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What's New

POLICY CHANGES, DELETIONS, ADDITIONS

Note: Simple "housekeeping" changes (those that do not include a change to the policy's meaning) are in the following section at the bottom of the page.

August 9, 2022

AGM 9.1.1: President and Officers Reporting to the President

  • A new organization chart was added to reflect the current organization, and to add links to each reporting officer's associated website.

August 8, 2022

AGM 2.1.2: Recruiting and Hiring of Regular Staff

  • Section 3.d: Policies and Practices--Search Phase: Waiver of Posting
    • Clarified that waivers of the posting requirement are not available for positions in EEO categories for which Stanford has an affirmative action goal.
    • Revised the review process for waiver requests to be reviewed and approved by the Talent Management & Workforce Strategy department in University Human Resources.
  • Section 4.e: Policies and Practices--Selection Phase: Reference Checks
    • Updated to include a requirement to do a reference check to the current or former university departments where the finalist is a current or former Stanford employee.

July 26, 2022

AGM 3.1.4 Cost Policy

AGM 3.2.1 Responsibility for University Funds

AGM 3.2.2 Cost Transfers

AGM 3.2.3 Allocations and Offsets

These policies were updated to reflect that cost policy training principles are now addressed in the updated courses (FIN-PROG-0020, FIN-0102 and FIN-PROG-0103). Administrative Guide policies were updated to reference current training requirements for financial transaction approvers. 

July 11, 2022

AGM 4.2.5: Naming Facilities and Land Features

  • Section 1.a.: Approval Procedures was updated to reflect a change in the review and approval process, which requires review by the Vice President for Development before submission to the President.

June 15, 2022

AGM 2.1.5: Compensation of Staff Employees

  • Throughout: Clarified the name of the department responsible to set pay practices is University Human Resources Staff Compensation.
  • Policy Statement: Added a clarifying statement about compensation practices being designed to set pay that is competitive in the geographic region where work is performed.
  • Section 3: Retitled to "Pay Administration"
  • Section 3.a.: Added "Base Pay" content focused on establishing pay for on-site, hybrid and remote work arrangements, and added information about pay being managed based on the applicable salary structure based on the work arrangement; either the 10-county Bay Area or one of four Regional salary structures.
  • Renumbered 3.b, 3.c, and 3.d due to new 3.a being added.
  • Section 5: Alternative Work Schedule

June 10, 2022

AGM 1.8.1: Protection of Minors

  • Applicability and Section 1: Clarified that the policy applies to virtual/online programs.
  • Section 4.a: Clarified that only the Department Chair, Senior Staff, or Institute Director can act as the representative of the Program Sponsor. 
  • Section 4.a.3: Clarified that programs taking place virtually/online only do not need to collect medical information forms from Minors.
  • Section 4.b: Clarified that the exception to the Live Scan requirement applies only to guest speakers who participate in a Covered Program for one day or less.
  • Section 4.c.2: Clarified that required training is accessed via STARS.
  • Section 5: Added minimum staffing ratio for age group 0-5.  Clarified that programs taking place virtually/online only do not need to meet the minimum staffing ratios but are still subject to the university’s Guidelines for Online Minors Programs.
  • Section 7: Added new URL to reference information in the HR Systems & Processes website.

May 12, 2022

AGM 1.1.2: Non-Retaliation Policy New!

The university’s existing non-retaliation section in the Code of Conduct (Administrative Guide Memo 1.1.1) has now been incorporated into a stand-alone policy. This highlights the importance of providing an environment in which employees can raise concerns without fear of retaliation.

March 21, 2022

AGM 2.1.15: Trial Period

  • Applicability: Clarified that the trial period policy does not apply to Senior Staff.
  • Section 2.d: Clarified that extensions of the trial period apply only to approved leaves of absence.
  • Section 2.e: Clarified the time period in which a laid off employee is eligible for the layoff trial period is 1 year following the layoff effective date. Clarified the situations in which an employee would be eligible for the layoff trial period.
  • Section 3: Guide to Supervisors: Clarified that supervisors should contact HR regarding any concerns during the trial period.

February 9, 2022

AGM 2.1.18: Military Leave

  • Section 4: Added “parent-in-law” based on amendments to the CFRA effective January 1, 2022 that include a “parent-in-law” as a qualifying family member.
  • Section 5: Added “next of kin” as a person who can care for an injured covered service member based on existing federal law.

AGM 2.3.5: Disability and Family Leaves

  • Section 2: Added “parent-in-law” based on amendments to the CFRA effective January 1, 2022 that include a “parent-in-law” as a qualifying family member. 
  • Section 7.a.1: Clarified benefits for employees on paid leave. 
  • Section 7.a.2: Clarified that employees on unpaid leave are billed for benefits contributions.

February 8, 2022

AGM 2.1.20: Hybrid (Telecommuting) Work Arrangements

  • Updated applicability of hybrid work policy
  • Section 2: Added definition of “Stanford Work Location”; updated definition of “Hybrid” to clarify required regular presence on-site
  • Section 4: Clarified travel reimbursement policy for employees in hybrid work arrangements

 AGM 2.2.21: Remote Work Arrangements

  • Updated applicability of remote work policy
  • Section 2: Added definition of “Stanford Work Location”; updated definition of “Remote” to clarify that a regular presence on-site is not required
  • Section 4: Clarified travel reimbursement policy for employees in remote work arrangements and who live within and outside a 10-county area

January 21, 2022

AGM 5.3.3: Purchasing Cards

  • Throughout: changed "under $4,999" to "$4,999 or less"
  • Section 1: Purpose: Added a paragraph that reiterates the use of PCards for smaller dollar items ($4,999 or less) and the value to the university for using iProcurement, which provides access to Amazon Business and SmartMart as the preferred method for purchasing.
  • Section 3: Permissible and Non-permissible purchases: Clarified that use of a PCard for office supplies is only when there is substantial benefit to using a PCard rather than Amazon Business and SmartMart.

January 7, 2022

AGM 10.2.1: Graduate Student Assistantships

  • Section 7: Tuition Allowance (TAL): Added a new 7.4.: TAL Funding for Military Personnel that describes the circumstances and requirements associated with graduate students on military scholarships. Renumbered the remaining items in Section 7.4. 

January 1, 2022

AGM 2.1.13: Paid Holidays

  • Section 5: Updated to reflect 16 hours of floating holiday time available as of Jan. 1, 2022

December 12, 2021

AGM 5.4.2: Business and Travel Expenses

  • Summary: Added reference to Code of Conduct
  • Section 2:
    • Added definitions and policies for split, partial and fully externally-funded travel.
    • Replaced the term “exclusion” with “exemption” in reference to travel bookings that are not required to go through Stanford Travel.
  • Section 4:
    • Replaced “Appropriate” and “inappropriate” with “reimbursable” and “non-reimbursable.”
    • Clarified spousal travel expenses that occur when an employee is traveling on university business as non-reimbursable unless approved in advance by the Provost.
    • Clarified that the non-reimbursable costs refer to parking and transportation costs related to commuting (staff going to their Primary Work Location).

December 6, 2021

AGM 3.1.6: Charitable Donations by Stanford University to Other Charitable Organizations

  • The Chief External Relations Officer was added as an approver for charitable donations by Stanford University to Other Charitable Organizations. Content also reinforces the preference for identification of collaboration opportunities rather than donations. Donations must be in alignment with Stanford’s mission and are highly restricted in nature.

November 29, 2021

AGM 2.1.17: Layoffs

  • Section 3.b.1: Updated to provide one months' notice for permanent layoffs, and to allow pay in lieu of notice and/or up to three months’ written notice only in limited circumstances and with approval from University Human Resources – Employee & Labor Relations.
  • Section 3.c: Clarified that if an employee resigns after receiving written notification of permanent layoff and prior to the layoff effective date, severance pay would be recalculated to reflect the last date of employment.
  • Section 3.e: Updated to require that layoff deferrals must be approved by University Human Resources – Employee & Labor Relations.

October 26, 2021

AGM 9.2.1: Organization chart: Provost

  • Updated to reflect the new title for the Vice Provost for Digital Education

October 18, 2021

AGM 2.4.3: Stanford Identification Cards

  • Section 2.i.: Added new 2.i.(3): Resident Fellows and Student Affairs staff who live on campus as part of their professional appointment, and renumbered remaining items in Section 2.i.

October 11, 2021

AGM 5.3.3: Purchasing Cards

  • Significant updates throughout to clarify purpose, responsibilities and proper use of the Purchasing Card (PCard).
  • Section 2: Renamed to Permissible and Non Permissible purchases to provide guidance on best methods and resources for more information.
  • Updated links throughout to point to the new Fingate website, as well as supporting guide memos and other resources.

September 20, 2021

AGM 2.1.20: Hybrid (Telecommuting) Work Arrangements

  • Retitled the policy
  • Updated definitions, including definition of Hybrid role to reflect requirement that employees in a Hybrid role must work on-site at least two days per week
  • Updated eligibility criteria to eliminate six-month service requirement; expanded eligibility to include temporary and casual employees
  • Clarified that employees in a Hybrid work arrangement have access to a fully equipped workspace at their Primary Stanford Work Location on any regularly scheduled workday
  • Updated guidance on business expense reimbursements, including home office equipment
  • Updated requirement for departments to maintain terms of Hybrid work arrangements in the HR information system
  • Added procedure for requesting Hybrid work arrangements
  • Deleted Remote work arrangements from this policy and moved them to a new policy, AGM 2.1.21: Remote Work Arrangements

AGM 2.1.21: Remote Work Arrangements NEW!

  • Updated definitions, including definition of Remote role
  • Expanded eligibility to include temporary and casual employees
  • Remote work arrangements require the approval of the Dean or Associate Dean, Vice or Associate Vice Provost or Vice or Associate Vice President or designee, in addition to the local senior HR Manager
  • Compensation for Remote roles requires review and approval of University Human Resources
  • Updated guidance on business expense reimbursements, including for required travel and home office equipment
  • Updated requirement for departments to maintain terms of Remote work arrangements in the HR information system
  • Added procedure for requesting Remote work arrangements

AGM 2.1.22: Sick Time for Temporary and Casual Staff Employees

  • This policy is unchanged but was renumbered from 2.1.21

May 24, 2021

AGM 9.2.1: Organization Chart: Provost

A new organization chart for the Provost and Officers reporting to the Provost has been posted.

May 14, 2021

AGM 6.8.1: Accessibility of Electronic Content

This new policy addresses electronic content and accessibility for individuals with disabilities and is applicable to all Stanford University academic, administrative, and research units that develop, use, maintain, or procure electronic content used in conducting University business.

April 27, 2021

AGM 5.4.2: Business and Travel Expenses

  • Section 2.b.: Travel Policy: Definition of University-sponsored travel: Clarified that travel related to academic credit is considered university-sponsored travel.

     

Housekeeping Changes

Changes do not affect policy content, but may include corrected cross-references to other policies, corrected titles, change of authority for the policy, changed URLs, addresses, and phone numbers or very minor text changes for clarity. Policies are not re-dated when housekeeping edits are made; the date is only updated if the policy content is changed.

February 23, 2022

January 3, 2022

  • Updated the reference and URL for the former references to "confidentiality statement" that is now "training information and requirements" in AGM 2.2.3: University Payroll; AGM 3.1.1: Responsibility for University Financial Assets; and AGM 3.2.2: Cost Transfers. Reference is now a course, FIN-PROG-0020: Financial Stewardship Expectations.

  • Updated AGM 10.2.2: Graduate Student Hourly Employment to correct typos and clarify that Section 2.c. contains information applicable to graduate students on F-1 or J-1 Visas.

December 15, 2021

November 23, 2021

Updated AGM 8.1.3: Provision of Mobile Equipment and Related Services

  • Section 2.b.: Deleted a sentence that linked to an outdated form in Fingate, Annual Tax Form Distribution.

September 15, 2021

Updated AGM 1.7.2: Consensual Sexual or Romantic Relationships In the Workplace and Educational Setting

  • Section 5; Changed Sexual Harassment Policy Office to SHARE Title IX Office

Updated AGM 1.7.4: Equal Employment Opportunity, Non-Discrimination, and Affirmative Action Policy

  • Section 4.a: Changed Title IX Office to SHARE Title IX Office

September 10, 2021

Updated AGM 2.2.8: Controlled Substances and Alcohol

  • Throughout: Updated the name of the responsible office for student policies to Office of Substance Use Programs, Education & Resources, updated the name of the student policy to Stanford Alcohol and Other Drugs Policy. Also updated the URL for the responsible office for student policies to http://super.stanford.edu/

September 9, 2021

Updated AGM 1.7.4: Equal Employment Opportunity, Non-Discrimination, and Affirmative Action Policy:

  • Section 4.b: Updated the phone number for the Ombuds

June 28, 2021

Updated "Medical Center Line" to "University Medical Line" when referring to professoriate in the School of Medicine in these policies:

June 1, 2021

1.1.1: Code of Conduct

  • Section 10: Reporting Suspected Violations: Updated the name of the helpline and its email address.