Policies and Procedures

Listed below are the current USC Upstate and USC System policies and procedures, indexed by administrative division. Most documents are divided into two sections: Policies and Procedures. The majority of these documents are system-wide, meaning they are applicable to all campuses. However, several have policies applicable to all campuses but procedures that only pertain to the Columbia campus. In this case, refer to the “USC Upstate Procedure” following the policy, that outlines the Upstate-specific procedure.

Policy Review

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

UofSC Policies

All system-wide policies are located on the UofSC 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

1.00- Recruitment and Appointment of Tenured, Tenure-Track, and Non-Tenure-Track Faculty
* USC Upstate Procedure for ACAF 1.00
1.01 – Recruitment and Appointment of Academic Administrators
* 1.02 – Periodic Evaluation of Academic Deans
1.04 – Student Evaluation of Courses
* USC Upstate Procedure
1.05 – Tenure Progress Review of Faculty: Third-Year Review
* USC Upstate Procedure
1.06 – Academic Titles for Faculty and Unclassified Academic Staff Positions
* USC Upstate Procedure
1.15 – Assignment of Collateral Duties or Transfer to Another Department
* 1.18 – Change of Status to and from Tenure-Track Faculty or Instructor to Senior Instructor
* 1.21 – Appointment and Review of Endowed Chairs and Named Professorships
* 1.24 – Selection of Department Chairs
1.30 – Access to Tenure and Promotion Application Files
1.31 – Extension of Faculty Tenure-Track Probationary Period and Scheduled Post-Tenure Review
* USC Upstate Procedure
1.33 – Intellectual Property Policy
1.34 – Use of Self-Authored Materials by Instructor
1.35 – Copyright
1.50 – Outside Professional Activities for Faculty
* 1.51 – USC Upstate Procedure
1.60 – Modified Duties Semester for Faculty
* USC Upstate Procedure
1.61 – Faculty Dual Career Accommodation
* USC Upstate Procedure
* 1.70 – Continuing Education
1.73 – Conference Related Activities
2.00 – Creation and Revision of Academic Programs
* USC Upstate Procedure
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
* 2.03a- Creation and Revision of Academic Courses
2.04 – Dual Enrollment Courses
2.05 – Consortial Academic Contracts and Agreements
2.06 – International Academic Agreements
* USC Upstate Procedure
2.11 – Substantive Change
2.15 – Evaluation of Transfer Credit
2.20 – Academic Program Review
*USC Upstate Procedure
3.00 – Assessment of Student Learning
3.03 – Handling of Student Records
3.06 – Establishing and Changing a Student’s Official Name
3.09 – Registration Holds
3.15 – Classroom Scheduling
* USC Upstate Procedure
* 3.21 – Athletic Competitions During Final Exams
3.40 – Verification of Lawful Presence of Students
* 3.70 – Commencement Exercises
4.00 – Graduate Assistantships
5.00 – Withdrawal of Students Called to Active Military Duty
5.01 – Graduate Faculty Selection and Evaluation
*Graduate Faculty Appointment Form
* 5.02 – Graduate Faculty Workload
7.03 – Private Requests for University Data
* 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
* Academic Procedures for Inclement Weather
* Civility Policy
* Consortium Agreement
* Faculty Manual
* Grants & Sponsored Awards
* Request for Start Up Funds

Advancement – ADV

Board of Trustees – BTRU

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

1.00 – University Dining Services
* 1.10 – Space Guidelines for Faculty and Staff
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
* Consortium Agreement
* Addendum to Consortium Agreement
* Indirect Cost Recovery

Civil Rights and Title IX – CR

Communications – COMM

Event Planning and Special Events

Facilities Management – FCMN

* 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
* Facilities Key Policy
* Sustainable Energy Policy

Administration and Finance – FINA

1.00 – Travel — Employees and Students
1.08 – Relocation Expenses (formerly BUSF 1.08)
1.20 – Agency Funds (Z Funds)
1.23 – Internal Funds (N Funds)
1.24 – Local Appropriation Policy
1.50 – Foreign Gift Reporting
2.00 – Object of Expenditure Classification Codes
2.03 – Revenue Classification Codes
2.06 – Intra-Institutional Transfers (within USC)
2.09 – Inter-Departmental Transfers (between state agencies)
2.12 – Accounts Payable
2.13 – Honorariums and Royalties (formerly BUSF 2.13)
2.14 – Acquisition and Payment of Goods and Services
2.15 – Accounts Payable–Check Writing Schedule
2.18 – Petty Cash
2.19 – Cash Advance–University Accounts
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
3.20 – State Grant and Legislatively Appropriated Non-operating State Funds (“G” Funds)
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
3.35 – 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
5.00 – Property Accountability
5.10 – Cash 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
7.07 – Club Membership and Dues
7.08 – Cellular and Wireless Telephones and Devices
8.01 – Payroll Authorizations to Internationals
9.10 – Cost Accounting Standards (CAS)
General records retention schedule for State Colleges and Universities

Human Resources – HR

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

1.00 – Information Technology Procurement
3.00 – Information Security
5.00 – Digital Accessibility
* Help Desk Data Transfer Policy
* Help Desk Software Installation Policy
* IT Procedure – Student Account Lifecycle
* Loaner Equipment Checkout Policy
* Media Services Policy
* Personal Identifying Information Policy
* Student E-mail Policy
* Sustainable Computing Policy

Law Enforcement and Safety – LESA

6.20 – Fire Drills

Libraries – LIB

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

Office of Research – RSCH

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

* 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

* 6.00 – Disability Discrimination Grievance Procedures
* 6.02 – Accommodations for Students with Disabilities

Health Education

Health Services

* 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
* 7.10 – Scope of Services
* 7.12 – Tuberculosis Screening
* 7.13 – Release of Medical Records-Confidentiality

Student Life

* 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
* Code of Student Conduct
* Code of Academic Integrity
* Animals on Campus Policy
* Withdrawal for Medical Reasons

University Administration – UNIV

1.00 – Policy on Policies: Development and Oversight of University Policies
* Policy on 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
* Internal and External Survey Administration

University Development – DEVL

1.06 – Fund Raising by the Development Office
* Fundraising and Solicitation

Vehicle Management and Parking Services – VMPS

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
* Booting Policy
* Golf Carts, Accessibility Carts, Low Speed and Utility Vehicles on Campus
* Parking Rules and Regulations