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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 in the lower section of the page.

March 20, 2024

AGM 2.1.21: Remote Work Arrangements

  • Updated Applicability section
  • Section 4.b: Clarified that remote employees are expected to ensure their remote workspace has adequate internet connectivity

AGM 2.1.20: Hybrid (Telecommuting) Work Arrangements

  • Updated Applicability section

March 1, 2024

AGM 4.2.5: Naming Facilities and Land Features

  • Section 1.a: Added that all gifts related to facilities and land features should be coordinated with the Office of Development. 
  • Section 1.d: Clarified types of gifts made in memory or in honor of someone.

Jan. 19, 2024

AGM 10.2.1: Graduate Student Assistantships

  • Section 11.a: Increased the number of paid sick hours from 24 to 40 per calendar year.

Jan. 16, 2024

AGM 3.3.2: Expendable Funds Investment, Return Allocation and Buffer Policy

  • Section 1.b.a: Removal of the Recycling Pool money-market account from the Expendable Funds.
  • Section 1.b.b: Changed how the university allocates the EFP Payout, which will be effective 9/1/2024.

Jan. 1, 2024

AGM 2.1.7: Sick Time: Regular Staff Employees, Regular Academic Staff-Research and Regular Academic Staff-Professional Librarians

  • Updated policy on protected sick time and increased maximum of protected sick time use to 40 hours (or five days) per California law.
  • Section 3.e.1: Clarified when the University may request supporting documentation for sick leave use.

AGM 2.1.8: Miscellaneous Authorized Absences

  • Section 1.h: Added Reproductive Loss Leave per California law.

AGM 2.1.22: Sick Time for Temporary and Casual Staff Employees

  • Updated policy on protected sick time and increased maximum of protected sick time use to 40 hours (or five days) per California law.
  • Section 1.b: Increased maximum accrual limit to 80 hours (or 10 days) per California law.

AGM 2.3.5: Disability and Family Leaves

  • Section 4: Updated Paid Organ Donor Leave to clarify paid and unpaid time off per California law.

AGM 10.3.1: Sick Time for Student Hourly Employees

  • Updated policy on protected sick time and increased maximum of protected sick time use to 40 hours (or five days) per California law.
  • Section 3.a: Increased maximum accrual limit to 80 hours (or 10 days) per California law.

Dec. 5, 2023

AGM 5.2.4: Business and Travel Expenses

  • Clarified the recommended use of Stanford Travel.
  • Removed policy and guidance that is documented on the International Affairs website, which is the most current and up to date information regarding travel registration policies.
  • Clarified definition and processes with regard to travel that is partially sponsored by an external organization.
  • Clarified transaction timelines with regard to potential tax implications.
  • Added link to AGM 2.1.21 as it applies to eligible business expense reimbursement.
  • General style/formatting edits.

Nov. 8, 2023

AGM 10.2.1: Graduate Student Assistantships

  • Updated Section 8: To align AGM 10.2.1 with AGM 10.2.2 on the policy of limitations of workable hours during Thanksgiving break.

Nov. 1, 2023

AGM 2.1.2: Recruiting and Hiring of Regular Staff

  • Updated Section 5.e.5: Retention Time to require records to be retained for four years.

Oct. 19, 2023

AGM 10.1.1: Undergraduate Student Employment

Changed made throughout, including:

  • Section 2.b: Information added about student work hours during holidays and breaks.
  • Section 1.b: Revised guidance on stipend payments.
  • Section 4: New Remote Work subsection added (4.b).

Sept. 25, 2023

AGM 4.2.1: Receiving and Processing Gifts

  • Email addresses and contact information updated throughout.
  • Section 2.b: Additional information added about hand-carrying checks.
  • Secion 2.c.2: Updated handling instructions for Certificate in Excess of Gift.

August 15, 2023

AGM 2.2.3: University Payroll

  • Section 1.a: Renamed to Definitions of Employee and Independent Contractor/Consultant and clarified the definition of a contractor.
    • Section 1.b.: Deleted due to updates in 1.a.
  • Section 3.a.3: Compliance with Employment Law/Re-verifying Form I-9: Updated to clarify I-9 employment re-verification requirements
  • Section 4.c: Payroll Accounting/Charges to Projects, Tasks, and Awards: Updated with information on how to find PTAs for salary and wage expenditures
  • Section 6.d: Payroll Deductions/Cessation of Deductions: Updated to reflect how deductions are managed and where employees can find information about retirement savings distributions
  • Section 7.b and 7.c: Delivery of Checks and Bank Deposit Advices: Updated the processes for delivering paychecks and undelivered paychecks
  • Minor changes throughout to update links to related websites

July 20, 2023

AGM 2.2.10: Gifts and Awards for University Employees

  • Significant changes throughout, including:
    • Raised the maximum for 'de minimis' gifts from $50 to $100 to align this requirement with the current cost of goods.
    • Established that gift cards and gift certificates are taxable regardless of amount.
    • Recommended the purchase of Stanford-branded merchandise, food, or other tangible items when selecting employee gifts.

July 10, 2023

AGM 2.1.12: Staff Development Programs

  • Sections 2.a.2, 2.b.2, and 5.a: Updated the time to submit a reimbursement request from 20 days to 60 days.
  • Section 6.b: Removed outdated content that related to a prior change from 2015.

AGM 2.2.5: Requesting a Lactation Accommodation

  • Section 1: Added a reference to the Providing Urgent Maternal Protections (PUMP) for Nursing Mothers Act, a federal law that was recently enacted.
  • Section 4: Clarified when requests for lactation breaks should be provided.

June 21, 2023

AGM 2.4.4: Property and Liability Insurance

  • Throughout: Updated "Risk Management" to "Risk Management and Insurance Office"
  • Throughout: Updated the amount for claims that are self-insured by the university from $1,000,000 to $1,500,000 and updated the claim responsibility for departments from $1,000 to $10,000
  • Section 2.a(1): Situations not Covered: Updated "Damage caused by earthquake" bullet point to remove "or natural disaster flood"
  • Section 4: Liability Insurance: Deleted 4.c(4): Allocation of Settlement Costs as content is covered in 4.c(3); updated the claim amount for self-insured by the university in 4.c(1): Public Liability and 4.c(2): Employee and/or Student Relations to $3,000,000

June 7, 2023

AGM 10.2.1: Graduate Student Assistantships

  • Section 2.d. English proficiency for teaching assistantships: Clarified the language testing requirements for teaching assistants to align these requirements for teaching with the TOEFL (Test of English as a Foreign Language) requirements for applying for graduate school admission.

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.

April 17, 2024

AGM 8.1.2 Mail Services

  • Updated references to Mail and Delivery Services to Mail and Package Services.
  • Changed Stanford ID Mail and Package Services address to 560 Fremont Road.

March 13, 2024

AGM 2.2.2: Out of State Employees

  • Corrected the link to the Report of Days Worked in California for Out-of-State Employees form in section f.

March 4, 2024

AGM 8.1.2: Mail Services

  • Removed the support phone number for interdepartmental mail questions.

January 24, 2024

AGM 1.8.1: Protection of Minors

  • Section 3.a.1: Changed "Housing Front Desk" to "Housing Service Center." 

January 8, 2024

AGM 1.7.1 

  • Updated link to SART exam information in section 3.

November 16, 2023

AGM 2.4.4

  • Section 2.a.1: Add clarification on situations covered.
  • Section 2.a.3: Removed reference to AGM 2.4.5.
  • Section 4.c: Changed references of Public Liability to General Liability.

AGM 8.4.2

  • Section 7.a: Removed reference to self-insure policy.
  • Section 7.c: Removed reference to organization not being required to pay for costs for losts or damage related to rented vehicles, and added link to Property and Liability Insurance information.

November 8, 2023

AGM 1.6.1: Privacy Policy

September 15, 2023

AGM 8.3.1: Capital Projects

  • Updated links throughout, including the Space Request Form.

September 7, 2023

AGM 2.4.4: Property and Liability Insurance

  • Section 2.3. Property Insurance>Deductible: Corrected a typo in the self-insured amount for each claim from $10,500 to $1,500,000.

July 13, 2023

AGM 10.2.2: Graduate Student Hourly Employment

  • Section 2.c, Table 1: Maximum Number of Hours of Hourly Employment Permitted per Week; language corrections for Summer Enrolled Students, F1 or J1 Visa holders, that had been mistakenly not included in a recent website migration. Also, reinstated footnote #4 underneath the table.

July 11, 2023

AGM 2.2.10: Gifts and Awards for University Employees

  • Authority: Changed "Controller" authority to the correct title, "Sr. Vice President for Finance."

May 7, 2023

AGM 11.6.1: Foreign Currency Hedging

  • Section 4: Approval Process: updated the link to submit a service request for FMS

March 8, 2023

AGM 1.1.1: Code of Conduct

February 7, 2023

AGM 6.1.1: Privacy and Access to Electronic Information

  • Throughout, updated the title of an authorizing official, the Senior Associate Vice President and Chief Risk Officer.

AGM 7.6.1: Accident and Incident Reporting

  • Throughout, updated the address of the Risk Management office.

February 6, 2023

AGM 2.2.1: Definitions

  • Section 3: Academic Staff: Clarified that teaching staff is comprised of Lecturers, Senior Lecturers, Advanced Lecturers, and Artists-in-Residence. Updated the job titles for the professional library staff.

January 1, 2023

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

  • Updated Section 2.a: Protection against Discrimination to include "reproductive health decision-making."