University Policies

Active Policies

A. Introduction

1. Introduction

Policy Manual Introduction
Adopted on Jan. 12, 2012

2. Policy Management

University Policy Management and Approval Process
Not yet adopted

Last revised on May 26, 2022

3. Policy Template

Policy on Policies
Adopted on May 6, 2011

B. Board of Visitors

1. Awards and Special Recognition

Honorary Degrees
Adopted on May 12, 1973

Last revised on June 26, 1982
Emeritus Status for Teaching Faculty
Adopted on Feb. 12, 1977

Last revised on June 26, 1982
Awards and Recognition Policy
Adopted on April 25, 1987
Washington Medallion
Adopted on Feb. 11, 2000
Monroe Medal
Adopted on April 21, 2001
Emeritus Status for Administrative and Professional Faculty
Adopted on Nov. 19, 2011
Posthumous and In Memoriam Degrees
Adopted on Nov. 20, 2015

Last revised on March 22, 2016

2. Governance

Bylaws - Board of Visitors
Adopted on May 12, 1973

Last revised on Sept. 20, 2024
Communications to the Board
Adopted on May 12, 1973

Last revised on June 26, 1982
Access to Minutes of Board Meetings
Adopted on June 26, 1982
Appeals to the Board
Adopted on June 26, 1982
Empowering the University President
Adopted on Dec. 1, 1984
Presidential Performance Review
Adopted on May 7, 2010
Policy on Policies
Adopted on May 6, 2011
Participation in Board Meetings By Electronic Means
Adopted on Feb. 19, 2015

Last revised on Sept. 20, 2024
Public Comment
Adopted on April 12, 2019

Last revised on Sept. 13, 2019

3. Honor System

Honor Constitution
Adopted on Feb. 1, 1972

Last revised on April 21, 2023
Honor System
Adopted on July 28, 1972

4. Internal Audit

Internal Audit Charter
Adopted on Sept. 9, 1989

Last revised on Nov. 21, 2023
Fraud Reporting
Adopted on Oct. 24, 1992

Last revised on Feb. 17, 2023
Audit Requirement for UMW IT Systems with Sensitive Data
Adopted on March 18, 2020

Last revised on April 21, 2023
Recruitment Materials
Adopted on March 19, 2012

Last revised on Aug. 23, 2023

9. Administration and Finance

Institutional Debt
Adopted on April 19, 1997

Last revised on Feb. 17, 2023
Establishing Student Fees
Adopted on July 1, 2002

Last revised on March 13, 2023

C. Office of the President

1. Office of Events

Request to Address the Campus Community
Adopted on April 1, 2003

Last revised on Aug. 16, 2024
Lee Hall International Flag Policy
Adopted on Aug. 6, 2024

Last revised on Aug. 6, 2024

2. Institutional Effectiveness

Institutional Effectiveness Cycle
Adopted on Sept. 23, 2010

Last revised on April 13, 2022
Institutional Data
Adopted on June 29, 2022

Last revised on June 29, 2022

D. Academic Affairs

1. Admissions and Financial Aid

Implementation of State Policy on Transfer
Adopted on April 1, 1995

Last revised on Aug. 28, 2013
Student Military Service Activation
Adopted on April 15, 2011
Cambridge A-Level Examination Credit
Adopted on April 20, 2012
Satisfactory Academic Progress
Adopted on July 1, 2011

Last revised on Aug. 11, 2014
Recruitment Materials
Adopted on March 19, 2012

Last revised on Aug. 23, 2023

2. Center for International Education

UMW Study Abroad Program Approval Process
Adopted on Nov. 1, 2012

3. Gari Melchers Home and Studio

Gari Melchers Home and Studio Collections
Adopted on Sept. 29, 1984

Last revised on Jan. 7, 2013

4. James Monroe Museum and Memorial Library

James Monroe Museum and Memorial Library Use of Research Materials
Adopted on Oct. 24, 1981

Last revised on Jan. 7, 2013
James Monroe Museum and Memorial Library Collections
Adopted on Oct. 1, 1988

Last revised on Dec. 19, 2013

5. Registrar

International Baccalaureate and Advanced Placement Credit
Adopted on April 15, 2011
Course Numbering
Adopted on Dec. 1, 2010

Last revised on Oct. 21, 2011
Credit Hour Policy
Adopted on Dec. 1, 2010

Last revised on March 27, 2024
Cross-level Courses
Adopted on Dec. 1, 2010

Last revised on Oct. 21, 2011
Military-Related Student Registration
Adopted on March 3, 2014
Military-Related Student Transfer Credit
Adopted on July 1, 2014

6. UMW Faculty

Emeritus Status for Teaching Faculty
Adopted on Sept. 12, 1977

Last revised on June 26, 1982
UMW Study Abroad Program Approval Process
Adopted on Nov. 1, 2012
Recording Class and Distribution of Course Materials
Adopted on Aug. 1, 2016

Last revised on Dec. 2, 2020
University Faculty Overload Teaching Policy
Adopted on March 22, 2018

Last revised on Dec. 18, 2018
Department Chair Responsibilities
Adopted on June 1, 1982

Last revised on Oct. 6, 2011
Faculty Credentials
Adopted on Sept. 1, 2001

Last revised on Nov. 22, 2022
External Grants and Contracts
Adopted on Dec. 1, 2006

Last revised on June 10, 2019
Department Chair Compensation
Adopted on June 1, 2007

Last revised on Feb. 3, 2023
Summer Session Teaching Compensation
Adopted on May 1, 2008

Last revised on Nov. 4, 2019
Academic Program Coordinators
Adopted on Oct. 6, 2011

Last revised on Aug. 20, 2021
Establishment of Academic Centers
Adopted on Oct. 20, 2011
Faculty Special Assignments to Part-Time Administrative Roles
Adopted on Aug. 21, 2012
Online Course Authorization
Adopted on June 1, 2012
Substantive Change Policy
Adopted on Oct. 1, 2010

Last revised on June 13, 2022

7. UMW Galleries

Collection Management
Adopted on March 1, 2010

8. Simpson Library

Collection Development
Adopted on Jan. 18, 2011

Last revised on Jan. 23, 2024
Collection Development for Federal Government Documents
Adopted on Jan. 18, 2011

Last revised on Jan. 23, 2024
Library Circulation
Adopted on Jan. 18, 2011

Last revised on Feb. 18, 2022
Public Access to Government Documents
Adopted on Jan. 18, 2011

Last revised on Jan. 23, 2024

9. Complaints

General Student Complaint Procedure
Adopted on Feb. 3, 2016

Last revised on July 30, 2019

E. Administration & Finance

1. Facilities Services

Inclement Weather Policy
Adopted on Dec. 1, 2003

Last revised on Dec. 9, 2019
University/State Vehicle Use
Adopted on Sept. 1, 2011

Last revised on Aug. 30, 2017
Facilities Services Alternative Shift Pay Practices for Inclement Weather
Adopted on May 25, 2017

Last revised on May 25, 2017
Tents, Stages, Amusement Devices, and Other Temporary Structures
Adopted on Nov. 25, 2017

Last revised on Aug. 15, 2024
Illicit Discharge Detection and Elimination (IDDE Policy)
Adopted on Nov. 1, 2017

Last revised on March 7, 2022

2. Finance

Institutional Debt
Adopted on April 19, 1997

Last revised on Feb. 17, 2023
Establishing Student Fees
Adopted on July 1, 2002

Last revised on March 13, 2023
Clean Desk Policy
Adopted on June 8, 2022
Disruptions to Instructional Delivery
Adopted on Oct. 15, 2021

Last revised on March 14, 2023
Financial Reporting
Adopted on July 1, 2005

Last revised on Nov. 10, 2022
Handling Incoming Payments
Adopted on July 1, 2006

Last revised on July 12, 2022
Business Meals
Adopted on July 1, 2008

Last revised on July 15, 2022
Disallowed Expenses
Adopted on July 1, 2008

Last revised on Sept. 4, 2020
Gift Giving
Adopted on July 1, 2008

Last revised on Feb. 28, 2023
Reimbursement for Non-Travel Expenditures
Adopted on July 1, 2008

Last revised on Feb. 1, 2023
Travel Policy
Adopted on July 1, 2008

Last revised on Oct. 24, 2022
Direct Deposit and Electronic Payment of Net Pay
Adopted on July 22, 2008

Last revised on Feb. 8, 2023
Electronic Communication Devices
Adopted on March 16, 2009

Last revised on July 1, 2022
Identity Theft Prevention Program
Adopted on Nov. 1, 2009

Last revised on Jan. 31, 2019
Moving and Relocation
Adopted on July 1, 2010

Last revised on July 8, 2022
Policy on Generally Accepted Accounting Principles
Adopted on July 1, 2005

Last revised on July 13, 2023
Ethical Business Practices
Adopted on Nov. 15, 2013

Last revised on Aug. 26, 2017
Student-Run Organization Funding
Adopted on Feb. 21, 2014

Last revised on July 31, 2019
University Solicitation
Adopted on March 16, 2016

Last revised on Sept. 18, 2020
Past Due Collection
Adopted on April 4, 2016

Last revised on April 3, 2017
Student Military Service Activation
Adopted on March 15, 2011

3. Human Resources

Emeritus Status for Teaching Faculty
Adopted on Sept. 12, 1977

Last revised on June 26, 1982
Emeritus Status for Administrative and Professional Faculty
Adopted on Nov. 19, 2011
Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence
Adopted on Nov. 1, 2011

Last revised on Sept. 16, 2022
H-1B Visa Applications
Adopted on Sept. 1, 2009

Last revised on Oct. 24, 2019
Permanent Residence Sponsorship
Adopted on Sept. 1, 2009

Last revised on Oct. 24, 2019
Out-of-State Hiring
Adopted on July 25, 2023
Smoking Policy
Adopted on Aug. 15, 1989

Last revised on Sept. 23, 2019
Overtime Compensation for Non-Exempt Employees
Adopted on Jan. 1, 1995

Last revised on Oct. 24, 2023
Workplace Violence
Adopted on May 1, 2002

Last revised on July 14, 2022
Administrative and Professional Faculty Grievance
Adopted on March 1, 2004

Last revised on July 14, 2022
Background Check
Adopted on Dec. 1, 2006

Last revised on July 12, 2022
Staff Recognition for Certifications, Licenses, and Degrees
Adopted on April 30, 2007

Last revised on July 14, 2022
Administrative and Professional Faculty Performance Planning and Appraisal System
Adopted on June 1, 2010

Last revised on July 15, 2022
Alcohol and Drug-Related Behavior
Adopted on July 1, 2010

Last revised on July 14, 2022
Outside Employment
Adopted on Jan. 12, 2011

Last revised on July 15, 2022
Tuition Waiver
Adopted on Jan. 1, 1997

Last revised on July 12, 2022
Employee Tuition Reimbursement Policy
Adopted on Aug. 1, 2017

Last revised on Oct. 4, 2024
Organizational Charts
Adopted on July 1, 2013

Last revised on Feb. 28, 2023
Animals on University Property
Adopted on Nov. 9, 2013

Last revised on Oct. 27, 2023
On-Call and Call-Back Compensation
Adopted on Jan. 16, 2014

Last revised on Jan. 1, 2021
Minors on Campus
Adopted on Sept. 7, 2015

Last revised on July 13, 2022

4. Information Technology

Electronic Communication Devices
Adopted on March 16, 2009

Last revised on July 1, 2022
Remote Access VPN
Adopted on Jan. 17, 2017

Last revised on July 25, 2018
Physical Access to Sensitive IT Facilities
Adopted on March 1, 2016

Last revised on March 31, 2016
Local Administrative Access Policy
Adopted on Jan. 17, 2017

Last revised on July 12, 2019
System Interconnection Assessment and Authorization
Adopted on July 24, 2018

Last revised on July 24, 2018
Security Planning
Adopted on July 18, 2018

Last revised on July 18, 2018
Security Awareness and Training
Adopted on Aug. 24, 2018

Last revised on July 28, 2021
Risk Assessment
Adopted on July 18, 2018

Last revised on July 18, 2018
Personnel Security
Adopted on July 24, 2018

Last revised on July 29, 2021
Media Protection
Adopted on July 24, 2018

Last revised on July 24, 2018
IT System Maintenance
Adopted on July 24, 2018

Last revised on July 24, 2018
IT System and Information Integrity
Adopted on Sept. 5, 2018

Last revised on Sept. 5, 2018
Administrative Data Access
Adopted on July 1, 2004

Last revised on Aug. 7, 2024
IT System and Communication Protection
Adopted on July 24, 2018

Last revised on July 24, 2018
IT System Monitoring and Logging
Adopted on July 18, 2018

Last revised on July 18, 2018
Information Technology Contingency Planning
Adopted on July 24, 2018

Last revised on July 24, 2018
Configuration Management
Adopted on Aug. 20, 2018

Last revised on July 24, 2023
Access Control
Adopted on July 1, 2019

Last revised on Aug. 5, 2020
IT System and Services Acquisition
Adopted on Oct. 28, 2019

Last revised on Oct. 28, 2019
IT Identification and Authentication
Adopted on Oct. 25, 2019

Last revised on Oct. 25, 2019
Information Security Program
Adopted on July 1, 2004

Last revised on July 15, 2019
Identity Management Credentials
Adopted on July 1, 2005

Last revised on July 22, 2021
Network and Computer Use
Adopted on Jan. 1, 2005

Last revised on July 19, 2023
Electronic Storage of Highly Sensitive Data
Adopted on Nov. 10, 2010

Last revised on Jan. 27, 2014
Data Classification
Adopted on Nov. 16, 2010

Last revised on Aug. 7, 2024
Data Encryption
Adopted on April 1, 2011

Last revised on July 15, 2019
Monitoring of Employee Electronic Communications or Files
Adopted on April 1, 2004

Last revised on July 16, 2019
Email Policy
Adopted on Aug. 4, 2011

Last revised on Aug. 7, 2024
IT Infrastructure, Architecture, and Ongoing Operations
Adopted on May 10, 2013

Last revised on July 28, 2021
IT Project Management
Adopted on May 1, 2012

Last revised on July 26, 2018
Information Technology Accessibility
Adopted on Sept. 1, 2016

Last revised on Sept. 1, 2016
Incident Response
Adopted on Dec. 12, 2011

Last revised on July 28, 2021

5. Public Safety and Community Services

Loss of Personal Property
Adopted on May 1, 2013

Last revised on May 1, 2013

F. Student Affairs

1. Campus Recreation

Campus Recreation Programming and Facility Usage
Adopted on Oct. 1, 2007

Last revised on May 22, 2024

2. Counseling and Psychological Services

Counseling and Psychological Services Provision
Adopted on Aug. 1, 2010

Last revised on June 21, 2019

3. Health Center

Student Health Center Eligibility
Adopted on April 27, 2011

Last revised on March 29, 2024

4. Office of Student Conduct and Responsibility

Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence
Adopted on Nov. 1, 2011

Last revised on Sept. 16, 2022
Alcohol Policy
Adopted on April 12, 1997

Last revised on July 12, 2024
Drug Policy
Adopted on Aug. 1, 2011

Last revised on July 9, 2024
Hazing Prohibition Policy
Not yet adopted
Amnesty Policy
Adopted on Aug. 15, 2024

5. Residence Life

Dining Services Agreement
Adopted on March 1, 1999

Last revised on June 21, 2019
University Housing Search and Seizure
Adopted on March 1, 1999

Last revised on April 24, 2024
On-Campus Living Requirement
Adopted on Aug. 1, 2002

Last revised on Oct. 9, 2023
Student Organization Catering
Adopted on Aug. 15, 2017

Last revised on May 15, 2023

6. Student Activities

Student-Run Organization Funding
Adopted on Feb. 21, 2014

Last revised on July 31, 2019
Reaffirmation of Non-Discrimination Among Student Groups
Adopted on Nov. 11, 1989

Last revised on April 12, 2022
Posting and Chalking Policy
Adopted on Aug. 15, 2024

7. Student Life

Student Handbook
Adopted on April 12, 1997

Last revised on Oct. 3, 2023

8. UMW Police

Annual Security Report
Adopted on March 1, 1965

Last revised on Dec. 9, 2020
Safety and Security Cameras Acceptable Use
Adopted on Aug. 1, 2014

Last revised on Feb. 19, 2024
Expressive Activity by Members of University Community
Adopted on Aug. 13, 2014

Last revised on Aug. 15, 2024
Use of Lee Hall Terrace
Adopted on March 16, 2009

Last revised on Aug. 19, 2021

G. Advancement/Univ.Relations

1. Alumni Relations

Alumni Association Articles of Agreement
Adopted on Nov. 19, 1983

Last revised on Jan. 7, 2013

2. University Advancement

Heritage Society
Adopted on Sept. 28, 1985

Last revised on April 21, 2023
Named Gift Policy
Adopted on Sept. 18, 1999

Last revised on April 21, 2023
Gift Acceptance Policy
Adopted on Nov. 20, 2009

Last revised on April 21, 2023
Policy on Sponsorship
Adopted on Oct. 1, 2014

3. University Relations and Communications

Use of University Name, Seal, and Logo
Adopted on Sept. 6, 1980

Last revised on Aug. 23, 2023
Graphic and Brand Identity Standards
Adopted on March 1, 2005

Last revised on Aug. 23, 2023
Media Relations
Adopted on March 1, 2008

Last revised on Aug. 23, 2023
Recruitment Materials
Adopted on March 19, 2012

Last revised on Aug. 23, 2023
Use of Social Media
Adopted on Feb. 9, 2015

Last revised on Aug. 23, 2023

Design Services

Official Mascot and Colors
Adopted on Sept. 20, 1986

H. UMW Foundation

1. Foundation Management

Memorandum of Understanding between the University of Mary Washington and the UMW Foundation
Adopted on April 5, 2008

Last revised on Dec. 17, 2021
Gift Acceptance Policy
Adopted on Nov. 20, 2009

Last revised on April 21, 2023

I. Accreditation, State, Federal Policies

1. Accreditation

Substantive Change Policy
Adopted on Oct. 1, 2010

Last revised on June 13, 2022

2. Federal Policies

Student Military Service Activation
Adopted on April 15, 2011
Credit Hour Policy
Adopted on Dec. 1, 2010

Last revised on June 3, 2019

3. State Policies

Implementation of State Policy on Transfer
Adopted on April 1, 1995

Last revised on Aug. 28, 2013

J. Equity and Access

Equity and Access

Prohibiting and Responding to Reports of Discrimination and Harassment
Adopted on March 23, 2005

Last revised on April 19, 2024
Assistance Animals
Adopted on Nov. 9, 2013

Last revised on June 30, 2021

K. Appendix

1. UMW Guiding Documents

Guiding Principles on Diversity & Inclusion
Adopted on April 20, 2018
Official Mascot and Colors
Adopted on Sept. 20, 1986
Statement of Community Values
Adopted on April 20, 2018
Statement of Non-Discrimination
Adopted on May 10, 1991

Last revised on Sept. 27, 2018
Statement of Rights and Responsibilities
Adopted on July 1, 1973

Last revised on April 20, 2012
Statement on Academic Freedom
Adopted on July 1, 1986

2. UMW Handbooks

Academic Catalogs
Adopted on July 1, 1993

Last revised on July 1, 2022
Dictionary of Academic Regulations
Not yet adopted

Last revised on Dec. 21, 2018
Faculty Handbook
Adopted on Feb. 8, 1975

Last revised on Aug. 16, 2022
Student Handbook
Adopted on April 2, 1997

Last revised on Aug. 1, 2021
UMW Employee Handbook for Administrative/Professional Faculty, Classified and Wage Employees
Adopted on March 1, 2006

Last revised on May 25, 2017

L. Index

Active Policies

Policy List
Adopted on Oct. 9, 2012

Last revised on Aug. 19, 2024

Active Policies

Active Policies

A. Introduction

1. Introduction

2. Policy Management

3. Policy Template

B. Board of Visitors

1. Awards and Special Recognition

2. Governance

3. Honor System

4. Internal Audit

5. Student Affairs

6. UMW Foundation

7. Museums and Galleries

8. Community Standards

9. Administration and Finance

C. Office of the President

1. Office of Events

2. Institutional Effectiveness

D. Academic Affairs

1. Admissions and Financial Aid

2. Center for International Education

3. Gari Melchers Home and Studio

4. James Monroe Museum and Memorial Library

5. Registrar

6. UMW Faculty

7. UMW Galleries

8. Simpson Library

9. Complaints

E. Administration & Finance

1. Facilities Services

2. Finance

3. Human Resources

4. Information Technology

5. Public Safety and Community Services

F. Student Affairs

1. Campus Recreation

2. Counseling and Psychological Services

3. Health Center

4. Office of Student Conduct and Responsibility

5. Residence Life

6. Student Activities

7. Student Life

8. UMW Police

G. Advancement/Univ.Relations

1. Alumni Relations

2. University Advancement

3. University Relations and Communications

Design Services

H. UMW Foundation

1. Foundation Management

I. Accreditation, State, Federal Policies

1. Accreditation

2. Federal Policies

3. State Policies

J. Equity and Access

Equity and Access

K. Appendix

1. UMW Guiding Documents

2. UMW Handbooks

L. Index

Active Policies

University Policies