HIPAA PAT-607 Mitigations and Sanctions

It is USC’s policy to monitor compliance with HIPAA policies and to mitigate, to the extent practicable, any harm resulting from inappropriate access to, acquisition of, use of, or disclosure of protected health information.

Tuition Assistance Benefit

The university provides the TAB program to assist eligible employees with educational expenses for themselves and their eligible dependents.

Gift Acceptance and Campaign Counting

All university employees and volunteers must adhere to this policy, which also acts as a guide for prospective donors and their advisors, providing assurance that all donors are treated equitably.

Fundraising Coordination

The generosity of alumni, friends, grateful patients, corporations and foundations plays a vital role in supporting USC’s mission of excellence.

Staff Disciplinary Practices

Any action by a USC staff employee contrary to the university’s mission, operations or policy may trigger disciplinary action.

Appropriate Attire and Appearance

Employees must report to work dressed appropriately and according to the requirements of the position and department; good grooming and personal hygiene are expected.

Unpaid Accommodated Medical Leave

All employees are eligible. Up-to-date certification from a qualified healthcare provider documenting the need for a medical leave is required.

Protecting Minors

The university is committed to promoting the safety and wellbeing of students and others who are entrusted to our care or visit our campuses, especially those who are particularly vulnerable, including patients, volunteer subjects of research, and the children in our daycare and community outreach programs.

Bank Accounts

No individual, school, department, institute, center, subunit, group or organization associated with or affiliated with the university (including associated alumni or student organization) is authorized to open a commercial or retail bank account in or using the university’s name, identification or tax information.

Paid University Service

Departments must allow staff employees to participate in officially sanctioned university service activities during regular paid work hours.

Training Requirements and Opportunities

To ensure compliance with federal, state or local regulatory requirements as well as university policy and procedures, faculty and staff employees may be required to complete specific training requirements as a condition of employment.

Performance Evaluations

Written performance evaluations must be conducted annually at minimum using a university-approved system or method for all staff employees except those hired within the three months preceding fiscal year end. Departments are encouraged to provide rigorous feedback, coaching and performance assessments during the first 90 days of employment.

Recruitment and Relocation Expenditures

This policy is to ensure that university funds allocated toward recruitment and relocation are appropriately approved by the hiring department and processed in compliance with university policies and local, state, and federal requirements.

Investigation of Non-Protected Class Conduct in Violation of University Policy

The Office of Conduct, Accountability, and Professionalism (OCAP) investigates violations of university policy that have not been investigated by the Office of Equity and Diversity, the Office of Compliance, the Office of Internal Audit or an office investigating research misconduct.

Student Health Leave of Absence

USC recognizes that health needs may on occasion interfere with a student’s ability to remain in his/her academic program.

Vehicle/Driver Requirements

This policy covers requirements for the use of university vehicles. USC reserves the right, at its discretion, to prohibit any individual from driving a university vehicle, or to prohibit an employee from driving a personal vehicle for university business.

Travel Cards

USC staff and faculty are eligible for a Travel Card provided they meet the following criteria: Have active employment status, in good standing.

Procurement Cards

The Procurement Card (P-Card) is a corporate card issued on behalf of USC by a bank (Issuing Bank). The P-Card is used for buying goods and services for the university.

Signage

All university signs, both permanent and temporary (i.e. banners), for interior and/or exterior installation, are subject to administrative review and approval by representatives from the Office of the Provost, University Communications and Capital Construction.

Tailgating

Tailgating before a football game is part of the rich heritage that makes Trojan Game Day special. This policy provides guidelines to help ensure a safe, family-friendly game day environment, and applies only to USC’s University Park Campus – not the Coliseum or other facilities. However, both tailgating, and open containers, are strictly prohibited at USC Village.

University Committee on Appointments, Promotions, Tenure

The University Committee on Appointments, Promotions, and Tenure (UCAPT) serves as the ultimate advisory body to the Provost, who retains final authority on behalf of the President.

International Collaborations and Export Controls

USC engages in a variety of activities related to research, instruction, healthcare, student outreach, and other strategic partnerships and affiliations that may create obligations under United States export control regulations, the Foreign Corrupt Practices Act (FCPA), and economic and trade sanctions regulations.

Disaster Leave

Disaster leave provides employees with job protection and, when applicable, continued pay and benefits over a designated period of time in concert with a “declaration of emergency” issued by the President or President’s designee.

Protection of Social Security Numbers and Other Restricted Information

USC receives and collects Restricted Information, as defined below, from and about students, faculty and staff employees, patients, and business partners, among others, in order to provide academic and clinical services and/or to conduct business operations. USC will use, store and transmit “Restricted Information” responsibly and in compliance with federal and state laws and regulations.

Smoke Free Policy

The university is committed to promoting a healthy, safe and comfortable environment for all students, faculty, staff and visitors. Smoking is prohibited in all indoor and outdoor facilities on university owned and leased property with no exception, including within vehicles parked on those properties.

University Sponsored Advertising and Sponsorships

To protect and present an appropriate and consistent image, the university restricts the advertising of, or sponsorship agreements involving, certain products and services.

HIPAA PAT-608 Breach Notification

USC shall comply with breach notification requirements under federal and state laws, including the HIPAA privacy and security regulations and the Health Information Technology for Economic and Clinical Health Act (“HITECH”) Regulations.

HIPAA PAT-601 Access to Protected Health Information

This policy describes when it is appropriate to permit a patient to access his or her Protected Health Information and the procedures to follow when approving or denying a patient request to access his or her Protected Health Information.

HIPAA Privacy Rule: Education of Covered Workforce

It is USC’s policy to provide education to its faculty, staff, students and other employees or volunteers who use, disclose or access Protected Health Information as part of their job responsibilities at USC.

Employee Email

When using email to conduct official university business, employees must use USC email exclusively.

Emergency Management

The university recognizes the need to prepare for unexpected events such as natural or human-caused disasters, as well as the need to return the university as quickly as possible to its normal operations should such events occur.

Cooperation with Compliance Investigations

Every USC employee shares the university’s responsibility to comply with laws and regulations governing a variety of activities, including but not limited to research, healthcare, privacy and security, employment practices, environmental health and safety, financial aid, athletics and conflict of interest.