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The University of Louisville Policy and Procedure Library is a repository of current university-wide administrative policies and associated procedures. Find the information you need by searching the collection using the topic, keyword index, document name or alpha-numeric identifier. You may also search by category in the menu below.

Please note, individual schools and departments may maintain additional policies and/or procedures. However, such documents do not override official university-wide administrative policies and associated procedures.


PDF documents on this page require the free Adobe Acrobat Reader download .



Governance ▼

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 Employment, Consulting Contracts and Appointments Policy (PDF) 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 University Vision for Diversity
Administration, Compliance and Legal ▼

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 Crisis Communication Plan Deadly Weapons Developing University Administrative Policies Digital Media Drug-Free Workplace Duty to Report and Non-Retaliation EEO/Affirmative Action Faculty Accountability Family and Medical Leave Policy FERPA - Family Educational Rights and Privacy Act Fiscal Misconduct Individual Conflict of Interest Policy Institutional Conflict of Interest Policy Intellectual Property Internal Reallocation and Financial Incentive Strategy International Travel Intimate Relationships Military Program Integrity 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 Retirement Sanction Check Screening Soft Money Policy Sponsorship Policy Grievances Policy Surplus Donation Requirements Tobacco and Vaporizing Products Travel Policy Tuition Remission University Contract Review and Approval and Signature Authority Use of Service and Emotional Support Animals on Campus
Finance▼

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.

Account Reconciliations 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 A greements 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 Purchasing - Small, Minority and Women-Owned Business Receipt of Purchase Orders Reciprocal Preference for Proposal or Bids Recording Returns of Duplicate, Incorrect or Defective G oods 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 F and A Costs Recovery (Indirect) Funds Transfer of Previously Charged Expenses Travel Policy Tuition Remission Cost Sharing on Sponsored Projects Unrelated Business Income Tax Vehicle Purchase Vehicle Rental
Information Security and Technology ▼

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 Electronic Data and Voice Mail Disclosure Email Archive Encryption of Data Firewalls HIPAA Privacy Policy Information Security Responsibility Intellectual Property Policy Internet Acceptable Use Inventory, Tracking and Discarding of Computing Devices IT Media Support 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 Wiring Standards Workstation and Computing Devices
New and Recently Revised ▼

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Academic and Faculty Affairs ▼

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 Transfer Credit Policy Use of Campus Grounds
Student Life▼

Polices and procedures addressing UofL student life issues.

A cademic Calendar and Awarding of Course Credit Hours Academic Catalog ADA Policy, Formal Complaint Procedure and Legislation Alcohol Policy Awarding Posthumous Degrees Campus Housing Cancellation Policy Campus Housing Policies and Procedures Classroom Policies 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 R esource Center Exam Accommodation Guidelines 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 Note Taker Service Policies Notification of Charges and Other Fees Associated with Verification of Student Identity Posting Flyers in the Student Activities Center 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 C ampus policy Use of Grounds Policy
Operations▼

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 W eather Annex for Internal Notification of Potential Severe Weather E vents Annex for Reporting Severe Weather to the Louisville Office o f the National Weather Service Louisville Asbestos Procedures for Contractor Projects and R esponsibilities 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 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 Disclosure of Campus Security and Crime Statistics 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 O perations Hazard Communication and GHS (Employee Right to U nderstand) Hazardous Gas Leaks Hydrofluoric Acid Emergency Response Investigating and Reporting Potential Violation(s) of N ational Institutes of Health Guidelines (NIH Guidelines) 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 Moped, Scooter, and Motorcycle Use MRI-NMR Safety Natural Gas Leaks No Idling Noise and Hearing Conservation Open Flame Parking System Proper Disposal of Empty Non-Refillable Cylinders Property Claims Provision of Hepatitis B Vaccine Radiation Safety Medical Use Radiation Safety Recombinant DNA - Biohazardous Material Incident R eporting Recombinant DNA-Biohazardous Material Spills Reporting Abuse of a Minor Reporting a Radioactive Spill Reporting Indoor Air Quality (IAQ) Issues Space Heater Stericycle Regulated Medical Waste Packaging R equirements Suspicious Mail or Packages Tornado - Severe Weather Warnings Utility Failure Vehicle Use Workers Compensation Workplace Violence Youth Protection Program
Human Resources▼

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 Catastrophic Shared Leave Compensation and Classification Policy Conflict of Interest Continuous Creditable Service Demotions Discipline Discriminatory Harassment Driver's Alcohol and Controlled Substance Testing Drug-Free Workplace EEO - Affirmative Action 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) 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 Inclement Weather and Emergency Closure or Delays 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 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 Title IX Employee Sexual Misconduct Tobacco and Vaporizing Products Trainee Appointments Training and Development Transfers Tuition Remission Unlawful Discrimination Vacation Leave Work Outside the University
Research▼

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

Action When a Required HIPAA Authorization in Human S ubjects 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 A greements 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