University Policies and Procedures Library Initiative

The University is currently working on establishing a University Policies and Procedures Library which will be available later this year.  The University Policies and Procedures Library will be the official repository for policies approved by the University that:

·   support and enhance the University’s mission,

·   express basic values of the University,

·   ensure coordinated compliance with applicable laws and regulations,

·   promote operational efficiencies, and

·   mitigate and manage institutional risk.

Until such time as the University Policies and Procedures Library is available, in order to comply with Policy number 120 (University Policy Review and Approval) and in an effort to inform the University community of all new and revised policies, this webpage will serve to provide notice of all such policies on a monthly basis. 

New & Recently Revised Villanova University Policies

The following new or revised University policies have been approved within the time periods noted.  Please refer back to this webpage often for updates.

Title

Number

Responsible Division/Department

Effective or Updated

Cost Transfers in Sponsored Programs TBD Controller's Office Revised August 27, 2018
Federal regulations restrict the movement of expenditures onto and between sponsored grants, contracts and agreements. This policy implements Federal regulations and outlines the narrow circumstances under which a cost transfer may be allowed.
Website Privacy Policy TBD UnIT Revised June 29, 2018
Revisions to the policy include updated information on the how Villanova uses the data collected, information with regards to the new General Data Protection Regulation (GDPR), as well as contact information for questions or concerns with regards to the processing of data collected.
Service Animal Policy TBD Student Life June 29, 2018
Villanova University recognizes the importance of Service Animals to individuals with disabilities.  This policy sets forth general guidelines applicable to the presence of Service Animals to ensure federal and state disability rights laws are upheld.
Emotional Support Animal Policy TBD Student Life June 29, 2018
This policy governs Emotional Support Animals (ESA) on Villanova University’s campus and property, including in the Residence Halls and provides the procedure to follow for individuals with disabilities to seek approval of an ESA in University housing.
Workplace Health and Safety Policy TBD Environmental Health and Safety Revised June 29, 2018
Revisions to the policy added information on the availability of the University’s ethics and compliance hotline to raise workplace health and safety questions and concerns.

Conflicts of Interest and Business Ethics

TBD

Office of the President

Revised June 4, 2018

Revisions to the policy were minor, consisting of including references to other existing University conflict of interest and business ethics policies.

General Procurement Standards – Grants/Contracts Purchases

TBD

Financial Affairs / Procurement Office

June 4, 2018

This policy establishes the procurement procedures that must be followed by all individuals using funds under a federal award and implements the requirements of the OMB Uniform Guidance Procurement Standards.

University Policy Review and Approval

120

University Compliance Office

Revised May 9, 2018

Revisions to the policy added definitions for University Committee and Minor and Significant Revisions and further clarified the role of the Responsible Officer to consult with the appropriate University Committees and area stakeholders during the policy development process.

Policy Prohibiting Illegal, Dishonest, or Fraudulent Conduct

TBD

Office of the Provost / Human Resources

Revised February 21, 2018

Revisions to this policy were minor and consist of updating position titles in the Office of the Provost and references to committees under the VU Board of Trustees.

Bloodborne Pathogens Exposure Control Plan

S7

Department of  Environmental Health and Safety

Revised January 26, 2018

As part of the required annual review of the policy revisions were made to reformat the policy into the approval University policy template, provide improved clarity to the policy and incorporate employees at the Inn at Villanova University.

Personal Relationships Policy

TBD

Office of the Provost / Human Resources

January 23, 2018

The revisions to this policy were communicated to the University community via email by Senior Leadership on February 15, 2018.

This policy consolidates and updates two University policies: the Sexual and Romantic Relations Between Faculty, Students, and Staff Policy found in the Faculty Handbook and the Human Resources Personal Relationships Policy.

Compliance With U.S. Export Controls Laws TBD Office of the Provost Revised November 13, 2017
This policy sets forth the governance for the institution’s handling and consideration of academic and research undertakings that may be subject to export control requirements.  To that end, the revisions to this policy clarify the University’s commitment to maintaining an open academic environment and details the process by which research projects that may be subject to export controls are reviewed and approved.  

Minors in the Laboratory

TBD

Department of Environmental Health and Safety

Revised November 1, 2017

Revisions to the policy clarify that certain student recruitment programs do not fall within the scope of the policy.  Changes also include lowering of the age restrictions for minors who are allowed in designated laboratories from twelve years of age to ten years of age or those students enrolled in fifth grade.  

Minors in Villanova University Programs Policy

TBD

University Compliance Office

Revised October 4, 2017

This policy establishes safeguards for youth under the age of 18 who participate in activities and programs taking place on the University's campus, in University facilities, or under the authority of the University at off-campus locations. It covers all activities designed primarily to serve Minors.  The policy was revised to  streamline all applicable requirements.  

Background Screening Policy

TBD

Human Resources

Revised September 11, 2017

Revisions to the policy consist of information added to new Sections C and D related to export controls restricted party screening for employees and volunteers.

Information Security Awareness Policy

TBD

UNIT - University Office of Information Security

September 11, 2017

The purpose of this policy is to raise the awareness of information security, and to require that faculty, staff, and certain student workers, third party contractors and volunteers attend and complete a security awareness program initially and on a periodic basis.

Minors in the Laboratory

TBD

Department of Environmental Health and Safety

September 11, 2017; Revised November 1, 2017 (link to policy above)

The purpose of this policy is to protect the safety of minors conducting activities in Designated Laboratories (as defined) and outlines the process in place to authorize laboratory activities for minors. 

Preferred Name Policy

TBD

University Compliance Office / Title IX Coordinator

September 11, 2017

Students, faculty, and staff who identify themselves by a name other than their legal name due to their gender identity or expression may request use of a preferred first/middle name by following the procedure outlined in this policy. 

Restricted Parties Screening Review Policy

TBD

University Compliance Office

September 11, 2017

This policy ensures compliance with a variety of legal, regulatory, and contractual requirements intended to prevent the University from engaging or making prohibited payments to individuals or entities identified on any government restricted parties list.

Policy Governing Joint Appointments Across Departments and Colleges

TBD

Office of the Provost

May 30, 2017

To foster and facilitate interdisciplinary teaching and research, it may be beneficial for individual faculty members to hold academic positions in two or more academic departments or colleges. This policy outlines the guidelines and procedures that faculty must follow for joint appointments.  

Effort Reporting in Sponsored Projects

ORA-010

Office of the Provost / ORA

Revised May 28, 2017

The federal government requires an effort certification report when an individual is compensated by or has agreed to contribute time to a federally sponsored project.  All faculty who serve as investigators on sponsored agreements are required to certify the amount of effort that they and other employees spent on sponsored activities.  The policy was revised to conform to the certification process for FY 2016-2017.  The revision also details the role of the Office of the Provost in overseeing this policy.

Non-Discrimination and Non-Harassment Policies and Procedures

TBD

Human Resources

Revised April 19, 2017

The purpose of this policy is to provide the structure for the filing and resolution of complaints of discrimination or harassment relating to the employment life of employees and the educational experience of students.  The latest revisions consist of the addition of areas/departments that may assist the Complaint Officer with investigating a complaint, changes to the names of specific departments who may be able to help resolve concerns through informal resolution, and added language regarding the availability of the ethics and compliance hotline.

Villanova University Child Abuse Reporting Policy

TBD

University Compliance Office

Revised April 4, 2017

This policy is designed to educate regarding the requirements under Pennsylvania law for reporting suspected cases of child abuse, explains under what circumstances suspected child abuse must be reported, and the process for reporting.  The latest revisions facilitate reporting by members of the University community as the Department of Human Services now provides for the submission of reports electronically by mandated reporters.  Additionally, the policy now includes the official form Report of Suspected Child Abuse (CY47) for reporting child abuse.

Contact between Coaches and Academic Administrators/Faculty Members on Academic Matters

TBD

Office of Academic Support for Athletics, Office of the Provost, Athletics Department

February 20, 2017
This policy sets forth the requirements for coaches and coaching staff members to understand their restrictions in contacting faculty members and other academic administrators regarding a student-athlete’s academic pursuits.

University Policy Review and Approval

120

University Compliance Office

December 14, 2016; Revised May 9, 2018 (link to policy above)

This policy establishes guidelines for the development, revision, approval and publication of University policies and procedures while also ensuring that they are current and available. Villanova University employees are expected to become familiar with the University’s policies and procedures that govern their particular division or department and that are applicable to their University roles and responsibilities.

Policy Template

Pursuant to the process described in Policy 120, proposals for new policies and revisions to existing policies must be submitted using the University Policy Template.  The following is an example of the University Policy Template. For ease of use, we have created a Word version of the template which incorporates instructions for your reference.  When beginning the process of writing a new policy or revising an existing policy, please contact Beth Wright, University Compliance Analyst, either by email or phone (610-519-8853) to request a copy of the template.

Questions about Policies

If you have questions about University policies, including how to find applicable policies, whether a policy applies to a particular situation, and other questions, please contact the Responsible Division/Department that administers the policy in question.

Questions about the University Policies and Procedures Library Initiative

Please contact the University Compliance Office at 610-519-5466 with any questions regarding the University Policies and Procedures Library Initiative.  We will be providing the University community with regular updates as we move forward with the implementation of this initiative.

Upcoming Events

Our Staff

Leyda L. Benitez, J.D. 
University Compliance Officer
leyda.benitez@villanova.edu
610.519.3976

Donna Poupard
Executive Administrative Assistant
donna.poupard@villanova.edu
610.519.5466

Ryan Rost
Title IX Coordinator
ryan.rost@villanova.edu
610.519.8805

Beth Wright
Compliance Analyst
elizabeth.j.wright@villanova.edu
610.519.8853

Our Address

University Compliance Office
Villanova University
800 Lancaster Avenue
204 Tolentine Hall
Villanova, PA 19085-1699

Phone: 610.519.5466

Fax: 610.519.5022