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.
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.
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.
This policy states the University’s position on the usage of alcoholic beverages.
Brown University often uses still and motion images of academic activities and campus life to promote the University and to advance the University’s educational objectives. Brown’s Image Use Policy establishes standards for use of still or motion images in Brown communications that include recognizable individuals in these images. Brown University is subject to state and federal laws regarding privacy that require permissions for images highlighting individuals for marketing or promotional purposes.
In order to display images in Brown print or digital communications, the unit hosting that communication must have permission from the people who are highlighted in the photograph or video if the photograph meets the standards of being used for marketing or promotional use. Brown or the unit also must own copyright of the images, and/or have an agreement with the photographer that allows use of the image.
Permission to incorporate a produced work (for example, consent to use a photo) is distinct from image-use permission (consent from the person in the photo) and is additionally subject to Brown's policies for Copyright and Fair Use.
This policy exists to set minimum coverage levels of specific types of insurance by University suppliers of goods and services. Suppliers, at their own cost and expense, shall obtain and maintain in force during the term of their work for Brown University, the insurance coverage listed below.
The Brown University name and logo are registered trademarks of Brown University. The Brown Name Use Policy outlines rules for the use of the institution's name and likeness for the internal campus community and external individuals and organizations.
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.
This policy states the requirements for business meal and hospitality expense reimbursements.
When using University funds or requesting a reimbursement from University funds, documentation of a clear business purpose is required so that an approver, reviewer and /or auditor may reasonably conclude and agree that the expenditure is an appropriate business expense.
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.
The Brown University policy on competitive bids provides guidance to ensure that all procurement activity meets applicable regulatory requirements and that the University maintains a competitive sourcing environment.
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.
Brown has a Designated Vendor Program to provide creative choice for offices and departments across campus that work with external vendors for various marketing communications needs, while also ensuring Brown meets federal requirements and other regulations related to marketing communications.
The Designated Vendor Program (DVP) responds to the growing need that universities maintain safeguards to ensure that marketing projects are completed only by vendors knowledgeable about laws governing areas such as accessibility, privacy and copyright. This policy establishes a pool of approved vendors that 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 purpose of this policy is to provide guidance on the proper disposition of surplus University property.
The University provides staff with an Employment Identification Card (Brown Card). Employees with valid Brown Cards are entitled to use a variety of campus services.
Environmental impact should be considered in purchasing decisions, when appropriate.
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.
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.
Expense reimbursement is a method for paying employees back when they spend their own money on business-related expenses. These expenses include travel, hospitality, and small business related purchases.
This policy states the requirements for paying fellowships to Brown University students and scholars.
The University uses employee fringe benefit rates to recover the actual cost of employee benefits from individual funding sources. The rate concept is to match a similar group of employees with the benefits provided to that group. While on an individual basis, an employee may not participate in all benefits, the use of benefit rates serves to apply an average percentage to all employees within the same group. Since these rates are applied to University grants and contracts, they are subject to annual audit by the Federal Government.