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Office of Budget and Controller Updated Policies & Procedures | Policy Attachments | Procedure Exhibits | Form Instruction Guides | Guidelines | Forms | Contact Information | PittHome ! Please note that the University Policy and Procedures web site has moved to a new location! Please have your bookmarks and links point to www.bc.pitt.edu/policies. Policies Procedures Guidelines 01 - Administration 02 - Academic Affairs 03 - Development 04 - Facilities 05 - Financial Affairs 06 - Health and Safety 07 - Personnel 08 - Public Relations 09 - Student Affairs 10 - Support Services 11 - Research Administration 01 - Administration 02 - Academic Affairs 03 - Development 04 - Facilities 05 - Financial Affairs 06 - Health and Safety 07 - Personnel 08 - Public Relations 09 - Student Affairs 10 - Support Services 11 - Research Administration 01 - Allowability of Costs 02 - Cost Centers 03 - Cost Sharing 04 - Cost Transfers 05 - Direct Charging 06 - Financial Responsibilities 07 - Fixed Assets 08 - Space 09 - Effort Reporting 10 - Residual Funds 11 - Sponsored Projects

Policies 01 - Administration Policies Also See Procedures Back to Index 01-01-01 Establishing University Policies 01-01-02 Establishing University Procedures 01-01-03 Establishing University Forms 01-01-04 Distribution of University Policies 01-01-05 Distribution of University Procedures 01-02-01 Officers of the Board of Trustees 01-02-02 Administrative Officers of the University 01-02-03 The Chancellor and Chief Executive Officer of the University 01-02-04 The Treasurer of the University 01-02-05 The Secretary of the University 01-03-01 Board of Trustees: Membership 01-03-02 Board of Trustees: Authority 01-03-03 Execution of Instruments 01-03-04 Board of Trustees: Executive Committee 01-03-05 Board of Trustees: Investment Committee 01-03-06 Indemnification 01-03-07 University Senate 01-03-08 School and Regional Campus Governance 01-03-10 University Council on Graduate Study 01-03-11 Provost's Advisory Committee on Undergraduate Programs 01-04-01 Planning and Resource Management 01-04-03 Estab. of Centers/Institutes/Bureaus/Labs/Clinics 01-05-01 Legal Services 02 - Academic Affairs Policies Also See Procedures Back to Index 02-01-01 Academic Program Structure 02-01-02 Course Structure 02-01-03 Course Inventory 02-01-04 Course Meeting Times 02-01-05 International Inter-institutional Academic Agreements 02-02-01 Faculty Membership 02-02-02 General Appointment and Tenure 02-02-03 Tenure Obligations and Responsibilities 02-02-04 Criteria/Terms of Appointment/Promotion: Full-Time 02-02-05 Criteria/Terms of Appointment/Promotion: Part-Time 02-02-06 Non-Tenure-Stream Faculty 02-02-07 Termination of Appointment for Cause 02-02-08 Termination of Appointment Due to Financial 02-02-09 Termination Due to Reorg or Termination of Program 02-02-10 Faculty Reviews and Appeals 02-02-11 Joint Appointments 02-02-12 Length of Appointments 02-02-13 Graduate Faculty Qualifications 02-02-14 Faculty Librarian Status 02-02-15 Recruitment:Faculty Positions 02-02-16 Certification of English Language Fluency 02-03-01 Faculty Grievances 02-03-01A Faculty Grievances/Alternative Policy 02-03-02 Guidelines on Academic Integrity - Student and Faculty Obligations and Hearing Procedures 02-03-09 Participation in Political Campaigns 02-04-01 Role of Faculty in School and Regional Campus Governance 02-04-02 Academic Responsibilities and Professional Conduct 02-04-03 Faculty-Student Relationships 02-05-01 Sabbatical Leave 02-05-02 Advanced Degrees 02-06-01 Outside Employment 02-06-02 Payroll Base Period and Overload Pay 02-06-03 Third Term/Session Appointments: Salary Administration 02-07-01 Employee/Spouse/Dependent Scholarships for Faculty 02-07-02 Effect of Separation on Eligibility for Scholarship 02-08-01 Preparation for Retirement 02-08-02 Benefits and Privileges of Retired Faculty 02-10-01 GSA/TA/TF/GSR Scholarships 02-11-01 Faculty Medical and Family Leave 02-11-03 Faculty Leave for Professional Enhancement 03 - Development Policies Also See Procedures Back to Index 03-01-01 Noncash Donated Gifts 04 - Facilities Policies Also See Procedures Back to Index 04-01-01 Extracurricular Use of University Facilities 04-01-02 Charges for Use of University Facilities 04-01-03 Classroom Facilities 04-01-04 Use of University Athletic Facilities 04-01-05 Facility Passes 04-01-06 Use of University Suite, Room 1201, Bruce Hall 04-01-07 Use of the Croghan-Schenley Room 04-01-08 U-PARC 04-01-09 Off-Campus Conference Facilities 04-03-01 Parking Rules and Regulations 04-05-02 Use of Alcohol 04-05-03 Smoking 05 - Financial Affairs Policies Also See Procedures Back to Index 05-02-01 Administration: Centralized and Decentralized Purchasing Units 05-02-02 Conflict of Interest and Procurement Relationships 05-02-03 Code of Ethics 05-02-04 Competitive Purchasing: Bids and Quotations 05-02-05 Department Purchasing Authority and Responsibilities 05-02-07 Deliveries and Receiving 05-02-08 Maintenance Agreements and Service Requests 05-02-09 Cash Purchases 05-02-10 Payment of Invoices 05-02-11 Taxes/Import Duty, Custom Regulations, and Exemptions 05-02-12 Procurement Card 05-02-13 Supplier Loaned Property 05-02-14 Authority for Management of Procurement 05-02-15 Required Use of Contracted Suppliers 05-02-16 Competitive Bidding 05-02-17 Directed or Sole Source Purchase Justification 05-02-18 Supplier Code of Conduct 05-05-01 Textbooks, Instructional Materials, and Subscriptions 05-06-01 Interdepartmental Charges 05-06-02 Cash Reports 05-06-03 Disbursement Requests 05-06-04 Processing and Endorsement of Checks 05-06-05 Political Contributions 05-06-06 Petty Cash - Pittsburgh and Regional Campuses 05-07-01 Travel and Business Expense 05-07-02 Moving Expenses-Household Goods 05-08-01 Personal Use of University Resources 05-10-01 Capitalization of Fixed and Movable Assets 06 - Health and Safety Policies Also See Procedures Back to Index 06-01-02 Student Immunization (This policy is currently being updated - 1/31/08) 06-01-03 Bloodborne Pathogens 06-02-01 Drug-Free Workplace/Drug-Free Schools 06-03-02 Campus Crime Awareness: Special Crime Bulletins 06-03-03 Harassment by Telecommunication 07 - Personnel Policies Also See Procedures Back to Index 07-01-01 Tables of Organization 07-01-02 Recruitment Requests: Staff Positions 07-01-03 Nondiscrimination, Equal Opportunity, and Affirmative Action 07-01-04 Employment Eligibility Verification: I-9 07-01-05 Temporary Staff Recruitment/Oakland Campus 07-01-06 Temporary Staff Recruitment/Regional Campuses 07-02-01 Privacy of Medical Records – Compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) 07-02-02 Release of Protected Health Information 07-02-03 Minimum Necessary Standard for the Use and Disclosure of Protected Health Information 07-02-04 Accounting of Disclosures of Protected Health Information (PHI) 07-02-05 Control of Physical Access to Confidential Information 07-02-06 Security of Electronic Medical Records – Compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) 07-02-07 Use of Protected Health Information (PHI) for Fundraising 07-03-04 Nine-Month and Ten-Month Full-Time Staff Status 07-04-01 Time Records/Attendance/Overtime and Compensatory Time 07-04-02 Extreme Weather Conditions 07-05-01 Performance Appraisal Program 07-05-02 Conflict of Interest for Designated Administrators and Staff 07-05-03 Conflict of Interest for University of Pittsburgh Employees 07-06-01 Return to Modified Work Program 07-06-02 Workers' Compensation 07-06-04 Sexual Harassment 07-06-05 Access to Employee Personnel Files 07-06-06 Faculty and Staff Indemnification 07-06-07 Defense and Indemnification of Volunteers 07-06-08 Domestic Partner Benefits 07-07-02 Leave Under the Family and Medical Leave Act for Staff 07-09-01 Salary Increase 07-09-02 Supplemental Payment Requests for Staff Employees 07-10-01 University Identification Cards 07-11-01 Employee/Spouse/Dependent Scholarships for Staff 07-11-02 Effect of Separation on Eligibility for Staff Scholarship 07-13-01 Retirement 08 - Public Relations Policies Also See Procedures Back to Index 08-01-01 Use of University Name, Logos, Trademarks; Oversight of Associated Goods and Services 08-01-03 Publication and Distribution of School Bulletins 09 - Student Affairs Policies Also See Procedures Back to Index 09-01-01 Grading System 09-01-02 University Cumulative Quality Point Average (QPA) and Grade Point Average (GPA) 09-01-03 Grading Options 09-01-04 Grade Changes 09-01-05 G Grade Deadline 09-01-07 Course Withdrawal 09-01-09 Course Repeat 09-01-10 Academic Probation/Suspension/Dismissal 09-01-11 University Honors 09-02-01 Assessment of English Language Proficiency for Admission 09-03-01 Tuition Exchange Scholarship Program 09-04-01 Registration Status 09-04-02 Student Level and Academic Progress 09-04-03 Cross Registration from Regional Campuses to the Oakland Campus 09-04-04 Student Classification in Dual/Joint Degree Programs 09-04-05 Registration for the "Full-Time Dissertation Study" Course 09-04-06 Advanced Standing Credits 09-04-08 Official Transcripts 09-04-09 Student Service Indicators 09-04-10 Registration and Add/Drop 09-04-12 Non-University of Pittsburgh Degree 09-04-13 Dual (Double) Degrees/Joint Degrees 09-04-14 Minors and Areas of Concentration 09-05-03 Tuition, Fees, and Deposits (All Campuses) 09-05-04 PA Residency Classification: Eligibility for Reduced Tuition 09-05-08 Termination of Registration 09-05-16 Falk School:Tuition and Fees 09-08-01 Access to and Release of Education Records 09-09-02 Employing High School Students for Research Experience 09-10-01 E-mail Communication Policy 10 - Support Services Policies Also See Procedures Back to Index 10-01-01 Name and Address Lists and Mailing Labels 10-01-02 University Mail 10-01-03 Postage Stamps and Postal Cards 10-02-01 Administrative Information Systems Services 10-02-04 Computer Data Administration 10-02-05 Computer Access and Use 10-02-06 University Administrative Computer Data (UACD) Security and Privacy 10-02-07 Downloading Data 10-02-08 Use and Management of Social Security Numbers and University Primary ID ("UPI") Numbers 10-02-11 Computer Account Administrator 10-02-12 Direct Charging for CIS Services 10-02-13 University Network 10-02-99 Computer Access of Obscene Material 10-03-01 NOTIS: Library On-line Circulation System 10-03-02 Media Services - Center for Instructional Development and Distance Education 10-03-03 Special Library Cards and Access to University Libraries 10-04-01 Copying Copyrighted Material 10-06-01 Stockroom Requisitions 10-06-04 Surplus Equipment Recycling and Disposal 11 - Research Administration Policies Also See Procedures Back to Index 11-01-01 Research Integrity 11-01-02 Responsibilities of Sponsored Research Investigators 11-01-03 Conflict of Interest - Research/Teaching 11-01-04 Consultant Conflict of Interest 11-01-05 Program Income 11-01-06 Research Allocations 11-02-01 Patent Rights and Technology Transfer 11-02-02 Copyrights [PDF] 11-02-03 Commercialization of Inventions Through Independent Companies Procedures 01 - Administration Procedures Also See Policies Back to Index 02 - Academic Affairs Procedures Also See Policies Back to Index 02-01-03 Course Inventory 02-01-05 International Inter-institutional Academic Agreements 02-02-09 Termination Due to Reorg or Termination of Program 02-02-10 Faculty Reviews and Appeals 02-02-15 Recruitment: Faculty Positions 02-02-16 Certification of English Language Fluency 02-03-01 Faculty Grievances 02-03-01A Faculty Grievances/Alternative Procedure 02-05-01 Sabbatical Leave 02-08-01 Preparation for Retirement 02-10-01 GSS/TA/TF/GSR Scholarships 02-11-01 Faculty Medical and Family Leave 03 - Development Procedures Also See Policies Back to Index 03-01-01 Noncash Donated Gifts 04 - Facilities Procedures Also See Policies Back to Index 04-01-01 Extracurricular Use of University Facilities 04-01-04 Use of University Athletic Facilities 04-01-05 Facility Passes 04-01-07 Use of the Croghan-Schenley Room 04-01-08 U-PARC 04-03-01 Parking Rules and Regulations 04-05-03 Smoking 05 - Financial Affairs Procedures Also See Policies Back to Index 05-05-01 Textbooks, Instructional Materials, and Subscriptions 05-06-01 Interdepartmental Charges 05-06-02 Cash Reports 05-06-03 Disbursement Requests 05-06-06 Petty Cash - Pittsburgh and Regional Campuses 05-07-01 Travel and Business Expense 05-07-02 Moving Expenses--Household Goods 05-10-01 Capitalization of Fixed and Movable Assets 06 - Health and Safety Procedures Also See Policies Back to Index 06-02-01 Drug-Free Workplace/Drug-Free Schools 06-03-02 Campus Crime Awareness: Special Crime Bulletins 07 - Personnel Procedures Also See Policies Back to Index 07-01-01 Tables of Organization 07-01-02 Recruitment Requests: Staff Positions 07-01-03 Nondiscrimination and Anti-Harassment 07-01-04 Employment Eligibility Verification: I-9 07-01-05 Temporary Staff Recruitment/Oakland Campus 07-01-06 Temporary Staff Recruitment/Regional Campuses 07-03-04 Nine-Month and Ten-Month Full-Time Staff Status 07-05-01 Performance Appraisal Program 07-06-01 Return to Modified Work Program 07-06-02 Workers' Compensation 07-06-05 Access to Employee Personnel Files 07-06-06 Faculty and Staff Indemnification 07-06-07 Defense and Indemnification of Volunteers 07-06-08 Domestic Partner Benefits 07-07-02 Leave Under the Family and Medical Leave Act for Staff 07-09-02 Supplemental Payment Requests for Staff Employees 07-10-01 University Identification Cards   08 - Public Relations Procedures Also See Policies Back to Index 08-01-03 Publication and Distribution of School Bulletins 09 - Student Affairs Procedures Also See Policies Back to Index 09-01-03 Grading Options 09-01-07 Course Withdrawal 09-02-01 Assessment of English Language Proficiency for Admission 09-03-01 Tuition Exchange Scholarship Program 09-04-06 Advanced Standing Credits 09-04-10 Registration and Add/Drop 09-04-12 Non-University of Pittsburgh Degree 09-04-14 Minors and Areas of Concentration 09-05-03 Tuition, Fees, and Deposits (All Campuses) 09-05-08 Termination of Registration 09-05-16 Falk School:Tuition and Fees 09-08-01 Access to and Release of Education Records 09-09-02 Employing High School Students for Research Experience 10 - Support Services Procedures Also See Policies Back to Index 10-01-01 Name and Address Lists and Mailing Labels 10-01-02 University Mail 10-01-03 Postage Stamps and Postal Cards 10-02-11 Computer Account Administrator 10-02-12 Direct Charging for CIS Services 10-02-13 University Network 10-03-01 NOTIS: Library On-line Circulation System 10-03-02 Media Services - CIDDE 10-03-03 Special Library Cards and Access to University Libraries 10-04-01 Copying Copyrighted Material 10-06-01 Stockroom Requisitions 10-06-04 Surplus Equipment Recycling and Disposal 11 - Research Administration Procedures Also See Policies Back to Index 11-02-01 Patent Rights and Technology Transfer (This procedure is currently being updated - 8/8/08) 11-02-02 Copyrights (This procedure is currently being updated - 8/8/08) Policy Attachments Back to Index 02-11-01A Certification of Physician or Practitioner  [PDF] 04-01-01A Office of the University Registrar Room Scheduling Office [PDF] 05-02-16A University of Pittsburgh Competitive Bidding Requirements [PDF] 07-02-02A Guidelines for Release of PHI [PDF] 07-02-02B Authorization for Release of Protected Health Information [PDF] 07-02-04A Patient Request for Accounting of Disclosures of Protected Health Information [PDF] 09-04-09A Service Indicator Impacts [PDF] 09-04-09B Department Access to Service Indicators [PDF]

Procedure Exhibits Back to Index 02-02-09A Calculation Of Severance Pay 04-01-09B Certification Of Accessibility 05-05-01B University Of Pgh. Electronic Mail (EMF) Form 0068 Book 05-06-01B Interdepartmental Charge Authorization Codes 05-06-04A Processing And Endorsement Of Checks Endorsement And Information 05-06-06A Petty Cash Statement of Receipt 05-07-01D Approved Travel Agents 05-07-01E Hotels 05-07-01F Standard Meal Allowance 05-07-01G Discount Car Rental Programs 05-07-01H Standard Mileage Allowance Rate 06-02-01A Drug-Free Workplace/Drug-Free Schools Policy [PDF] 06-02-01B Employment Centers 06-03-02C Distribution Locations For Special Crime Bulletins 07-01-02B Sample Memorandum For Request For New Positions 07-01-04B Employment Centers (Immigration Reform And Control Act) 07-03-04A Reduced Staff Appointment [PDF] 07-05-01C Processing Information (Performance Appraisal Program) [PDF] 07-05-01D Guidelines For Employees Completing The Self-Appraisal 07-05-01G Instructions For Completing Provisional Review Forms 07-10-01B Offices Authorized To Approve Id Card Applications 09-02-01A Countries with English as the Official Language 09-04-06D University Transcript Standard Abbreviations 09-04-12B University Transcript Standard Abbreviations 09-05-03A Undergraduate Tuition [PDF] 09-05-03B Graduate And Professional Programs Tuition [PDF] 09-05-03C University And Course/Major Fees [PDF] 09-05-03D Academic Fees & Deposits [PDF] 09-05-03E Undergraduate And Graduate Service Fees [PDF] 09-05-03G Fees and Deposits Request Deadline Dates 09-05-08A Calculation of Title IV Refunds 09-05-16A Falk School: Tuition And Fees [PDF] 09-08-01A Waiver to Release Educational Records 10-01-01C Faculty/Staff And Student Labels 10-02-07E Formats For Downloading To Specific Micro Software 10-03-01A University Library System Borrowing And Fee Schedule 10-04-01A Sample Letter For Permission 11-02-01A Disclosure Of Invention 11-02-01B Assignment (Patent Rights And Technology Transfer) 11-02-01C Technology Transfer Management Report 11-02-01D Report Of Outside Interest And Activities 11-02-01E Disclosure Of Invention, Assignment, And Technology Transfer

Guidelines Back to Index Allowability of Costs Cost Centers Cost Sharing Cost Transfers - Revised June, 2004 Direct Charging Practices Effort Reporting Financial Responsibilities Fixed Assets Residual Funds on Sponsored Projects Space Sponsored Projects vs Gifts To view PDF documents, you will need Acrobat Reader. If you do not have Acrobat Reader, you can download it here.

Forms Back to Index Media Requisition Request (0003) [PDF] Request for Use of University Facilities (0017) [PDF] Request to Review Personnel File (0036) Request/Permit for Use of the Croghan-Schenley Room (0042) Donated Assets Received (0091) [PDF] Asset Transfer (0092) [PDF] Asset Retirement (0093) [PDF] Equipment Screening Certification (0101) [PDF] Assessment of English Language Proficiency for Admission (0131) [PDF] Certification of English Language Fluency (0132) [PDF] Affidavit of Domestic Partnership - Faculty & Staff (0185) [PDF] Termination of Domestic Partner Status (0186) [PDF] Affidavit of Domestic Partnership - Graduate Students & Others with Eligible Academic Appointments (0187) [PDF] Certification of Physician or Practitioner (0189) [PDF] International Inter-institutional Academic Agreements (0194) [PDF] Off-Campus Transfer (0195) [PDF] Form Instruction Guides To view PDF documents, you will need Acrobat Reader. If you do not have Acrobat Reader, you can download it here.

Contact Information Last Revised: September 22, 2008 Send comments/questions about Policies & Procedures to: Stacey Czerniejewski University Policy Coordinator, Budget and Controller Send comments/suggestions about the webpage to: University of Pittsburgh Webmaster