Arcadia University Policy Library

The Policy Library serves as the official, centralized depository for all university policies. All officially approved policies having institution-wide application (those generally pertaining to more than one division or department) will be contained within this library.

The most current version of a policy will be found here. Any copies (print or online) of policies that are inconsistent with the official version found in this library should be disregarded.

To maintain an organized system of change control and to ensure consistency throughout the university, individual departmental websites should not contain separate copies or alternative versions of university policies or applicable procedures. Instead, departmental web pages that reference university policies and procedures must use hyperlinks to the webpages and/or documents in the Policy Library.

Policies are organized by category and alphabetical order. Related procedures, if any, are linked within the applicable policy.

Academic/Resource Policies

TITLE	DESCRIPTION/PROCEDURE
Allowable Costs for Sponsored Research and Programs Policy	The purpose of this policy is to establish the allowability of certain costs for reimbursement from the federal government related to sponsored programs at the University.
Cost Transfer Policy	The purpose of this Policy is to ensure that Cost Transfers to and from Departmental Budgets and sponsored accounts take place according to the specified guidelines set forth in this Policy.
Davis-Bacon Act Compliance Policy	The purpose of this Policy is to ensure compliance with the Davis-Bacon Act codified as 40 U.S.C. 3141-3148.
Effort Certification Policy	The purpose of this Policy is to ensure that compensation in connection with University Sponsored Projects complies with federal regulations.
Facilities and Administrative Cost Recovery and Distribution Policy	The purpose of this Policy is to ensure that Facilities and Administrative Costs (“F&A Costs”) are recovered and used effectively to support and encourage subsidized research and programs at the University by explicitly stating University policy regarding F&A Cost recovery and distribution of shares of recovered F&A Costs to those who bear the burden and workload associated with Sponsored Projects.
Financial Conflict of Interest Policy	The purpose of this Policy is to promote objectivity in research by establishing guidelines for reporting and resolving financial conflicts of interest for research.
Identification and Management of Sponsored Awards Policy	The purpose of this Policy is to provide the framework to be used to classify external sponsor support, received by the University, as a Sponsored Award that shall be managed by the Office of Sponsored Research and Programs (“OSRP”).
Institutional Policy on Research Misconduct	The purpose of this Policy is to provide members of the academic community with the framework for resolution of alleged incidents of Research Misconduct in a fair, prompt, and consistent manner.
Principal Investigator Eligibility and Assurances Policy	The purpose of this Policy is to ensure that Sponsored Projects are led by qualified Principal Investigators who have the technical competence and administrative experience to assume responsibility for successful accomplishment of all aspects of the Sponsored Project.
Review and Approval of Sponsored Project Documents Policy	The purpose of this Policy is to require a comprehensive pre-submission review of all Proposals to ensure that they are complete and accurate.
Subrecipient Determination and Monitoring on Sponsored Awards Policy	The purpose of this policy is to set forth the criteria by which the University determines whether an entity that receives sponsored funding will be in the role of a Subrecipient or a Contractor.
Survey Policy	This Policy affects survey activity including, but not limited to, quality assurance, marketing, service, and program evaluation.

Employment, Benefits, and Workplace Policies

TITLE	DESCRIPTION/PROCEDURE
Disability Support Services Policy for Employees and Applicants	This purpose of this policy is for Employees and Applicants; this (“Policy”) applies to all University faculty and staff, and any applicants who have or seek employment with the University who are in need of Reasonable Accommodations.
Grievance Policy	The purpose of this Policy is to provide University employees with a fair and efficient process to present and resolve Grievances arising out of the employment relationship.
Hiring and Background Check Policy	This Policy is intended to provide a consistent approach to the recruitment, selection, and onboarding of qualified applicants.
Performance Improvement Plan Policy	The purpose of this Policy is to provide supervisors and managers with guidelines to address Unsatisfactory Work Performance.
Progressive Discipline Policy	The purpose of this Policy is to establish guidelines and best practices pertaining to corrective action and employee discipline for acts of Misconduct.
Policy on Consensual Relationships	The purpose of this Policy is to prohibit Relationships, consensual or otherwise, between Employees and students and between Employees in unequal positions as set forth in the Policy.
Policy on Dependents and Companions on University Programs and Excursions	The purpose of this Policy is to provide guidelines for the inclusion of a Program Leader or Responsible Individual’s Dependents or Companions on Education Abroad Programs or Domestic Excursions administered by or in collaboration with the University to ensure the fulfillment of the primary purpose of Education Abroad Programs or Domestic Excursions: the creation of meaningful teaching and learning opportunities for the Student Participants.

Ethics, Integrity, and Legal Compliance Policies

TITLE	DESCRIPTION/PROCEDURE
Animals on Campus Policy	The purpose of this Policy is to provide equal educational and employment access to individuals with disabilities by facilitating the appropriate use of Service and/or Emotional Support Animals.
Anti-Hazing Policy	The purpose of this Policy is to set forth the rules prohibiting Students, Organizations, or other persons associated with an Organization operating under the sanction of or recognized as an Organization by the University from engaging in Hazing; to state the University’s position on Hazing; identify how the University will enforce this Policy; and identify resources for reporting violations of this Policy.
Conflict of Interest Policy for Faculty, Staff, Independent Contractors and Volunteers	The purpose of this Policy is to require that all covered individuals at the University understand their obligation to disclose actual or potential Conflicts of Interest and how to report them.
Conflict of Interest Policy for Trustees and Senior Administrators	Trustees and Senior Administrators of the University have a fiduciary duty to serve the fiscal interests of the University, as well as a duty to preserve the public and donor trust. Thus, these individuals have a clear obligation to fulfill their responsibilities in a manner that does not give rise to an Actual or Potential Conflict of Interest, as defined by this Policy. All decisions by the Trustees and Senior Administrators must be made solely on the basis of a desire to advance the best interests of the University and the public good.
Direct Threat Assessment Policy	The purpose and intent of this Direct Threat Assessment Policy for Students with Disabilities is not to single out students with disabilities from other students, but to provide protection for students with disabilities before any adverse action based upon a determination that the student poses a Direct Threat to the health or safety of others.
Disability Support Services Policy for Students	The purpose of this Policy is to provide an educational environment that is free from all forms of discrimination, including discrimination based on disability.
Export Control Policy	The purpose of this Policy is to provide awareness of the United States export control laws and regulations and the University’s plan for complying with those laws.
FERPA Compliance Policy	The University has deep respect for the right to privacy of current and former Students. As such, it is the intent of the University to comply with all provisions of FERPA.
Interim Policy Prohibiting Discrimination and Harassmen t	The purpose of this Policy is to educate members of the University Community about discrimination and harassment.
Interim Pregnancy Accommodations Policy	The purpose of this Policy is to educate members of the University Community about accommodations for Pregnancy and Related Conditions.
Litigation Policy	The purpose of this Policy is to establish the process to be followed in the event that the University becomes aware of threatened or pending litigation involving the University or University Personnel as an entity or as individuals acting within the scope of their authority as representatives of the University.
Mandatory Reporting of Suspected Child Abuse and Protection of Minors Policy	This Policy governs mandatory Child Abuse reporting requirements under the Pennsylvania Child Protective Services Law, 23 Pa.C.S. § 6301 et seq., and University policy which, in some instances, requires broader protection than the CPSL. Any doubt regarding whether to report suspected Child Abuse should be resolved in favor of filing a report.
Post-Issuance Compliance Policy for Obligations	This Policy sets forth specific requirements of the University designed to monitor post-issuance compliance of Obligations issued by or on behalf of the University with applicable provisions of the Internal Revenue Code of 1986, as amended (the “Code”), and regulations promulgated thereunder (the “Treasury Regulations”).
Post-Issuance Compliance Policy for Obligations to Rule 15c2-12 under the Securities Exchange Act of 1934	This Policy sets forth specific requirements of the University designed to monitor post-issuance compliance by the University with applicable provisions of Rule I 5c2-l 2, promulgated under the Securities Exchange Act of 1934 (”Rule”).
Privacy Policy	The purpose of this policy is to outline the collection, use and disclosure of personal information of students, faculty, staff, alumni, and other members of the University community.
Religious Accommodation Policy	The University is committed to ensuring equal opportunity to all persons and to providing a learning and working environment that is respectful of the religious beliefs of its students, employees, prospective students and employees, and trustees.
Whistleblower Policy	This Policy applies to all members of the University Community and the purpose is to protect Whistleblowers who engage in a good faith protected disclosure of alleged wrongful, unethical, or suspicious conduct.

Facilities, Equipment, and Property Policies

TITLE	DESCRIPTION/PROCEDURE
Policy on University Owned Non-Student Housing	This Policy on University Owned Non-Student Housing applies to persons who may reside in University Owned Non-Student Housing on a pre-determined, non-permanent basis to further the mission of the University.
Posting Policy	This Policy sets expectations regarding the posting of signs, flyers, information, posters and similar on University Property.

Financial Policies

TITLE	DESCRIPTION/PROCEDURE
Alternative Work Assignments Policy	The purpose of this Policy is to provide guidance when responding to an employee’s request to alter their standard work schedule.
Electronic Funds/Wire Transfer Policy	This Policy requires that appropriate internal procedures are utilized in the processing of Electronic Funds Transfers in order to ensure that adequate banking controls are maintained and to prevent any fraudulent or unauthorized payments.
Naming Opportunities Policy	The purpose of this Policy is to establish the requirements for all Naming Opportunities at Arcadia University.
Gift Acceptance Policy	The purpose of this Policy is to articulate and outline the University’s methods for analyzing and accepting charitable Gifts for the University’s benefit.
Policy on Internal Revenue Service Tax Forms 990 and 990-T	The purpose of this Policy is to set forth certain guidelines regarding the review of Arcadia University Tax Returns.
Competitive Bidding Policy	The purpose of this Policy is to delineate the competitive purchasing or Bidding/Quoting Process for the University. This policy applies to purchase requisition requests for a University issued purchase order.
Request for Proposal (RFP) Policy	The purpose of this Policy is to provide guidance on the Request for Proposal process, what is it, when it might be applicable, and how to construct and utilize an RFP bid document.
University Bank Accounts Policy	The purpose of this Policy is to ensure that the University maintains adequate control and stewardship over its funds by creating a formal process for establishing and maintaining University bank accounts.

Governance Policies

TITLE	DESCRIPTION/PROCEDURE
Board of Trustees Evaluation Policy	This Policy is intended to provide a consistent approach to evaluation of the Board of Trustees.
Emeritus Trustee Policy	The University’s Board of Trustees may elect individuals as Emeriti Trustees in order to honor retiring trustees who have provided distinguished and meritorious service, outstanding leadership, and exceptional contributions to the University over a period of years.
Investment Policy	This Policy provides for the continuing management and investment of Fund assets, consistent with the long-term goals of Arcadia University.
Policy on Internal Revenue Service Tax Forms 990 and 990-T	The purpose of this Policy is to set forth certain guidelines regarding the review of Arcadia University Tax Returns.
Presidential Performance Evaluation Policy	This Policy is intended to provide a consistent approach to evaluation of Presidential Performance.
Trustee Background Check Policy	This Policy is intended to provide a consistent approach to ensuring the appropriateness of a new or ongoing Trustee appointment.

Information Technology Policies

TITLE	DESCRIPTION/PROCEDURE
Acceptable Use Policy	The purpose of this Policy is to clearly establish the role of each member of the University community in protecting its information assets, and to communicate minimum expectations for meeting these requirements.
Data Governance Policy	The purpose of this Policy is to establish a framework for managing the University’s institutional data resources.
Information Technology Policy (Interim)	This document outlines the University’s interim policy regarding Information Technology and articulates the University’s vision as it relates to the use of information technology resources, specifies requirements and standards for the consistent use of IT resources throughout the University, and interprets applicable laws and regulations to ensure our use is consistent with legal requirements.
Information Technology Policy	This Information Technology Policy applies to all Authorized Users of Technology Resources owned, managed, or otherwise provided by the University.
Mass Email Policy	This Mass Email Policy applies to all Arcadia University faculty, staff, and students who request to send a Mass Email to a Stakeholder Distribution Group.
Personal Device Policy	This Personal Device Policy applies to all employees who use their own electronic device, not owned or provided by the University, to access Technology Resources owned, managed, or otherwise provided by the University.
Records Management Policy	This Records Management Policy applies to all departments, offices, committees, boards, and employees of Arcadia University and the types of Records generated by them and set forth in the Management Schedule.
Social Media Policy	This Social Media Policy applies to all faculty, staff, students, trustees, volunteers, and third-party vendors working for the University who manage Social Media Accounts on behalf of the University or who conduct University Business on any Social Media Platforms around the world.

Operational Policies

TITLE	DESCRIPTION/PROCEDURE
Contract Review and Approval Policy	The purpose of this Policy is to establish the protocol that members of the University must follow before entering into contracts that are intended to be binding upon the University.
Contract Signing Authority Policy	The purpose of this Policy is to establish the authority for the signature of contracts on behalf of the University.
Dissent and Demonstrations Policy	The purpose of this Policy is to set expectations regarding Dissent and Demonstrations while on University Property or at University-Sponsored Events.
Essential Personnel Policy	This Policy provides assistance to University management for the identification and use of Essential Personnel during campus emergencies or other conditions that require campus closure or Suspension of Operations. Essential Personnel provide services that relate directly to the health, safety, and welfare of the entire University community, ensure continuity of key operations, and maintain and protect University property.
Immigration Support for Faculty and Staff Policy	The purpose of this document is to set forth the University’s Policy for providing immigration support for the hiring or continued employment of domestic faculty and staff who are Foreign Nationals. This Policy is only applicable to Foreign Nationals applying for or holding positions located in the United States.
Independent Contractor/Employee Classification Policy	The purpose of this Policy is to define the criteria to qualify as an Independent Contractor and set forth how Independent Contractors must be paid in order for the University to remain compliant with the state and federal Departments of Labor and the Internal Revenue Service (IRS) and other regulatory agencies.
International Travel Policy	This Policy establishes standards and expectations for International Travel and outlines the safety and security measures available to reduce risk for travelers and the University.
Policy on University Policy Development	The purpose of this Policy is to provide a standardized process for the development, approval, implementation, management, and maintenance of University Policies in an effort to ensure that all University Policies are consistent with the mission of Arcadia University and comply with all applicable laws and regulations.
Space Management and Allocation Policy	This Space Assignment Policy applies to all indoor and outdoor spaces, including leased off-campus space.

Public Safety and Environmental Health and Safety Policies

TITLE	DESCRIPTION/PROCEDURE
Vehicle Use Policy	This Policy is intended to establish guidelines for Approved Drivers and to promote the safe operation of vehicles used to transport University faculty, staff, students, and volunteers on University Business.
Student Immunization Policy	The purpose of this Policy is to provide adequate protection against vaccine-preventable diseases by requiring students to be vaccinated against and/or screened for certain highly contagious diseases. All students enrolled at the University, including students studying abroad through the College of Global Studies, are required to comply with this Policy.
Smoking Policy	The purpose of this Policy is to promote a healthier environment for all members of the University community.
Weapons-Free Campus Policy	The purpose of this Policy is to ensure the safety and protection of all staff, faculty, students, independent contractors, volunteers, and visitors to Arcadia University.