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University Policies and Procedures



University Policy Toolkit

Policies Currently Under Review

The Policy Review Committee will be discussing the policy/policies listed below at an upcoming meeting and is seeking comments from the University community. Please direct any questions or comments about these policies to the Chair of the Policy Review Committee at dmeeks@odu.edu

1500 - Delegation of Authority for Contract Approval (Review Period 2/4/14-2/18/14)

Recently Approved New and Revised Policies

1004 - Health Insurance Portability and Accountability Act of 1996 ("HIPAA") Compliance Policy

Policies and Procedures

1000: General
1001 - Development, Approval and Maintenance of University Policy (Approved: 12/1/88; Last Revised 5/4/12)
1002 - Code of Ethics (Approved: January 1, 2007; Last Revised: 1/31/13)
1003 - University Responsibility for Compliance (Approved 5/16/13)
1004 - Health Insurance Portability and Accountability Act of 1996 ("HIPAA") Compliance Policy (Approved: 3/24/14)
1010 - Absence of the President (Approved: 12/1/88; Last Revised 5/4/12)
1020 - Inclement Weather and Emergencies (Approved: 12/1/88; Last Revised 10/1/2003; Currently Under Review)
1050 - Business-Related Travel Allowance (Approved:12/1/88; Last Revised 6/24/10)
1051 - Business Travel Policy (Approved: 12/1/89; Last Revised 9/30/09)
1060 - Institutional and Individual Memberships in Professional Organizations and Social Clubs (Approved: 7/1/90; Last Revised 4/26/11)
1070 - Changes to Names, Addresses and ID Numbers (Employees, Students and Vendors) (Approved: 3/1/99; Last Revised 10/2/09)
1100 - Gift Management (Approved: 12/1/88; Last Revised 2/21/11)
1300 - Establishing Annual and Endowed Scholarships, Fellowships, and Prizes (Approved: 12/1/88; Last Revised 2/21/11)
1500 - Delegation of Authority for Contract Approval (Approved: 12/1/88; Last Revised 10/2/09)
1600 - Solicitation Policy (Approved: 2/1/93; Last Revised 9/2/08; Currently Under Review)
1800 - Notifying the Southern Association of Colleges and Schools, Commission on Colleges (SACSCOC) of Substantive Change (Approved: 9/1/09; Last Revised 4/26/11)

2000: University Relations
2001 - University Spokesperson and News Media Liaison (Approved: 12/1/88; Last Revised 9/20/12)
2010 - Publications Policy (Approved: 12/1/88; Last Revised: 7/11/11)
2011- Graphic Guidelines (Approved: 12/1/88; Last Revised: 8/26/08; Currently Under Review)
2100 - Guest Speakers (Approved: 12/1/88; Last Revised 9/8/08; Currently Under Review)
2200 - Program Sponsors (Approved: 12/1/88; Last Revised 9/8/08; Currently Under Review)
2201 - Bulletin Boards and Posting of Materials (Approved: 12/1/88; Currently Under Review)
2202 - Display of Art on Campus (Approved: 9/20/99; Currently Under Review)
2300 - Trademark Licensing Policy (Approved: 12/1/88; Last Revised: 11/5/08; Currently Under Review)
2400 - Use and Display of Flags (Approved: 12/1/88; Last Revised 5/4/12)

3000: Administrative Services
3001 - Responsibility of Budget Unit Directors on Use of Funds (Expenditures). (Approved 12/1/88; Last Revised 5/4/12)
3002 - Authority of Internal Audit Department (Approved: 12/1/88; Last Revised 9/30/09)
3003 - Detection, Investigation and Reporting of Fraud and Misuse of University Property/Funds (Approved: 12/1/88; Last Revised 9/30/09)
3004 - Policy on Internal Audit Response Procedures (Approved: 11/1/90; Last Revised 9/30/09)
3010 - Internal Accounting Controls (Approved: 12/1/88; Last Revised 6/24/10)
3011 - Identity Theft Protection Program (Approved: 6/24/10)
3012 - Safety and Security Policy (Approved 9/28/11; Last Revised 5/16/13)
3020 - Whistleblower Retaliation Policy (Approved: 7/12/10)
3111 - Fee Waivers for Full-Time Faculty, Staff and Dependents (Approved: 10/1/03 - Added from Faculty Handbook in November, 2003; Currently Under Review)
3200 - Use of Facilities (Approved: 12/1/88; Last Revised 9/11/03; Currently Under Review)
3201 - Issuing of University Facilities Keys (Approved: 12/1/88; Last Revised 6/16/93; Currently Under Review)
3202 - Issuing of Housing Operations Keys (Approved: 12/1/88; Currently Under Review)
3203 - Outdoor Space Guidelines (Approved: 11/8/95; Last Revised 9/2/08; Currently Under Review)
3210 - Athletic and Recreational Scheduling (Approved: 12/1/88; Currently Under Review)
3211 - Webb University Center Scheduling Policies and Procedures (Approved: 12/1/88; Last Revised 9/2/08; Currently Under Review)
3220 - Smoking Policy (Approved: 12/1/88; Last Revised 8/1/07; Currently Under Review)
3221 - Hazardous Waste Collection and Disposal (Approved: 12/1/88; Last Revised 1/17/03; Currently Under Review)
3222 - Asbestos Containment and Abatement Procedures (Approved: 12/1/88; Currently Under Review)
3223 - Workplace Safety and Health Policy (Approved: 8/16/01; Currently Under Review)
3230 - Protection of University Grounds and Walks (Approved: 12/1/89; Currently Under Review)
3231 - Use of Skateboards, Roller Blades/Skates, or Other Recreational Devices on University Property (Approved: 12/1/99; Currently Under Review)
3240 - Accident Review Committee (Approved: 9/18/90; Last Revised 1/24/14)
3300 - University Telephone System Usage  (Approved: December 1, 1988; Last Revised 6/30/11)
3310 - Allowance for Usage of Personal Mobile Devices and Wireless Service for University Business (Approved: 9/16/02; Last Revised 1/24/14)
3400 - Fixed Asset Control  (Approved: 12/1/88; Last Revised 5/4/12)
3500 - Policy on the Use of Computing Resources (Approved: 10/1/07; Last Revised 2/21/11)
3501 - IT Access Control Policy (Approved: 10/1/07; Last Revised 2/21/11)
3502 -Information Technology Infrastructure, Architecture, and Ongoing Operations Policy (Approved: 10/1/07; Last Revised 4/26/11)
3504 - Data Classification Policy (Approved: 10/1/07; Last Revised 4/26/11)
3505 - Information Technology Security Policy (Approved: 10/1/07; Last Revised 4/26/11)
3506 - Electronic Messaging Policy for Official University Communication (Approved: 10/1/07; Last Revised 4/26/11)
3507 - Information Technology Accessibility Policy (Approved: 4/9/09; Last Revised 4/26/11)
3508 - Information Technology Project Management Policy (Approved: 4/9/09; Last Revised 4/26/11)
3509 - Software Decision Analysis Policy (Approved: 5/4/12)
3610 - Financial Administration of Private Contracts For Goods and Services Directly Related to Instruction, Research, and Public Service (Approved: 12/1/88; Last Revised 8/22/03; Currently Under Review)
3700 - Records Management Policy (Approved: 11/7/90; Last Revised 6/18/13)

4000: Student Services
4100 - Student Record Policy (Approved: 12/1/88; Last Revised 9/30/09)
4500 - Accommodation for Students With Disabilities (Approved: 12/1/88; Last Revised 5/4/12)
4600 - Sexual Misconduct Policy (Approved: 7/1/94; Last Revised 10/2/11)
4601 - Stalking Policy (Approved: 7/1/94; Last Revised 8/26/11)

5000: Academic Affairs
5101 - Education Abroad Health Insurance Policy  (Approved 1/31/13-Interim Policy; Last Revised: 1/31/13)
5201 - Research Conflict of Interests (Approved: 8/2/12)
5340 - Export Control Policy (Approved: 6/12/13)
5350 - Research and Scholarly Digital Data Management Policy (Approved: 1/24/14)
5406 - Accommodations for Individuals With Disabilities (Approved: 10/1/03; Last Revised 5/4/12)
5900 - General Statement on Program Review (Approved: 10/1/03; Currently Under Review)

6000: Human Resources
6010 - Faculty and Administrator Recruitment Funding Procedure (Approved: 12/1/88; Last Revised 11/8/95; Currently Under Review)
6012 - Non-Instructional Part-Time Faculty Employment Policy (Approved: 7/12/10)
6020 - Recruitment/Selection of Classified and Wage Employees (Approved: 12/1/88; Last Revised 10/2/09)
6023 - Guidelines for the Use of Volunteers (Approved: 10/1/02; Last Revised 12/8/09)
6024 - Wage Employment Policy (Approved: 10/10/94; Last Revised 10/2/09)
6026 - Immigrant and Non-Immigrant Appointment and Employment Processing Policy (Approved: 11/15/04; Currently Under Review)
6027 - Employment Eligibility and Verification Policy (Approved: 7/25/08; Last Revised 12/8/09)
6040 - Classified Employee Leave Reporting Procedures (Approved: 2/1/93; Last Revised 10/2/09)
6050 - Family and Medical Leave Act Policy (Approved: 8/5/93; Last Revised 6/24/10)
6051 - Return to Work Policy (Approved 5/1/01; Last Revised 12/8/09)
6060 - Separation Process for Faculty and Staff (Approved: 7/1/01; Last Revised 10/2/09)
6130 - Policy for Direct Employment of Wage Employees (Approved: 12/1/88; Last Revised 6/13/2012)
6200 - Hours of Work Policy (Approved: 12/1/88; Last Revised 10/2/09)
6201 - Alternative Work Schedules Policy (Approved: 2/1/93; Last Revised 10/2/09)
6202 - Telework Policy (Approved: 3/15/07; Last Revised 12/8/09)
6220 - Policy for Conflicts of Interests Arising from an Employee's or Family Member's Financial Interests, Employment at, or Representation of Old Dominion University (Approved: 12/1/88; Last Revised 12/8/09)
6310 - Discrimination Complaint Procedures (Approved: 2/87; Last Revised 5/4/12)
6320 - Sexual Harassment Policy (Approved: 12/1/88; Last Revised 9/30/11)
6400 - Tuition Assistance Policy (Approved: 12/1/88; Last Revised 6/21/12)
6501 - Workplace Violence Prevention Policy (Approved: 9/30/11)
6600 - Standards of Conduct for Classified Employees (Approved: 12/1/88; Last Revised 12/8/09)
6602 - Classified Employees Grievance Procedure (Approved: 12/1/88; Last Revised 6/24/10)
6603 - University Drug and Alcohol Policy (Approved: 10/8/90; Last Revised 7/23/10)
6620 - Personal Use of University Materials or Funds (Approved: 2/1/93; Currently Under Review)
6702 - Guidelines for Children in the Workplace (Approved: June 1, 2006;Last Revised 6/24/10)