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
Faculty, Staff, Students
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
University All, Visitors & Applicants, General Public, Other
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.
Financial Services
Faculty, Staff, Students
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
University All, Visitors & Applicants
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.
Accounts Payable
Faculty, Staff, Students
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.
Accounts Payable
Faculty, Staff
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
Staff, Students, Faculty
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.
Academic Employment
Faculty, Staff
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
Faculty, Staff, Students, Other
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.
Communications
University All, Other
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
University All, Visitors & Applicants, General Public
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.
Accounts Payable
University All
07.15.03
The purpose of this policy is to state the requirements for the reimbursement of Business Meals and Hospitality Expenses.
Arts
Faculty, Staff, Students, Other
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.
Capital Projects
Faculty, Staff, Other
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
University All
07.55.02
The purpose of this policy is to establish the requirements for proper Cash and check handling by departments.
General - IT
University All
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.
Financial Services, Code of Conduct
Staff
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
Students
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.
Communications
University All
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
University All
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
Faculty, Staff
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.
Conflict of Interest, Gifts & Honors
University All, Faculty, Staff, Students, Visitors & Applicants, General Public
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.
Conflict of Interest, Research Integrity
University All
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).
Intellectual Property
University All
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.
Discrimination & Harassment
University All, Visitors & Applicants, General Public
Financial Services
Staff
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
Faculty, Students, Staff, University All, Other
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.
Registrar
Faculty, Staff, Students
02.20.02
The purpose of this policy is to document how Brown University determines a Student’s state of residence.
Information Technology
University All
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
Faculty, Staff
07.10.02
The purpose of this policy is to provide guidance on the proper disposition of surplus University property.
General - Advancement
Staff
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
University All, Visitors & Applicants, General Public, Other
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.
Environmental Health and Safety
University All, Visitors & Applicants, General Public
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.
General - G&A
Faculty, Staff, Students
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
University All
08.15.04
General - IT
University All, Visitors & Applicants, General Public, Other
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.
Privacy & Legal
Faculty, Staff, Students
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
Staff, Students
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.
Employment
University All
08.15.05
Employment
Faculty
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.
Pre-Employment
University All, Visitors & Applicants
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.
Pre-Employment
University All, Visitors & Applicants
08.05.07
The purpose of this policy is to clarify the special circumstances that apply when minors seek employment at Brown.
Workplace
Staff
08.15.02
This policy establishes the guidelines and reporting requirements for employment of relatives at Brown.
Performance and Conduct
Staff
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.
Purchasing
Faculty, Staff, Students
Environmental impact should be considered in purchasing decisions, when appropriate.
Environmental Health and Safety
University All, Other
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
Faculty, Staff
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.