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Operations Manual The University of Iowa
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Table of Contents
I.   Governance
II.   Community Policies
III.   Human Resources
IV.   Students
V.   Administrative, Financial, and
Facilities Policies
VI.   Services
    Appendix (Organizational Charts)


» Letter from the Senior Vice President for Finance & Operations
» Introduction; Scope of Manual
» Protocol for Approval of Policies

» What's New (Policies adapted or amended since July 2012)

This 2012-13 Operations Manual supersedes the 2011-12 manual. Compiled by Eileen Bartos and Suzanne Hilleman, Office of the Senior Vice President for Finance and Operations.

To request a policy revision or addition, see the Protocol for Approval of Policies or contact the Office of the Senior Vice President for Finance and Operations.

 
 
 
 
 
 
 
 
 
   
July 1, 2012

TO THE UNIVERSITY OF IOWA COMMUNITY:

Thank you for your assistance in providing information for this edition of the online Operations Manual, the most current statement of University of Iowa policy.

Policy Additions
Among the major new policies and revisions this past year were Anti-Retaliation (II-11); Anti-Harassment (II-14); University of Iowa Authorship Policy (II-27.10); Professional and Scientific Staff (III-3); Tenure and Non-Tenure Appointments (III-10.1); Purchasing (V-11); and Policy and Guidelines for Capital Improvement Projects (V-34). All revisions have been made in compliance with the Protocol for Approval of University Policies for The University of Iowa Operations Manual.

Organization
Part I. Governance consists of two divisions: one containing a description of governance, statutory authorizations, and mission statements of University of Iowa units; and the other containing "Affiliated Organizations" -- organizations that are legally distinct from The University of Iowa but are affiliated with the University by virtue of their related missions. Part II. Community Policies includes policies with broad application to all members of the University community, such as the Human Rights Policy. Part III. Human Resources includes policies which apply to faculty and staff. Part IV. Students includes policies which have distinct application to students. Part V. Administrative, Financial, and Facilities Policies includes all policies formerly listed under the headings "Financials" and "Buildings and Campus Facilities." Part VI. Services describes services available to the entire University community. Offices/units responsible for each policy are listed in the Table of Contents, in parentheses, following chapter and policy name. When applicable, policy texts are followed by their legal sources: IC=Iowa Code, IAC=Iowa Administrative Code, RPM=Regents Policy Manual, CFR=Code of Federal Regulations.

Interpretation and Application of Policies
Some of the more complex policies are followed by a "Review" that includes a policy summary and/or frequently asked questions. The Office of the General Counsel continues to offer assistance in interpreting policies and presenting training sessions. The Offices of the General Counsel and of the Senior Vice President for Finance and Operations may be contacted for facilitating policy development and review.

What's New in the Operations Manual
Please check What's New in the University of Iowa Operations Manual for redlined versions of policies added or amended throughout the year.

Reference Copies of the Operations Manual
Reference copies of the Operations Manual are available in the following offices: Senior Vice President for Finance and Operations, University Libraries, and University Communication and Marketing.

We rely on and appreciate your continued assistance in updating the Operations Manual. We hope you find it a useful reference.

Sincerely,

Douglas K. True
Senior Vice President for Finance and Operations


Introduction
The University of Iowa is governed by state and federal law, administrative regulations, and policies of the Board of Regents, State of Iowa, which provide broad direction on University affairs. This 2012-13 University of Iowa Operations Manual contains University administrative, financial, and community policies, as well as certain University-level implementing procedures. These policies and procedures have been developed to supplement and clarify Regent policy and to incorporate specific requirements of federal, state, and administrative rules and regulations.

Scope of Manual
A University policy may include governing principles, it may either mandate or constrain action, it may ensure compliance with laws, or it may mitigate the University's risk. A policy is a set of rules or guidelines that has been officially sanctioned by the President of the University and that has University-wide application. Some University policies, though carrying institutional force and effect, are not included in the Operations Manual. Divisional, collegiate, or departmental procedures and guidelines, although useful and important, do not meet these criteria, and therefore are not published in the Operations Manual. Such procedures and guidelines shall not conflict, or have the potential to conflict, with University policies. Although not University policies, some of these procedures and guidelines are referenced in related Operations Manual sections, as appropriate, and/or linked to this site. Noncompliance with a University policy and/or related implementing procedure, or with other divisional, collegiate, or departmental procedure, may result in discipline.


PROTOCOL FOR APPROVAL OF UNIVERSITY POLICIES FOR THE UNIVERSITY OF IOWA OPERATIONS MANUAL

Official copies of the University of Iowa Operations Manual (OM) are on file with the University Secretary, and, as required by the Iowa Administrative Code, in the Office of the Senior Vice President for Finance and Operations and in the University Libraries. Policies proposed for incorporation into the OM shall be approved under the following protocol.

In addition, overarching OM policies and procedures may be supplemented by departmental procedures that describe policy implementation practices. These supplemental procedures may be referenced in, and/or linked from, the relevant OM section, as appropriate. When changes are made to referenced and/or linked procedural materials, notice and copies of the revised procedures shall be provided in electronic form to the OM editor. These cross-references and links will be added to the OM as deemed appropriate.

NEW POLICIES

1. New University of Iowa policies will be added to the OM upon the approval of the President, who may seek advice from the Vice Presidents Group. Once approved, the policy will be sent by the President, or designee, together with a letter approving the policy, to the Senior Vice President for Finance and Operations, who will assure its inclusion in the Operations Manual.

2. New policies developed and approved by the Board of Regents will be added to the OM if reviewed and approved as required in paragraph 1 above. In addition, new University of Iowa policies required by and developed in response to new Regent policies will be submitted for prior approval to the Regents if deemed appropriate by the President.

REVISED POLICIES

1. University-initiated revisions affecting the substance of existing policies which were initially adopted with the review and approval of the Board of Regents must be approved by the President (who may seek advice from the Vice Presidents Group) and the Board of Regents. They will be added to the OM when the policy is sent by the President, or designee, together with a letter approving the policy, to the Senior Vice President for Finance and Operations, who will assure its inclusion in the Operations Manual.

2. All other revisions affecting the substance of existing policies must be developed in consultation between the office(s) and department(s) responsible for a given policy and the OM editor, and other constituents as appropriate, prior to submission to the President for approval and inclusion in the OM, in accordance with the protocol described in paragraph 1 above.

3. Non-substantive revisions affecting form, including editorial improvements, may be made by the OM editor with the approval of the Senior Vice President for Finance and Operations.


I. Governance
[ Chapter 1 / 2 / 3 / top ]

      (Office of the General Counsel)
      1.1 Membership
      1.2 Mission, Powers, and Duties
      1.3 State Agency Policy Making
      (Office of the General Counsel)
      2.1 Purpose and Mission
      2.2 Tax Information
      2.3 Organizational Charts and Mission Statements
      2.4 The President
      2.5 The Executive Vice President and Provost, Vice Presidents, and General Counsel
      2.6 The Director of The University of Iowa Hospitals and Clinics
      2.7 The Deans
      2.8 Advisory Bodies
        2.8(1) The University Faculty Senate and Faculty Council
          (Faculty Senate)
        2.8(2) The Association of Emeritus Faculty and Emeritus Faculty Council
          (Faculty Senate)
        2.8(3) University Staff Council
          (Staff Council)
        2.8(4) The Graduate Council
          (Office of the Dean of the Graduate College)
        2.8(5) Partnership of the Student Governments of Iowa
          (Office of the Vice President for Student Life)
        2.8(6) General Charter for University Committees
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa)
        2.8(7) Information Technology Advisory Committee Charter
          (Partnership of the Student Governments of Iowa; Faculty Senate; President of The University of Iowa; Information Technology Advisory Committee)
        2.8(8) Campus Planning Committee Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Campus Planning Committee)
        2.8(9) Council on Teaching Charter
          (Partnership of the Student Governments of Iowa; Faculty Senate; President of The University of Iowa; Council on Teaching)
        2.8(10) Hancher Auditorium Committee Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Hancher Auditorium Committee)
        2.8(11) Committees on Funded Retirement and Insurance Charter
          (Staff Council; Faculty Senate; President of The University of Iowa; Committee on Funded Retirement and Insurance)
        2.8(12) Committee on Human Rights Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on Human Rights)
        2.8(13) Committee on Diversity Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on Diversity)
        2.8(14) Committee on Lectures Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on Lectures)
        2.8(15) Committee on University Libraries Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on University Libraries)
        2.8(16) Committee on Parking and Transportation Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on Parking and Transportation)
        2.8(17) Committee on Family Issues Charter
          (Faculty Senate; Staff Council; Partnership of the Student Governments of Iowa; President of The University of Iowa; Committee on Family Issues)
        2.8(18) Committee on Recreational Services Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on Recreational Services)
        2.8(19) Research Council Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Research Council)
        2.8(20) Committee on Student Health Services Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on Student Health Services)
        2.8(21) Committee on Financial Aid Advisory Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on Student Services)
        2.8(22) Committee on University Safety and Security Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Committee on University Safety and Security)
        2.8(23) Presidential Committee on Athletics Charter
          (Partnership of the Student Governments of Iowa; Staff Council; Faculty Senate; President of The University of Iowa; Presidential Committee on Athletics)
        2.8(24) Sustainability Committee Charter
          (Office of the Senior Vice President for Finance and Operations)
DIV. II
      (Office of the General Counsel)
      3.1 The University of Iowa Alumni Association
      3.2 The University of Iowa Facilities Corporation
      3.3 Iowa Law School Foundation
      3.4 Iowa Measurement Research Foundation
      3.5 Student Publications, Incorporated
      3.6 The University of Iowa Foundation
      3.7 The University of Iowa Health System
      3.8 The University of Iowa Research Foundation
      3.9 The University of Iowa Research Park Corporation
II. Community Policies
[ Chapter 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12 / 13 / 14 / 15 / 16 / 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 / 25 / 26 / 27 / 28 / 29 / 30 / 31 / 32 / 33 / 34 / 35 / 36 / top ]

DIV. I - Human Rights, Affirmative Action, and Equal Employment Opportunity
DIV. II

[ Chapter 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12 / 13 / 14 / 15 / 16 / 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 / 25 / 26 / 27 / 28 / 29 / 30 / 31 / 32 / 33 / 34 / 35 / 36 / 37 / top ]

DIV. I - Employment, General

(Office of the Senior Vice President for Finance and Operations; Human Resources)
1.1 Exempt and Merit Staff
1.2 Classification of University Staff
(Office of the Senior Vice President for Finance and Operations; Human Resources)
2.1 Regulations
2.2 Merit System Staff
2.3 Reviews of Position Classification
2.4 Appeals on Applications, Examination, and Certification Procedures
(Office of the Senior Vice President for Finance and Operations; Office of the Vice President for Research; Staff Council)
3.1 The Relationship of Professional and Scientific Staff Members to The University of Iowa
3.2 Performance Review for University Staff
3.3 Guidelines for Employment of Professional and Scientific Research Staff Members
3.4 Classification Review of Professional and Scientific (P&S) Staff Positions
3.5 Procedures for Creating a New Professional and Scientific Job Classification or Modifiying the Pay Level of an Existing Classification
3.6 Classification Review of a Merit Position to a Professional and Scientific (P&S) Staff Position
(Office of the Senior Vice President for Finance and Operations)
4.1 Hiring
4.2 Employment Eligibility
4.3 Payroll
5.1 Employment Eligibility
5.2 Definitions and Classification
5.3 Registration and Certification
5.4 Benefits, Social Security, and Retirement
5.5 Administration of Appointment
(Office of the Senior Vice President for Finance and Operations; Human Resources)
6.1 Merit System Staff Members
6.2 Transfers of Faculty from Departments or Colleges
(Office of the Executive Vice President and Provost; Office of the General Counsel; Office of the Senior Vice President for Finance and Operations)
7.1 Faculty-General
7.2 Professional and Scientific and Merit System Staff
(Office of the Executive Vice President and Provost; Office of the Vice President for Finance and Operations)
8.1 Rationale
8.2 Definitions
8.3 Policy
8.4 Occasional or Irregular Conflicts of Interest
8.5 Identification of and Initial Steps to Address Conflicts of Interest in Employment
8.6 Management Plans
8.7 Scope of Policy
8.8 When a Management Plan Cannot Be Developed
8.9 Committee on the Conflict of Interest in Employment
8.10 Complaints of Policy Violations
8.11 Grievance
8.12 Policy Violations and Resulting Disciplinary Actions

Ch. 9 - Hiring and Appointments
(Office of the Senior Vice President for Finance and Operations; Human Resources)
9.1 Appointments, General
9.2 Credential Check at Point of Hire
9.3 Criminal Background Check at Point of Hire
9.4 Filling Open Merit Positions
9.5 Recruitment Among Committee on Institutional Cooperation (CIC) Institutions
9.6 Affirmative Action Employment Guidelines
9.6 REVIEW
9.7 (Reserved for future use)
9.8 Diversity in Employment Guidelines
(Office of the Executive Vice President and Provost; Office of the Vice President for Finance and Operations; Board of Regents; Staff Council; Faculty Senate)
10.1 Tenure and Non-Tenure Appointments
10.2 Criteria for Promotions
10.3 Assignment of Academic Rank
10.4 Qualifications for Specific Ranks
10.5 Review and Promotion Procedures
10.6 Post-Tenure Effort Allocation
10.7 Review of Tenured Faculty Members
10.8 Part-Time Faculty Members
10.9 Clinical Track Policy
10.10 Research Track Policy
10.11 Exceptions to Employment Regulations
(Office of the Senior Vice President for Finance and Operations; Board of Regents)
11.1 General
11.2 (Reserved for future use)
11.3 Phased and Early Retirement Programs
11.4 University Funded Retirement Plan
11.5 Tax Shelter Provision
11.6 Supplemental Retirement Annuities
11.7 Emeritus Status for Retirees
(Office of the Senior Vice President for Finance and Operations; Human Resources)
12.1 General
12.2 Non-Renewal of Probationary Academic Appointments
12.3 Merit System Staff
12.4 Graduate Assistant Dismissal Procedure
(Office of the Executive Vice President and Provost; Office of the Vice President for Finance and Operations; Staff Council; Faculty Senate; Board of Regents)
13.1 Policy Implementation Plan
(Office of the Executive Vice President and Provost)
14.1 Purpose
14.2 Implementation
(Office of the Executive Vice President and Provost; Faculty Senate)
15.1 General
15.2 Responsibilities to Students
15.3 Responsibilities to Scholarship
15.4 Responsibilities to Faculty and Staff Colleagues
15.5 Responsibilities to Institution
15.6 Responsibilities to the Community
(Human Resources)
16.1Preamble
16.2 Policy
16.3 Definitions
16.4 Ethics and Responsibilities
DIV. III - Compensation and Benefits
(Office of the Senior Vice President for Finance and Operations; Office of the Executive Vice President and Provost)
17.1 Payroll Dates (Finance Committee)
17.2 Hours, Overtime, Call Back, and Standby (On Call) Status
17.3 Direct Deposit of Payroll Checks
17.4 Cashing Payroll Checks
17.5 Salary Advances
17.6 Computation of Salary for Academic-Year Faculty (Board of Regents)
17.7 Compensation of Teaching and Research Assistants
17.8 Summer and Winter Session Salaries (Division of Continuing Education)
17.9 Definition of the Academic Year
17.10 Computation of Salary in the Event of Absence
17.11 Compensation for Jury Services
17.12 Compensation for Military Leave of Absence
17.13 Extra Compensation for Participants in University-Sponsored Short Courses and Conferences
17.14 Penalties for Delinquent Reporting of Final Grades
17.15 Staff Remuneration for Materials: Gratuities
17.16 Extra Compensation for University Faculty and Staff
17.17 Supplemental Activities and Extra Compensation
17.18 Withholding From Payroll Checks (Office of the Senior Vice President for Finance and Operations; Benefits Office; Board of Regents)
17.18(1) Federal Income Tax Withholding
17.18(2) State Income Tax Withholding
17.18(3) US Savings Bonds Withholding
17.18(4) Credit Union Withholding
17.18(5) United Fund Withholding
17.18(6) Reserved for future use
17.18(7) Tax Shelter Provision
(Office of the Senior Vice President for Finance and Operations; Benefits Office)
18.1 Eligibility
18.2 Life Insurance
18.3 Long Term Disability Insurance
18.4 Medical and Dental Programs
18.5 Retirement Programs
18.6 (Reserved for future use)
18.7 Unemployment Compensation
(Office of the Senior Vice President for Finance and Operations; Benefits Office)
19.1 General
19.2 Covered Expenses
19.3 Changes to Flexible Spending Accounts
19.4 Reimbursement Requests and Methods
19.5 Reimbursement Receipts
19.6 Reimbursement Accounts
19.7 IRS Reporting
19.8 Restrictions
(University of Iowa Hospitals and Clinics; Human Resources; Benefits Office)
DIV. IV - Time Off and Scheduling
(Office of Senior Vice President for Finance and Operations; Office of the Executive Vice President and Provost; Benefits Office)
21.1 General
21.2 Leaves of Absence Without Compensation
21.3 Leaves of Absence With Compensation
21.4 Off-Campus Assignments
(Office of the Senior Vice President for Finance and Operations; Office of the Executive Vice President and Provost; Office of the Vice President for Student Life)
22.1 Definitions
22.2 General Policy on Absences
22.3 Sick Leave Policy: Leave For Medically-Related Disability, Emergencies, Funerals, Service As a Pall Bearer, Adoption, and On-the-Job-Injury
22.4 Funeral Leave
22.5 Approval and Reporting of Paid Absences
22.6 Voting
22.7 Family and Medical Leave Act
22.8 Parental Leave Policy
22.9 Catastrophic Leave Donations
22.10 Religious Diversity and the University Calendar
22.11 Sick Leave Payout at Time of Retirement
22.12 Bone Marrow and Organ Donation
(Office of the Senior Vice President for Finance and Operations; Payroll Office; Benefits Office)
23.1 Holidays
23.2 Vacations
(Office of the Senior Vice President for Finance and Operations; Human Resources)
24.1 General
24.2 Flextime
24.3 Compressed Work Week
24.4 Telecommuting
24.5 Reduced Hours/Part-Time
24.6 Job Sharing
24.7 Protocols for Establishing Flexible Work Arrangements
24.8 Protocols for Ongoing Flexible Work Arrangements
(University Central Administration)
DIV. V - Professional Development
(Staff Development and Training)
26.1 General
26.2 Non-Credit Work-Related Training Programs Such as Conferences, Short Courses, or Workshops for Staff Other Than Faculty
26.3 Attendance at Non-Credit Conferences, Short Course, and Workshops That Are Not Work Related
26.4 Internship Training Program
26.5 Courses for Academic Credit
26.6 Tuition and Fees of Staff Registered for No Academic Credit (Audit)
26.7 Courses for Maintaining Professional Licensing Requirements
26.8 Other Awards for Staff
(Office of the Senior Vice President for Finance and Operations)
27.1 Purpose
27.2 Eligibility
27.3 Program
27.4 Funding
27.5 Priority
27.6 Conditions
27.6 Process
DIV. VI - Conflict Management
(Office of the Senior Vice President for Finance and Operations)
28.1 Policy on Conflict Management Resources
28.2 Administrative Review
28.3 Exempt Merit System Members Grievance Procedures
28.4 Grievance Procedures for Professional and Scientific Personnel
(Office of the General Counsel; Office of the Executive Vice President and Provost; Faculty Senate)
29.1 General
29.2 Definitions
29.3 The Faculty Judicial Commission
29.4 General Provisions
29.5 Denial of Tenure, Promotion, or Reappointment
29.6 Grievance
29.7 Ethics
29.8 Unacceptable Performance of Duty Warranting Termination
29.9 Clinical Faculty Members Termination or Denial of Promotion or Reappointment
(Office of the Vice President for Student Life; Office of the Senior Vice President for Finance and Operations)
(Board of Regents)
31.1 Statement of Policy; Definitions
31.2 Requests for Review
31.3 Appeals from an Adjudicatory Order
31.4 Appeals from a Rule-Making Decision
31.5 Submission of Written Briefs; Right to Be Heard Orally
31.6 Board Decision
DIV. VII - Personal Injury and Injury Prevention
(Human Resources)
32.1 General
32.2 Definitions
32.3 Responsibility for Policy and Procedures
(Office of the Senior Vice President for Finance and Operations)
33.1 General Application
33.2 Environmental Health & Safety Guidance on Personal Protective Equipment Use
33.3 Duties of Departmental Executives
33.4 Personal Protective Equipment Specifics
(Office of the Senior Vice President for Finance and Operations; Benefits Office)
34.1 General
34.2 Procedures
DIV. VIII - Miscellaneous
(University Central Administration)
35.1 General
35.2 Formal Suggestion Procedures
(Office of the Senior Vice President for Finance and Operations; Human Resources)
36.1 Issued
36.2 University of Iowa Faculty/Staff ID Card Benefits
36.3 University of Iowa Faculty/Staff ID Card Revocation
36.4 University of Iowa Faculty/Staff Spouse/Partner Identification Card
(Health Protection Office)
IV. Students
[ Chapter 1 / 2 / 3 / 4 / 5 / 6 / 7 / top ]

Ch. 1 - General Regulations Applying to Students

(Office of the Vice President for Student Life; Dean of Students; Office of the Registrar; Board of Regents)
1.1 Student Rules and Regulations
1.2 Indebtedness
1.3 Photographs for Publication
(Office of the Vice President for Student Life; Dean of Students)
2.1 Introduction
2.2 General Statement of Policy
2.3 Definition of Sexual Misconduct, Including Sexual Assault and Sexual Harassment
2.4 Resources and Support for Students
2.5 Making a Formal Complaint of Sexual Misconduct
2.6 Scope of Policy: On Campus and Off Campus
2.7 Resources and Support for Students Who Are Accused of Sexual Misconduct
2.8 Confidentiality
(Office of the Registrar)
3.1 Degree Applications
3.2 Graduate Deletions
3.3 Awarding of Degrees
(Office of the Dean of Students)
4.1 General
4.2 Business Manager of Student Organizations
4.3 Solicitations by Student Organizations
(Office of the General Counsel; Business Office)
5.1 Withholding Required
5.2 University Position
(Office of the General Counsel; Office of the Registrar)
6.1 Definitions
6.2 Notice to Students
6.3 Right to Inspect and Review
6.4 Release of Information by University
6.5 Amendment of Student Education Records
6.6 Records of Requests
(Office of the Executive Vice President and Provost; Office of the Dean of Students)

(Office of the Vice President for Student Life; Office of the Registrar)
8.1 General
8.2 Absences Following Athletic Victories
V. Administrative, Financial, and Facilities Policies
[Chapter 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12 / 13 / 14 / 15 / 16 / 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 / 25 / 26 / 27 / 28 / 29 / 30 / 31 / 32 / 33 / 34 / 35 / 36 / 37 / 38 / 39 / 40 / 41 / 42 / 43 / 44 / 45 /top]

Ch.1 - Accounts

    (Office of the Senior Vice President for Finance and Operations)
    1.1 Treasurer's Office
    1.2 Budget Allocations and Expenditures for Funds Receiving Support from State Appropriations
    1.3 Other Accounts
    1.4 Departmental Credits
Ch. 2 - Allocations and Transfer of Funds
    (Office of the Senior Vice President for Finance and Operations)
    2.1 General
    2.2 Transfer and Allocations
    2.3 The University of Iowa Foundation
Ch. 3 - Deposits and Expenditures of Funds in Allied Organizations
    (Office of the Senior Vice President for Finance and Operations; Office of the General Counsel)
    3.1 Deposit of Gift and Non-Gift Funds
    3.2 Expenditure of Funds on Deposit with University Allied Organizations
Ch. 4 - Cash and Credit Card Receipts
    (Office of the Senior Vice President for Finance and Operations)
    4.1 Receipt of Funds
    4.2 Deposit of Funds
    4.3 Return Checks
    4.4 Credit Cards
    4.5 Change Fund Advances
    4.6 Miscellaneous Cash Advances
    4.7 Prohibited Cash Advances: Local Sports Clubs
    4.8 Other Applicable University Policies and Procedures
Ch. 5 - Policy and Procedures on Gifts, Grants, and Contracts
    (Office of the Vice President for Research; Div. of Sponsored Programs; The University of Iowa Research Foundation; The University of Iowa Foundation)
    5.1 General
    5.2 Processing Applications for Gifts, Grants, and Contracts for Which Applications are Required
    5.3 Project Management Responsibilities
    5.4 Transfer of Grant/Change of Project Director
    5.5 Facilities and Administrative Costs
    5.6 Gifts and Grants
    5.7 Gifts and Grants Involving Alteration of an Existing Structure or New Construction
    5.8 Other Policies Governing Externally Sponsored Activities
Ch. 6 - Contracting
    (Div. of Sponsored Programs; Payroll Office; Grant Accounting; Purchasing Department)
    6.1 Contracting Authority
    6.2 Consultant and Independent Contractor on Grants and Contracts
    6.3 Selecting and Paying for Consultant and Independent Contractor Services and Obtaining Approval
Ch. 7 - Facsimile Signatures and Signature Assignment
    (Business Office; Office of the General Counsel)
    7.1 Background
    7.2 Policy
    7.3 Delegation of Signature Authority
Ch. 8 - Approval, Collection, and Disbursement of Optional Student Fees and Optional Academic Student Fees
    (Office of the Vice President for Student Life; University of Iowa Student Government)
    8.1 Definitions
    8.2 Eligibility for Optional Student Fee Collection and Disbursement
    8.3 Certification to Solicit for Optional Student Fees
    8.4 Retention of Authorization to Solicit
    8.5 Procedures and Conditions of Solicitation
    8.6 Additional Regulations
Ch. 9 - Fund Solicitation
    (Office of the Senior Vice President for Finance and Operations; Board of Regents)
    9.1 General
    9.2 Mass E-mail Solicitation
Ch. 10 - State Sales Tax on Goods and Services
    (Office of the General Counsel; Business Office)
Ch. 11 - Purchasing
    (Purchasing Department; Accounts Payable)
    11.1 General
    11.2 Authority for Procurement
    11.3 Responsibility and Objectives
    11.4 Signatory Authority
    11.5 Competitive Bidding
    11.6 Bid Security
    11.7 Release of Bid Information
    11.8 Withdrawal of Bids
    11.9 Waiver of Bid Requirements
    11.10 Purchases Requiring Regent Approval or Special Handling
    11.11 Purchase of Insurance
    11.12 Delegation of Purchasing Authority
    11.13 Master Lease
    11.14 Conflict of Interest
    11.15 Purchases from University Faculty or Staff
    11.16 Reference Catalogs
    11.17 Requisitions
    11.18 Requisitions for On-Campus Supplies and Services
    11.19 Non-P.O. Vouchers and Procurement Cards
    11.20 Procurement Credit Card
    11.21 Voucher Reports and Invoice
    11.22 Items Which May Not Be Purchased
    11.23 Technology Allowance Policy
    11.24 Guidelines for Accounting for Equipment That Is on Trial, Loan, Demonstration, or Evaluation from a Vendor and Not Owned by the University
    11.25 Food, Beverage, Flowers, Gifts, and Similar Incidental Expenses
Ch. 12 - Equipment and Personal Property of the University
    (Office of the Senior Vice President for Finance and Operations)
    12.1 General
    12.2 Definition of Equipment
    12.3 Title to Equipment
    12.4 Equipment Screening and Purchase
    12.5 Equipment Acquisition, Disposition, and Transfer
    12.6 Addition of Equipment for Incoming Faculty
    12.7 Addition of Federally Titled Equipment
    12.8 Title Transfer of University Equipment for Departing Faculty
    12.9 Reporting Loss, Theft, or Destruction of Property
    12.10 Private Use of Public Property
    12.11 Library Books
    12.12 Off-Campus Use of Property
    12.13 Works of Art
    12.14 Equipment Capitalized as Part of Construction Project
    12.15 Equipment Inventory Reporting Requirements
    12.16 Equipment Tagging
Ch. 13 - Internal Audits
    (President of The University of Iowa; Internal Audit Department; Board of Regents)
    13.1 Purpose
    13.2 Objective and Scope
    13.3 Authority
    13.4 Reporting
    13.5 Responsibility
Ch. 14 - Ticket Regulations
    (Internal Audit Department)
    14.1 Intercollegiate Athletics and Hancher Auditorium Tickets
    14.2 Other Tickets
Ch. 15 - Risk Management, Insurance, and Loss Prevention
    (Risk Manager)
    15.1 General
    15.2 Property Insurance
    15.3 Auto Insurance
    15.4 Liability
    15.5 Fidelity Coverage
    15.6 Reporting Property or Liability Losses
Ch. 16 - Critical Incident Management Plan
    (University Central Administration; Department of Public Safety)
    16.1 Scope and Authority
    16.2 Purpose
    16.3 Definitions
    16.4 Authority to Declare a Campus State of Emergency
    16.5 Procedure
    16.6 Critical Incident Management Team (CIMT)
    16.7 Incident Command Center (ICC)
    16.8 Emergency Notification
    16.9 Evacuation and Relocation
    16.10 Damage Assessment and Recovery
    16.11 Dealing with a Disrupted Work or Academic Environment
    16.12 Review of the Critical Incident Management Plan
    16.13 Additional Resources
Ch. 17 - Records Management
    (Office of the Senior Vice President for Finance and Operations)
    17.1 General
    17.2 Policy
    17.3 Definition and Identification of Records
    17.4 Records Management and Retention Schedule
    17.5 Disposal of Records
    17.6 University of Iowa Resources
Ch. 18 - Personnel Records
    (Div. of Sponsored Programs; Payroll Department)
    18.1 Personnel Records, General
Ch. 19 - Fleet Services
    (Business Manager's Office; Department of Parking and Transportation)
    19.1 General
    19.2 Regulations
    19.3 Insurance
    19.4 Fines, Charges, and Violations
    19.5 Fleet Safety Program
Ch. 20 - Lost or Stolen Property
    (Business Manager's Office)
    20.1 Reporting
Ch. 21 - Competition with Private Enterprise
    (Office of the General Counsel; Office of the Vice President for Finance and Operations)
    21.1 General Policy
    21.2 Competition with Private Enterprise and Community Concerns
Ch. 22 - Travel Regulations
    (Business Office)
    22.1 Policy
    22.2 Procedures
    22.3 Programs
Ch. 23 - Printing
    (Printing Department)
    23.1 Purchasing Officer
Ch. 24 - (Reserved for future use)

Ch. 25 - Vending Machines

    (University Housing and Dining)
    25.1 Conditions for Installation and Operation
Ch. 26 - Alcoholic Beverage Service Guidelines and Procedures for The University of Iowa
    (Office of the Vice President for Student Life)
    26.1 General Policy
    26.2 General Condition
    26.3 Services Available through University Housing and Dining
Ch. 27 - Parking Regulations
    (Department of Parking and Transportation)
    27.1 General
    27.2 Faculty/Staff Parking
    27.3 Parking Violations
    27.4 Conference and Special Event Parking
    27.5 Parking for Contractors and Consultants
    27.6 Parking Assignment Policy
Ch. 28 - Campus Speakers and Programs
    (President of The University of Iowa; Faculty Senate; Board of Regents)
    28.1 Regents Policy
    28.2 Guest Speakers for Academic Exercises
Ch. 29 - Bulletin Boards
    (Office of the Vice President for Student Life)
    29.1 Residence Halls Bulletin Boards
Ch. 30 - University of Iowa Intellectual Property Policy
    (Office of the Vice President for Research; University of Iowa Research Foundation; Board of Regents)
    30.1 Intellectual Property Policy Statement
    30.2 Administration of Intellectual Property Policy
    30.3 University of Iowa Patent Policy
    30.4 University of Iowa Copyright Policy
Ch. 31 - (Reserved for future use)
Ch. 32 - Lease of Real Property
    (Board of Regents; Business Manager's Office; Planning and Administrative Services)
    32.1 Lease of Space for Use by the University
    32.2 Lease of University Space to an Outside Entity
    32.3 Policies and Guidelines
    32.4 Environmental Review Prior to Acquisition of Real Estate
Ch. 33 - Building Renewal
    (Facilities Management)
    33.1 Building Renewal Defined
    33.2 Allocation of Funds
    33.3 Procedure
    33.4 Minor Maintenance
    33.5 Review by Environmental Health and Safety Office
Ch. 34 - Policy and Guidelines for Capital Improvement Projects
    (President of The University of Iowa; Office of the Vice President for Finance and Operations; Board of Regents)
    34.1 Definitions
    34.2 Approval Process
    34.3 Roles in Planning and Oversight
    34.4 Steps in Planning and Constructing Improvement Projects
    34.5 Total Cost-of-Ownership Decision Framework
    34.6 Capitalization and Reconciliation
Ch. 35 - Conditions of Use of University Facilities
    (Facilities Management; Office of the Vice President for Student Life)
    35.1 Definitions
    35.2 General Policy on Use of University Facilities
    35.3 Application and Approval
    35.4 Use of Athletic and Multi-Use Facilities
    35.5 Prohibitions in Use of Facilities
    35.6 Old Capitol Use Policy
Ch. 36 - Control, Use, and Assignment of Physical Facilities
    (University Central Administration; Facilities Renewal and Equipment Committee (FREC))
    36.1 General
    36.2 Reassignment of Space
    36.3 Approval of Assignments of Space
Ch. 37 - Use of the Pentacrest
    (Office of the Vice President for Student Life)
    37.1 General
    37.2 Definition
    37.3 Casual Use
    37.4 Use by Eligible Groups
    37.5 Applications
    37.6 Activities Approval
    37.7 Hours of Use
    37.8 Camping
    37.9 Foreign Structures
    37.10 Signs and Banners
    37.11 Classes
    37.12 Policy for Old Capitol Flagstaff
Ch. 38 - Use of Campus Outdoor Areas Other Than the Pentacrest
    (Office of the Vice President for Student Life)
    38.1 General
    38.2 Use by Eligible Groups
    38.3 Approval
    38.4 Camping
    38.5 Foreign Structures
    38.6 Signs and Banners
    38.7 Kautz Plaza
Ch. 39 - Skateboards, In-Line Skates, and Rollerskate Rules
    (Office of the Senior Vice President for Finance and Operations; Business Office)
    39.1 General Limits
    39.2 Careless Riding Prohibited
    39.3 Pedestrians Have Right-of-Way
    39.4 Roadways
    39.5 Clinging to Motor Vehicles Prohibited
Ch. 40 - Bicycle Regulations
    (Director of Parking and Transportation)
    40.1 Bicycle Operation Regulations
    40.2 Bicycle Parking Regulations
Ch. 41 - Building and Room Keys
    (Facilities Renewal and Equipment Committee (FREC); Facilities Management)
    41.1 Master Key Policy
    41.2 Responsibility for Issuing and Controlling Keys
    41.3 Responsibility for Key Duplication
    41.4 Key Ownership
    41.5 Procedure for Ordering Keys
Ch. 42 - The Naming of Programs and Facilities
    (President of The University of Iowa)
Ch. 43 - Statement of Environmental Policy
    (Office of the General Counsel)
    43.1 General
    43.2 Guiding Principles
    43.3 Commitments

Ch. 44 - Art in State Buildings

    (Facilities Management)
    44.1 Introduction
    44.2 Application
    44.3 Art on Campus Committee and Selection of Art
    44.4 Funding for Works of Art
    44.5 Acquisition, Preparation, and Installation

Ch. 45 - Video Surveillance
(Office of the Vice President for Human Resources; Office of the Assistant Vice President for Finance and Operations and Director of Public Safety; Office of the Chief Information Officer and Director of Information Technology Services)

    45.1 Scope of Policy
    45.2 Exclusions
    45.3 Principles and Rationale
    45.4 Procedures
    45.5 Responsibility/Authority for Control
    45.6 Compliance
    45.7 Standards

VI. Services
[ Chapter 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12 / 13 / 14 / 15 / 16 / 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 / 25 / 26 / 27 / 28 / 29 / 30 / 31 / top ]

Ch. 1 - University Department of Public Safety
    (Office of the Senior Vice President for Finance and Operations; Business Manager's Office; Department of Public Safety)
    1.1 General
    1.2 Special Duty
    1.3 Services
Ch. 2 - Office of the University Ombudsperson
    (President of The University of Iowa; Office of the University Ombudsperson)
    2.1 Staff and Services
    2.2 Confidentiality and Independence
    2.3 References
    2.4 Grievance Procedures, Disciplinary Process, and Jurisdiction
    2.5 Job Security and Protection of Students
    2.6 Release Time from Work
Ch. 3 - Information Technology Services
    (Information Technology Services)
    3.1 University Chief Information Officer -- Information Technology Services
    3.2 Campus Technology Services
      3.2(1) Support for Instructors
      3.2(2) Support for Researchers
    3.3 Administrative Information Systems
    3.4 Systems & Platforms
    3.5 Telecommunication & Network Services
Ch. 4 - (Reserved for future use)

Ch. 5 - Central Mail Services

    (Office of the Senior Vice President for Finance and Operations)
    5.1 General
    5.2 Campus Mail
    5.3 U.S. Mail
    5.4 Parcel and Express Shipping
    5.5 Student Use of Campus Mail
    5.6 Bulk Mail Service
Ch. 6 - (Reserved for future use)

Ch. 7 - Facilities Management

    (Facilities Management)
    7.1 General
    7.2 Service Divisions
Ch. 8 - (Reserved for future use)

Ch. 9 - General Stores

    (Office of the Senior Vice President for Finance and Operations; Business Manager's Office; General Stores)
Ch. 10 - (Reserved for future use)

Ch. 11 - University Parking and Transportation Department

    (Office of the Senior Vice President for Finance and Operations; Business Manager's Office; Parking and Transportation Department)
    11.1 General
    11.2 Parking
    11.3 Cambus
    11.4 Fleet Services
Ch. 12 - Recharge Centers
    (Internal Audit)
Ch. 13 - The University of Iowa Pharmaceuticals
    (UI Pharmaceuticals)
    13.1 General
    13.2 Requisitions
    13.3 Delivery
    13.4 Ethyl Alcohol
    13.5 Drugs
    13.6 Solvents (Acids and Bases)
    13.7 Special Services
    13.8 Billing
Ch. 14 - Iowa Memorial Union
    (Office of the Dean of Students)
    14.1 General Purpose
    14.2 Other Uses
    14.3 Scheduling
    14.4 Alcoholic Beverages
    14.5 Requisition Required
Ch. 15 - Center for Conferences
    (Div. of Continuing Education; Center for Conferences)
    15.1 General
    15.2 Conference Policy
    15.3 Initiating a University Conference
Ch. 16 - Center for Marketing and Media Production
    (Office of the Vice President for Strategic Communication; Center for Marketing and Media Production)
    16.1 General
    16.2 Services
    16.3 Charges
    16.4 Decentralized Media Units
Ch. 17 - (Reserved for future use)

Ch. 18 - University Libraries

    (University Libraries)
    18.1 General
    18.2 Organization and Description
    18.3 Collection Services
    18.4 Reference and Library Instruction
    18.5 Access Services
Ch. 19 - Education Materials (Textbooks) for Classroom Use or Course Materials

Ch. 20 - The University of Iowa Press

    (University of Iowa Press)
    20.1 General
    20.2 Manuscripts
Ch. 21 - Printing Department
    (Business Manager's Office; Printing Department)
    21.1 General Purpose
    21.2 Policy for Copy Centers: Copying Copyrighted Materials
Ch. 22 - Custom Publishing

Ch. 23 - Office of Faculty and Staff Services

    (Faculty and Staff Services)
    23.1 General
    23.2 University of Iowa Employee Assistance Program
    23.3 Supervisory Referral
    23.4 Behavior Risk Management
    23.5 Confidentiality
    23.6 Job Security
    23.7 Disciplinary Process
    23.8 Release Time from Work
    23.9 Payment for Faculty and Staff Services
    23.10 Eligibility
Ch. 24 - Placement Services for Students
    (Office of the Executive Vice President and Provost)
    24.1 General Purpose
    24.2 Interviewing Facilities
    24.3 Recruiting and Placement Principles
Ch. 25 - Evaluation and Examination Service
    (Office of the Executive Vice President and Provost; Evaluation and Examination Service)
Ch. 26 - Dual Career Network
    (Office of the Executive Vice President and Provost; Office of the Senior Vice President for Finance and Operations)
Ch. 27 - Information on Study, Programs, and Events
    (University Central Administration; Board of Regents)
Ch. 28 - UI Wellness
    (Human Resources)
Ch. 29 - Family Services Office
    (Human Resources)
Ch. 30 - Reward and Recognition
    (Human Resources)
Ch. 31 - Organizational Effectiveness
    (Human Resources)
 Appendix: Organizational Charts

  
 
 
 
 
 
   
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