Policies & Procedures | University of Pittsburgh

Policies and Procedures

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01 - Administration

University Governance
Administrative Officers of the University	01-02-02
Board of Trustees: Authority	01-03-02
Board of Trustees: Executive Committee	01-03-04
Board of Trustees: Investment Committee	01-03-05
Board of Trustees: Membership	01-03-01
Establishment of Centers/Institutes/Bureaus/Labs/Clinics	01-04-03
Execution of Instruments	01-03-03
Indemnification	01-03-06
Officers of the Board of Trustees	01-02-01
Planning and Resource Management	01-04-01
Provost's Advisory Committee on Undergraduate Programs	01-03-11
School and Regional Campus Governance	01-03-08
University Council on Graduate Study	01-03-10
University Senate	01-03-07

University Organization
Chancellor and Chief Executive Officer of the University	01-02-03
Legal Services	01-05-01
Secretary of the University	01-02-05
Treasurer of the University	01-02-04

University Policy
Distribution of University Policies Procedure	01-01-04 01-01-04
Distribution of University Procedures	01-01-05
Establishing University Forms Procedure Exhibit A - Form Approval (0002)	01-01-03 01-01-03
Establishing University Policies Procedure Exhibit A - Policy Approval Form (0001)	01-01-01 01-01-01
Establishing University Procedure Procedure Exhibit A - Procedure Approval form (0001)	01-01-02 01-01-02

02 - Academic Affairs


Academic Integrity
Faculty Grievances Procedure	02-03-01 02-03-01
Faculty Grievances/Alternative Policy Procedure	02-03-01A 02-03-01A
Guidelines on Academic Integrity - Student and Faculty Obligations and Hearing Procedures	02-03-02
Participation in Political Campaigns	02-03-09
Academic Programs
Academic Program Structure	02-01-01
Course Inventory Procedure Exhibit A - Course Inventory Update (0019) Exhibit B - Course Inventory Abstract (0020)	02-01-03 02-01-03
Course Meeting Times	02-01-04
Course Structure	02-01-02
International Inter-institutional Academic Agreements Procedure Exhibit A - International Agreement Routing Form (0194 PITT 5026)	02-01-05 02-01-05

Faculty Appointment and Tenure
Certification of English Language Fluency Procedure Certification of English Language Fluency (0132)	02-02-16 02-02-16
Criteria/Terms of Appointment/Promotion: Full-Time	02-02-04
Criteria/Terms of Appointment/Promotion: Part-Time	02-02-05
Faculty Librarian Status	02-02-14
Faculty Membership	02-02-01
Faculty Reviews and Appeals Procedure	02-02-10 02-02-10
Graduate Faculty Qualifications	02-02-13
General Appointment and Tenure	02-02-02
Joint Appointments	02-02-11
Length of Appointments	02-02-12
Non-Tenure-Stream Faculty	02-02-06
Recruitment:Faculty Positions Procedure Exhibit A - Affirmative Action Pre-Audit Search Form (0121) Exhibit B - Equal Employment Opportunity Information Request (0122) Exhibit C - Affirmative Action Summary for Proposed Faculty or Academic/Executive Administrative or Managerial Appointments (0121-1)	02-02-15 02-02-15
Tenure Obligations and Responsibilities	02-02-03
Termination of Appointment for Cause	02-02-07
Termination of Appointment Due to Financial	02-02-08
Termination Due to Reorganization or Termination of Program Procedure Exhibit A - Calculation of Severance Pay	02-02-09 02-02-09

Faculty Development
Advanced Degrees	02-05-02
Sabbatical Leave Procedure	02-05-01 02-05-01

Faculty Educational Benefits
Effect of Separation on Eligibility for Scholarship	02-07-02
Employee/Spouse/Dependent Scholarships for Faculty	02-07-01

Faculty Leave Programs
Faculty Leave for Professional Enhancement	02-11-03
Faculty Medical and Family Leave Procedure Attachment A - Certification of Physician or Practitioner	02-11-01 02-11-01

Faculty Payroll/Personnel
Outside Employment	02-06-01
Payroll Base Period and Overload Pay	02-06-02
Third Term/Session Appointments: Salary Administration	02-06-03

Faculty Responsibilities
Academic Responsibilities and Professional Conduct	02-04-02
Faculty-Student Relationships	02-04-03
Role of Faculty in School and Regional Campus Governance	02-04-01

Faculty Retirement
Benefits and Privileges of Retired Faculty	02-08-02
Preparation for Retirement Procedure	02-08-01 02-08-01

Graduate Student Assistance
GSA/TA/TF/GSR Scholarships Procedure Exhibit A - Graduate Student Tuition Scholarship (0010)	02-10-01 02-10-01

03 - Development


Noncash Donated Gifts Procedure Exhibit A - Noncash Charitable Contributions (IRS Form 8283) Exhibit B - Donated Assets Received (0091) Exhibit C - Donee Information Return (IRS Form 8282)	03-01-01 03-01-01

04 - Facilities

Control and Assignment
Charges for Use of University Facilities	04-01-02
Classroom Facilities	04-01-03
Extracurricular Use of University Facilities Procedure Attachment A -Office of the University Registrar Room Scheduling Office Exhibit A - Request for Use of University Facilities (0017)	04-01-01 04-01-01
Facility Passes Procedure	04-01-05 04-01-05
Off-Campus Conference Facilities Procedure Exhibit A - Certification of Accessibility (0193 PITT 5025) Exhibit B - Facilities Survey for Off-Campus Events	04-01-09 04-01-09
U-PARC Procedure	04-01-08 04-01-08
Use of University Athletic Facilities Procedure Exhibit A - Athletic Facilities Request (0038 PITT 5001)	04-01-04 04-01-04
Use of the Croghan-Schenley Room Procedure Exhibit A - Request/Permit for Use of the Croghan-Schenley Room (0042)	04-01-07 04-01-07
Use of University Suite, Room 1201, Bruce Hall Procedure Exhibit A - University Suite Reservation Form (0041 PITT 5002)	04-01-06 04-01-06

Food, Alcohol, Tobacco
Smoking Procedure	04-05-03 04-05-03
Use of Alcohol	04-05-02

University Parking
Parking Rules and Regulations Procedure Exhibit A - Parking Citation Appeal	04-03-01 04-03-01

05 - Financial Affairs

Accounting and Financial Oversight
Interdepartmental Charges Procedure Exhibit A - Interdepartmental Charges (0022) Exhibit B - IDC Codes	05-06-01 05-06-01

Capital Assets
Capitalization of Fixed and Movable Assets Procedure Form - Asset Transfer (0092) Form - Asset Retirement (0093) [PDF] Form - Equipment Screening Certification (0101) Form - Off-Campus Transfer (0195)	05-10-01 05-10-01

Cash Management
Cash Reports Procedure Exhibit A - Cash Report (0012)	05-06-02 05-06-02
Petty Cash - Pittsburgh and Regional Campuses Procedure Exhibit A - Petty Cash Statement of Receipt Exhibit B - Petty Cash Voucher (0046) Exhibit C - Petty Cash Reimbursement Request (0047) Exhibit D - Journal Entry (0200) Exhibit E - Disbursement Request (0014)	05-06-06 05-06-06
Processing and Endorsement of Checks Procedure Exhibit A - Processing And Endorsement Of Checks Endorsement And Information	05-06-04 05-06-04

Purchases and Payments
Ethics and Conduct
Code of Ethics	05-02-03
Conflict of Interest and Procurement Relationships	05-02-02
Personal Use of University Resources	05-08-01
Political Contributions	05-06-05
Supplier Code of Conduct Attachment A - FCPA	05-02-18

Payments
Disbursement Requests Procedure	05-06-03 05-06-03
Payment of Invoices	05-02-10
Procurement Card	05-02-12
Taxes/Import Duty, Custom Regulations, and Exemptions	05-02-11
WePay Stored Value Card	05-11-01

Purchases
Competitive Bidding Attachment A - University of Pittsburgh Competitive Bidding Requirements	05-02-16
Deliveries and Receiving	05-02-07
Department Purchasing Authority and Responsibilities	05-02-05
Directed or Sole Source Purchase Justification	05-02-17
Maintenance Agreements and Service Requests	05-02-08
Required Use of Contracted Suppliers	05-02-15
Supplier Loaned Property	05-02-13
Textbooks, Instructional Materials, and Subscriptions Procedure Exhibit A -Book and Supply Form (0068) Exhibit B -University of Pittsburgh Electronic Mail Form Exhibit C - Sample E-Mail Course Book and Supply Form Exhibit D - Custom Course Material Copying Request (0190 PITT 1883) Exhibit E - Coursepack Request Form (CCC 0002)	05-05-01 05-05-01

Travel and Business
Moving Expenses-Household Goods Procedure	05-07-02 05-07-02
Travel and Business Expense Form - Travel and Business Expense Report (0060) Form - Travel Advance Request (0061) Exhibit D - Approved Travel Agents Exhibit E - Hotels Exhibit F - Standard Meal Allowance Exhibit G - Discount Car Rental Programs Exhibit H - Standard Mileage Allowance Rate	05-07-01

University Organization
Authority for Management of Procurement	05-02-14

06 - Health and Safety

Campus Security
Campus Crime Awareness: Crime Reporting, Crime Alerts, and Emergency Notification	06-03-02
Harassment by Telecommunication	06-03-03

Drug Awareness
Drug-Free Workplace/Drug-Free Schools Procedure Exhibit A -Drug-Free Workplace/Drug-Free Schools Policy Exhibit B - Employment Centers	06-02-01 06-02-01

Health
Bloodborne Pathogens	06-01-03
Student Immunization	06-01-02

Protection for Abuse
Protection of Children from Abuse Procedure Clearances for Adults with Significant Likelihood of Regular Contact with Children	06-04-01 06-04-01

07 - Personnel

Confidentiality of Medical Information
Accounting of Disclosures of Protected Health Information (PHI) Attachment A - Patient Request for Accounting of Disclosures of Protected Health Information	07-02-04
Control of Physical Access to Confidential Information	07-02-05
Minimum Necessary Standard for the Use and Disclosure of Protected Health Information	07-02-03
Privacy of Medical Records – Compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)	07-02-01
Release of Protected Health Information Attachment A - Guidelines for Release of PHI Attachment B - Authorization for Release of Protected Health Information	07-02-02
Security of Electronic Medical Records – Compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)	07-02-06
Use of Protected Health Information (PHI) for Fundraising	07-02-07

Employee Leave Benefits
Leave Under the Family and Medical Leave Act for Staff Procedure	07-07-02 07-07-02

Employee Services
University Identification Cards Procedure Exhibit B - Offices Authorized To Approve Id Card Applications	07-10-01 07-10-01

Employment Status
Nine-Month and Ten-Month Full-Time Staff Status Procedure Exhibit A - Reduced Staff Appointment	07-03-04 07-03-04

Employee Support
Access to Employee Personnel Files Procedure Exhibit A - Request to Review Personnel File (0036)	07-06-05 07-06-05
Defense and Indemnification of Volunteers Procedure	07-06-07 07-06-07
Domestic Partner Benefits Procedure Exhibit A - Affidavit of Domestic Partnership - Faculty & Staff (0185) [PDF] Exhibit B - Form - Affidavit of Domestic Partnership - Graduate Students & Others with Eligible Academic Appointments (0187) Exhibit C - Form - Termination of Domestic Partner Status (0186) [PDF]	07-06-08 07-06-08
Faculty and Staff Indemnification Procedure	07-06-06 07-06-06
Sexual Harassment	07-06-04
Workers' Compensation Procedure	07-06-02 07-06-02

Hours of Work
Extreme Weather Conditions	07-04-02
Time Records/Attendance/Overtime and Compensatory Time	07-04-01

Recruitment
Employment Eligibility Verification: I-9 Procedure Exhibit B - Employment Centers (Immigration Reform And Control Act)	07-01-04 07-01-04
Nondiscrimination, Equal Opportunity, and Affirmative Action Nondiscrimination and Anti-Harassment	07-01-03 07-01-03
Recruitment Requests: Staff Positions Procedure Exhibit B - Sample Memorandum For Request For New Positions	07-01-02 07-01-02
Tables of Organization Procedure	07-01-01 07-01-01
Temporary Staff Recruitment/Oakland Campus Procedure	07-01-05 07-01-05
Temporary Staff Recruitment/Regional Campuses Procedure	07-01-06 07-01-06

Salary Administration
Salary Increase	07-09-01
Supplemental Payment Requests for Staff Employees Procedure	07-09-02 07-09-02

Separation
Retirement	07-13-01

Staff Educational Benefits
Effect of Separation on Eligibility for Staff Scholarship	07-11-02
Employee/Spouse/Dependent Scholarships for Staff Employee/Spouse/Dependent Scholarships	07-11-01 07-11-01

Staff Performance
Conflict of Interest for Designated Administrators and Staff	07-05-02
Conflict of Interest for University of Pittsburgh Employees	07-05-03
Performance Appraisal Program Procedure	07-05-01 07-05-01

08 - Public Relations

University Publications
Licensing and Use of University Name, Logos, Trademarks, and Service Marks	08-01-01
Production and Maintenance of University Bulletins Procedure	08-01-03 08-01-03

09 - Student Affairs

Admissions
Assessment of English Language Proficiency for Admission Procedure Exhibit A - Countries with English as the Official Language Exhibit B - Assessment of English Language Proficiency for Admission (0131)	09-02-01 09-02-01

Communication to Students
E-mail Communication Policy	09-10-01

Financial Aid
Tuition Exchange Scholarship Program Procedure	09-03-01 09-03-01

Registration and Records
Advanced Standing Credits Procedure Exhibit D - University Transcript Standard Abbreviations	09-04-06 09-04-06
Dual (Double) Degrees/Joint Degrees	09-04-13
Cross Registration from Regional Campuses to the Oakland Campus	09-04-03
Minors and Areas of Concentration Procedure	09-04-14 09-04-14
Non-University of Pittsburgh Degree Procedure Exhibit B - University Transcript Standard Abbreviations	09-04-12 09-04-12
Official Transcripts	09-04-08
Registration and Add/Drop Procedure	09-04-10 09-04-10
Registration for the "Full-Time Dissertation Study" Course	09-04-05
Registration Status	09-04-01
Student Classification in Dual/Joint Degree Programs	09-04-04
Student Level and Academic Progress	09-04-02
Student Service Indicators Attachment A - Service Indicator Impacts [PDF] Attachment B - Department Access to Service Indicators [PDF]	09-04-09

Rights to Review, Inspect and Release Education Records
Access to and Release of Education Records Procedure Exhibit A - Waiver to Release Educational Records	09-08-01 09-08-01

Student Employment
Employing High School Students for Research Experience Procedure	09-09-02 09-09-02

Tuition and fees
Falk School:Tuition and Fees Procedure Exhibit A - Falk School: Tuition And Fees	09-05-16 09-05-16
PA Residency Classification: Eligibility for Reduced Tuition	09-05-04
Termination of Registration Procedure Exhibit A - Calculation of Title IV Refunds	09-05-08 09-05-08
Tuition, Fees, and Deposits (All Campuses) Procedure Exhibit A - Undergraduate Tuition [PDF] Exhibit B - Graduate And Professional Programs Tuition [PDF] Exhibit C - University And Course/Major Fees [PDF] Exhibit D - Academic Fees & Deposits [PDF] Exhibit E - Undergraduate And Graduate Service Fees [PDF] Exhibit F - Fees and Deposits Request (0116 PITT 1860) Exhibit G - Fees and Deposits Request Deadline Dates	09-05-03 09-05-03

University Grading
Academic Probation/Suspension/Dismissal	09-01-10
Course Repeat	09-01-09
Course Withdrawal Procedure	09-01-07 09-01-07
G Grade Deadline	09-01-05
Grade Changes	09-01-04
Grading System	09-01-01
Grading Options Procedure	09-01-03 09-01-03
University Cumulative Quality Point Average (QPA) and Grade Point Average (GPA)	09-01-02
University Honors	09-01-11

10 - Support Services

Computing, Information, and Data
Administrative Information Systems Services	10-02-01
Computer Access and Use	10-02-05
Computer Access of Obscene Material	10-02-99
Computer Account Administrator Procedure	10-02-11 10-02-11
Computer Data Administration	10-02-04
Direct Charging for CIS Services Procedure	10-02-12 10-02-12
Downloading Data Formats For Downloading To Specific Micro Software	10-02-07
University Administrative Computer Data (UACD) Security and Privacy	10-02-06
University Network Procedure	10-02-13 10-02-13
Use and Management of Social Security Numbers and University Primary ID ("UPI") Numbers	10-02-08

Institutional Support Services
Stockroom Requisitions Procedure	10-06-01 10-06-01
Surplus Equipment Recycling and Disposal Procedure	10-06-04 10-06-04

Library and Instructional Resources
Media Services - Center for Instructional Development and Distance Education Procedure Exhibit A - Media Requisition Request (0003)	10-03-02 10-03-02
NOTIS: Library On-line Circulation System Procedure Exhibit A - University Library System Borrowing And Fee Schedule	10-03-01 10-03-01
Special Library Cards and Access to University Libraries Procedure	10-03-03 10-03-03

University Copying
Copying Copyrighted Material Procedure Exhibit A - Sample Letter For Permission	10-04-01 10-04-01

University Mailings
Name and Address Lists and Mailing Labels Procedure Exhibit C - Faculty/Staff And Student Labels	10-01-01 10-01-01
Postage Stamps and Postal Cards Procedure	10-01-03 10-01-03
University Mail Procedure	10-01-02 10-01-02

11 - Research Administration

Research
Conflict of Interest Policy for Faculty, Scholars, Researchers, Research Staff/Coordinators	11-01-03
Consultant Conflict of Interest	11-01-04
Program Income	11-01-05
Research Allocations	11-01-06
Research Integrity	11-01-01
Responsibilities of Sponsored Research Investigators	11-01-02

Technology Management
Copyrights [PDF]	11-02-02
Patent Rights and Technology Transfer	11-02-01

Guidelines

Allowability of Costs
Cost Centers
Cost Sharing
Cost Transfers - Revised June, 2004
Direct Charging Practices
Financial Responsibilities
Fixed Assets
Residual Funds on Sponsored Projects
Sponsored Projects vs Gifts
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