Administrative Guide Table of Contents

Administrative Guide

December 15, 2010


	Table of Contents

All contents of the Administrative Guide are in PDF format. If you need Adobe Acrobat Reader to access these files, go to http://get.adobe.com/reader/. Stanford reserves the right to amend, change or delete a policy, procedure, or other guideline described in the Administrative Guide at any time, with or without notice. Organizational charts are also subject to change.
Preface

Chapter 1 - Organization
1	University Code of Conduct
11	University Organization
11.1		Organization Chart: President
11.2		Organization Chart: Provost
	Organization Charts: Officers Reporting to the President
12.1		Vice President for Business Affairs & Chief Financial Officer
12.2		Vice President for Development
12.3		General Counsel/Stanford Legal Office
12.4		Director of Hoover Institution
12.5		Director of SLAC National Accelerator Laboratory
12.6		Vice President for Land, Buildings and Real Estate
12.7		Vice President for Public Affairs
12.8		President of the Stanford Alumni Association
12.9		Vice President of Human Resources
	Organization Charts: Officers Reporting to the Provost
12.10		Vice Provost for Budget & Auxiliaries Management
12.11		University Librarian & Director of Academic Information Resources
12.12		Vice Provost & Dean of Research
12.13		Vice Provost for Student Affairs
12.14		Vice Provost of Undergraduate Education
12.15		Vice Provost of Graduate Education
13		Academic Governance
14		Academic and Business Relationships With Third Parties

15.1		Political Activities
15.2		Staff Policy on Conflict of Commitment and Interest
15.3		Unrelated Business Activity
15.4		Financial Irregularities
15.5		Ownership and Use of Stanford Name and Trademarks
15.6		Ownership of Documents
15.7		Indemnification

16.1	Privacy Policy
16.2	Privacy and Security of Health Information (HIPAA)

Chapter 2 - Personnel
22	Staff Personnel Policies
22.1		Recruiting & Hiring of Regular Staff
22.2		Personnel Files and Data
22.3		Hiring Employees from Stanford Hospital and Clinics or its Predecessor Companies
22.4		Compensation of Staff Employees
22.5		Vacations
22.6		Sick Time
22.7		Miscellaneous Authorized Absences
22.8		Separation From Employment
22.9		Staff Retirement
22.10		Grievance Policy
22.11		Staff Development Program
22.12		Paid Holidays
22.13		Senior Staff
22.14		Trial Period
22.15		Addressing Conduct & Performance Issues
22.16		Layoffs
22.17		Military Leave
22.18		Administrative Review Policy
23	General Personnel Policies
23.1		Definitions
23.2		Sexual Harassment and Consensual Sexual or Romantic Relationships
23.3		Sexual Assault
23.4		Smoke-Free Environment
23.5		Requesting Workplace Accommodations for Employees With Disabilities
23.6		Controlled Substances and Alcohol
23.7		Employee Training
23.8		Gifts & Awards for University Employees
23.9		Violence in the Workplace
23.10		Privacy and Security of Health Information (HIPAA)
23.11		Out-of-State Employees
24	Undergraduate Student Employment on Campus
24.2		Graduate Student Assistantships
	Health and Safety
25.1		Health and Safety Services
25.2		Emergency/Accident Procedures
25.3		Identifying and Correcting Workplace Hazards
25.4		Health and Safety Training and Communication
25.5		Health and Safety Performance Standards and Discipline
25.6		Accident and Incident Reporting
25.7		Medical Examinations
25.8		Health and Safety Reference Guide
	Personnel Benefit Programs
27.1		Survivor Benefit Plans
27.2		Health Plans
27.4		Tuition Privileges
27.5		University Housing Programs
27.7		Disability and Family Leaves
27.8		University Resources
	Personnel Information
28.1		Visas for and Employment of Foreign Nationals
28.3		Directories and Distribution Lists
28.4		Stanford Identification Cards
28.5		Property and Liability Insurance
28.6		Protection of Property
28.7		Operation of Vehicles
28.8		Acquisition and Use of Golf Cart-Type Vehicles

Chapter 3 - Accounting
34	Responsibility for University Financial Assets
34.1		University Funds
34.2		Expenditure Accounts (PTAs)
34.4		Retention of Financial Records
34.5		Cost Policy
34.6		Student Billing
35	University Payroll
36	Authorizing Expenditures
36.3		Expense Advances
36.4		Reimbursement of Expenses
36.5		Payments to Nonemployees
36.6		Petty Cash Funds
36.7		Travel Expenses
36.8		Relocation of Faculty and Staff
37.3		Infrastructure Charges
37.4		Expendable Funds Investment, Payout and Buffer Policy
38	Cost Transfers
38.1		Allocations and Offsets
39	Revenue Recognition

Chapter 4 - Gifts
41	Gifts to the University
42	Receiving and Processing Gifts
42.1		Acknowledgment of Gifts
42.2		Records of Donated Equipment
42.3		Departmental Special Collections
42.4		Naming Facilities and Land Features
43	Operating Policies for Development
44	Fundraising Approval and Priority-Setting
45	Funding New Programs

Chapter 5 - Procurement
51	Purchasing Policies
52	Procurement Relationships
53	Financing of Purchases
54	Requisition Processing
54.1		Payment Policies
54.2		Blanket Purchase Orders
54.3		Equipment and Real Estate Leases
54.4		Rapid Purchase Orders
54.5		Purchasing Cards
54.6		Equipment Loans to Stanford
56	Surplus Property Sales
	Unique Transactions
57.1		Books, Periodicals and Membership Dues
57.2		University Vehicles
58	External Affirmative Action

Chapter 6 - Computing
61		Administrative Computing Systems
62		Computer and Network Usage Policy
63		Information Security
64		Identification and Authentication Systems
66		Chat Rooms and Other Forums Using Stanford Domains or Computer Services
67		Information Security Incident Response

Chapter 8 - Services
81.1		Telecommunication Services
81.2		Mail Services
81.3		Provision of Mobile Equipment and Related Services
82.1		University Events
82.2		Conferences
83		Capital Projects
84		Credit Card Acceptance and Processing

Table of Contents

Chapter 1 - Organization

Chapter 2 - Personnel

Chapter 3 - Accounting

Chapter 4 - Gifts

Chapter 5 - Procurement

Chapter 6 - Computing

Chapter 8 - Services