Policy and Procedure Library

Policies and procedures approved by the University of Louisville Board of Trustees. Includes links to the University's Code of Conduct and to the Redbook that serves as the basic governance document of the University.

A Board of Trustees policy addresses governance of the university and requires Board of Trustees approval. The authority to determine when a policy warrants Board of Trustees approval rests with the President in consultation with University Counsel.

Approval for Personnel Actions (PDF)
Approval of Real Property Transactions (PDF)
Articles of Incorporation (PDF)
By-laws of the Board of Trustees (UofL) (PDF)
Capital Construction Projects (PDF)
Code of Conduct
Code of Student Rights and Responsibilities
Combating Antisemitism
Employment, Consulting Contracts and Appointments Policy (PDF)
Establishment and Review of Centers and Institutes Policy
Financial Transactions Policy
Financial Transactions Spending Policy (PDF)
Individual Conflict of Interest Policy
Institutional Compliance Plan
Institutional Conflict of Interest Policy
Naming of University Physical Space, Endowed Funds, and Academic Units
Operating Funds Investment
Phased Retirement of Faculty (PDF)
Procurement Regulation (PDF)
Redbook
Signature Authority (PDF)
ULRF Signature Authority
University Mission Statement
University Privacy Statement
Viewpoint Neutrality

Administration policies and procedures are of a general administrative or operational nature and cover a broad range of issues. Listing includes (not limited to) conflict of interest, duty to report and non-retaliation, and policy administration.

Authority of UofL IRB
Branding
Catastrophic Shared Leave
Conflict of Interest and Commitment
Combating Antisemitism
Crisis Communication Plan
Deadly Weapons
Developing and Approving University Administrative Policies
Digital Media
Drug-Free Workplace
Duty to Report and Non-Retaliation
Establishment and Review of Centers and Institutes Policy
Establishment, Review, and Closure of Centers and Institutes Procedure
Faculty Accountability
Family and Medical Leave Policy
FERPA - Family Educational Rights and Privacy Act
Fiscal Misconduct
Grievances Policy
Individual Conflict of Interest Policy
Institutional Conflict of Interest Policy
Intellectual Property
Internal Reallocation and Financial Incentive Strategy
International Travel
Intimate Relationships
Military Student Recruitment, Withdrawal, and Readmission Standards
Naming of University Physical Space, Endowed Funds, and Academic Units
On-Campus Commercial Filming
Open Records - Inspection of University Records by the Public
Parental Leave Policy
Parking System
Petty Cash Funds
Procurement and Contract Authority
Public Information
Records Management
Reporting and Investigation
Reports of Bias, Discrimination, and Harassment
Retirement
Sanction Check Screening
Soft Money Policy
Sponsorship Policy
Surplus Donation Requirements
Tobacco and Vaporizing Products
Title IX Employee Sexual Misconduct Policy
Title IX Student Sexual Misconduct Policy
Travel Policy
Tuition Remission
University Contract Review and Approval and Signature Authority
Use of Service and Emotional Support Animals on Campus
Viewpoint Neutrality

Policies and procedures related to university accounting, budget and financial planning, financial reporting, payroll, procurement, and other financial matters. Listing includes (not limited to) purchases, fees, gifts, budgeting, tax matters, vehicles, moving, and accounts receivables.

Accounts Receivable
Administrative Overhead Fee
Agency Programs
Alcoholic Beverage Purchases
Annual Capital Asset Inventory
Bid Protest
Budget Entries and Revisions
Budget Revisions
Campus Sponsorship
Capital Construction Projects (PDF)
Cash Receipt - Deposit Handling
Cellular Mobile Device and Service Plan
Centers of Excellence Budgets
Comprehensive Debt
Continuing Education Financing
Contract Advice of Change
Credit Card PCI Merchants Policy
Credit Card PCI Merchants Procedure
De Minimis Gifts
Deposit Methods
Disposal of Surplus Personal Property
Donations
Effort Reporting Alignment with Annual Workload Agreements
Electronic Funds Transfer (EFT) - Receipts, Identified and Unclaimed
Eligibility To Participate In Government Programs
Endowment and Similar Funds Management
Establishing Bank Accounts
Establishment of PayPal Accounts
Ethics in Purchasing
Expenditure Authorization
Financial Liquidity and Reserves
Financial Transactions Spending Policy (PDF)
Fuel Card Program
Green Purchasing
Internal Reallocation and Financial Incentive Strategy
Kentucky Sales and Use Tax Exemption on Purchases
Memorial Gifts
Moving Expense
New Vendor Requirements
Non-competitive Negotiation
Operating Funds Investment
Payments for Research Study Participants
Payroll and Other Expense Transfers
Personal Service Contract
Petty Cash Funds
Position Budgeting
Prepaid Gift Cards
ProCard Program
Procurement and Contract Authority
Procurement and Record Keeping of Tax Free Alcohol
Procurement Card Program
Property Accounting
Purchase by Competitive Negotiation
Purchase by Competitive Sealed Bidding
Purchase from Stockroom
Purchase of Office Supplies
Purchase of Pre-Owned and Reconditioned Equipment and Products
Purchases from Correctional Industries
Purchases from Employees
Purchases Requiring Three Quotes
Purchasing - Contracts
Purchasing - Damaged Goods in Transit
Purchasing - Emergency Purchases
Purchasing - Long Term Lease Equipment
Purchasing - Ordering Radioactive Material
Printers, Copiers, and Printing Services Contracts
Receipt of Purchase Orders
Reciprocal Preference for Proposal or Bids
Recording Returns of Duplicate, Incorrect or Defective Goods
Recycled Material Content
Relationship to State
Remote Deposit Capture
Reporting of Non Payroll Payments
Reporting Transfer or Movement of Property
Retaining Funds from Sale of Surplus Property Items
Sales and Use Tax
Segregation of Duties
Service Center
Soft Money
Special Request for Return Checks
Supplier Code of Conduct
Surplus Donation Requirements
Taxation of Professional Exam Fees
Timely Posting of Transactions
Trade-in Purchases
Transfer of Previously Charged Expenses
Transfer of F and A Costs Recovery (Indirect) Funds
Travel Policy
Tuition Remission Cost Sharing on Sponsored Projects
Unrelated Business Income Tax
Vehicle Purchase
Vehicle Rental

Policies and procedures related to UofL's data, systems, networks, and their associated technology and regulations. Listing includes (not limited to) to the privacy, security, and responsible use of UofL's information and technology resources.

Backup of Data
Business Continuity and Disaster Recovery
Cloud Computing and 3rd Party Vendor Services
Data Facility Security
Digital Millennium Copyright Act Compliance
Email Retention
Encryption of Data
Firewalls
HIPAA Privacy Policy
Information Security Responsibility
Intellectual Property Policy
Inventory, Tracking and Discarding of Computing Devices
Network Service
Passwords
Policy Exception Management Process
Protection from Malicious Software
Sanction Policy
Security Incidents
Server Computing Devices
Sponsored Accounts
User Accounts and Acceptable Use
Voice Mail
Web and E Commerce
Workstation and Computing Devices

Petty Cash Funds
On-Campus Commercial Filming
Public Information
Passwords
Utility Failure
Natural Gas Leaks
Developing and Approving University Administrative Policies
Speech and Distribution of Literature
Institutional Conflict of Interest
Individual Conflict of Interest

Policies and procedures addressing UofL academic and faculty life issues. These policies and procedures have a specific approval process not subject to the University's administrative policy approval process.

Academic Calendar and Awarding of Course Credit Hours
Academic Catalogs
Awarding Posthumous Degrees
Certificate Program Criteria for Financial Aid Eligibility
Determination of Student Location and Professional Licensure Notification Processes for Students
Faculty Accountability
Faculty Affairs Policies
Faculty Affairs General Information
Faculty Personnel Documents and Unit Bylaws
Full-Time Faculty Handbook
Identity Verification of Students Enrolled in Online Courses
Intimate Relationships
Notification of Charges and Other Fees Associated with Verification of Student Identity
Part-Time Faculty Handbook
Regular and Substantive Interaction in Online Courses
School of Medicine’s Professional Practice Plan
Transfer Credit Policy
Use of Campus Grounds

Policies and procedures addressing UofL student life issues.

Academic Calendar and Awarding of Course Credit Hours
Academic Catalog
ADA Policy, Formal Complaint Procedure and Legislation
Alcohol Policy
Awarding Posthumous Degrees
Code of Student Conduct
Code of Student Rights and Responsibilities
Commercial Activity Policy
Counseling Center Frequently Asked Questions
Counseling Center Resources
Credit Hour Policy
Disability Services, Accommodations, and Documentation Responsibilities of Students, Faculty and Disability Resource Center
General Information on Documentation of a Disability
Graduate Student Resources
Guidelines for Students with Disabilities
Identity Verification of Students Enrolled in Online Courses
Intimate Relationships
Notification of Charges and Other Fees Associated with Verification of Student Identity
Speech and Distribution of Literature
Student Involvement Policies
Student Policies, Procedures and Handbook
Student Pregnancy Accommodations Policy
Title IX Student Sexual Misconduct Policy
Transfer Credit Policy
Tutoring Policy
Use of Campus Grounds
Use of Service Animals and Emotional Support Animals on Campus policy

Policies and procedures related to non-academic functions and general business services provided for the university. Listing includes (not limited to) environmental health & safety, parking, physical plant, risk management, and university police.

Abandoned Bicycle
Accounting for DEA Controlled Substances
Active Shooter
ADA Evacuation
After the Emergency
Annex for a Urban Flash Flood Warning
Annex for Determining University Closure due to Winter Weather
Annex for Internal Notification of Potential Severe Weather Events
Annex for Reporting Severe Weather to the Louisville Office of the National Weather Service Louisville
Asbestos Procedures for Contractor Projects and Responsibilities
Auto Claims
Battery Recycling at UofL
Belknap Campus Evacuation
Biological Safety Cabinet Use
Bloodborne Pathogen Exposure Control Plan BBP-ECP
Bomb Threat
Broken Lamp Clean Up
Campus Signage Policy
CHEMEX User Submission Instructions
Chemical and Hazardous Waste Pick Up
Chemical and Hazardous Waste Satellite Accumulation
Chemical and Infectious Agent Spills
Chemical Hygiene Plan
Chemical Safety (Lab Safety Manual)
Chemical Segregation and Storage
Cold Room Storage and Use
Deadly Weapons
Destruction of Select Agents
Disposal of Refrigerators and Freezers
Earthquake
Emergency Preparedness and Contingency Plan
Equipment (Lab Safety Manual)
Expired and or Unwanted Pharmaceuticals
Fire Emergencies
Formaldehyde Safety
General Safety in Laboratories (Safety Manual)
Handling of Reactive Chemicals
Hazard Assessment and PPE Requirements for General Lab Operations
Hazard Communication and GHS (Employee Right to Understand)
Hazardous Gas Leaks
Hydrofluoric Acid Emergency Response
Investigating and Reporting Potential Violation(s) of National Institutes of Health Guidelines (NIH Guidelines)
Jeanne Clery Campus Safety (Clery Act)
Laboratory Close-Out
Laboratory Safety Policy
Laboratory-Building Chemical Spills
Laser Safety Manual
Lead-Based Paint and Plaster Preparation
Lighting Waste Recycling
Medical Biological Waste Segregation
Medical Emergencies
Minors in Laboratories and Animal Facilities
MRI-NMR Safety
Natural Gas Leaks
No Idling
Noise and Hearing Conservation
Open Flame
Parking System
Personal Motorized Transportation Device Use
Proper Disposal of Empty Non-Refillable Cylinders
Property Claims
Provision of Hepatitis B Vaccine
Radiation Safety Medical Use
Radiation Safety
Reporting a Radioactive Spill
Reporting Indoor Air Quality (IAQ) Issues
Space Heater
Stericycle Regulated Medical Waste Packaging Requirements
Suspicious Mail or Packages
Tornado - Severe Weather Warnings
Utility Failure
Vehicle Use
Workers Compensation
Workplace Violence
Youth Protection Program

Policies and procedures detailing benefits, compensation, employee relations, performance management and/or other related personnel functions. Listing includes (not limited to) leave, employment status, intellectual property, work matters, overtime, and staff development.

Additional and Supplemental Pay
Administrator Medical Leave
Appeals
Appointment Rates
Call-In - Call-Back Pay
Career Opportunities
Campus Operations During Inclement Weather and Emergency Events
Catastrophic Shared Leave
Compensation and Classification Policy
Conflict of Interest
Continuous Creditable Service
Demotions
Discipline
Driver's Alcohol and Controlled Substance Testing
Drug-Free Workplace
Employee Assistance Program
Employee Categories and Status
Employee Documentation
Employee Recognition Program
Employment Applications
Employment, Consulting Contracts and Appointments Policy ( PDF)
Employment of Minors
Employment of Non-Resident Aliens (Non-Immigrants)
Employment of Resident Aliens (Immigrants)
Equal Employment Opportunity
Establishment of a New Position
Ethical Considerations
Exit Interviews
Family and Medical Leave Policy
Flex-Year Positions
Grievances
Holidays
Hours of Work - Flexible Scheduling Guidelines
Identification Cards
Immigration Reform and Control Employment Eligibility - Verification
Institutional Base Salary
Intimate Relationships
Lactation Accommodations
Military Leave
Moving Expenses
Nepotism
Orientation Training
Other Administrator Leave
Other Leaves with Pay
Overtime
Parental Leave
Pay Adjustments
Performance Appraisals
Personal Leave Without Pay
Personnel Records
Physical Examinations
Promotions
Reclassification - Staff Positions
Recruitment and Selection
Reduction-In-Force (RIF)
Remote Work
Reports of Bias, Discrimination, and Harassment
Rest Periods - Meal Periods
Retirement
Separations
Sexual Harassment
Shift Differential
Sick Leave
Staff Development
Stand-by Pay
Temporary Employment
Temporary Medical Leave
Time and Attendance Records
Tobacco and Vaporizing Products
Trainee Appointments
Training and Development
Transfers
Tuition Remission
Unlawful Discrimination
Vacation Leave
Work Outside the University

Policies and procedures regarding the administration of UofL research endeavors and the conduct of UofL researchers. Listing includes (not limited to) the use of animals, contract agreements, procedures for scholarly activity and policies on sponsored activities.

Action When a Required HIPAA Authorization in Human Subjects Research is not Obtained
Animal Care and Use policies
Authority of UofL IRB
Charging Direct Costs to Sponsored Programs
Classified or Sensitive Research
Cost Sharing
Direct Costs on Externally Sponsored Programs
Effort Reporting Alignment with Annual Workload Agreements
Ethical Conduct and Reporting of Research
Human Subjects Protection Program Policy Manual
Intellectual Property
Management and Sharing of Research Data
Model Procedures for Resolving Disputes in Research and Scholarly Activity
Ownership of Data
Policy Statement on Sponsored Programs
Pre-Award Spending
Proposal Clearance Requirement
Responding to Allegations of Research Misconduct
Responding to Violations of UofL Research Policies (Policy)
Responding to Violations of UofL Research Policies (Procedure)
Responsible Conduct of Research
Sponsoring Visiting Researchers Scholars for Research Purposes
Sponsoring Visiting Students for Research Purposes
Subrecipient Monitoring and Management