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Policy Points

The Integrity and Compliance Office is pleased to bring you Policy Points, a quarterly notification bringing awareness to all universitywide policy updates. All universitywide policies are located in the policy library, providing centralization and data normalization.

This edition of Policy Points reflects updates from January 1, 2020 through March 31, 2020. Questions? Comments? Please do not hesitate to email policy@vcu.edu or call 828-3982 to reach Tony Rapchick, Program Manager, Policy and Regulatory Compliance.

Please visit www.policy.vcu.edu to access current versions of all universitywide policies.

NEW POLICIES:

Administration & Operations

Business Continuity Management - This policy provides requirements through which VCU Police, Office of Emergency Preparedness, develops, maintains, and executes continuity plans in the event of a disaster or major disruption to the university, in alignment with International Organization for Standardization standards and state requirements. Required processes for the development, testing and maintenance of initial response, business continuity and business recovery plans are outlined in detail.

Information Technology

Data and Information Governance - This policy establishes and outlines the university’s data and information governance program designed to make strategic and effective decisions regarding the university’s information assets. It defines the core roles and responsibilities for individuals involved in the university data and information life cycle from the time data is generated until the time it is destroyed.

 

Education & Student Life

Scholarship Management - This policy provides requirements for awarding and administering scholarships held or controlled by VCU. It promotes (1) student success and degree completion by coordinating the provision of scholarships to students; (2) efforts to maximize the utilization of scholarship to 100 percent of available funding; and (3) a partnership model ensuring that donor intent is met between scholarship units, Development and Alumni Relations, and the Office of Financial Aid (OFA). The policy also (4) ensures that recipients meet the stated criteria of the scholarship; (5) supports a scholarship management system for use by units offering scholarships to students; and (6) gives OFA overall responsibility for the interpretation and implementation of this policy.

SUBSTANTIVE REVISIONS:

Alternative Dispute Resolution - This policy promotes stakeholder collaborations and alternative dispute resolution processes as appropriate. Revisions include specific requirements per the Code of Virginia: qualifications of a neutral third party and the role of VCU Human Resources, Employee Relations as the coordinator of dispute resolution processes.

Assessing Student Learning Outcomes in Degree and Certificate Programs - This policy outlines VCU’s expectations and standards to assess what students are expected to know, understand and/or be able to do after completing a class. The revision clarifies the roles and responsibilities of faculty, department chairs, Assessment Council members and the Office of the Provost in learning outcomes assessment. 

Faculty Bonus Award - This policy sets for the requirements and procedures for providing bonuses to VCU faculty members. The revision allows vice presidents to approve faculty bonuses, unless the bonus is for a direct report to a vice president, in which case the president’s approval is required. Some academic leadership positions and direct appointments to the president also require approval by the VCU Board of Visitors, per the BOV Bylaws.

Sale of Goods and Services – This policy sets forth the requirements for university units to engage in revenue generating activities and the rates those units can charge for such activities. The revision clearly prescribes the approvals required and provides a form to document approvals; requires submission of a business plan; and provides guidance concerning contract review, billing, and collections.

Textbook Adoptions and Sales - This policy combines and revises the Textbook Adoptions and Textbook Sales policies to be more user friendly and comprehensive. This revision includes (1) requirements and procedures regarding low-cost and no-cost textbooks and course materials; (2) a revised prohibition on faculty direct sales to students for digital course materials; and (3) requires the university registrar to conspicuously identify in the registration system courses that are using low-cost or no-cost course materials.

Wage Employment (Hourly and Student Worker) - This policy outlines rules for wage employees, including job conditions and hour restrictions for hourly employees and student workers. The revision reflects compensation practices as it relates to the Working@VCU “Great Place” HR Policies by eliminating the limitation regarding the hourly rate that can be paid to student workers performing similar work as classified staff. Accordingly, student workers' hourly rate may exceed the hourly rate of classified staff.

MINOR REVISIONS:

Commencement Participation

Dual Use Research of Concern in the Life Sciences (DURC)

Organizational Websites Management and Hosting 

 

REMOVED FROM POLICY LIBRARY:

[Removals are due to consolidation with other policies; streamlining to meet operational plans; or retirement through the governance process. The Integrity and Compliance Office assures the integrity of this process.] 

Outside Professional Activity, Consulting and Continuing Education Instruction for University and Academic Professionals and Classified Staff - Interim - This expired interim policy was removed from the policy library and archived. Potential conflicts of interest resulting from employee OPA will continue to be addressed through required training, existing interest disclosures and associated conflict of interest analysis.

Responsible Conduct in Research and Scholarship – Per leadership’s approval, this policy’s content does not put forth requirements, therefore, it is better presented as an informational resource with appropriate detail reiterated in a variety of ways to ensure comprehension. The complexities are is now presented in a new interactive website.

Smoking in the Workplace - This policy has been superseded and replaced by the Smoke and Tobacco-Free Campus policy.

RANDOM TIDBIT -

DID YOU KNOW?

To facilitate understanding and adherence to university policies, university policies should be written at the 10th to 12th grade reading level. You can check the reading level in Word by using the spell check tool. Simply follow these steps: Click on File > Options > Proofing > Show readability statistics. Word will automatically generate a readability report each time you use this spell check tool.