University Policy Updates Archive

Policy Revisions in the Directory for December 2024

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 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.