University Policy Manual

PENN STATE - POLICIES
Contained herein are the Policies and Guidelines that make up the "University Policy Manual."

This site is intended for viewing by the Penn State community.
Some of the links within these policies are not accessible to the public.
Full Access is granted through WebAccess Authentication with a PSU Access Account.

Questions pertaining to specific policies and guidelines should be directed to the individual identified in the "Introduction" page that appears at the top of each policy section.

Sections of this manual... jump over table of contents

Administrative Policies and Guidelines
.... Administrative Policies
.... Administrative Guidelines
Budget Policies
Business Services
Financial Policies and Guidelines
.... Financial Policies
.... Financial Guidelines
Human Resources Policies and Guidelines
.... Human Resources Policies
.... Human Resources Guidelines
Payroll Policies
Research Administration
.... Research Administration Policies
.... Research Administration Guidelines
Safety Policies
Travel Policies

Individual Policies and Guidelines...

ADMINISTRATIVE POLICIES AND GUIDELINES

Administrative Policies

Introduction - Administrative Policies and Guidelines
AD01 - Auditoriums, Policies and Procedures for Use of University
AD02 - Non-University Groups Using University Facilities
AD03 - Conducting Educational Programs Using the Name of The University
AD04 - Development Solicitation
AD05 - Naming University Facilities
AD06 - Community Charity Solicitation of University Employees
AD07 - Use of University Name, Symbols and/or Graphic Devices
AD08 - Purchase of Advertising
AD09 - Notary Public Services
AD10 - Unassigned Page (Refer to Policy AD61)
AD11 - University Policy on Confidentiality of Student Records
AD12 - Sexual Assault, Relationship and Domestic Violence, and Stalking
AD13 - Lost and Found Items
AD14 - Academic Administrative Evaluation
AD15 - Fees and Charges for Facilities and Services
AD16 - Reporting Requirements for Vehicles Acquired or Disposed of by the University
AD17 - Royalty Payments for Course Materials
AD18 - Possession, Use and Distribution of Alcoholic Beverages
AD19 - Use of Penn State Identification Number and Social Security Number
AD20 - Computer and Network Security
AD21 - Use of the Agricultural Arena and Agricultural Progress Days Facilities
AD22 - Health Insurance Portability and Accountability Act (HIPAA)
AD23 - Use of Institutional Data
AD24 - Identification Cards for Faculty/Staff, Students, and Affiliates
AD25 - Audio/Visual Productions for Public Relations and Information Purposes
AD26 - Sale of Food and Beverages at University Locations
AD27 - Commercial Sales Activities at University Locations
AD28 - Establishment of Advisory Boards, Development Councils and Boards of Visitors at Penn State
AD29 - Statement on Intolerance
AD30 - Cable Television (CATV) at University Facilities
AD31 - Outdoor Public Art
AD32 - Smoking Policy and Guideline
AD33 - A Drug-Free Workplace
AD34 - University Recycling Program
AD35 - University Archives and Records Management
AD36 - Unassigned Page (Refer to Policy RA11)
AD37 - Unassigned Page (Refer to Policy RA12)
AD38 - Administration of University Physical Facilities
AD39 - Programs Involving Minors Housed in University Facilities
AD40 - Classroom Note-Taking Services
AD41 - Sexual Harassment
AD42 - Statement on Nondiscrimination and Harassment
AD43 - Statement on HIV/AIDS
AD44 - University Storage Space Management
AD45 - Unassigned Page (Refer to Policy AD61)
AD46 - Policy Governing Copyright Clearance
AD47 - General Standards of Professional Ethics
AD48 - Unassigned Page (Refer to Policy RA13)
AD49 - Contacts with University's Legal Counsel
AD50 - Contacts with State and Federal Officials and Official Visits by Government Agencies
AD51 - Use of Outdoor Areas for Expressive Activities
AD52 - Links to or from Penn State Web Pages
AD53 - Privacy Statement
AD54 - Web Page Design and Image
AD55 - Role of the Department of Distance Education/World Campus
AD56 - Use of Group E-Mail to Communicate University Business to Employees and Students
AD57 - General Regulations on Use of University Property
AD61 - University Communications Through Advertising, Publications and Media Relations
AD62 - Scheduling and Use of General Purpose Classrooms
AD63 - Workflow Policy

Administrative Guidelines

ADG01 - Glossary of Computerized Data and System Terminology
ADG02 - Computer Facility Security Guideline
ADG03 - Unassigned Page
ADG04 - Providing Emergency Medical Services at University Events at University Park

BUDGET POLICIES

Introduction - Budget Policies
BT01 - Operation and Administration of the Budget
BT02 - General Budget Regulations
BT03 - Budget Regulations for Personal Services
BT04 - Budget Regulations for Departmental Allotment
BT05 - Budget Regulations for Allocation Funds
BT06 - University Student Course-Related Fees and Specific Charges

BUSINESS SERVICES

Introduction - Business Services Policies
BS01 - Use of University Mail Service
BS02 - University Mailing Lists
BS03 - Faculty and Staff Parking Rules and Regulations
BS04 - Student Parking Rules and Regulations
BS05 - Visitor, Contractor and Service Parking Rules, Regulations, and Information (University Park)
BS06 - Goals of the Department of Purchasing Services (PSU accessible only)
BS07 - Authority and Procurement ((PSU accessible only)
BS08 - Information Inquiries (PSU accessible only)
BS09 - Initiating Purchases From Vendors Outside the University (PSU accessible only)
BS10 - Blanket or Standing Order (PSU accessible only)
BS11 - Responsibilities After Initiating Purchases From Vendors Outside the University (PSU accessible only)
BS12 - Payment of Freight and Express Invoices (PSU accessible only)
BS13 - Payment of Vendor's Invoices (PSU accessible only)
BS14 - Penn State Purchasing Card (PSU accessible only)
BS15 - Disposal and Purchase of Obsolete, Surplus or Scrap University-Owned Equipment, Supplies and/or Materials (PSU accessible only)
BS16 - Limited Order (PSU accessible only)
BS17 - Use and Procurement of External Consultants (PSU accessible only)
BS18 - Procurement of Passenger Vehicles (PSU accessible only)
BS19 - Unassigned Page (Refer to Policy FN21)
BS20 - Fleet Operations Vehicle Service (Formerly Policy TR10) (PSU accessible only)

FINANCIAL POLICIES AND GUIDELINES

Financial Policies

Introduction - Financial Policies
FN01 - Processing Cash Revenues
FN02 - Charge Sales and Billing
FN03 - Substantiation, Disclosure, and Accountability for the Receipt of Contributions from Non-Governmental Sources ( See also FNG01)
FN04 - Petty Cash and Change Funds
FN05 - Operating Cash Funds
FN06 - unassigned -
FN07 - Credit Card Sales
FN08 - Refunds
FN09 - Scholarships
FN10 - Other Business Expenses and Activities
FN11 - Contracts and Leases
FN12 - policy pending approval
FN13 - Unassigned Page (Refer to Policy RA16)
FN14 - Use of Tangible Assets, Equipment, Supplies and Services
FN15 - Establishing or Accepting Funds for Scholarships, Graduate Fellowships, and Grants-In-Aid
FN16 - Interdepartmental Transactions
FN17 - Required Use of Approved University Paper Forms Appearing in the General University Reference Utility (GURU)
FN18 - University Approval Authorization Policy
FN19 - Policy for Handling and Distributing Confidential Internal Audit Reports and Other Documents
FN20 - International Group Travel Approval Policy (Formerly Policy TR13)
FN21 - Non-Office Telecommunications Services (Formerly Policy BS19)

Financial Guidelines

FNG01 - Flow and Accountability of Gifts and Grants from Non-Governmental Sources - ( See also FN03)
FNG02 - Limited Delegation of Contract Approvals
FNG03 - Cash Revenue Transactions
FNG04 - Employee Reward and Recognition Programs
FNG05 - Expenditure Guidelines for Costs Not Allowable Under OMB Circular A-21
FNG06 - Guidelines Regarding Other Business Expenses and Activities

HUMAN RESOURCES POLICIES AND GUIDELINES

Human Resources Policies

HR01 - Fair Employment Practices
HR02 - Employment of Minors
HR03 - Delivery of Human Resources Services
HR04 - Personnel Actions Presented to the Board of Trustees
HR05 - "Regular" and "Nonregular" University Employees
HR06 - Types of Appointments
HR07 - University Appointments without Remuneration
HR08 - Establishment of a Staff or a Technical Service Position
HR09 - Unassigned - formerly Promotion of Staff Employees within Colleges and Administrative Work Units (see HR74)
HR10 - Distinguished Professorships
HR11 - Affirmative Action in Employment at The Pennsylvania State University
HR12 - Professional Organization Memberships
HR13 - Recommended Procedure for Hiring New Faculty
HR14 - Forms to be Filled Out by and for Each New Regular Employee
HR15 - Procedure for the Use of University Distribution Lists in Releasing Written Information Within the University
HR16 - Leave of Absence without Salary (Other Than for Active Military Service or Training)
HR17 - Sabbatical Leave
HR18 - Graduate Study Leave of Absence
HR19 - Leave of Absence for Active Military Service or Training
HR20 - Unassigned - formerly Leave of Absence With Pay for Short-Term Military Service or Training Duty (see HR19)
HR21 - Definition of Academic Ranks
HR22 - Search Procedures for Academic Administration Positions
HR23 - Promotion and Tenure Procedures and Regulations
HR24 - Professional Dual Titles for Research Rank Faculty
HR25 - Emeritus Rank
HR26 - Matters Involving Foreign Nationals Employed by the University
HR27 - Benefits for Foreign Nationals Employed by the University
HR28 - Unassigned - formerly Employment Conditions for Staff Exempt Employees (see HR34)
HR29 - Voluntary Phased Retirement
HR30 - Loyalty Assertion
HR31 - Determination of Payroll Classification Categories
HR32 - Unassigned - formerly Pre-Employment Clearance
HR33 - Help Wanted Advertising
HR34 - Employment Conditions for Staff Employees
HR35 - Public Service and Political Endorsements by Members of the Faculty and Staff
HR36 - Educational Privileges for Faculty, Staff, and Retirees
HR37 - Grant-in-Aid for Dependents of Faculty, Staff, and Retirees
HR38 - University Courses for Training Faculty and Staff
HR39 - Unassigned - formerly Clerical Salary Plan
HR40 - Evaluation of Faculty Performance
HR41 - Setting Hourly Wage Payroll Rates for Part-Time and Casual Employees
HR42 - Payment of Personal Compensation by a State Agency or Department of the Commonwealth
HR43 - Effective Dates for Promotion, Merit and Training Increases
HR44 - How to Determine Effective Date of Employment or Termination for Employees Paid Biweekly
HR45 - Rehire of University SERS and TIAA/CREF Annuitants
HR46 - Unassigned - formerly Safety Glasses for Employees Working on Machine Tools (see SY06)
HR47 - Employee Uniforms
HR48 - Child Care Program Policy
HR49 - Twenty-Five Year Service Award Program
HR50 - Use of Accumulated Vacation at Time of Resignation or Retirement, or Upon Completion of a Fixed-Term I Appointment
HR51 - Unassigned - formerly Mandatory Retirement Age and Maximum Employment Age for Executives, High Policymakers and Tenured Faculty Members
HR52 - Resignation from University Employment
HR53 -Deceased Employee's Final Salary Payment
HR54 -Continuation of Group Insurance After Age 60, Age 65, and After Retirement or Death
HR55 - Things to Know When Leaving University Employment
HR56 - Answering Personnel Inquiries
HR57 - How to Determine Effective Dates of Employment or Termination for Employees Paid Monthly (Except Academic)
HR58 - Change of Address or Telephone Number
HR59 - Employment of Relatives
HR60 - Access to Personnel Files
HR61 - Faculty Contracts
HR62 - Unassigned - formerly Employment Conditions for Staff Nonexempt Employees (see HR34)
HR63 - Faculty and Staff Transfers Within the University
HR64 - Academic Freedom
HR65 - Graduate Study Grants for Exempt Staff Personnel who are Permanently Away From University Park to Support Study at Other Institutions of Higher Learning
HR66 - Change of Legal Name of an Employee
HR67 - Periods of Overlap
HR68 - Postdoctoral Appointments
HR69 - Conducting Employment Investigations
HR70 - Dismissal of Tenured or Tenure-Eligible Faculty Members
HR71 - Committing Employment for a Wage Payroll Job
HR72 - Unassigned - formerly Contact With State and Federal Officials and Official Visits by Government Agencies (see AD50)
HR73 - Payment of Moving Expenses for Certain Members of the University Faculty and Staff
HR74 - Staff Vacancy Announcement
HR75 - Relocation Expenses for Regular Members of the University Faculty and Staff
HR76 - Faculty Rights and Responsibilities
HR77 - University-Named Career Development Professorships
HR78 - Staff Employee Failure to Meet Acceptable Standards of Performance
HR79 - Staff Grievance Procedure
HR80 - Private Consulting Practice
HR81 - University-Named Professorships
HR82 - University-Named Chairs
HR83 - University Endowed Fellowships
HR84 - Practical Training for Foreign Students
HR85 - Affiliate Academic Appointments
HR86 - Special Procedures for Establishing Short-Term Staff Support Jobs for Research Projects in Academic Units
HR87 - Evan Pugh Professorships
HR88 - Alternatives to Full-Time, Year-Around Employment
HR89 - Unassigned - formerly "University Patent Agreement" (see RA11)
HR90 - Extra Compensation for Exempt Staff Employees
HR91 - Conflict of Interest
HR92 - Employment Conditions for Employees Classified as Administrator
HR93 - University-Named Dean's Chairs
HR94 - University-Named Department Head's Chairs
HR95 - Academic Appointment Background Checking
HR96 - Reference and Background Checking for Other-Than-Academic Appointments
HR97 - Unassigned - formerly Coauthorship of Scholarly Reports, Papers and Publications (see RA13)

Human Resources Guidelines

HRG01 - Unassigned - formerly Priorities for Considering Applicants - Staff Vacancies
HRG02 - Alternate Work Arrangements
HRG03 - Charging Sick Leave When Emotionally Ill
HRG04 - Charging Sick Leave When Hospitalized While on Vacation
HRG05 - 'No-Pay' Days in Lieu of Short-Term Leave of Absence
HRG06 - Vacation, etc. for Staff Schedules in an Academic Setting
HRG07 - Absence From Work for Pregnancy or Childbirth
HRG08 - Determining Effective Date of Appointment for Faculty Members Hired at the Beginning of a Semester or Summer Session
HRG09 - Clinical Faculty Appointments for Milton S. Hershey Medical Center Physicians and Health Care Providers
HRG10 - Handling 'Weather Day' Absences
HRG11 - Family and Medical Leave
HRG12 - Publicizing Retirements in University Publications
HRG13 - Definition of Formal Study as Outlined in HR16
HRG14 - Termination of Employment Near Dec-New Year Holidays
HRG15 - Support Funds and Outside Compensation During Sabbatical
HRG16 - Unassigned - formerly Sexual Harassment (see AD41)
HRG17 - Requests for Reduction of Prior Tenure Credit
HRG18 - Paid Parental Leave for Faculty

PAYROLL POLICIES

Introduction - Payroll Policies (PSU accessible only)
PR01 - Types of Payrolls (PSU accessible only)
PR02 - Personnel Paid Monthly (PSU accessible only)
PR03 - Fellows and Scholars (PSU accessible only)
PR04 - Biweekly Payroll - Technical-Service Employees in Housing and Food Service, Penn State Hospitality Services, and University Health Services (PSU accessible only)
PR05 - Biweekly Payroll - Technical-Service Employees in Administrative Areas Other than Housing and Food Service, Penn State Hospitality Services, and University Health Services (PSU accessible only)
PR06 - Graduate Assistants (PSU accessible only)
PR07 - Wage Payroll - Non-Regular Employees (PSU accessible only)
PR08 - Payroll Deductions for Aliens Employed by the University (PSU accessible only)
PR09 - Payment for Fractional Payroll Periods Worked and Transfers Between Types of Payrolls for Non-Academic Employees (PSU accessible only)
PR10 - Compensation of Individuals Classified as Academic and Academic Administrator (PSU accessible only)
PR11 - Salary Deposits and Distribution of Payroll Checks (PSU accessible only)
PR12 - Payments to Individuals Receiving Meals and/or Lodging as Part of Their Gross Remuneration (PSU accessible only)
PR13 - Withholding of Federal Income Tax (PSU accessible only)
PR14 - F.I.C.A. (Social Security Deductions) (PSU accessible only)
PR15 - Local Earned Income Tax (PSU accessible only)
PR16 - U. S. Savings Bonds (PSU accessible only)
PR17 - Graduate Lecturer / Predoctoral Lecturer (PSU accessible only)

RESEARCH ADMINISTRATION POLICIES AND GUIDELINES

Research Administration Policies

Introduction - Research Administration Policies
RA01 - Determining the Allowability, Allocability, and Reasonableness of Costs on Sponsored Projects
RA02 - Acceptability and Evaluating of Services, Equipment or Property Donated to Federally Sponsored Projects
RA03 - Preparing Budgets (Cost Estimates) For Sponsored Projects
RA04 - Making Revisions to Budgets and Program Plans on Federally Sponsored Projects
RA05 - Significant Financial Interest Disclosure for Sponsored Project's Investigators
RA06 - Cost Recovery for Sponsored Projects
RA07 - Use of Equipment Purchased on Federally Sponsored Projects
RA08 - Reimbursement Salary Caps and Plan Effort Confirmation (formerly Salary Rate Limitations and Effort Confirmation)
RA09 - Determining and Disposing of Program Income on Federally Sponsored Projects
RA10 - Handling Inquiries / Investigations into Questions of Ethics in Research and in Other Scholarly Activities
RA11 - Patents and Copyrights (Intellectual Property)
RA12 - Technology Transfer and Entrepreneurial Activities (Faculty Research)
RA13 - Coauthorship of Scholarly Reports, Papers and Publications
RA14 - The Use of Human Subjects in Research
RA15 - Care and Use of Vertebrate Animals
RA16 - Administration of Sponsored Project Subcontracts of the University
RA17 - Courseware
RA18 - Compliance with Federal Export Regulations
RA19 - Administration of Sponsored Project Subawards of the University
RA20 - Individual Conflict of Interest
RA21 - Institutional Financial Conflict of Interest Involving Sponsored Projects, Dedicated Gifts, Research, Scholarship, and Technology Transfer
RA22 - HIPAA and Research at Penn State University
RA23 - HIPAA and Research at The Milton S. Hershey Medical Center And Penn State College Of Medicine
RA24 - Position Statement on Research

Research Administration Guidelines

RAG01 - Implementing Revised OMB Circular A-21 (Section F.6.b - Departmental Administration Expense) REVISED 4/26/96, and Further Amended 8/29/97)
RAG02 - University Equipment Matching Funds Program
RAG03 - Assistantships / Traineeships Matching Funds Program
RAG04 - Guidelines For Gifts, Grants and Contracts (The Funding Matrix)
RAG05 - Fixed Price Agreements - Residual Balance
RAG06 - Applying Fringe Benefit and F&A Rates to Sponsored Projects and Other Miscellaneous Funds
RAG07 - Determining Off- and On-Campus Rate Usage
RAG08 - Closeout Procedures for Restricted Accounts
RAG09 - Processing Sponsored Projects Involving Retired Faculty Participation
RAG10 - Cost Sharing
RAG11 - Ensuring Compliance With Export Control Policy RA18
RAG12 - Faculty Guidance On Student Intellectual Property Rights
RAG13 - Special Student Intellectual Property Agreement Forms
RAG14 - What to Expect When Licensing a Penn State Technology into a Start-Up Company
RAG15 - Faculty Consulting Agreements
RAG16 - The Responsible Conduct of Research
RAG17 - Acceptance of Donated Intellectual Propery by the Pennsylvania State University
RAG18 - Establishing Research Institutes, Consortia, and Centers

SAFETY POLICIES

Introduction - Safety Policies
SY01 - Environmental Health and Safety Policy
SY02 - Identification Decals - Individuals Requesting Assistance
SY03 - Emergencies Involving Students
SY04 - Employee Accidents - Reporting and Investigation
SY05 - Persons, Other Than Students or Employees, Who Are Injured or Become Ill on University Property
SY06 - Safety Glasses for Employees Working on Machine Tools
SY07 - Governing Control of Animals on University Property
SY08 - Storage, Dispensing and Use of Flammable Liquids on Pennsylvania State University Property
SY09 - Fire Extinguisher Provisions
SY10 - Interior Finish - Fire and Smoke Classification
SY11 - Refrigerators - Explosion Proof
SY12 - Weapons, Fireworks, and Paintball Devices
SY13 - Open Fires
SY14 - Use of Radioactive Materials
SY15 - Radiation-Producing Instruments
SY16 - Regulations For Bicycles/Mopeds/Skateboards/Scooters/In-Line Skates/Roller Skates/Electric Personal Assistive Mobility Devices
SY17 - Lasers
SY18 - Bomb Threats
SY19 - University Access Policy (formerly University Key Policy)
SY20 - Hazardous Waste Disposal
SY21 - First Aid Kits
SY22 - Automated External Defibrillators (AED)
SY23 - Occupational Health and Safety Program for Animal Care Personnel
SY24 - Use of Regulated and Biohazardous Materials in Research and Instruction
SY25 - Compressed Gas Cylinders
SY26 - Fluorescent Light Ballast/Capacitor Disposal
SY27 - Halogen Lamps
SY28 - Emergency Evacuations and Fire Drills - Residence Halls
SY29 - Infectious Waste Disposal
SY30 - Open Flame Devices
SY31 - Lamp Use and Disposal
SY32 - Police and Security Programs
SY33 - Electronic Security and Access Systems
SY34 - Hazardous Material Shipping
SY35 - Lockout/Tagout