Human Resources / Employment
The following policies are reflective of the general terms and conditions of employment, benefits, salary administration and services available to staff holding exempt positions (not including faculty) and staff holding nonexempt positions who are not covered by collective bargaining agreements at Brown University.
Accounting
The purpose of this policy is to provide guidance on establishing, maintaining and accounting for Academic Service Centers in accordance with Brown University policy and federal regulations. The intended audience is faculty, students and staff at Brown University involved in the operation of an academic service center. While users are primarily the research community, it is not uncommon for service centers to provide services for instructional purposes as well.
General - IT
09.00.03
This Acceptable Use of Information Technology Resources Policy (Policy) establishes requirements for the use and management of Brown University’s Information Technology Resources to ensure their Confidentiality, Integrity, and Availability supports Brown’s educational, research, outreach, and administrative objectives.
University All, Visitors & Applicants, General Public, Other
computing, technology, IT, acceptable use, network, theft, loss
Financial Services
07.55.05
The purpose of this policy is to ensure that all Payment Card transactions are accepted and handled in compliance with Payment Card Industry Data Security Standards (PCI DSS). This policy also serves to protect and prevent the loss or disclosure of cardholder data (CHD).
Communications, Events & Guests
Brown University encourages members of the news media to share news about our community of teaching, research, scholarship and innovative education. Both in principle and as a matter of legal responsibility, we respect the privacy of students, faculty and staff.
University All, Visitors & Applicants
Accounts Payable
07.15.02
The purpose of this policy is to establish the requirements for the use of alcoholic beverages in the conduct of University business.
Beer, wine, drink, drinks, reception
Accounts Payable
07.15.10
The purpose of this policy is to establish requirements for the appropriate stewardship of University funds in support of work performed at Alternative Worksite Locations.
Employment
POL 08.10.05
Brown’s Alternative Work Assignments (AWAs) offer innovative approaches to meeting the University’s operational needs while promoting balance between work and personal life for its staff. Depending on the needs of the department, AWAs may be a beneficial alternative to the University’s regular work schedule that allows the University to meet business needs while providing greater workplace flexibility.
agreement, work from home, remote, hybrid, onsite, awa, wfh
Academic Employment
02.10.04
The purpose of this policy is to document and define the principles and policies by which Emeritus/Emerita appointments are made by the Brown Corporation to eligible members of the Faculty and Senior Administration.
Public Safety, General - Auxiliary
05.05.01
The purpose of this policy is to codify the issuance, use, and management of the Brown University identification card (Brown Card) as the University’s official identification card, ensuring secure access, proper authentication, and responsible usage by all cardholders.
Faculty, Staff, Students, Other
Communications
01.25.05
Brown University’s Name(s), Logos, Affinity Marks, Iconic Images, insignias, seals, symbols, design elements, and other marks (“Trademarks”) are uniquely associated with its distinctive brand of academic excellence and its reputation as a leading academic and research institution. These Trademarks are valuable assets of the University and are protected by trademark law. This policy establishes the requirements, principles, and associated responsibilities for protecting the integrity of the University’s Trademarks and identifying, regulating, and managing the manner in which they are used and licensed by Members of the Brown Community and others.
Communications
In keeping with Brown’s commitment to diversity and inclusion, the University aims to ensure the information on its websites is available to the broadest possible audience. This policy establishes accessibility standards to ensure access to the University’s web and online content, regardless of an individual’s physical or developmental abilities. Brown endeavors to have its websites comply with the Americans with Disabilities Act of 1990, as amended, and Section 504 of the Rehabilitation Act of 1973, as amended.
University All, Visitors & Applicants, General Public
Accounts Payable
07.15.03
The purpose of this policy is to state the requirements for the reimbursement of Business Meals and Hospitality Expenses.
Arts
02.40.01
The purpose of this policy is to state how the Brown University Campus Collection (Campus Collection or Collection) is added to, catalogued, cared for and deaccessioned.
Faculty, Staff, Students, Other
Capital Projects
06.15.01
The purpose of this policy is to document and define the principles by which Capital Projects are reviewed and approved at Brown University.
Financial Services
07.55.02
The purpose of this policy is to establish the requirements for proper Cash and check handling by departments.
General - IT
09.00.01
The purpose of this policy is to provide essential, business-related tools for faculty and staff in a manner that promotes the proper stewardship of assets and establishes a framework for consistent decision-making. While recognizing that properly used Cellular Communication Devices facilitate University business, the University must manage the costs and risks associated with such use.
cell, phone, cellular, device, communication, telephone, mobile
Financial Services, Code of Conduct
07.55.03
The Higher Education Opportunity Act of 2008 (HEOA) requires that institutions participating in the federal student loan programs develop, publish and enforce a code of conduct with respect to student loans.
Conduct & Standards, Code of Conduct
12.05.06
The purpose of this policy (“the Code”) is to set the standards of Student conduct that help maintain a Campus environment where ideas are freely exchanged, Brown University (“Brown” or “the University”) property and processes are respected, and conflicts are peacefully resolved.
student code, student conduct, student code of conduct
Communications
As a higher education institution dedicated to educating its students in a residential setting, Brown University rarely permits the use of its campus or facilities for commercial filming or photography.
Only in exceptional cases will such requests be granted when it is clear that doing so will not disrupt the activities or operations of the University, and will not jeopardize the privacy of members of our campus community.
Employment
08.10.07
The purpose of this policy is to ensure that, if Brown University (University) continues to compensate Brown University Personnel during Unexpected and Extraordinary Circumstances, it may do so regardless of source of funds. This policy ratifies the University’s practice that has been in effect since March 14, 2020.
Purchasing
The Brown University policy on competitive bids and quotes provides guidance to ensure that all procurement activity meets applicable regulatory requirements and that the University maintains a competitive sourcing environment.
Purchasing
The University’s procurement policy is intended to be consistent with the Generally Accepted Accounting Practices (GAAP), Uniform Administrative Requirements, Cost Principals and Audit Requirements for Federal Awards Found at 2 CFR 200, and the Federal Acquisition Regulation (FAR) and other regulations governing the use of federal funds.
Purchasing, General - IT
07.05.01
Brown University is committed to providing essential, business-related tools for faculty and staff in a manner that promotes the proper stewardship of assets and establishes a framework for consistent decision-making. While recognizing that computing equipment facilitates University business, the University must manage the costs and risks associated with its purchase and use, including device security. The purpose of this policy is to outline approved processes and methods of payment for the purchase of computers.
Dell, Apple, Computing, Device, buy
Conflict of Interest, Gifts & Honors
01.10.01
The University is committed to the highest levels of integrity. Members of the Brown Community are expected to conduct their relationships with each other, the University, and outside organizations with honesty and in a manner that supports the University’s mission. The following establishes the policy, principles, and associated responsibilities for identifying, eliminating, minimizing, and managing actual, potential or perceived conflicts of interest or commitment involving Members of the Brown Community.
University All, Faculty, Staff, Students, Visitors & Applicants, General Public
COIC, Gift, Disclosure, Relationships, Business Decisions, Resources, Related, Party
Conflict of Interest, Research Integrity
10.05.01
The purpose of Brown University’s Policy on Conflict of Interest in Research (COI Research Policy) is to maintain the integrity of Research conducted at or under the auspices of Brown University. This COI Research Policy establishes the University’s conflict of interest (COI) compliance framework for Research activities and provides information about regulatory and policy requirements related to conflict of interest in research. The COI Research Policy is compliant with applicable federal COI regulations, including 42 CFR 50 Subpart F, National Science Foundation (NSF) 2005 Conflict of Interest Policies (Chapter V – Grantee Standards), the Department of Energy (DoE) interim Conflict of Interest Policy Requirements for Financial Assistance in FAL 2022-02 (“the DoE interim COI Policy”), and the National Aeronautics and Space Administration Conflict of Interest policy (NASA Grants and Cooperative Agreement Manual “GCAM” section 3.3).
investigator, integrity, PI, financial, COIC, ethics
Intellectual Property
10.20.02
This Policy establishes the principles, and associated rights and responsibilities on ownership of copyright in works created by Members of the Brown University Community.
Copyright. Software, Intellectual Property, Instructional Materials, Course Materials
Discrimination & Harassment
University All, Visitors & Applicants, General Public
Financial Services
07.55.04
This policy outlines the administration of Brown University Customer Accounts Receivable, including the requirements for extending Credit, invoicing, collection, and write-offs.
General - IT
09.00.09
An effective incident response process helps ensure the secure operation of Brown University Information Technology Resources, minimizes the negative consequences of Information Security Incidents, and improves the institution’s ability to promptly restore operations affected by such Information Security Incidents. It further ensures Information Security Incidents are promptly reported to the appropriate officials, and that they are consistently and adequately managed.
This policy formalizes the requirements for reporting and responding to Information Security Incidents at Brown University.
Faculty, Students, Staff, University All, Other
Registrar
02.20.02
The purpose of this policy is to document how Brown University determines a Student’s state of residence.
Information Technology
09.00.07
Under the Digital Millennium Copyright Act (DMCA), Brown University is considered an “internet service provider” (ISP). This policy establishes the principles and responsibilities associated with the use of Brown University’s Information Technology Resources network systems in Brown University’s response to Copyright Infringement Takedown Notices under the DMCA and details the consequences for violating this policy.
Accounting
07.10.02
The purpose of this policy is to provide guidance on the proper disposition of surplus University property.
General - Advancement
03.00.02
The purpose of this policy is to establish the requirements for managing, maintaining, and administering the Brown University Donor Advised Fund (DAF) Program. Brown University (Brown) has authorized the establishment of a DAF Program. The following policy may be amended from time to time when it is deemed necessary or desirable by Brown.
General - Advancement
03.00.01
The purpose of this policy is to define how Brown University approves and administers requests for anonymity as it relates to gifts to the University.
University All, Visitors & Applicants, General Public, Other
Environmental Health and Safety
11.05.03
The purpose of this policy is to establish the requirements that every use of a UAS on or over University Property is in connection with a University Related Activity and is allowed by law and University policy; meets all conditions and limitations imposed by applicable law and University policy; is conducted safely, without harm or unreasonable risk of harm to persons and property; and respects personal and organizational privacy interests and does not inappropriately or illegally invade or diminish those privacy interests.
University All, Visitors & Applicants, General Public
UAS, research, drone, drones, camera, film
General - G&A
01.55.02
The purpose of this policy is to comply with the Drug-Free Schools and Communities Act of 1989. It establishes drug and alcohol standards of conduct, describes sanctions, details health risks, and relays drug and alcohol resources available to students and employees.
Workplace
08.15.04
dispensation, possession, distribution, controlled substance, drugs, drug, free, drug free, drugfree, pot, marijuana, cannabis
General - IT
09.00.04
Electronic Information is integral to the academic, research, administration, and other activities of Brown University. This policy establishes the guidelines, procedures, and authorizations under which Authorized Individuals at Brown University may Access Electronic Information and defines consequences of misconduct.
University All, Visitors & Applicants, General Public, Other
Privacy & Legal
01.50.03
The purpose of this policy is to memorialize Brown University’s established practice of defending and indemnifying a Qualified Employee acting in a Covered Role against lawsuits, claims and other proceedings brought against them individually or in their official capacities for acts or omissions in the course of serving in a Covered Role and the conditions for University approval.
Employment
08.10.06
This policy provides guidance to employees about their privileges and obligations with respect to their own employee files and guides the University regarding production and maintenance of employee files in the appropriate handling of those records.
The Work Number, salary, background, check, workday, file
Employment
08.15.05
help, ADA, disability, medical, condition, injury
Employment
02.10.01
The purpose of this policy is to document how Brown conducts employment and education verification on final candidates for appointments to the Faculty. It also establishes a limited reference check program for Associate and Full Professor appointments.
candidates, previous employer, associate, professor, application, background, disclose, candidate
Pre-Employment
08.05.06
The purpose of this policy is to comply with all laws and regulations related to verifying employment eligibility. As a federal contractor, Brown is an E-Verify employer.
University All, Visitors & Applicants
eligibility, e-verify, I-9, minor
Pre-Employment
08.05.07
The purpose of this policy is to clarify the special circumstances that apply when minors seek employment at Brown.
University All, Visitors & Applicants
minors, employment, internship, work permit, age
Workplace
08.15.02
This policy establishes the guidelines and reporting requirements for employment of relatives at Brown.
Family, spouse, domestic partner, child, sibling
Performance and Conduct
08.20.01
The Probationary Period provides an opportunity for the supervisor and employee to assess the employment relationship. The Probationary Period allows supervisors to oversee an employee’s work, offer advice to increase effectiveness, or dismiss the employee.
probation, appraisal, new hire, extension
Purchasing
Environmental impact should be considered in purchasing decisions, when appropriate.
Environmental Health and Safety
11.05.04
Brown University is committed to protecting the environment and maintaining a safe and healthy campus and workplace. Brown adheres to the following principles:
• Comply with applicable federal and state environmental and safety laws and regulations.
• Eliminate and/or control potential hazards to students, faculty, staff, visitors and the community.
• Require those who do business with Brown and those approved to use University facilities to perform activities in a manner that adheres to applicable environmental and safety laws, regulations, and University policies.
Accounting
The University has established an equipment capitalization policy in order to identify those items goods which will be treated as an expense in the University’s financial statements, and those items treated as an asset and depreciated over their useful lives. This policy exists to satisfy generally accepted accounting principles (GAAP), and the Federal Cost Principles for Educational Institutions (OMB Circular A-21), used in the management of federal grants and costs awarded to the University.
Employment
08.10.04
The purpose of this policy is to provide the duties and responsibilities for Brown University department heads and administrative staff regarding non-deferrable services and Essential Positions during Emergency and/or Administrative Closures.
Events & Guests
In keeping with Brown’s commitment to academic freedom and a spirit of free inquiry, all members of the Brown University campus community are free to advance and debate ideas, hold forums for discussion, and invite speakers of their choice to campus. These rights extend equally to all members of the campus community. This policy outlines the required protocol for events that have the potential for disruption (and therefore the potential for infringement on Brown’s commitment to academic freedom and free inquiry and/or threats to personal safety). It simultaneously guarantees the right of individuals and/or groups to dissent and even demonstrate in opposition in ways that treat others with respect and do not inhibit the expression or rights of others. The goal of the policy is to ensure that all voices can be heard.
University All, General Public
Employment
08.10.02
The purpose of this policy is to define how Exempt Staff at Brown University will be paid.
Accounts Payable
07.15.06
This policy states the requirements for Brown University faculty, staff, and students to be reimbursed for business-related expenses purchased with personal funds. These expenses can include, but are not limited to: travel, hospitality, and business-related purchases.
purchases, receipt, business, purpose, reimbursement, travel
Research Integrity
10.10.16
The purpose of this policy is to ensure compliance with Export Controls, to heighten awareness and understanding of export control laws and regulations and their application in a university setting, and to describe University Personnel compliance responsibilities and institutional resources.
Fundamental Research, Deemed Exports, EAR, ITAR, OFAC
Communications, Purchasing, Procurement
01.25.04
This policy sets forth rules regarding University Units’ use of vendors that are part of the External Marketing Services Designated Vendor Program (the Program) of approved external vendors that provide Marketing Services and are knowledgeable about web accessibility standards; privacy laws related to photographing or disseminating images of individuals; the use of Brown’s logo and trademarked identity; and other associated University policies. The Program provides a list of external (i.e., third-party) vendors that the Office of University Communications (OUC) has approved to provide Marketing Services to Brown Units. Vendors approved through the Program are alternatives to working with one of the University’s internal marketing communications teams.
Communications
01.25.01
This policy establishes the requirements for members of the Brown community to work with University-approved vendors for print projects sponsored by a Brown University academic or administrative unit, activity or program that meet the External Print Vendor Program criteria.
Academic Employment
02.10.05
The purpose of this policy is to establish how Brown assesses, reviews, and imposes certain disciplinary action in response to a report of a Faculty member’s possible violation of the University Code of Conduct, the Statement on Faculty Responsibilities, or any other applicable University policy or law. Such disciplinary action shall not include action taken by Department Chairs (including Program, Center and Institute Directors) in the normal course of academic operations, such as, but not limited to: teaching and course assignments, space and office allocations, departmental funding, committee assignments, and participation in departmental activities and operations. Members of the Faculty who believe such determinations or action have been unjustly taken may seek review from the Committee on Grievance and Procedural Integrity.
Leave and Absence
08.25.03
FMLA, RIPFML, child, health, Illness, military
Accounts Payable
07.15.07
The purpose of this policy is to state the requirements for providing fellowships to Brown University students and scholars, as well as researchers and scholars unaffiliated with Brown.
Faculty, Staff, Students, Visitors & Applicants
Registrar
02.20.01
The Family Educational Rights and Privacy Act of 1974 (FERPA) provides Students certain rights of access, privacy, and protection of Education Records. This policy provides information relating to the rights of Students under FERPA and Brown University’s policies and procedures when complying with FERPA
privacy, private, personal, records, student, PII, medical
Accounting
07.10.03
The purpose of this policy is to provide information to assist in budgeting fringe benefit costs for sponsored programs and other operating accounts chargeable for fringe benefits.
Gifts & Honors
01.15.01
Brown University strives to ensure that gifts are in amounts appropriate to carry out their specified use; that donor requirements and restrictions are acceptable to the University; that gifts are accepted and administered in a manner appropriate for a tax-exempt institution; and that the gifts enhance the reputation and standing of the University and do not compromise its mission. The purpose of this policy is to define the principles by which gifts will be accepted, repurposed, returned, or redirected, and the authority to do so on behalf of the University.
University All, Visitors & Applicants, General Public
gift, acceptance, accepting, returning, principles, donor
General - Advancement
03.00.03
The Brown University Gift Announcement Policy establishes requirements that ensure public announcements of philanthropic gifts to Brown align with established University protocols and policies for gift acceptance and reflect Brown’s principles for accepting gifts in support of its educational and research mission. This policy establishes that the final decision about a Public Announcement for any Gift to Brown will be made by the Division of Advancement in consultation with Brown’s central Office of University Communications.
Accounts Payable
07.15.04
This policy states the circumstances under which Gift Cards may be purchased and distributed, as well as the tax implications for recipients.
Accounts Payable
07.15.08
The purpose of this policy is to state the requirements for using University funds to purchase and give Gifts to and make Donations on behalf of faculty, staff, and students, as well as volunteers and others outside of the University.
Conduct & Standards
12.05.01
This policy prohibits Hazing at Brown University (the University).
University All, Visitors & Applicants
Employment
08.10.10
This policy sets forth the responsibilities of Brown University’s (the “Employer”) self-funded group health plans for notification of breaches of unsecured protected health information in accordance with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).
Employment
08.10.09
This policy sets forth the responsibilities of Brown University’s (the “Employer”) self-funded group health plans to protect the privacy of the plans’ protected health information in accordance with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the plans’ policies on the use and disclosure of protected health information, and the plans’ policies on participant rights with respect to protected health information.
Employment
08.10.11
This policy sets forth the responsibilities Brown University’s (the “Employer”) self-funded group health plans to implement various security measures with respect to the plans’ electronic protected health information in accordance with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).
Pre-Employment
08.05.02
The purpose of this policy is to establish Brown’s hiring practices. Brown University encourages applications from a diverse Candidate pool, conducts fair and equitable recruitment processes and hires the best qualified Candidates for staff positions.
hiring, staff, position, employment, recruiting
Leave and Absence
08.25.01
Brown University provides eligible staff with paid time off to observe holidays.
Floating holiday, religious, election
Accounts Payable
07.15.09
The purpose of this policy is to define the circumstances under which honoraria may be paid.
Faculty, Staff, Visitors & Applicants
Research Integrity
10.10.04
This Policy defines who is eligible to serve as a Principal Investigator (“PI”) on an Institutional Review Board Authorization Agreement (“IAA”), or an Exempt, Expedited, or Full Board human subjects research study that has been granted exemption (hereafter referred to as “approved”) by the Brown University Human Research Protection Program (“HRPP”) or that has been approved by the Brown University Institutional Review Board (“Brown IRB”).
Exceptions Process, Medical Students, Undergraduate Students, Hospital-Based Faculty, Faculty Advisors
Communications
01.25.03
This policy establishes standards for the use of still or motion images, whether print or digital, containing identifiable individuals in Brown communications for Marketing or Promotional Purposes, in accordance with state and federal privacy laws.
Prospective Student Athlete
04.10.01
This policy governs measures to be taken so as to ensure the integrity of Prospective Student Athletes (PSAs) supported in the University Admission process through verification of participation on a high school and/or club team prior to the Office of Admission rendering a decision on the PSA.
University All, Visitors & Applicants
General - IT
09.00.08
Maintaining the security, confidentiality, integrity, and availability of Brown University Information Technology Resources and the Data contained within such resources is a responsibility shared by all users of those resources. This policy sets forth the requirements for managing and protecting Brown Information Technology Resources and the Data contained within such resources.
Faculty, Staff, Students, Other
Research Integrity
10.10.38
The purpose of this policy is to provide the requirements and parameters with respect to the retirement of Non-Human Primates (NHPs) that have been used for research at Brown University (Brown NHPs).
Research Integrity
10.10.42
The purpose of this policy is to provide requirements and parameters for the adoption of animals that have been involved in or intended for research at Brown University (Brown research animals).
Research Integrity
10.10.02
This Policy describes when Institutional Review Board (IRB) members or consultants engaged by the IRB have a Conflict of Interest; sets forth the procedures that must be followed for disclosure, recusal, and exclusion; and governs IRB review of research when an IRB member has or may have a Conflict of Interest. Federal regulations do not permit IRB members or consultants of the IRB to participate in the review of research in which they have a conflicting interest, except to provide information requested by the IRB. This requirement helps to ensure that financial or other interests do not compromise the rights and welfare of human research subjects.
IRB, recusal, conflict of interest, IRB Consultant, financial, non-financial conflict of interest
Research Integrity
10.10.24
The Brown University Human Research Protection Program (HRPP) and Institutional Review Board (IRB) require that individuals responsible for the conduct of human subjects research activities under a Brown HRPP or Brown IRB approved human research application receive appropriate education and training to ensure the protection of human research participants. The purpose of this policy is to define the required education and training requirements.
Research Integrity
10.10.27
The purpose of this policy is to describe the process and responsibilities for reporting and reviewing events that meet reporting criteria and occur in the context of a human subjects research study approved by the Brown University Institutional Review Board (IRB) or Human Research Protection Program (HRPP).
Information for Suppliers, Procurement
07.30.02
This policy sets the minimum coverage levels for specific types of insurance that Suppliers of goods and services must maintain. Suppliers, at their own cost and expense, must obtain and maintain in force during the term of their work for Brown University, the insurance coverage listed below.
Faculty, Staff, Students, General Public, University All
liability, automobile, workers comp, cyber, environmental, liquor, beer, wine
Pre-Employment
08.05.03
This policy provides for the reimbursement of expenses for candidates traveling at least 100 miles one way, to interview for full-time, exempt and non-exempt staff positions, which have been advertised.
Interview, Reimbursement, Candidate, Hire, Expenses
Events & Guests, Students
01.60.01
University All, Visitors & Applicants, Other
guest speaker, invited speaker, visitor, short-term visitor
Separation
08.30.02
This policy governs situations regarding Employee Notice (notice) or separation pay to a staff employee whose employment has been terminated. It also provides a schedule regarding separation pay to a staff employee whose employment with the University has been terminated (except for layoff or reduction in force).
termination, separation pay, notice period, fired
Environmental Health and Safety
11.05.01
lab, hazardous, decommissioning, decontaminated, research, workshop
Leave and Absence
08.25.02
Brown University supports employees in need of requesting extended time out of work for medical and personal reasons. This policy explains the various leave of absence types available to staff.
Medical, Personal, Parental, Administrative, Special
Privacy & Legal
01.50.01
The purpose of this policy is to set forth the procedures that the University will follow when records must be preserved, and the obligations of University employees to preserve records in these circumstances.
Research Integrity
10.10.39
The purpose of this policy is to maintain the integrity of Research conducted at or under the auspices of Brown University. This policy establishes the University’s compliance framework for the requirements set forth in section 10632 of the CHIPS and Science Act of 2022, Pub. L. No. 117-167, 136 Stat. 1366 (codified at 42 U.S.C. § 19232) related to participation in Malign Foreign Talent Recruitment Programs.
Accounting
The University has established this policy to provide guidelines governing the management of restricted gifts which include endowment and current-use gifts.
Pre-Employment
08.05.08
Brown University will cover the cost of Reasonable Moving Expenses associated with moving household and personal effects for eligible Newly Hired faculty and staff.
household, relocation, packing, move
Gifts & Honors
01.15.02
The purpose of this policy is to define how Brown University manages and approves proposals for the naming or renaming of a University building, space, program, or position in honor of a donor, individual, organization or entity.
donate, naming, renaming, legacy, facility, gifts
Employment
08.10.03
The purpose of this policy is to define how Non-Exempt Staff at Brown University will be paid.
Workplace
8.15.06
This policy supports the mission of the University by establishing an environment free from bias, conflict, or inequitable treatment and the pursuit of academic freedom and research. Additionally, this policy serves to uphold the University’s high standards of professional and ethical conduct, specifically with respect to interpersonal relationships.
Workplace
08.15.07
Brown prohibits Retaliation against employees who make Good Faith Reports of potential violations of laws, regulations, or a University policy. The University recognizes that employees who report violations must be free from fear of Retaliation in support of the University’s mission.
reprisal, report, hotline, concern, whistleblower
Workplace
08.15.03
The purpose of this policy is to inform employees about the University's prohibition to soliciting or distributing materials on University premises during work time to avoid disruption of business operations.
Discrimination & Harassment
01.45.03
The purpose of this policy is to affirm Brown University’s (“the University”) commitment to creating an environment that is free of Discrimination and Harassment based on a person’s membership in a Protected Class and to ensure compliance with applicable federal and state laws that prohibit such conduct.
University All, Visitors & Applicants, Other
non-discrimination, non, harassment, bias, equal, race, color, religion, sex, age, national, ethnic, disability, veteran, sexual, orientation, identity, gender, expression, caste, OECR
Workplace
08.15.01
Brown University recognizes the health and well-being of employees and their infant children
providing a workplace that supports the decision of an employee to breastfeed.
Lactation, nursing, workplace, break, parents, mother
Residential Life
12.10.01
Residential college life is a critical component of the Brown educational experience. This policy reaffirms a long-standing institutional requirement that undergraduate students must have a housing assignment in an On-Campus Residence Hall for every semester of enrollment until they have reached semester level 07.
Academic
02.15.02
The purpose of this policy is to advance scholarship and learning through facilitating Open Access to the content of Scholarly Journal Articles produced by Brown University faculty.
Open, scholarly, journal, articles, publish
Research Integrity, Sponsored Projects
10.10.41
Brown University is committed to preserving and protecting the freedom of research and to maintaining a teaching and research environment that is open and that promotes the free exchange of research results.
mission, open, contract, grant, freedom, publication, citizen
Pre-Employment
08.05.04
Brown University (the “University”) appreciates that, as an educational institution, its mission includes providing individuals with opportunities to gain practical experience outside of the classroom. This policy provides guidance for paid internship opportunities at the University, which are a shared responsibility of University Human Resources and the department hiring paid interns
Internship; Paid; Experience; Opportunity; Hiring
Leave and Absence
8.25.04
Vacation, Sick, Safe, Jury, bereavement, military, Religious
Intellectual Property
10.20.01
Brown University’s Patent and Invention Policy is intended to further the University’s central missions of education and the production, preservation, and dissemination of knowledge. The Policy is designed to maintain the University’s general philosophy regarding the open dissemination of research results and the encouragement of research and scholarship without regard to potential financial gain, while recognizing that commercialization of intellectual property related to certain research is a means to achieve the maximum benefit to society. The Policy aims to assure faculty, students, and staff of fair treatment and appropriate sharing in financial return related to intellectual property.
Ownership, Consulting, Licensing, Royalties, Covered Individuals
Payroll
07.40.02
This policy sets forth the requirements for Unclaimed Paychecks and Stale-Dated Paychecks.
Accounts Payable
This policy states the requirements for paying foreign national visitors and suppliers, including: Visiting professors, teachers, researchers, scientists, guest speakers, as well as other types of independent contractor arrangements.
If you have specific questions about the immigration categories/visas relating to international scholars, contact the Office of International Student & Scholar Services (OISSS).
University All, Visitors & Applicants
Accounts Payable
This policy states how to appropriately pay visiting researchers/scholars.
Researchers/scholars unaffiliated with Brown may receive funding for living expenses and research travel. This policy is intended to clarify when payments to researchers/scholars should be treated as gross income and when the payments are subject to tax withholding. It also clarifies when a researcher/scholar unaffiliated with Brown may receive a reimbursement for bona fide University business expenses that the individual incurred on Brown’s behalf.
This policy applies to all schools, departments, and source of funds.
University All, Visitors & Applicants
Finance Operations, Payroll
POL 07.40.03
Payroll
07.40.01
This policy sets forth requirements for resolving underpayments and overpayments to faculty, staff, and students.
Performance and Conduct
08.20.02
The purpose of this policy is to provide guidance for managing work performance and conduct beyond the annual performance appraisal and annual performance goal-setting process. These steps are not intended to apply to every situation. Instead, the steps are intended to establish expectations to support supervisors and staff to understand performance expectations.
UHR, probation, warning, improvement
Accounting
This policy states the requirements for requesting, maintaining, and closing a petty cash account.
Purchasing
The purpose of this policy is to provide criteria for engaging and paying consultants including independent contractors (External Service Providers) who provide professional services (including consulting services) to the University in a manner that complies with federal, state and University regulations.
To Whom the Policy Applies
This policy applies to anyone wishing to contract for professional/consulting services on behalf of the University regardless of the source of funds. This policy supersedes all previous versions of this policy. A department intending to engage an External Service Provider as a consultant must follow University contracting procedures prior to the start of any work or performance of services.
Conflict of Interest
01.10.02
This policy sets forth Brown’s approach to identifying, evaluating, managing, and eliminating actual and potential Institutional Conflicts of Interest (ICOIs).
ICOI, Conflict, Interest, Official, COI, COIC
Athletics Compliance
04.05.01
This policy specifies the protocols and associated responsibilities required to implement the NCAA Board of Governor’s Policy on Campus Sexual Violence.
Staff, Students, Visitors & Applicants
sport, sports, conference, ivy
Research Integrity
10.10.37
The purpose of this policy is to ensure all Live-Vertebrate Animal research, teaching, or testing at Brown University (University) is conducted in a manner that is compliant with applicable federal, state and institutional requirements.
Environmental Health and Safety
11.05.02
This policy defines when and under what conditions Minors are allowed to enter Brown University
research laboratories, laboratory support spaces, workshops, art studios and teaching laboratories
(individually a “Laboratory” and collectively the “Laboratories”).
Academic Employment
02.10.02
The purpose of this policy is to establish the rules and requirements for Outside Professional Activities, in accordance with all applicable University policies and procedures.
Policy Management
01.30.01
For the effective and orderly administration of Brown University, this Policy on Policies is established to govern the adoption, revision and publication of Brown University Policies.
University All, General Public
format, approval, coordination, criteria, updating, Comprehensive Policy Review, CPR, pop
Research Integrity
10.10.19
Research Integrity
10.10.25
This policy describes the expectations and responsibilities of Research Personnel regarding the Recruitment process of Human Subjects for research studies. In accordance with The Belmont Report, Research Personnel must respect an individual’s reasonable expectation for Privacy and Confidentiality when gathering information about a potential participant and determining who will invite an individual to participate in research. This policy ensures the equitable Recruitment of potential research participants by providing information regarding appropriate methods and mechanisms for recruiting research volunteers.
Research Integrity
10.10.06
The purpose of this policy is to ensure that all human embryonic stem cell (hESC) research conducted at or funded by Brown University (“Brown” or “University”) is conducted in an ethical manner. The Embryonic Stem Cell Research Oversight (ESCRO) Committee shall have the authority to review and approve, disapprove, or require modifications to any project involving the derivation or use of hESCs.
ESCRO, transplantation, derivation, provenance, NAS Guidelines
Events & Guests
01.60.02
The purpose of this policy is to define the requirements for external third-party organizations to use campus space for events, programs or activities.
Faculty, Staff, Students, Other
Governance and Administration
01.20.02
The purpose of this policy is to specify permitted use and restrictions of University facilities and resources for politically-related activity on campus by students and employees. The University supports campus-based activities and programs that enhance the individual capacity of faculty, staff and students to fulfill their rights. However, violation of IRS regulations could have serious ramifications for the University, including loss of its tax-exempt status.
Conflict, Campaign, Lobbying, Candidate, Fundraising, Nonpartisan, party
Separation
08.30.01
This policy governs situations where employee(s) are impacted by a position elimination or reduction in force (i.e., layoff). It states the circumstances that govern Severance Pay eligibility when an employee is impacted by a reduction in force. In addition, this policy provides a schedule for Severance Pay to impacted employee(s).
comparable position, termination, fired
Accounting
This Post-Issuance Compliance Policies and Procedures (this "Policy and Procedures") sets forth specific policies and procedures of Brown University (the "University") designed to ensure the University complies with applicable provisions of the Internal Revenue Code of 1986, as amended (the "Code") and the regulations promulgated thereunder (the "Treasury Regulations") applicable to tax-exempt bonds (the "Bonds") issued to finance University facilities.
It is the University’s policy to fulfill all requirements that must be satisfied subsequent to the issuance of Bonds in order that interest on such obligations be, or continue to be, or would be but for certain provisions of the Code, excludable from gross income for federal income tax purposes.
It is the University's policy to comply with all applicable laws, regulations and contracts applicable to Bonds, including all Applicable Federal Law, to ensure that interest on the Bonds remains exempt from federal income tax. Unless otherwise approved by the University’s legal counsel, the University shall comply with the guidelines with respect to management contracts set forth in Revenue Procedure 97-13 and the guidelines with respect to research agreements set forth in Revenue Procedure 2007-47, as the same may be amended and supplemented from time to time.
Pre-Employment
08.05.01
The purpose of this policy is to define the University’s policy that ensures candidates are accurately represented to the University and no potential or actual conflict of interest exists to hire an employee.
Staff, Visitors & Applicants, General Public
reference, background, check, screening, pre-employment, pre employment, pre-hire, pre hire
Discrimination & Harassment
01.45.04
The purpose of this Pregnancy Policy (“Policy”) is to advance Brown University’s (“Brown” or “the University”) goal of maintaining a living, learning, and working environment that respects the rights of individuals experiencing Pregnancy or Related Conditions, and which is free of sex-based discrimination, including discrimination based on Pregnancy or Related Conditions, Parental Status, Family Status, and/or Marital Status.
baby, child, sex, Title, OECR
Sponsored Projects
10.15.01
The purpose of this policy is to establish the eligibility requirements for an individual to serve as a Principal Investigator (PI) on an externally sponsored project at Brown University and to ensure that sponsored projects are conducted by those who have the requisite training, skill, commitment, and resources, as well as the appropriate relationship to the University.
professor, sponsor, design, execute, externally sponsored project, programmatic, scientific, technical
Privacy & Legal
01.50.02
This policy affirms Brown University’s (the University’s) commitment to ensuring that the privacy of Personal Information collected from and about its applicants, students, faculty, staff, donors, contractors, program participants, those who use its systems, tools and platforms, and others is respected. The University protects the privacy of Personal Information within its control in a manner consistent with applicable laws, regulations, and University policies.
University All, Visitors & Applicants, Other
privacy, private, PII, security, legal, personal, information
Accounts Payable
07.15.11
The purpose of this policy is to define when and what types of prizes are permitted to be given and the tax implications thereof to ensure the University is in compliance with federal and state tax laws and regulations.
prize, raffle, recognition, achievement, award, win
Employment
08.10.08
The University is committed to providing professional development for all staff members. The purpose of this policy is to ensure Brown University’s professional development resources are used to support the development of staff members.
Workday Learning, RIHETC, course, class
General - G&A
01.55.03
University All, Visitors & Applicants, General Public
freedom, belief, speech, press, assembly, political, petition, green, picket, sign, banner, post
Arts
02.40.02
The purpose of this policy is to provide clear standards and expectations for the growth, care, and use of the Brown University Public Art Collection, including the review, acquisition, acceptance, siting, maintenance and deaccessioning of public art.
Faculty, Staff, Students, Other
Communications
01.25.02
The purpose of this policy is to affirm the values and standards for issuing institutional Public Statements on local, regional, global or national events, activities or issues originating beyond Brown University, and to provide guidance for the Brown community regarding protocols when Schools, Academic Units or Administrative Units within the University have an interest in issuing School or Unit-level messages on such activities, issues or events.
Faculty, Staff, Students, University All, Visitors & Applicants, Other
candidate, opinion, view, news, post, media, academic, freedom, statement
Information for Suppliers
An official Purchase Order is the legal document that governs transactions and properly protects the department and University. The terms and conditions specify each party's rights and obligations.
University All, General Public
Accounts Payable
07.15.12
The purpose of this policy is to establish the requirements to be issued and the responsibilities of using a University-issued credit card.
P-Card, P Card, p-card, p card, credit, charge
Accounts Payable
07.15.05
The purpose of this policy is to establish the requirements for holding a Raffle at Brown University.
Library
02.15.01
The purpose of this policy is to define how the Brown University Library re-evaluates and reappraises materials, and deaccessions them when deemed appropriate.
Library, Donor, Repatriation, Return, Gift
Research Integrity
10.10.01
The purpose of this Policy is to establish the expectations of Brown University (“Brown” or “University”) with respect to the management, sharing, and retention of Research Data and Research Materials for projects conducted at the University, or with University resources, monetary or otherwise. As sponsors’ and publishers’ expectations of data sharing continue to evolve, so too must Brown researchers’ practices and commitment to ensuring transparency and replicability of research findings. As recipients of sponsored awards and stewards of public trust, Brown, its researchers, and other Brown personnel have responsibilities and rights concerning access, use, sharing, and maintenance of Research Data. Ultimately, any Research Data and Research Materials generated Brown researchers using University resources are owned by and therefore the responsibility of the University.
data, research data, research materials, data management, data sharing, data retention
Academic Employment
02.10.03
The purpose of this policy is to establish the rules and requirements followed by Brown University in granting sabbatical leave to members of the faculty.
General - IT
09.00.02
The use of desktops, laptops, mobile, and other Endpoint Devices (hereafter referred to as Endpoint Devices) are integral to a modern working environment. Many Endpoint Devices are increasingly mobile, which significantly increases the risk to the security of Brown University data both contained on and accessed by these devices. This policy addresses that risk by establishing the responsibilities of both Users and the Office of Information Technology (OIT) to maintain the security of University data that is stored, accessed, or transmitted via Endpoint Devices.
University All, Visitors & Applicants, Other
Discrimination & Harassment
01.45.01
This policy prohibits Sexual Harassment, Gender-Based Harassment, Sexual Assault, Dating Violence, Domestic Violence, and Stalking, in addition to Sexual Exploitation and the Provision of Alcohol and/or Other Drugs for Purposes of Prohibited Conduct. This policy also prohibits Retaliation against an individual for making a Report of conduct prohibited under this policy or for participating in an investigation of an alleged violation of this policy.
University All, Visitors & Applicants
Sex, Assault, conduct, trauma, dating, OECR
Environmental Health and Safety
General - IT
09.00.05
The Sponsored ID program provides limited access and services to approved Brown University partners, collaborators and vendors, who do not otherwise receive access to Brown University resources or formal Brown University credentials. This Sponsored ID Management Policy (Policy) defines requirements for requesting and management of Sponsored ID identities.
University All, Visitors & Applicants, Other
identity, services, ID, IDs, guest, visitor
General
07.25.01
Departments may reallocate funding from unspent budgeted staff positions to support compensation needs within their units.
Financial Services
07.55.01
The purpose of this policy is to establish the proper handling of transactions and reporting related to the student account.
Conduct & Standards
12.05.04
The purpose of this policy is to establish the University’s requirements and restrictions regarding alcohol and drug-use by students, both on and off campus, in accordance with Brown’s mission and federal, state, and local laws.
Student Services
12.15.02
The purpose of this policy is to establish Brown’s commitment to providing optional Student Dental and Vision Insurance policies through a local carrier.
Student Services
12.15.01
The purpose of this policy is to ensure students have adequate health insurance.
General - Academic, Research Integrity, Students
02.05.01
The purpose of this policy is to reduce survey fatigue amongst students, advise on and ensure data quality, protect individuals, and ensure a positive survey experience at Brown.
Faculty, Students, Staff, Other
research, feedback, sample, study
Athletics Compliance, Code of Conduct
04.05.02
The purpose of this policy (Code) is to outline conduct requirements of Varsity Student-Athletes and to establish the Division of Athletics and Recreation’s (Athletics and Recreation) authority regarding conduct-related matters as they relate to varsity sport participation. This policy complements the Code of Student Conduct and supports holistic student-athlete development by approaching conduct through an educational, rehabilitative and discipline lens when appropriate.
Procurement, Code of Conduct
07.05.03
The purpose of this policy is to emphasize the University’s commitment to ethical conduct and compliance laws and to set forth basic standards of ethical, socially responsible, and legal behavior.
Information for Suppliers
07.30.01
The purpose of this policy is to establish the requirement for Supplier registration.
Research and Sponsored Activities, Research Integrity
10.10.28
belmont report, Power Differential, Informed Consent, Blinding, Therapeutic Misconception
Discrimination & Harassment
01.45.02
This policy prohibits Sexual Harassment, Sexual Assault, Dating Violence, Domestic Violence, and Stalking, in addition to Retaliation against an individual for making a Report of conduct prohibited under this policy or for participating in an investigation of an alleged violation of this policy. It also defines Prohibited Intimate Relationships between individuals where one individual has power or authority over another which could create a hostile environment.
Relationship, Intimate, Partner, Violence, Dating, Consent, Title IX, OECR, TIX
Travel
07.50.01
The purpose of this policy is to establish the circumstances under which Brown University may provide travel advances and the associated requirements.
up front, per diem, request, advance,
Finance Operations, Travel
POL 07.50.03
travel card "travel card", credit, card, expense, reimbursement, payment, travel
Travel
07.50.02
The purpose of this policy is to establish the principles, requirements, and responsibilities for conducting University-related travel, both domestic and international, in a manner that supports traveler safety, mitigates financial risk, complies with applicable regulations (including federal, state, and international), promotes environmental sustainability, and fosters prudent use of University resources.
Export, hotel, flight, lodging, car, train, upgrade, per diem, expense, advance, visitor, meal
General - G&A
01.55.01
University All, Visitors & Applicants, Other
report, helpline, concern, complaint, grievance, tip
Code of Conduct
01.05.01
Brown University is an institution of higher education dedicated to the highest ethical standards in pursuit of its mission. The Code of Conduct (Code) is a shared statement of the individual and collective commitment of members of the Brown community to upholding the ethical, professional and legal standards we use as the basis for our daily and long-term decision-making and actions.
University All, Visitors & Applicants, Other
code, violence, respect, ethical, ethics, standard, integrity, honesty, fairness
Conduct & Standards
12.05.05
The purpose of this policy is to state the requirements for the reservation and use of University Green Spaces.
main, quiet, reservation, grass, quad
Communications, Conduct & Standards
12.05.02
Brown University encourages free expression and protects academic freedom, which are central principles to the mission of higher education. Brown community members express their views and opinions in multiple mediums. This Policy sets forth the criteria and responsibilities for the temporary display of Posters and Banners on campus and other Brown property by student organizations, departments, and centers.
University All, General Public, Visitors & Applicants, Other
protest, expression, opinion, post, chalking, boards, fliers, political, advocacy, advertising, advertise
Pre-Employment
08.05.05
Brown University (the University) appreciates that, as an educational institution, its mission includes providing individuals with opportunities to gain practical experience outside of the classroom. This policy provides guidance for unpaid internship and volunteer opportunities at the University, which are shared responsibilities of University Human Resources (UHR) and the department sponsoring unpaid interns and volunteers.
Internship; Unpaid; Volunteer; Experience; Opportunity
Communications
The Brown University Visual Identity Policy and Strategy establishes the approved visual elements that represent the University. Brown officially adopted its current visual identity after significant study in 2003. Creating a formal policy for University identification included updating the Coat of Arms that has been part of the University’s seal since 1834 and adding the Brown name to more clearly and consistently identify the University.
The latest update of the “Brown Visual Identity Policy and Strategy,” formally launched for the 2016-17 academic year, has continued the evolution of standards for clarifying use of the identity in communications that include print and a broad spectrum of digital media.
The identity standards represent the approved visual elements of Brown’s identity, how to use them, in what media and when. Given the evolving nature of multimedia communications, cases may arise that are not covered by the policy and strategy.
Graphic designers, licensees and individuals producing communications or products for or on behalf of Brown employees, units, programs or initiatives are expected to follow the policy.
University All, Visitors & Applicants, General Public
Separation
08.30.03
This policy governs situations when an employee gives notice of resignation or retirement to the University.
Resignation, Retirement, offboarding, Exit Interview
Finance Operations, Payroll
POL 07.40.04
Garnishment 'court order'
Public Safety
This policy is intended to identify those lethal and nonlethal instruments that are to be prohibited from University property.
Employment
08.10.01
The purpose of this policy is to define the University’s standard work hours, including Summer Hours and Winter Break.
work hours, summer hours, winter break, breaks, closure
General
07.25.02
The purpose of this policy is to provide the standardized framework for investing the Working Capital of the University.
Information for Suppliers, Code of Conduct
Suppliers who manufacture and/or sell items imprinted with Brown University indicia (to the public, Brown University departments, or student organizations) are required to be licensed by the University. Licensees operate under specific guidelines; all products and designs must be approved by the University designated partner, Learfield Licensing Partners, the items must include an "officially licensed" hangtag or label, and royalty reports must be submitted on a regular basis. Licensees must also agree to the University’s Supplier Code of Conduct for Licensees.
Learfield Licensing Partners can verify that the department's choice of supplier is licensed by the University. Licensed suppliers can be found on their website: http://lrgusa.com/licensing/vendor-list/. If the supplier is not licensed, Learfiled Licensing Partners can assist the supplier in becoming licensed or provide the department with a list of licensed suppliers. Creation, adoption and use of any Brown University indicia must conform to approved standards as authorized by the University.
General Public, University All
Workplace, Public Safety
The University is committed to maximizing workplace safety, providing instructions covering safe working procedures, and making available special equipment to protect employees against known hazards.
Workplace, Public Safety
Brown University requires the commitment of all employees to promote a safe environment. As a concerned community, it is our collective responsibility to report acts of intimidation or violence. The University is committed to working with its employees to maintain a work environment free from violence, threats of violence, harassment, intimidation, stalking, domestic violence, and other disruptive behavior. While this kind of conduct is not pervasive at our university, no institution is immune. Every place of work will be affected by disruptive behavior at one time or another.