Policies and Procedures

Listed below are our current policies and procedures, indexed by administrative division. There are three types of documents: system policies, USC Upstate policies, and implementation procedures. When researching your subject of interest, please consider each subsection that applies to your policy section.

Policy Review

All employees of USC Upstate, including all full-time and part-time faculty and staff, must review important policy information annually.

USC Policies

All system-wide policies are located on the USC Policies and Procedures webpage.

Subject Index

The symbol * denotes USC Upstate documents.

Academic Affairs
Advancement
Board of Trustees
Business Affairs
Civil Rights and Title IX
Communications
Event Planning and Special Events
Facilities Management
Administration and Finance

Human Resources
Information Technology
Law Enforcement and Safety
Libraries
Office of Research
Student Affairs
University Administration
University Development
Vehicle Management and Parking Services

Academic Affairs – ACAF

System Policies

1.00- Recruitment and Appointment of Tenured, Tenure-Track, and Non-Tenure-Track Faculty
1.01 – Recruitment and Appointment of Academic Administrators
1.04 – Student Evaluation of Courses
1.05 – Tenure Progress Review of Faculty: Third-Year Review
1.06 – Academic Titles for Faculty and Unclassified Academic Staff Positions
1.15 – Assignment of Collateral Duties or Transfer to Another Department
1.21 – Appointment and Review of Endowed Chairs and Named Professorships
1.30 – Access to Tenure and Promotion Application Files
1.31 – Extension of Faculty Tenure-Track Probationary Period and Scheduled Post-Tenure Review
1.33 – Intellectual Property Policy
1.34 – Use of Self-Authored Materials by Instructor
1.35 – Copyright
1.50 – Outside Professional Activities for Faculty
1.60 – Modified Duties Semester for Faculty
1.61 – Faculty Dual Career Accommodation
1.73 – Conference Related Activities
2.00 – Creation and Revision of Academic Programs
2.01 – Establishment and Modification of Centers or Institutes
2.02 – Establishment and Modification of Academic Administrative Units
2.03 – Creation and Revision of Academic Courses
2.04 – Dual Enrollment Courses
2.05 – Consortial Academic Contracts and Agreements
2.06 – International Academic Agreements
2.11 – Substantive Change
2.15 – Evaluation of Transfer Credit
2.20 – Academic Program Review
3.03 – Handling of Student Records
3.06 – Establishing and Changing a Student’s Official Name
3.09 – Registration Holds
3.15 – Classroom Scheduling
3.40 – Verification of Lawful Presence of Students
4.00 – Graduate Assistantships
5.00 – Withdrawal of Students Called to Active Military Duty
7.03 – Private Requests for University Data

USC Upstate Policies

* 1.18 – Change of Status to and from Tenure-Track Faculty or Instructor to Senior Instructor
* 1.70 – Continuing Education
* 6.01 – Graduate Faculty Selection and Evaluation Policy
* 6.02 – Graduate Faculty Workload
* 7.04 – Teaching and Productive Scholarships (TAPS)
* 7.04a – Meal Reimbursement for International Travel
* 7.05 – Cancellation of Classes
* 7.06 – Reallocation of Faculty Workload
* 7.06a – Assigning Faculty Overloads
* 7.07 – Unit Criteria
* 7.08 – Transcripts
* 7.09 – Compensation for Fulbright Scholars
* 7.10 – Reallocation of Space
* 7.11 – Budget Policies & Procedures
* 7.12 – Promotion and PTR Compensation
* 7.13 – Textbook Adoption

Implementation

Advancement – ADV

System Policies

5.04 – University Printing Services
5.05 – University Copier Center

Board of Trustees – BTRU

System Policies

1.02 – Mission Statements
1.04 – Authority to Sign Contracts
1.06 – Audit & Advisory Services
1.09 – Employment of Outside Legal Counsel
1.12 – Use of University of South Carolina Name
1.14 – University Designated Funds
1.15 – University Personnel Expenditure Policy
1.16 – Board Member Expense Policy and Procedures
1.18 – Conflict of Interest
1.19 – Protecting the Institution from External Influences
1.20 – Dishonest Acts and Fraud
1.22 – Reporting Violations of State and Federal Laws or Regulations
1.24 – Internal Control Policy
1.25 – Affiliated Foundations, Entities and Organizations
2.01 – Honorary Degree Recipients
2.03 – Removal of a Board of Trustees Member
3.00 – Appointment of Board Members to Serve on USC Foundation Boards
3.01 – Presidential Candidate Search Committee
3.02 – Fiduciary Duties of Trustees

Business Affairs – BUSA

System Policies

1.00 – University Dining Services
3.06 – Office of Trademark and Licensing
7.00 – Purchasing
7.05 – Reimbursement for Personal Consumption Items at Employee’s Official Headquarters
7.06 – Employee Association/Professional Dues–Employee Personal Certifications–Employee License Fees

USC Upstate Policies

* 1.10 – Space Guidelines for Faculty and Staff

Implementation

Civil Rights and Title IX – CR

System Policies

2.00 – Equal Opportunity and Affirmative Action

USC Upstate Policy

*1.00 – USC Upstate Policy Against Discrimination, Harassment & Sexual Misconduct

Communications – COMM

Implementation

Event Planning and Special Events

Implementation

Facilities Management – FCMN

System Policies

1.00 – Procurement of Architectural/Engineering and Other Professional Services Related to Design and Construction
1.03 – Leasing of Real Property
1.05 – Leasing “Lease-outs” of State-Owned Property to Non-University Parties
1.06 – Establishment of Permanent Improvement Projects
2.06 – Building Maintenance for Academic/General Areas

USC Upstate Policies

* 2.06A – Building Maintenance for Academic/General Areas
* 2.06B – Building Maintenance for Housing and Residential Life Areas
* 2.09 – Landscaping and Waste Management Services
* 2.10 – Motor Vehicle Use on University Grounds
* 2.15 – Campus Utilities and Energy Distribution

Implementation

Administration and Finance – FINA

System Policies

1.00 – Chart of Accounts
1.20 – Agency Funds (Z Funds)
1.22 – Loan Funds – T Funds
1.23 – Internal Funds (N Funds)
1.24 – Local Appropriation Policy
1.25 – State Funds (“G” Funds)
1.50 – Foreign Gift and Contract Reporting
2.06 – Internal Charges
2.12 – Accounts Payable
2.13 – Honorariums and Royalties
2.14 – Acquisition and Payment of Goods and Services
2.15 – Accounts Payable Payment Schedule
2.18 – Petty Cash
2.19 – Cash Advance–University Accounts
2.20 – Membership Dues
2.40 – Independent Contractors
2.50 – Travel
2.51 – Relocation and Moving Allowance
2.82 – Asset Management
3.00 – Contract and Grant Accounting–Restricted Funds
3.03 – Contracts and Grants–Cost Sharing
3.06 – Contracts and Grants–Participant Support
3.09 – Contracts and Grants–Consultant Services
3.12 – Contracts and Grants–Personnel Activity Reporting System
3.15 – Contracts and Grants–Closeouts
3.17 – Grants and Contracts Uncollectible Receivables
3.19 – Contracts and Grants–Elimination of Accounts Overdrafts
3.21 – External Audit Policy for Grant Transactions and Activities (Restricted Accounts)
3.30 – Other Educational and General Program Accounts (E Funds)
3.31 – Grants Subrecipient Monitoring Policy
3.40 – Cost Accounting Standards
3.35 – Grants Cost Transfer Policy
4.00 – Academic Fees and Expenses
4.01 – Student Statement of Financial Responsibility
4.03 – Free Tuition and Reduction of Fees
4.04 – Tuition Award Program
4.06 – Refund of Academic Fees (formally BUSF 4.06)
4.10 – Receipt and Handling of University Payments
4.11 – Credit/Debit Card Processing Policy
4.12 – University Identity Theft and Detection Program
4.13 – Allowance for Doubtful Accounts
4.14 – Accounts Receivable – Collections of Past Due Accounts
5.10 – Cash Management
5.20 – Banking
5.30 – Endowment Management
6.00 – Payroll Authorizations
6.01 – Salary Overpayments
6.03 – Payroll Frequency
6.06 – Payroll Checks–Items Withheld
6.09 – Distribution of Payroll Checks and Direct Deposit Requirements
6.11 – University Employees Furnished Campus Housing
7.00 – Capital Planning Policy
7.08 – Cellular and Wireless Telephones and Devices
8.01 – Payroll Authorizations to Internationals

Implementation

General records retention schedule for State Colleges and Universities

Human Resources – HR

System Policies

0.00 – Policy Disclaimer
1.01 – Drug-Free Workplace
1.02 – USC Ethics Policy
1.03 – Annual Leave
1.06 – Sick Leave
1.07 – Family and Medical Leave
1.08 – Paid Parental Leave
1.09 – Other Leave With Pay
1.10 – Leave Transfer Policy
1.12 – Leave Without Pay
1.15 – Holiday Leave
1.18 – Hazardous Weather and Emergency Leave
1.22 – Telecommuting
1.24 – Appointment, Reassignment, and Promotion of Classified, Research Grant, Time-Limited or Unclassified Staff Employees
1.25 – Appointments for Non-US Citizens
1.27 – Nepotism
1.30 – Outside Employment
1.33 – Labor
1.34 – Performance Evaluation for Officers and Administrators
1.36 – Performance Evaluation for Classified and Unclassified Non-Academic Staff
1.37 – Pay for Performance
1.38 – Base Salary Increases
1.39 – Disciplinary Action and Termination for Cause
1.42 – Grievance
1.45 – Reduction-in-Force
1.48 – Solicitation and Distribution
1.51 – Professional Development for University Personnel
1.57 – Separation from University Service
1.58 – Demotions
1.60 – Lactation Support Policy
1.61 – USC Tuition Assistance Policy
1.63 – State Service Award Program
1.65 – Employee Recognition
1.66 – Worker’s Compensation
1.68 – Immunization and Infectious Disease
1.69 – Official Personnel Files and Records Release
1.77 – Bonuses
1.78 – Dual Employment
1.79 – Salary Supplements
1.81 – Summer Compensation for Faculty
1.84 – Minimum Wage, Official Workweek, and Overtime Compensation
1.85 – Research Grant or Time-limited Positions
1.86 – Student Employee Policy
1.87 – Unclassified Staff in Research Positions
1.89 – Separation Incentives
1.90 – Background and Employment Verification Checks
1.95 – Drug and Alcohol Testing Policy
2.01 – Succession Planning
2.02 – Post-Retirement Employment

Information Technology – IT

System Policies

1.00 – Information Technology Procurement
3.00 – Information Security
5.00 – Digital Accessibility

Implementation

Law Enforcement and Safety – LESA

System Policy

6.20 – Fire Drills

Libraries – LIB

USC Upstate Policies

* 1.00 – University Libraries–General
* 1.01 – University Libraries-Misuses and Penalties
* 1.03 – Archives and Record Management

Office of Research – RSCH

System Policies

1.00 – Misconduct in Research and Scholarship
1.01 – Debarment and Suspension in Federally Sponsored Projects
1.02 – Sponsored Programs Administered through USC Foundations
1.03 – Research and Human Subjects
1.04 – Compliance with Lobbying Disclosure Act of 1995
1.05 – Data Access and Retention
1.06 – Disclosure of Financial Interests
1.07 – Administration of Sponsored Projects
1.08 – Institution Base Salary
1.10 – Prohibition on Participation in Malign Foreign Talent Recruitment Programs
5.03 – Care and Use of Lab Animals

Student Affairs – STAF

Campus Recreation

USC Upstate Policies

* 2.03 – Conduct at Upstate Wellness Center
* 2.06 – External User Group Policy for Campus Recreation
* 2.09 – Sport Clubs Eligibility and Membership
* 3.06 – Intramural Eligibility
* 3.14 – Eligibility and Membership in Sports Clubs, Insurance for Sports Clubs
* 3.16 – Outdoor Recreation Rental Equipment
* 3.24 – Sport Club Program, Upstate
* 10.01 – Wellness Center Student Membership, Upstate
* 10.02 – Current and Retired Faculty and Staff Membership
* 10.03 – Wellness Center Spouse Membership, Upstate
* 10.04 – Locker Rental, Upstate
* 10.06 – General Information Policies – Wellness Center
* 10.70 – Wellness Center Guest Policy

Disability Services

USC Upstate Policy

* 6.02 – Accommodations for Students with Disabilities

Health Education

Implementation

Health Services

USC Upstate Policies

* 1.03 – HIV AIDS Testing Policy
* 7.01 – Eligibility and Fees for Health Services
* 7.06 – Pre-Enrollment Immunization Program
* 7.07 – Health Services Visit Verification
* 7.09 – Dismissal of Patient from Care
* 7.12 – Tuberculosis Screening
* 7.13 – Release of Medical Records-Confidentiality

Student Life

USC Upstate Policies

* 3.01 – Advisors for Student Organizations
* 3.03 – Late Night Event
* 3.05 – Hazing
* 3.09 – Registered Student Organizations
* 3.11 – Posting Promotional Material, Including Banners
* 3.22 – Fundraising by Student Organizations
* 3.23 – Outdoor Event Registration

Implementation

University Administration – UNIV

System Policies

1.00 – Policy on Policies: Development and Oversight of University Policies
1.51 – Data and Information Governance
1.52 – Responsible use of Data, Technology, and User Credentials
1.60 – HIPAA Compliance
1.70 – Drug and Alcohol Abuse Prevention Program
2.00 – Freedom of Information Policy
2.10 – Prohibited Consensual Relationships
2.50 – Affiliate Appointments
3.03 – Quarantine and Isolation of Students, Faculty and Staff
3.04 – Communicable Disease Outbreak Mitigation Measures
4.00 – Programs Involving Minors
5.50 – University Environmental Policy Statements
6.00 – Freedom of Expression and Access to Campus
7.00 – Campus Exterior Art Approval and Procurement
7.01 – Design Review Committee
8.00 – University Aircraft: Use and Scheduling

USC Upstate Policy

* 9.00 – Academic and Administrative Reorganization

Implementation

University Development – DEVL

System Policy

1.00 – Fundraising

Implementation

* Fundraising and Solicitation

Vehicle Management and Parking Services – VMPS

System Policies

2.00 – Vehicle Traffic and Parking
3.15 – Registration and Parking of Bicycles
4.00 – Motor Pool Operations
5.00 – Leasing and Renting Non-USC Owned Vehicles
6.00 – Vehicle Insurance and Accident Policy

Implementation