Policies List

You may access the various subject areas through the Table of Contents below. Individual policies and procedures are updated as needed and the latest revision date of each policy is noted beneath its heading. Managers, supervisors and employees who have questions or need additional assistance with interpretation or applicability of any policy or procedure may contact the Policy's Responsible Office, or the Human Resources Divisional Manager for their department. In order to access Emory University's HIPAA Security Policies, users must log in to the the policy management platform using their Emory username and password.

Administration

Office of Equity and Inclusion (formerly Equal Opportunity Programs or EOP)

1.3

Equal Opportunity and Discriminatory Harassment Policy

1.5

Policy on Reasonable Accommodations and Assistance Animals in Campus Facilities

8.16

Title IX Reporting Exception for Research

8.2

Sex and Gender-Based Harassment and Discrimination Policy

Office of the General Counsel

1.1

Approval Process for Policies with University-Wide Applicability

1.2

Contract Approval and Signature Authority

Risk Management

1.4

Faculty, Staff, and Student External Volunteer Guidelines

1.6

Liability Insurance for Sponsored Visitors at Emory University and Emory Healthcare

Miscellaneous

1.8

Use of Unmanned Aircraft Systems

Communications and Marketing

General Policies

9.1

Media Relations Policy

9.2

Brand Standards, Visual Identity, Trademarks, and Licensing Policy

9.3

Confidentiality and Release of Information about Students

9.4

Working with and Releasing Patient Information to the Media

9.5

Sponsorship of Nonprofit Organizations Beyond Emory University

9.6

Lobbying Policy

Finance

Miscellaneous

2.33

Joint Venture Policy

7.10

Policy of F&A Costs in Collaborative Research

7.23

Financial Responsibility

7.27

7.28

Payments to Human Research Study Participants

7.31

Emory University Identity Theft Protection Program

7.33

Policy on Request for Personally Identifiable Information (PII)

7.34

Pre-Approval of the Independent Auditor

Financial Operations

2.29

University (Non-Grant, Non-Student) General Accounts Receivable

2.106

Business Meals (Payment Services)

2.107

Business Expenses – Non Reimbursable and Unallowable Charges (Payment Services)

2.110

Approval Requirements for Reimbursements and Payments (Payment Services)

2.123

Export Controls and Restricted Party Screening in Procurement and Payment Applications (Payment Services)

2.128

Disbursement Policy (Payment Services)

2.5

Employee Gifts and Celebrations Policy (Payment Services)

2.10

Payroll Taxes and Other Deductions (Payroll)

2.11

FICA for Student Employees, Ministers and Foreign Nationals (Payroll)

2.12

Distribution of Paper Paychecks, Deposit Advices, and On-Demand Checks (Payroll)

2.13

Moving Expense (Payroll)

2.14

Incorrect or Rejected Pay (Payroll)

2.15

Vacation and Sick Accrual Adjustments (Payroll)

2.16

Earnings Code Correction for Bi-Weekly Employees (Payroll)

2.17

Monthly Employees with Insufficient Leave Accruals (Payroll)

2.18

Employee Gifts and Gift Certificates (Payroll)

2.19

Fringe Rates (Payroll)

2.20

Payment Requests (Payroll)

2.51

Military Leave and Vacation Pay (Payroll)

2.52

W-2 Tax and Wage Statements (Payroll)

2.53

Time and Attendance (Payroll)

2.54

National Research Service Award (NRSA) Payments (Payroll)

2.8

General Payroll Information (Payroll)

2.81

Payroll Responsibilities (Payroll)

2.9

Employee Responsibilities and Departmental Responsibilities (Payroll)

2.91

Employment In States Other Than Georgia

2.121

Strategic Procurement Policy (Procurement)

2.133

Third-Party Supplier Background Check

2.27

Student Financial Services Policies (Student Financial Services)

2.73

Notary Service (Student Financial Services)

2.90

Emory University Travel and Expense Policy (Travel)

2.1

Cash and Check Handling (Treasury Operations)

2.115

Cash Management Interest Distributions (Treasury Operations)

2.2

Payment Card Processing and PCI Compliance Policy (Treasury Operations)

2.28

Petty Cash and Small Dollar Reimbursement (Treasury Operations)

2.74

University Cashier (Treasury Operations)

Fiscal Roles and Responsibilities

2.113

Institutional Fiscal Responsibility Framework

2.114

Fiscal Transactional Roles and Responsibilities

2.112

Unit Chief Business Officers' Roles and Responsibilities

General Accounting

2.126

Effort Reporting (Controller's Office)

2.117

Financial Reporting Classifications for the Statement of Activities (Financial Reporting)

2.120

Foreign Gifts and Contracts Disclosures (Foreing Activity)

2.116

Endowment Spending Distribution Policy (Long-Term Investments/Endowments)

2.124

Accounting for Service Centers (Sponsored Program Accounting)

2.127

Policy on Research Facilities and Administration Costs (Sponsored Program Accounting)

2.129

Equipment Capitalization Policy (Sponsored Program Accounting)

2.32

Quasi-Endowment Policy

Gifts and Charitable Contributions

General Policies

3.15

Cause-Related Marketing and Community Hosted Events

Alumni Engagement

3.13

Alumni Volunteer Charitable Support Policy

3.14

Affinity Partnerships Affecting Alumni Policy

Donor Records (formerly ACE (Donor Records System)

3.1

AWA Access to Non-AAE Staff

3.2

Information and Records Release Policy

Gifts

3.7

Gift Acceptance Policy

3.8

Gift Processing and Records Updates

3.9

Gift Agreements and Related Documentation

3.10

Gifts with Associated Benefits

3.12

Policy and Procedures for Naming Opportunities and Endowed Funds

Office of Annual Giving (formerly Annual Fund)

3.11

Appeal Fundraising Policy

3.3

Prospect Exclusions for Annual Giving Solicitation

3.4

Campus Organization Solicitation Policy

Human Resources (EU)

Employee General Policies

4.22

Employee Benefits (Benefits)

4.24

Eligibility to Continue Benefits into Retirement (Benefits)

4.96

Courtesy Scholarship (Benefits)

4.97

Tuition Reimbursement (Benefits)

4.38

Salary Administration (Compensation)

4.39

Acting Appointments (Compensation)

4.40

Fair Labor Standards Act - FLSA (Compensation)

4.41

Holiday Premium for Nonexempt Staff (Compensation)

4.43

Job Evaluation & Classification (Compensation)

4.44

Lateral Transfers (Compensation)

4.46

Multiple Concurrent Jobs

4.47

On-Call Pay & Call Time Worked (Compensation)

4.48

Pay Decreases (Compensation)

4.49

Pay for Non-Exempt Employees [Meetings, Training, Travel] (Compensation)

4.50

Performance-Based Increases (Compensation)

4.51

Promotions & Reclassifications (Compensation)

4.52

Range Maximum Lump Sum Payments (Compensation)

4.53

Salary Adjustment Effective Dates (Compensation)

4.54

Salary Structures (Compensation)

4.55

Shift & Weekend Differential (Compensation)

4.56

Special Salary Adjustment (Compensation)

4.57

Starting Salaries [Non-Faculty] (Compensation)

4.58

Supplemental Pay Process (Compensation)

4.59

Temporary Employment Classification (Compensation)

4.60

Time & Record Keeping (Compensation)

4.61

Salary Deduction (Compensation)

4.86

Garnishments (Compensation)

4.117

Employment Eligibility Verification (Data Services)

4.118

Obtaining a Social Security Number (Data Services)

4.90

Direct Deposit/Pay Advice (Data Services)

4.110

Organizational Transfer of Employees between EU and EHC (Employee Relations)

4.116

Student Interns [Unpaid] (Employee Relations)

4.121

Non-retaliation (Employee Relations)

4.124

Visitors in the Workplace (Employee Relations)

4.21

Performance Management (Employee Relations)

4.62

Standards of Conduct (Employee Relations)

4.63

Progressive Discipline (Employee Relations)

4.64

Open Door Policy (Employee Relations)

4.65

Terminations and Separations of Employment (Employee Relations)

4.66

Substance Abuse and Drug-Free Workplace (Employee Relations)

4.67

Solicitation (Employee Relations)

4.68

Theft & Other Criminal Incidents (Employee Relations)

4.70

Exit Interview (Employee Relations)

4.71

Unemployment Insurance (Employee Relations)

4.79

Statement of Confidentiality (Employee Relations)

4.80

Employment Record Files (Employee Relations)

4.81

Reduction in Force & Reorganization (Employee Relations)

4.82

Outplacement (Employee Relations)

4.84

Requirements for Employees using University Owned Vehicles (Employee Relations)

4.85

Investigations by Outside Agencies into Personnel-Related Matters (Employee Relations)

4.87

Conflict of Interest (Employee Relations)

4.88

Release of Employee Information (Employee Relations)

4.91

Lactation Support (Employee Relations)

4.3

Faculty Staff Assistance Program [FSAP] (Faculty Staff Assistance Services)

4.108

Violence in the Workplace (General Policies)

4.112

Conflict of Interest - Trustees, Principal Officers and Key Employees (General Policies)

4.115

Code of Business Ethics and Conduct (General Policies)

4.119

Child Abuse Reporting (General Policies)

4.120

Employing Members of the Independent External Auditor (General Policies)

4.122

Nepotism & Personal Relationships in the Workplace (General Policies)

4.126

Criminal Background Checks [Faculty] (General Policies)

4.20

Education, Training & Career Development (General Policies)

4.32

Service Awards (General Policies)

4.42

Inclement Weather (General Policies)

4.89

Voting (General Policies)

4.111

Animals in Buildings (Health and Safety)

4.113

Tobacco Free Environment (Health and Safety)

4.93

Workplace Health and Safety (Health and Safety)

4.94

Immunization (Health and Safety)

4.95

Smallpox Vaccinations (Health and Safety)

4.100

Vacation Leave for Biweekly Employees (Leave Policies)

4.101

Vacation Leave for Monthly Employees (Leave Policies)

4.23

Bereavement (Leave Policies)

4.25

Holidays (Leave Policies)

4.26

Jury Duty (Leave Policies)

4.28

Living Donor (Leave Policies)

4.33

Sick Leave for Biweekly Employees (Leave Policies)

4.34

Sick Leave for Monthly Employees (Leave Policies)

4.92

Salary Continuation (Leave Policies)

4.125

Parental Leave for Staff, Librarians, and Post Doctoral Fellows (Leaves of Absence)

4.72

Administrative (Leaves of Absence)

4.73

Family & Medical [FMLA] (Leaves of Absence)

4.74

Educational Leave (Leaves of Absence)

4.75

Military (Leaves of Absence)

4.76

Seasonal (Leaves of Absence)

4.77

Medical [Non-FMLA] (Leaves of Absence)

4.78

Personal (Leaves of Absence)

4.1

Employment of Temporary Employees (Recruiting)

4.10

Employment Status (Recruiting)

4.106

Verification of Employee Identification (Recruiting)

4.11

Employment of Relatives (Recruiting)

4.12

Employment of Minors (Recruiting)

4.13

Employment of University Students (Recruiting)

4.14

Reemployment of Persons Retired From Emory (Recruiting)

4.15

Employment of Foreign Nationals (Recruiting)

4.16

Employee Referral Program (Recruiting)

4.17

Orientation (Recruiting)

4.19

Reemployment (Recruiting)

4.30

Voluntary Employment Transfer at EU or EHC (Recruiting)

4.7

Transfers and Promotions (Recruiting)

4.83

Volunteers (Recruiting)

4.99

Employment [Recruitment] (Recruiting)

10.17

Religious Accommodation

Information Technology (IT)

General Policies

5.1

Information Technology Conditions of Use

5.11

Critical Financial Reporting Systems Security Policy

5.12

Disk Encryption Policy

5.13

Automatic Forwarding of Email from the Emory Office 365 Environment

5.14

Smart Device Security Policy

5.15

Enterprise Password Policy

5.16

Mobile App Distribution

5.17

Enterprise Information Security Incident Response Policy

5.2

Domain Names

5.23

Identifiable Health Information Policy

5.24

Networked Device Minimum Security Requirements

5.25

Network Encryption Policy

5.26

Electronic Waste Disposal Policy

5.27

5.29

Disaster Recovery

5.4

Connecting to the Emory Data Network

5.5

Emory Network IDs (NetIDs) and Passwords

5.6

ResNet Policy

5.7

Peer-to-Peer File Sharing Policy

Payment Card (PCI) Policies

5.18

Cardholder Data Environment Administrative and Remote Access Policy

5.19

Payment Card Information Security Policy

5.20

PCI Risk Assessment Policy

Provost and Academic Affairs

General Policies

4.6

Faculty Employment Through Search Procedure Policy

8.3

Confidentiality and Release of Information About Students

10.1

Student Name Policy

10.10

Guidelines and Procedures for Credentialing Instructors of Record

10.11

Substantive Change

10.12

Student Complaints

10.13

Institutional Data Management

10.14

Sealing Student Records

10.15

Affiliation Relationships

10.16

Modifications to Academic Policy During an Emergency

10.17

Religious Accommodation

10.18

Emory-Sponsored International Travel Policy

10.2

Policy on Educational Experiences Provided by Non-Emory Entities

10.5

Credit Hours

10.6

Protecting Student Privacy in Distance Education

10.7

Periodic Administrative Review

Library Policies

5.21

Records Management

5.22

Licensed Electronic Resources Conditions of Use Policy

Research

General Policies

7.14

Investigational Drug Management for Clinical Studies

7.16

Policy Opposing Sex Trafficking and Prostitution

7.23

Financial Responsibility

7.24

Institutional Financial Interests Involving Human Subject Research

7.26

Joint Appointments with Emory and Atlanta VA Med Center

7.28

Payments to Human Research Study Participants

7.29

Research Use of Dangerous Drugs (i.e., Prescription Drugs)

7.30

Policy on Authorship Guidelines and Dispute Resolution

7.32

Dress Code and Hygiene Policy for Emory University Employees with Patient/Research Subject Contact in Emory Healthcare Facilities

7.38

Conflict of Commitment for Faculty, Postdoctoral Fellows or Trainees, and Research Staff

Research Compliance

7.11

Export Control Policy

7.12

Policy for Visiting Scholars and Visiting Students

7.20

Code of Business Ethics and Conduct

7.21

Minors in Laboratories at Emory University

7.25

Research Use of Controlled Substances

7.7

Policy for Investigators Holding a Financial Interest in Research

7.8

Policy on Research Misconduct

7.9

Responsible Conduct of Research Training Policy

Intellectual Property Policy

Students

General Policies

8.1

Emory University Undergraduate Code of Conduct

8.11

University Anti-Hazing

8.12

University Recognized Student Organizations

8.13

Missing Student Notification

8.14

Respect for Open Expression Policy

8.17

Mandatory Immunization Requirement

8.4

Involuntary Withdrawal of Students from Emory

8.7

Mandatory Student Insurance

8.8

Alcohol and Drug Abuse Policy

8.9

Student Vehicle Use Policy