Recently Updated Policies

Relocating Employees
August 10, 2019

Comprehensive Review:

  • Employees must be hired and work for more than 12 months
  • Moving allowances are negotiated at time the position is being offered
    • Must be included in the offer letter
    • Should not exceed one month’s salary
  • Employees who are terminated or resign within their first 12 months may have to reimburse the University for the moving allowance
  • Moving allowances must be paid as a lump sum, by the department through payroll, once the new employee is on payroll
Paid Medical Leave and Disability Benefits for Faculty and Academic Professional and Administrative Employees
August 8, 2019

Comprehensive Review.

  1. Provides links to disability program, and new definitions to be consistent with changes in law regarding definition of spouse.
  2. Includes minor updates to FAQ and procedure for clarity.
  3. Eliminates paragraph regarding “Wellness Program”.
  4. Clarifies that if leave exceeds 10 days, employee must provide documentation to disability vendor; unit administrator/supervisor responsibility is to track the leave.
Holds on Records and Registration: Twin Cities, Crookston, Morris, Rochester
July 2, 2019

This policy applies to undergraduate students and was modified to:
1. Clarify language regarding who can place and remove holds from student records.
2. Improve organization by removing duplicative language and explain the impact of holds at the beginning of the policy.
3. Add FAQs to address concerns that students need more information on how to learn about holds or resolve holds.

Withholding Diplomas and Official Transcripts from Students
July 2, 2019

Comprehensive Review:

  1. Minor language changes for readability
  2. Update FAQ to reflect current system (MyU) and better address questions raised during consultation
  3. Retire outdated procedure
Acquiring and Use of the U Card
July 1, 2019

Comprehensive Review: Updated content to match current practices. This included clarifying eligibility, access and requirements. Additional information was added to clarify building access policies and procedures.

Class Scheduling: Twin Cities, Crookston, Morris, Rochester
June 27, 2019

• Added standard schedule and class periods for Crookston, Morris and Rochester.
• Added an appendix that converted standard schedule text to charts for each campus
• Twin Cities combined ‘B’ and ‘C’ standard class times for clarity
• Twin Cities clarified standard scheduling rules by converting text into a chart
Providing clarity of the standard schedules for each campus that previously were not documented in the policy. Adding the appendix improves communication of standard class times.

Using the University Travel Card
June 19, 2019

New Policy

  1. Switches from an individual liability card (American Express) to corporate liability card (US Bank)
    • UMN pays the bill each month
  2. Establishes the parameters for using the card.
  • 60 days to reconcile and submit expenses for approval
  • Receipts required for purchase more than $25
  • Allow alcohol (only on non-sponsored private funds)
  • Chief Financial Managers may require the use of a travel card for their campus, college, or vice presidential unit
Hiring Faculty and Staff
June 19, 2019

New Policy 1. Replaces the current Recruitment and Selection for Faculty and Academic Professional Employees.  2. Expands the scope of the policy to all employees.  3. Achieves a better content balance between requirements that pertain to hiring of all staff, and the exception hires that do not require a search. 4. Consolidates the information from 17 procedures into 4, and from 10 appendices into 4.

Student Travel and Education Abroad: Health and Safety
June 14, 2019

Comprehensive Review. Major revision.

1. Adds four definitions of the level of program facilitation (notify, support, promote, organize) including requirements of units pending their level of support.
2. Includes an undergraduate requirement of working through an education abroad office that the requirements only to for-credit programs.
3. Requirements units organizing education abroad opportunities to implement a travel tracking system for students doing independent travel during program dates.
4. Specifies that program leaders must receive health and safety training within 12 months of the start of their program (which has already been the standard practice.)
5. Defines the use of the Travel Registry for students not working through an education abroad office.
6. Updates the term label from Travel Warning language to Travel Advisory language.

Traveling on University Business
June 14, 2019

Revisions made to accommodate changes to students traveling and education abroad policy.

Information Security
June 13, 2019

Comprehensive Review. 

  • Merges the Internal Access to and Sharing University Information policy with the Information Security policy
  • Updates the Managing Access to University Information to include procedure for provisioning and access review
  • Updates the security controls in the information security standards (in appendices) to provide more clarification and identify which are required at each security level
  • Combines security standards and controls for multi-user and single-user systems into a new information security standard and add new standards for software development, virus/malware protection management and encryption
  • Updates the policy statement, reason for the policy, contacts, definitions, responsibilities, related information, procedures and appendices (standards)
Phased Retirement Program: Twin Cities, Crookston, Morris, Rochester
June 5, 2019

Comprehensive review.  Clarifying language regarding time to consider continuation medical/dental coverage. Updates made to policy language for accuracy and current contact and responsibility information.  Minor updates to FAQs and procedure for clarity.   Changes made to agreement form.

Regents Scholarship Program
June 5, 2019

Comprehensive Review. Minor Revisions: Policy statement strengthened to include language prohibiting departmental funds to supplement scholarship funds and prominently state potential tax consequences.  Also, policy statement now includes welcoming opening statement regarding purpose and intent.  Form improved.  Appendix modified.

Export Controls
June 4, 2019

Comprehensive Review, Minor Revision. Minor wording changes and updates to links and contacts.

Clinical Research Using Drugs
May 30, 2019

Comprehensive Review. Minor Revisions.
1. Incorporates a new title and more active voice.
2. Revises the formatting of the Procedures section (now a Power Point document as PDF moved to the appendices) and the revision of the Registered Only form from five pages to one.
3. Updates to reflect current technology, specifically ETHOS (IRB protocol review program) and OnCore (clinical trials management system).
4. Includes revisions to definitions and responsibilities.

Acquisition, Use, and Disposition of Donated Human Fetal Tissue for Research (Non-Transplantation) or Teaching
May 30, 2019

Legal Review.  Language to clarify the respective roles of the Fetal Tissue Review Committee (FTR) and the Institutional Review Board (IRB). Minor wording and formatting changes to match new language in the transplantation policy on transfer of tissue and the annual legislative report.  

Acquisition, Use, and Disposition of Donated Human Fetal Tissue for Transplantation Research
May 30, 2019 Legal Revisions. Language is added to: a) prohibit or regulate the transfer of human fetal tissue that was not used for transplantation; b)) clarify the role of the Fetal Tissue Research Committee (FTR) when research requires review and approval by the IRB; c) include fetal tissue transplantation research activities (to the extent there are any) in the required annual report to the legislature; and d) add a responsibilities section for the FTR