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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.

January 30, 2025

AGM 1.5.6: Institutional Statements

  • Added two footnotes, consistent with the statement approved by the Faculty Senate on May 30, 2024.
  • Added a link to the list of Stanford Academic Organization Executive Officers.

AGM 2.1.2 Recruiting and Hiring of Regular Staff

  • Added section e. Driving Related to Job Requirements.
  • Updated Section 3.a. (2) to clarify that the responsibilities of the Local Human Resources Office now include reviewing certificate and license requirements outlined in the Position Summary of a job description.

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

  • Revised section 2.c. to: 
    • Reflect the new, broader definition of a victim of a crime under the law, which now includes an individual against whom a "qualifying act of violence" is committed.
    • Include the definition of "qualifying act of violence."
    • Reflect the expanded list of reasons for which an employee may use sick time when they are the victim of a crime. 
    • Reflect that employers must now also provide an employee with sick time for those same reasons when a family member is a victim of a crime.
  • Revised section 2.g. to clarify that family sick time should be used when an employee is taking time off to assist a family member, which under the law includes a designated person when they or a family member is a victim of a crime.   

AGM 2.1.8: Miscellaneous Authorized Absences

  • Revised section 2(6) to reflect the new, broader definition of a victim of a crime, which now includes an individual against whom a "qualifying act of violence" is committed.

AGM 2.1.22: Sick Time for Temporary and Casual Staff Employees

  • Revised section 2.c. to:
    • Reflect the new, broader definition of a victim of a crime under the law, which now includes an individual against whom a "qualifying act of violence" is committed.
    • Include the definition of "qualifying act of violence."
    • Reflect the expanded list of reasons for which an employee may use sick time when they are the victim of a crime. 
    • Reflect that employers must now also provide an employee with sick time for those same reasons when a family member is a victim of a crime.
  • Revised section 2.d. to clarify that family sick time should be used when an employee is taking time off to assist a family member, which under the law includes a designated person when they or a family member is a victim of a crime.   

AGM 2.3.1: Survivor Benefit Plans 

  • Revised references to contact Stanford Benefits to instead contact the University HR Service Team throughout AGM 2.3.1.
  • Revised section 5 to clarify eligibility, specify "work-related incident," and updated the office name.

AGM 2.3.5: Disability and Family Leaves 

  • Revised the Applicability and Notes sections with an updated link to the Labor Relations & Collective Bargaining resource.
  • Revised section 1.b.1. to specify a 30-day advance notice requirement for family or medical leaves and clarify that in unforeseeable situations, notice should be provided as soon as possible to the immediate supervisor, local Human Resources office, and the disability administrator. 
  • Revised section 1.b.4.and 5.g. to state that Disability and Leave Services updates employee records in the Human Resources Management System during disability leave, manages timecards, and ensures combined pay from the disability administrator and Stanford does not exceed 100% of base pay.
  • Revised section 5.a. to include exposures in the coverage for work-related absences and replaces "necessary medical, surgical, and hospital services" with "certified medical benefits" for clarity.
  • Revised section 5.b. to clarify the coverage for work-related disability provisions, by specifying that they apply to contingent employees (e.g., temporary and casual employees) and student employees, referencing the definition provided in Guide Memo 2.2.1: Definitions.
  • Updated title for section, 5.c. from ”Reporting and Recording Work Injuries and Related Absences From Work” to “Reporting Work-related Incidents and Associated Absences From Work.” Also, added a link to the Stanford Risk Management and Insurance website.

AGM 10.3.1: Sick Time for Student Hourly Employees

  • Revised section 4.c. to:
    • Reflect the new, broader definition of a victim of a crime under the law, which now includes an individual against whom a "qualifying act of violence" is committed.
    • Include the definition of "qualifying act of violence."
    • Reflect the expanded list of reasons for which an employee may use sick time when they are the victim of a crime. 
    • Reflect that employers must now also provide an employee with sick time for those same reasons when a family member is a victim of a crime.
  • Revised section 4.d. to:
    • Clarify that family sick time should be used when an employee is taking time off to assist a family member, which under the law includes a designated person when they or a family member is a victim of a crime.   
    • Include that student hourly employees can also use family sick time for a designated person. This change is consistent with changes we previously made to AGM 2.1.22.  

December 10, 2024

AGM 2.1.6: Vacations

  • Removed reference to Terminal Vacation in 1.d.2.
  • Removed section 2.g.2.

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

  • Removed reference to Terminal Vacation in section 1.c.

AGM 2.1.17: Layoffs

  • Removed references to Terminal Vacation in sections 4.c, 4.d, and 4.e. 
  • Removed section 6.c.2.

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

  • Hoover has been added to section 1 under Zero-Interest Accounts in the list of units who receive Expendable Funds Pool (EFP) payout. 

November 20, 2024

New policy: AGM 1.5.6: Institutional Statements

  • A policy statement for Stanford University leaders and administrators who are speaking for the institution.

November 6, 2024

AGM 5.4

  • Changed name of subchapter from “Travel and Business Expenses” to “Business and Travel Expenses.”

AGM 5.4.2: Business and Travel Expenses

  • Updated to streamline policy language, ensure clear linkage to over-arching compliance requirements (i.e., IRS requirements), and to move procedural content to Fingate.
  • A statement was added to clarify that schools and units are now solely responsible for approving any transaction that exceeds business and travel expense maximums. 
  • There were no other substantive changes made to policies in terms of definitions of expenses, guiding principles, and/or supporting systems and processes.
     

November 4, 2024

AGM 4.2.1: Receiving and Processing Gifts

Revised Section 4.2.1.2.c to include the following updates:

  • Removed instructions related to delivering a stock gift in paper certificate form.
  • Changed the first paragraph to indicate the types of securities the university accepts.
  • (i) Broker-to-Broker Transfer: added the hyperlink to the Giving to Stanford website with gift transfer instructions.
  • (ii) Give securities you hold in certificate form: removed old instructions and request that the Gift Securities team be contacted directly.
  • Removed (ii) Mail, (iii) Hand Delivery, and (2) Certificate is Excess of Gift.
  •  Added (iii) Give mutual funds, bonds, securities held by a transfer agent, or foreign or restricted stock and (iv) Other types of assets.

November 1, 2024

AGM 2.3.5: Disability and Family Leaves

  • In section 1.b.3, clarified the role of disability administrator in the disability leave process.
  • In section 6.c.2, updated the length of the short-term disability plan for non-California employees to 26 weeks. 
  • Updated 6.e.1, 6.e.2, and 7.b.3 to reflect a change from 90 to 180 days of consecutive approved disability leave required to be eligible for Long-Term Disability.

September 11, 2024

AGM 9.2.1: Organization Chart: Provost

  • Chart was updated to include the Special Advisor to the Provost on University Free Speech role.
     

August 27, 2024

AGM 7.6.1: Employee Work-Related Incident Reporting (Formerly Accident and Incident Reporting)

  • Title of the policy was changed to Employee Work-Related Incident Reporting.
  • All sections were updated to:
    • Provide high-level steps to take when an Employee Work-Related Incident occurs at work
    • Clarify the documentation used for reporting Employee Work-Related Incidents
    • Clarify what is meant by “incident”
  • A link to the Office of Risk Management and Insurance website was added to the summary section.

July 29, 2024

AGM 2.4.6: Indemnification

  • Section 1 was updated to:
    • Broaden the bases on which the University will consider providing defense and indemnification.
    • Clarify the process by which the decision as to defense and indemnification will be made, and that the final decision will be made by the Provost. 
  • A link to the Office of the General Counsel website was added to Section 2.

July 17, 2024

AGM 6.1.1: Privacy and Access to Electronic Information 

  • Section 2 was updated to include the Vice President of Human Resources as an Authorizing Official and in University Investigations.

June 26, 2024

AGM 2.2.4: Violence in the Workplace

  • Updated to align with the new California law (SB 553), which goes into effect on July 1, 2024.
  • Sections 5 and 6 were added to reflect the creation of a Workplace Violence Prevention Plan, required training, and a specific workplace violence incident log.

June 20, 2024

AGM 2.4.3: Stanford Identification Cards

  • Removed section 5.b. referencing Continuing Studies cards, which are no longer provided. 
  • Subsequent items in section 5 were re-numbered.

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.

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.

January 30, 2025

AGM 5.2.4 Surplus Property Sales

  • Updated links to the Property Management Manual throughout.

January 8, 2025

AGM 9.1.1: Organization Chart: President

  • Updated Chief of Staff title and added Vice President for University Affairs & Secretary of the Board of Trustees role to the chart.

November 21, 2024

AGM 2.2.1: Definitions

  • 2.2.b: Removed the word "not" from the first sentence.
  • 2.4: Updated links throughout section.

July 9, 2024

AGM 2.2.1 Definitions

  • Section 1.b: Updated definition for Non-tenure Line Professoriate. 

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."