reformatted for readability; updated policy title; added definitions; revised to address graduate teaching assistants and recording class for formative assessment and in limited instances, sharing a class recording external to the University for evaluative purposes; added new procedures.

Revised University Policy:

• FIN-014: Honorarium Payments to Non-Employees Including Short-term, Non-Immigrant Alien Visitors. Updated Updated links, titles.

• EXT-008: Acceptance, Receipt and Acknowledgment of Gifts. Updated titles and department/UAO names.

• HRM-002: Issuance and Use of University Identification Cards. Added Section 2 to comply with Virginia Code Section 23.1-802.1.

• HRM-030: Recruiting and Hiring of University Staff and Wage Employees. Revised for clarity and to reflect current practice.

University Policy Updates as of July 31, 2023:

• HRM-032: Disruption of Normal University Operations Resulting from Weather or Emergency Events. Reorganized the policy to address authorization, communication, and maintaining normal operations during a weather or emergency event.

• HRM-014: Standards of Conduct for University Staff Employees. Revised to set forth the University's standards of conduct and the disciplinary process utilized to address unacceptable behavior, misconduct, and related employee problems in the workplace or outside the workplace when it impacts the employee's ability to perform their job.

• FIN-049: Revenue Generating Activities. Updated titles, department names, and links. Changed Internal Service Support Units to Internal Service Providers.

• SEC-034: Use of University Networked Cameras that View University Assets and Public Spaces. Revised for clarity and to align the camera request approval process with current practice.

• IRM-002: Acceptable Use of the University’s Information Technology Resources. Revised Section 1 to address SB 1459 which bars official use of TikTok and WeChat (effective July 1, 2023).

The following policies have been updated to reflect current department names and links:

• PRM-008: Exterior Posting and Chalking
• PRM-013: Posting on the HooView Electronic Network in Newcomb Hall. (Added definition of Student Organization.)
• SEC-041: Use of Amplified Sound on Outdoor University Property
• STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs
• STU-003: Missing Student Notifications for Students Residing in On-Grounds Housing
• STU-005: Prohibition on Hazing

Revised Area-Specific Policy:

The following policies specific to those areas that fall under the authority of the Vice President and Chief Student Affairs Officer have been updated for clarity and to reflect current department names, links, phone numbers:

• STAF-001: Food Service Provided by Student Organizations
• STAF-002: Terms and Conditions for Contracted Independent Organizations and Fraternal Organizations
• STAF-003: Statement of Students’ Rights and Responsibilities
• STAF-004: Requirements and Costs Associated with Student Health and Wellness
• STAF-005: Parental Notification Regarding Alcohol and Other Drugs
• STAF-007: Maintaining Current Residential Address

Additions, Deletions, and Updates to the Directory June 2023

Policy Updates as of June 30, 2023:

Revised University Policy:

• IRM-002: Acceptable Use of the University’s Information Technology Resources. Revised Section 1 to address SB 1459 which bars official use of TikTok and WeChat (effective July 1, 2023).

• FIN-033: Maintaining Fund Balances. Revised the note in the Policy Statement to exclude centrally-managed projects from the policy.

• The following policies have been updated to reflect current department names and links:
  • FIN-012: Scholarship/Fellowship Payments to Foreign Nationals
  • FIN-032: Collecting, Reporting, and Remitting Virginia Sales Tax
  • FIN-047: Compliance with Federal, State, and Local Tax Regulations

• IRM-013: Issuance of an Emergency Notification. Added "separate campus(es)" to definition of Dangerous Situation, Emergency Notification, and University Grounds. Updated the procedures.

Revised Area-Specific Policy:

• PROV-029: Faculty Appointment Types and Titles. Revised the term from 3 to 5 years in sections I.C and I.D.