New and Recently Updated Policies

New Policies

Animals on University Property


This policy outlines the requirements and limitations for individuals seeking to bring an animal on university property (including vehicles owned by the university) in accordance with relevant laws and university policies. The policy covers the presence of service animals, service animals in training, emotional support animals, pets, working animals, therapy and program animals, and excludes university-owned animals for education and/or research purposes. The policy outlines the responsibilities of animal owners and handlers, policy enforcement and sanctions and necessary forms.



Business Continuity Management


The purpose of this policy is to provide a framework through which the VCU Police Department, Office of Emergency Preparedness can develop, maintain, and exercise continuity plans in alignment with the business continuity management system standard, ISO 22301:2012, and the Commonwealth of Virginia Executive Order No. 41 (2019) Continuing Preparedness Initiatives In State Government and Affirmation of the Commonwealth of Virginia Emergency Operations Plan. This policy ensures an enterprise-wide business continuity planning process is established that considers every critical aspect of its business processes in creating a plan for how it will respond to disruptions.

Conduct of Animal Subjects Research


VCU recognizes that conducting animal subjects research is a privilege. Animal subject research has contributed to impactful discoveries in medicine and science for many years. VCU complies with federal regulations from the Office of Laboratory Animal Welfare, United States Department of Agriculture Animal and Plant Health Inspection Service and implements best practices. This policy applies to all VCU research, training, experimentation, biological testing, teaching, and other university-sanctioned activities involving live vertebrate animals regardless of funding source and regardless of where the activity is occurring (for example, at another institution).

Data and Information Governance


This new policy establishes and outlines the university’s data and information governance program and the core roles and responsibilities for individuals participating in the university data and information lifecycle. VCU must protect and utilize its information assets, in all forms and throughout the information life cycle, in accordance with this policy and all applicable federal, state and regulatory requirements, as well as any contractual requirements with third parties.

Human Subjects Research Regulation


As a state agency, VCU has the ability to adopt regulations that have the force of law. The VCU Board of Vistors adopted this regulation in order to ensure continuity and consistency in research compliance practices and processes. It requires that all research conducted by VCU involving human subjects shall be conducted in accordance with 21 CFR Part 50 (May 30, 1980) and 56 (January 27, 1981), 45 CFR Part 46 (revised June 19, 2017 and amended on January 22, 2018 and June 19, 2018), and 45 CFR Parts 160 and 164 (December 28, 2000) and any other applicable federal law or regulation.

Scholarship Management


This policy provides requirements for the awarding and administering of scholarships held or controlled by VCU. It (1) promotes student success and degree completion by coordinating the provision of scholarships to students; (2) promotes efforts to maximize the utilization of scholarship to 100% of available funding; (3) promotes a partnership model ensuring donor intent is met between scholarship units, Development and Alumni Relations, and the Office of Financial Aid (OFA); (4) ensures recipients meet the stated criteria of the scholarship; (5) supports a scholarship management system for use by units offering scholarships to students; and (6) gives OFA overall responsibility for the interpretation and implementation of this policy.

Substantive Revisions

Alternative Dispute Resolution


The purpose of this policy is to promote the use of stakeholder collaboration and alternative dispute resolution processes as appropriate. The policy has been revised to include specific requirements per the Code of Virginia 2.2-4117.  Specifically, the qualifications of a neutral third party, as well as the role of VCU Human Resources Employee Relations department as the coordinator of dispute resolution processes, have been added to the policy.

Assessing Student Learning Outcomes in Degree and Certificate Programs


The purpose of this policy is to outline VCU’s expectations and standards for learning outcomes assessment in degree and certificate programs. Moreover, the policy ensures VCU meets the requirements set forth by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). The policy was revised to clarify expectations and standards for the practice of learning outcomes assessment in certificate and degree programs and the roles and responsibilities for learning outcomes assessment at VCU.


Campus Security Camera System


The purpose of this policy is to govern the use of campus security camera system that monitor and record public areas for safety and security purposes. This policy sets forth the procedures for requesting and implementing campus security camera equipment installation, and outlines the responsibilities for authorized access, dissemination, retention and disposition of these records.


Faculty Bonus Award


This policy provides the means for recognition and financial reward for Virginia Commonwealth University faculty members. This policy has been revised to allow vice presidents with the authority to approve faculty bonuses, unless the bonus is for a direct report to a vice president, in which case the president’s approval is required. Some academic leadership positions and direct appointments to the president also require approval by the BOV, per the BOV Bylaws.

Financial Aid Adjustments Due to Total Withdrawal or Enrollment Changes and Return of Title IV Funds (R2T4)


The purpose of this policy is to describe the effects on a student’s financial aid resulting from enrollment changes in accordance with federal and state law and regulations governing student assistance. The policy has been revised to update information concerning students who withdrawal from modules, unofficial withdrawals, failure to begin attendance and how refunds of less than $50.00 are treated.

Preventing and Responding to Discrimination - Interim


This policy, formerly titled Affirmation of VCU's Equal Opportunity, was revised to fulfill relevant federal and state requirements, including Title IX of the Education Amendments of 1972; the Americans with Disabilities Act of 1990, as amended; Section 504 of the Rehabilitation Act of 1973; Titles VI and VII of the Civil Rights Act of 1964; the Genetic Information Nondiscrimination Act of 2008; the Virginia Human Rights Act; the Governor’s Executive Order Number One (2014); and other state or federal laws and university policies. It outlines the protected bases for discrimination and applicable statutory authority; establishes VCU's investigation and administrative procedures and lists the applicable disciplinary procedures that will be followed in response to findings of discrimination; clarifies which procedures apply where multiple nondiscrimination policies apply to the underlying conduct; and identifies other state and university formal grievance procedures and the appropriate agencies for filing an external complaint. The revision includes a provision for administrative review of allegations of discriminatory or retaliatory conduct, in the absence of a formal complaint.  Also, FAQ have been added to address a range of questions, including the role of Equity and Access Services and other VCU offices that may address concerns.  

Records Management


This policy establishes the general responsibilities for management, retention, and disposition of Virginia Commonwealth University records as mandated by the Virginia Public Records Act (VPRA), Code of Virginia § 42.1-76–§ 42.1-91.

Research-Related Institutes and Centers


This policy provides a framework under which research-related institutes and centers (RICs) are established and operate at VCU. The revision contains significant changes to provide clarity concerning the oversight, creation, establishment, evaluation, modification, and discontinuation of RICs so that they operate in a consistent manner.

Sale of Goods and Services


The purpose of this policy is to set forth the requirements for university units to engage in revenue generating activities and the rates those units can charge for such activities. The policy has been revised to: clearly prescribe approvals required and provides a form to document approvals; require submission of a business plan; and provide guidance on contract review, billing, and collections.

Satisfactory Academic Progress (SAP) for Financial Aid


The purpose of this policy is to describe the university’s process for determining a student’s eligibility for continued receipt of Title IV federal funds, Virginia state funds and institution need-based grants on satisfactory academic progress (SAP) in accordance with federal requirements for financial aid. The policy has been revised to address the following: the effect of course incompletes, course withdrawals, transfer credit, remedial and ESL coursework on SAP; how second majors and changes of major affect SAP; the effect of completing an additional degree; and provide additional information concerning the SAP appeal process.

Sex-Based Misconduct Policy - Interim


This policy has been revised and approved into interim status to address sexual misconduct that falls outside the scope and jurisdictional requirements set forth in the U.S. Department of Education’s Final Rule under Title IX of the Education Amendments of 1972 and complaints that are dismissed under the mandatory dismissal provisions of the university's Title IX Sexual Harassment Policy. This policy retains the quasi-single investigator model where the investigator makes a recommended finding regarding responsibility and a party can choose to contest that finding to a hearing. The revision now provides parties an opportunity to appeal findings based on (i) procedural irregularity, (ii) new evidence, (iii) conflict of interest or bias. This policy should be read in conjunction with the related Title IX Sexual Harassment Policy. Together, these policies affirm the university's commitment to address incidents that do not meet the narrow standards defined under the Title IX Final Rule and in maintaining a safe and non-discriminatory learning, living, and working environment for all members of the university community.

Sponsored Programs Proposal Submission Deadlines


The Proposal Submission Deadline policy is intended to incorporate a sufficient time period to allow for review and submission of all requests for externally funded sponsored programs. Proposals are reviewed at the Department, School and OSP levels. Approval signatures are required at the School and OSP levels.

Textbook Adoptions and Sales


This policy combines and revises the formerly separate Textbook Adoptions and Textbook Sales policies to be more user friendly and comprehensive. This revision includes (1) requirements and procedures regarding low-cost and no-cost (OER) textbooks and course materials; (2) updated prohibition on faculty direct sales to students to include digital course materials; and (3) the new legislation requiring registrars to conspicuously identify in the registration system courses using low-cost or no-cost course materials.

Title IX Sexual Harassment Policy - Interim


This policy has been revised and approved into interim status to meet the requirements set forth in the U.S. Department of Education’s Final Rule under Title IX of the Education Amendments of 1972 that narrowed both the geographic scope of a university’s authority to act under Title IX and the types of “sexual harassment” that a university must subject to its investigation and grievance process. The revision conforms to the Final Rule’s requirements and provides for mandatory dismissal of complaints that do not meet those standards. The revision requires a live hearing to make a determination regarding responsibility and allows for direct cross-examination of parties and witnesses. The revision requires a party’s adviser to conduct cross-examination at a live hearing and appoints an adviser if a party does not have one for the hearing. Finally, the revision now provides an appeal mechanism for the parties. This policy should be read in conjunction with the related Sex-Based Misconduct Policy. Together, these policies affirm the university's commitment to address incidents that do not meet the narrow standards defined under the Title IX Final Rule and in maintaining a safe and non-discriminatory learning, living, and working environment for all members of the university community. 

Wage Employment (Hourly and Student Worker)


This policy outlines rules for wage employees, including job conditions and hour restrictions for hourly employees and student workers. It has been revised to reflect compensation practices as it relates to the Working@VCU “Great Place” HR Policies policy. Specifically, the limitation regarding the hourly rate paid to student workers performing similar work as classified staff has been eliminated.

Minor Revisions

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