University Policy Updates: August 2024 to October 2024
From: Office of the Vice President for Policy and Governance
The following university policies were updated between August 2024 to October 2024. Both substantive and technical updates are included below. Note: The most recent updates to a posted policy can be found at the end of that policy under “Approvals and Revisions.” Please read to learn more.
Auxiliary and Business Services
No. 5005 — Bicycle and Other Personal Transportation Devices: This policy modification added definitions and guidance regarding additional types of devices included in personal devices, transportation devices and added electronic power assisted bicycle and electronic skateboard. Additional policy updates include references to local and state regulations, and hyperlinks.
Campus-wide
No. 1010 — Policy on Smoking: This policy modification noted research findings of negative health impacts of smoking and secondhand smoke and clarified that smoking is prohibited by employees outside of designated break periods.
No. 1015 — Policy on Serving Alcohol: This policy was revised to expand approval authority of the Vice President for Health Sciences and Technology for applicable facilities in the greater Washington, D.C. area.
No. 1070 — Global Travel Policy: This policy was comprehensively revised to add reference to the National Security Presidential Memorandum 33 (NSPM-33) related to the Global Travel Registry, clarify insurance enrollment requirements, updated the definition of “high risk travel” by a single reference list maintained by the Global Travel Oversight Committee, added an incident reporting requirement, established the Global Non-credit Approval Committee (GNAC) to review and approve non-credit group travel, specified the Cranwell International Center as the registration office for non-degree programs engaging international students, clarified how the Faculty Handbook is used for enforcement, added definitions, and expanded on references to other university policies and procedures.
No. 2000 — Management Of University Records: This policy revision provided clarifying language, including detailed roles and responsibilities.
Facilities
No. 5400 — University Space Management: This policy was revised to clarify and refine the purpose and scope of the policy to provide a more comprehensive understanding of its applicability, relevance, and functionality; added and expanded definitions; provided alignment with best practices and strategic intent; and clarify roles and responsibilities of various stakeholders.
Finance and Business
No. 3006 — Catering Policy: This policy revision included removal of references to the VT Dining catering functions, the requirement to use the America To Go catering concierge service to select a university approved caterer and provided procedures for America To Go catering concierge program.
No. 3015 — University Contract Signature Policy and Procedures: This policy was revised to update titles for Sponsored Programs (OSP) positions and remove reference to retired Policy 3220, Direct Payment Procedures.
Human Resources
No. 4005 — Exceptional Recruitment and Retention Incentive Options Policy: This new policy was published to provide guidance on compensation for faculty and university staff recruitment and retention incentives.
No. 4296 — Adjunct and Wage Faculty Payments (P14 Payments): This policy was modified to include reference to new policy 4005, Exceptional Recruitment and Retention Incentive Options Policy and removed references to payment of bonuses within this policy, increase in the salary basis amount per the Fair Labor Standards Act exemption tests to $844 per week, and updates to links.
No. 4815 — Minors at Virginia Tech: This policy revision included a change in alignment of policy approval and Youth Protection Advisory Committee membership appointment from the Safety and Security Policy Committee to the Executive Vice President and Chief Operating Officer. Additional updates reflect added definition for university real property and revised links.
Public Safety
No. 5820 — Operation of Unmanned Aircraft Systems (UAS): This policy revision updated UAS Oversight Committee membership and the committee chair, added section 2.3.1, Public Safety Exception, and included technical updates to definitions and document links to reflect organizational changes.
Research
No. 13005 — Centers and University Institutes: Establishment, Governance and Programmatic Oversight: This policy was comprehensively updated to incorporate content from Policy 3020, Centers Financial and Administrative Policy and Procedures (retired), removed distinction between mission areas to allow centers to be involved in more than one mission, created the category of a sponsored center, revised expectations for metrics, goals, and compliance, including consequences of noncompliance, and simplified center review and reporting aspects, allowing administrator flexibility for establishing processes.
Student Affairs
No. 8010 — Classification of Student Organizations: This policy was modified to update organization and group titles and remove duplicative language.
No. 8011 — Establishing and Maintaining a University Student Life Program (USLP): This policy was revised to incorporate procedures from retired Policy 8005 (and eliminate policy reference), update organization and group titles, and eliminate reference to the Virginia Public Procurement Act (which is no longer applicable due to the Restructuring Act), thereby changing policy language to “university purchasing procedures”.
No. 8012 — Establishing and Maintaining a University Chartered Student Organization (UCSO): This policy revision eliminated reference to the Virginia Public Procurement Act (which is no longer applicable due to the Restructuring Act), thereby changing policy language to “university purchasing procedures,” and removed reference to retired Policy 3220, Direct Payment Procedures.
No. 8013 — Establishing and Maintaining a Registered Student Organization (RSO): This policy revision eliminated reference to the Virginia Public Procurement Act (which is no longer applicable due to the Restructuring Act), thereby changing policy language to “university purchasing procedures,” and updated organization titles.
No. 8014 — Establishing and Maintaining an Extended Campus Student Organization (ECSO): This policy revision eliminated reference to the Virginia Public Procurement Act (which is no longer applicable due to the Restructuring Act), thereby changing policy language to “university purchasing procedures,” and updated organization titles.
The following policies have been retired:
No. 3020 – Centers Financial and Administrative Policy and Procedures: Key components of this policy were incorporated into Policy No. 13005, Centers and Institutes: Establishment, Governance, and Programmatic Oversight.
No. 3220 – Direct Payment Procedures: This policy became obsolete due to changes in streamlining procurement practices, such as Non-PO payment forms within HokieMart and use of the America To Go catering program.
No. 8005 – University Staff Support for Organizations with Significant University Interest: Key components of this policy were incorporated into Policy No. 8011, Establishing and Maintaining a University Student Life Program (USLP).
No. 10000 - Policy On Library Deposit Copies of University Publications: This policy became obsolete due to existing library materials request practices and no regulatory compliance obligations.
For more information on policies and the policymaking process at Virginia Tech, visit Policies at Virginia Tech. Policy questions may be sent to vppg@vt.edu.