Administrative Guide
September 21, 2012
     
 

Table of Contents

  
     

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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) [Replaced by policy 16.2, Privacy and Security of Health Information (HIPAA)]  
23.11   Out-of-State Employees  
23.12   International 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 (Replaced by policies 85.1, Vehicle Acquisition, Ownership and Disposition and 85.2, Vehicle Use)  
28.8   Acquisition and Use of Golf Cart-Type Vehicles (Replaced by policies 85.1, Vehicle Acquisition, Ownership and Disposition and 85.2, Vehicle Use)  
       

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 Procurement 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 (Removed. Please see 51, Procurement Policies)  
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 (Replaced by policies 85.1, Vehicle Acquisition, Ownership and Disposition and 85.2, Vehicle Use)  
58 External Affirmative Action  
     

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  
85.1   Vehicle Acquisition, Ownership and Disposition  
85.2   Vehicle Use  
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